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Fair Use Policy

This PT. Imaginarium Global Media Fair Use Policy (“Fair Use Policy”) accompanies the Imaginarium Subscription Terms and Conditions, available at www.topsop.id or a successor URL (the “Agreement”) entered into between you (“Customer”) and PT. Imaginarium Global Media (“Supplier” or “Imaginarium”). Capitalised terms used in this Fair Use Policy that are not defined herein have the meanings given to them in the Agreement.

The Supplier provides various Services including multi-tenanted SaaS solutions. Through this fair use policy we seek to ensure an optimal, as well as fair, user experience and support experience for all our customers. The Supplier is committed to an up-front, published, simple, transparent and no-nonsense subscription pricing model. We don’t set out to tempt customers with low up-front pricing and then “pile on” additional charges for storage etc. We do not charge extra fees for storage or extra hidden charges when the services are used reasonably and normally. However, to maintain that position (the lack of hidden charges) we need to ensure that the provision of our services is not monopolised by a small subset of customers. Ultimately, provision of the Services must be profitable, as well as fair and transparent.

That’s why we monitor many Services and technical usage according to a Fair Use Policy. This Fair Use Policy has been created to prevent improper use of the software or abnormal use of Services, so we can offer all our customers an excellent user experience. The Fair Use Policy for our Services comprises, but is not limited to, elements such as support, storage, traffic, emails and compute – this includes for example file storage, database size, the amount of internal and external network traffic including web traffic, the number of emails sent from and received by our servers, and the amount of and length of database and API requests – including CPU time, memory use and queue lengths across all Services.

Imaginarium does not charge extra costs when the Services are used reasonably and normally. When we determine the scope of Fair Use we take into account your contract, the observed use of more than a thousand TopSop users, technical advances and the current price rate of all necessary assets. We’ll adjust these values when there is reasonable cause. In general, this will often mean expansion and raising of thresholds and reducing the cost of excessive use, as a result of lower costs of cloud storage and cloud computing. We will inform you in a timely fashion when these changes affect your costs or use. When we detect something out of the ordinary in your TopSop SaaS environment or Service usage, we’ll contact you to discuss the situation and potential alternatives. In extreme cases, we may be required to limit the Service usage (e.g. limit your access to support, available storage, bandwidth, database usage, API usage or allowed emails). Alternatively, we may discuss with you options for temporarily isolating your system from other multi-tenanted users and feed for dedicated hosting for some or all of your Services, or require you to purchase premium Services from us.

Support

 Support is typically provided free of charge as part of the Services we offer. To ensure that all customers have equal access to support, we may restrict or suspend access to support for any customer that consuming more support time or logging more support issues than a typical customer with similar users and a similar subscription.

Storage

Within TopSop SaaS environment you can store documents or media files to record your activities and resources, as well as data and transactions in the database. To make sure that there is enough storage for everyone, we may archive your last 3 months files in the server. If we detect that your organisation structurally saves more data than we consider to be fair and normal, we’ll contact you to discuss the situation.

 

Network Traffic and Bandwidth

To prevent a negative effect of excessive network traffic on your user experience or that of others, we monitor the traffic. We compare your use to the average use of all our SaaS customers with the same contract. With normal use you do not have to worry about the network bandwidth available to you. If we detect a situation that could lead to a decrease in service, we will contact you to discuss the situation. In some situations, we can intervene by limiting the available bandwidth.

Amount of sent and received emails

To prevent spam, we use worldwide blacklists, and spam blockers among other things. To guarantee smooth email traffic from our SaaS products for you and our other customers, we monitor the mail servers. Spam and blacklisting could happen when excessive amounts of emails are sent from the SaaS environments, for example. We maintain very broad margins based on the average use of our SaaS customers with similar contracts. With normal use, you will not notice a thing. When we detect abnormal values that could negatively impact the service, we may limit the number of emails you can send, or take other action as appropriate. Before we do this, or in urgent situations immediately after doing so, we’ll always contact you to discuss possible solutions.

Compute and Load

To prevent a negative effect of excessive use of compute resources, on your user experience or that of others, we monitor the compute resources. We compare your use to the average use of all our SaaS customers with the same contract. With normal use you don’t have to worry about the compute services available to you. Where increased usage is caused by the normal growth of users and customers, we will scale the resources available. If we detect a situation that reflects abnormal use or that could lead to a decrease in service, we will contact you to discuss the situation. In some situations, we can intervene by limiting the available compute resource.

Urgent and Extreme Cases

In an urgent or extreme case, for example where services are likely to be significantly impacted, or where we believe your system or ours is under attack (a DDOS – denial of service attack for instance) or where we believe your system or ours has been compromised (for example a hacker or potential a security breach) we may stop the services, or temporarily block your access to them. Before we do this, or in urgent situations immediately after doing so, we will always contact you to discuss possible solutions.

In some cases, even without an attack or breach, if your use of the services continues to impact other users, is expected to do so, or is generating costs to us that are not normal when compared to other customers on the same contract and make our service to you unprofitable to maintain, we may isolate your services from the multi-tenanted environments and pass the costs onto you. Before we do this, or in urgent situations immediately after doing so, we will always contact you to discuss possible solutions.

