Terms & Conditions

This privacy policy sets out how Instant Ninja uses and protects any information that you give Instant Ninja when you use this website. Instant Ninja is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified when using this website, then you can be assured that it will only be used in accordance with this privacy statement. Instant Ninja may change this policy from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes.

Sample policy

Instant Ninja's sample policy is as follows:

  • Items are available for purchase from our website.
  • Clients ordering samples from either Cape Town or Durban may have these sent overnight to their respective destination.
  • Items with an individual product price of less than R80 excluding VAT may not be returned.
  • Items with an individual product price of R80 excluding VAT or more may be returned for a refund or credit.
  • Memory sticks may not be returned for credit. We recommend purchasing dummy memory stick samples.
  • Samples must be returned in original condition as well as original packaging so that a refund/credit can be ensured.
  • It may take up to a week to carefully check samples that are returned and once we are satisfied that samples are fit for resale we will issue the refund or credit note.
  • Damage to any part of sample or packaging will result in samples not being accepted for return.
  • Importantly, when returning samples, the original invoice relevant to the samples needs to accompany the returned goods before a credit note will be issued and a refund effected.
  • EFT refunds are processed every Friday.
  • All orders need to be paid for and collected within 5 working days of invoice date and if not paid and collected within this time, they will be cancelled.

Branding Terms and Conditions

ACCEPTABLE FILE FORMATS: .CDR / .EPS / .AI / .PDF / .FH

  • Vector artwork is preferred.
  • We accept PC format artwork only.


TIPS TO HELP YOU PREPARE YOUR ARTWORK

  • All fonts must be converted to curves to avoid font substitutions.
  • Please include font and size if typesetting is requested.
  • Artwork for multi-colour imprints should be sent as a colour separated file (exceptions: digital printing).
  • Formats we do not accept: Word files, .gif, .jpeg (under 600dpi), Power Point.
  • Please forward the electronic artwork directly to your Account Manager.
  • Upon written approval of layouts please confirm with your Account Manager that they have received your signoff.
  • Instant Ninja cannot take responsibility for non-delivery of orders if layout approval is not received.
  • Branding will only commence once full payment for stock and branding has been received and artwork has been approved.
  • Instant Ninja cannot take responsibility for missed deadlines if payment has not been confirmed with your Account Manager.
  • For fast clearing of orders please e-mail johann@instantninja.co.za


Reminders will be sent out daily if we require either approval or payment from you before commencing with a job. If you have paid for and approved the order and are still receiving these reminders, please contact your Account Manager directly to ensure that we have received all the relevant information.
Delivery dates are quoted from the day after artwork approval and receipt of payment - whichever is later.
Amendments made to proofs will result in a delay to delivery date. Should you require changes, we will issue a new layout for final proofing before production commences.

ARTWORK FEES

  • Artwork received in the correct format will not be charged for.
  • Artwork not received in the correct format will attract a redrawing fee of R650 excluding VAT. This fee will accommodate 2 further changes to the layouts, where after any additional changes will be charged for at R150 excluding VAT per change.
  • Branding cancelled after layouts have been generated will be charged for at R250 excluding VAT per layout completed.

General Terms and Conditions

  • Once stock has been collected/delivered from/by Instant Ninja, Instant Ninja has no control over it. As such we do not accept responsibility for any damages or shortages not reported within 24 hours.


Instant Ninja cannot accept returns on incorrect items which have already been branded regardless of whether it’s Instant Ninja's fault or not.

  • It may take up to a week to carefully check the stock that is returned and once we are satisfied that stock is fit for resale we will issue the refund or credit note.
  • In the case of stock being sent by courier to regions outside of Johannesburg (i.e. Durban, Cape Town etc), clients have 72 hours from time of collection by courier, to report missing or damaged items. No claims will be entertained thereafter.
  • Once an order for memory sticks has been collected from us, we unfortunately cannot accept a return on it.
  • We do not accept returns on discontinued and clearance items.
  • We do not accept returns or changes to orders for items that need to be assembled – eg. PEN-730
  • The ETA (estimated time of arrival) dates indicated for stock are updated regularly but due to unforeseen supplier, shipping or customs delays, these dates cannot be guaranteed.
  • Day 1 of branding is the day after receipt of both artwork approval and payment.
  • Lead times exlude weekends, South-African public holidays and Instant Ninja's annual shutdown period.

PAYMENT

  • We do not accept any cheques deposits into our accounts.
  • We do not accept cash for any orders since having cash on the premises is a security risk.
  • We accept MasterCard, Visa and Debit cards (We do not accept Amex and Diners).
  • We encourage EFT’s and have facilities at our offices to make Internet payments.
  • Stock will only be released once proof of payment has been received. We encourage you to pay into our matching bank account ensure that your order is cleared immediately.
  • Payments from outside South Africa take between 4 and 7 working days to clear. Orders will only be released once payment has reflected.
  • For orders that require branding, branding will only commence once stock and branding has been paid for in full.
  • Please contact your Account Manager to confirm that we have received your proof of payment, once payment has been made.
  • Instant Ninja cannot be responsible for missed deadlines if you have not confirmed that payment has been received.

ORDERS COLLECTED BY YOUR COURIER

  • Please request a COURIER COLLECTION FORM. 
  • Please accurately complete all the required fields on the form and email back to your Account Manager, or else fax back to the number listed on the form. Clients who complete the form and return it several hours prior to their couriers (or drivers) collecting their orders, experience shorter waiting times and a more efficient experience overall.
  • Please do not send your couriers to collect orders until you have received an email from Instant Ninja notifying you that your goods are ready for collection. 
  • Please ensure that your courier knows who they are collecting for and how many orders they are collecting. All relevant invoice numbers must appear on the collection form.
  • Stock will not be released to couriers until payment is received. Please do not send your courier to collect if you have not effected payment and provided proof thereof to Instant Ninja, and confirmed that we have received the proof of payment.
  • If your account is in credit, please advise us upfront to use your credit to clear the relevant invoices otherwise your credit will not be used.

INSTANT NINJA CANCELLATION POLICY

  • Written orders (faxed or by email) constitute a binding contract and are legally enforceable.
  • Once an order has been emailed or faxed, cancellations prior to collection will be subject to a 15% handling and admin fee.
  • All orders need to be paid for within 10 working days of invoice and if not paid within this time, will be cancelled with the relevant cancellation fees.
  • Branding will not commence until full payment has been received. Any orders not paid for within 10 working days will be deemed to have been cancelled, products will be put back to stock and a 15% handling charge will be levied.
  • In the case of cancelled orders where layouts have been done, a layout fee of R150 excluding VAT per layout will be levied, irrespective of whether we are able to meet your deadline or not, unless the branding deadline has been indicated to your Account Manager upon placement of order.
  • Once stock of an item that is on special or discontinued has been collected no returns will be accepted, unless said stock is faulty.
  • Cancellation fees need to be paid before further orders will be processed.

We thank you for reading our Terms and Conditions. Should you have any queries, please feel free to contact your Account Manager in this regard.