Payments & Working Together
This page provides an overview of how payments, deposits, website projects, and ongoing services work at Mediatopia Inc. More detailed terms may be included in your estimate, proposal, or service agreement before work begins.
Payments
Mediatopia accepts payment by:
- E-transfer
- Cash
- Cheque
- PayPal
- Major credit cards
Quotes and estimates are valid for 60 days unless otherwise stated. Pricing may need to be reviewed if a project is approved after that period.
Invoices are due according to the payment terms shown on the invoice. Clients are responsible for reviewing invoices and contacting Mediatopia promptly with any questions.
Website Projects
Website design projects require a 50% deposit before work begins, unless another payment arrangement has been agreed to in writing.
The remaining balance is due when the website is ready to go live. Websites will not normally be launched until the project balance has been paid in full.
For larger projects, staged or progress payments may be arranged in advance.
Hosting charges begin once a domain is added to the Mediatopia server and hosting resources have been assigned to the website.
Hosting and Domain Renewals
Website hosting and domain registrations are generally billed annually.
Renewal invoices are normally issued 30 to 45 days before the renewal date to provide adequate time for payment.
Hosting, domains, and related services will not be renewed while an account has an outstanding balance unless Mediatopia has agreed to other arrangements in writing.
If payment is not received before the renewal date:
- The website may be suspended or taken offline.
- Hosting services may be discontinued.
- A domain registration may expire and could eventually become available for someone else to register.
- Website files, email, and other hosted data may no longer be accessible.
Mediatopia cannot guarantee the recovery of an expired domain or the restoration of services after they have been discontinued.
Monthly Billing
Monthly billing may be available for selected hosting, maintenance, or ongoing support services.
Monthly accounts must remain current. If an invoice is not paid by its due date, services may be suspended until the account has been brought up to date.
Repeated missed payments or extended non-payment may result in services being discontinued.
Overdue Accounts
Mediatopia understands that unexpected circumstances can arise. Clients who anticipate difficulty meeting a payment deadline are encouraged to contact us before the invoice becomes overdue.
However, Mediatopia cannot carry unpaid accounts indefinitely.
While an account remains outstanding:
- New projects will not begin.
- Website redesigns and additional work will not be scheduled.
- Updates, maintenance, and other services may be paused.
- Hosting and domains may not be renewed.
Payment of an overdue account settles the existing financial obligation but does not automatically guarantee that Mediatopia will accept new work or continue providing services.
Suspension and Restoration of Services
Websites and related services may be suspended when invoices remain unpaid.
Any outstanding invoices must be paid before suspended services are restored. A reconnection or restoration fee of up to $150 may also apply, depending on the work required to restore the website, hosting, email, or related services.
If hosting or a domain has already expired, restoration may not be possible.
Project Cancellations
A client may cancel a website project by providing written notice.
If a project is cancelled after work has begun:
- The deposit is non-refundable.
- Work completed beyond the value of the deposit will be invoiced.
- Any completed materials will remain the property of Mediatopia until the account has been paid in full.
- Third-party fees already incurred on the client’s behalf remain payable.
Hosting services and domain registration fees are generally non-refundable once activated or renewed.
Hosting Cancellations
Clients who do not wish to renew hosting or domain services should provide written notice before the renewal date.
Cancellation does not remove responsibility for outstanding invoices or fees already incurred.
Clients wishing to move their website to another provider must ensure that their Mediatopia account is paid in full before files, credentials, or domain transfers are released.
Revisions and Additional Work
Website estimates include the work and revisions described in the approved project scope.
A reasonable number of minor revisions may be included during the design process. Significant changes, repeated revisions, new pages, additional features, replacement content, or work outside the original scope will be quoted or billed separately.
Approval of a design or project stage may limit the revisions included at later stages.
Client Content and Communication
Clients are responsible for supplying requested text, photographs, logos, account access, approvals, and other project materials in a timely manner.
Delays in receiving content, feedback, approvals, or payment may affect the project schedule and completion date.
Projects that remain inactive because of missing client materials or communication may be placed on hold. Resuming an inactive project will depend on Mediatopia’s availability and may require an updated estimate.
Technical Repairs
Website maintenance does not include repairing damage caused by client changes, third-party providers, unsupported plugins, malware, hosting changes, or actions taken by someone outside Mediatopia.
Troubleshooting, recovery, and repair work will be billed separately.
Mediatopia cannot guarantee that every website, plugin, theme, integration, or third-party service can be repaired or restored.
Emergency and After-Hours Work
Emergency, evening, weekend, or holiday work is subject to availability and may be billed at a higher rate.
A request is not considered accepted until Mediatopia has confirmed availability.
Website Ownership
Once a website project has been paid for in full, the client owns the completed website content and custom design work created specifically for that project, subject to any third-party licences.
Until the account is paid in full, website files, designs, and other project materials remain the property of Mediatopia.
Themes, plugins, fonts, photographs, software, stock materials, and other third-party products remain subject to their original licences and may require separate renewals or subscriptions.
Full Terms
This page is intended as a general overview. The approved estimate, proposal, contract, invoice terms, and any written project-specific arrangements form part of the agreement between the client and Mediatopia.
Mediatopia’s policies may be updated periodically. The version published on this page represents the current general policies for new work and future renewals.
Questions about payment terms, project requirements, or ongoing services are always welcome before work begins.
A detailed PDF outlining full terms and conditions is available upon request and is provided before any contract is finalized.
If you have questions about payments or policies, feel free to get in touch before we begin.
Updated July 16, 2026