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      Ensuring that Standard Operating Procedures (SOPs) run as planned throughout an entire organization can be challenging due to various factors:

      • Lack of Communication: Inconsistent communication about SOPs across different departments or teams can lead to misunderstandings or deviations from the established procedures.
      • Resistance to Change: Employees may resist adopting new procedures, especially if they perceive them as disruptive or if there’s a lack of understanding about the benefits.
      • Insufficient Training: If employees are not adequately trained on the SOPs, they may struggle to follow the procedures correctly, leading to errors and deviations.
      • Complexity of Procedures: Overly complex SOPs can be difficult for employees to comprehend and implement consistently. Simpler, more straightforward procedures are often easier to adhere to.
      • Lack of Accountability: Without clear accountability measures in place, employees may not feel compelled to follow SOPs rigorously, leading to deviations from the established processes.
      • Inadequate Monitoring: Regular monitoring and feedback are crucial for identifying deviations early on. Without a robust monitoring system, issues may go unnoticed until they escalate.
      • Inflexibility of SOPs: If SOPs are too rigid and don’t allow for adaptability to specific situations, employees may find workarounds or avoid following the procedures altogether.
      • Cultural or Organizational Barriers: Organizational culture and structure can sometimes create barriers to effective SOP implementation. A culture that does not prioritize adherence to procedures may hinder successful implementation.
      • Incomplete Documentation: If SOP documentation is incomplete or unclear, employees may struggle to understand and follow the procedures correctly.
      • Lack of Continuous Improvement: Organizations that do not regularly review and update their SOPs based on feedback and changing circumstances may find that procedures become outdated or ineffective over time.
      To address these challenges, organizations need a comprehensive approach that includes clear communication, effective training, continuous monitoring, and a culture that values and reinforces adherence to SOPs. Regular reviews and updates to procedures based on real-world feedback can also contribute to the ongoing success of SOP implementation.

      Standard Operating Procedures (SOPs) play a crucial role in the success and sustainability of a business, often being more important than the products or services it sells. Here are several reasons why SOPs take precedence:

      • Consistency and Quality Assurance: SOPs establish standardized processes for delivering products or services. This consistency is key for maintaining a high level of quality, meeting customer expectations, and building a positive reputation.
      • Efficiency and Productivity: SOPs streamline operations, reducing errors and redundancies. This efficiency not only improves productivity but also contributes to cost-effectiveness and resource optimization.
      • Compliance and Risk Management: In many industries, adherence to regulations and standards is paramount. SOPs ensure that operations comply with legal requirements, minimizing risks associated with non-compliance and potential legal consequences.
      • Training and Onboarding: SOPs serve as valuable training materials for new employees. They provide a structured guide for onboarding, helping new team members understand the processes and expectations quickly.
      • Adaptability and Scalability: Well-defined SOPs allow for easier adaptation to changes in the business environment or industry trends. They also facilitate scalability, making it easier to grow and expand operations without sacrificing quality.
      • Customer Satisfaction: Consistent and high-quality processes lead to satisfied customers. When customers can rely on a business to deliver as promised, it builds trust and loyalty.
      • Continuous Improvement: SOPs are not static documents; they should be regularly reviewed and updated. This commitment to continuous improvement ensures that the business remains agile, responsive to feedback, and capable of adapting to changing market conditions.
      • Employee Empowerment: Clear SOPs empower employees by providing guidelines for decision-making and problem-solving. This autonomy can lead to a more engaged and motivated workforce.

      While products and services are undoubtedly important, having robust SOPs in place ensures that the processes involved in delivering those products or services are efficient, reliable, and aligned with organizational goals. In essence, SOPs form the backbone of a well-organized and successful business.

      With a decade-long legacy, Imaginarium stands at the forefront of Digital Creative Consulting and IT Solutions, driving business performance through innovative technology. Our crowning achievement, TOPSOP, reflects over 10 years of expertise in crafting industry-specific software solutions.

      In our journey, we’ve identified a common challenge in digital transformation. While all businesses strive to digitize their standard operations (SOP), automating daily processes across divisions for enhanced efficiency and measurability, they are rooted in unique operational styles. Often, they hesitate to alter well-established formulas. Although customizing applications to specific needs seems like a solution, it can lead to a critical flaw – the business formula evolves, leaving the application outdated.

      We’ve witnessed numerous instances where corporations invested significant resources into developing an ideal app, tailored precisely to streamline their daily operations. However, upon its launch, the app often met with resistance from staff members who were hesitant to embrace it. Their reluctance stemmed from concerns about investing additional time in new tasks, undergoing training, and adapting to changes that could potentially disrupt their workflow.

      From these experiences, we’ve gleaned a crucial lesson: when pursuing digital transformation initiatives, it’s imperative to ensure that the core functions of daily operations remain intact. The system must possess the flexibility to accommodate existing workflows and empower employees to work efficiently without unnecessary disruptions. What’s needed is a dynamic workflow that can evolve in response to real-world operational challenges, adjusting seamlessly as circumstances change. Based on our comprehensive analysis and findings, we’ve formalized the concept of TOPSOP (Tailored Operational System with Agile Processes). This framework embodies our understanding of the importance of aligning digital innovations with the practical needs and workflows of businesses, ensuring smooth transitions and sustained success in the evolving landscape of modern enterprise.