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HireFlow

Terms and conditions (New Zealand)

1.Who we are

HireFlow is provided by HireFlow (PTY) Ltd. (registration number 2026/828106/07), a company registered in South Africa ("HireFlow", "we", "us"). These are the terms for customers in New Zealand. Our address is 30 Vlottenburg Street Equestria pretoria 0184. You can reach us at buks@hireflow.cc or with the Help button inside HireFlow.

2.Who these terms apply to

1. These terms are an agreement between us and the business that signs up for HireFlow ("you", "your company").
2. The person who signs up confirms that they may bind the company to these terms.
3. Your staff, drivers and auditors use HireFlow under your account. You are responsible for who you give access to and for what they do in HireFlow.
4. HireFlow is supplied to businesses, for the purposes of a business. If New Zealand law applies, you and we agree that the Consumer Guarantees Act 1993 does not apply, because HireFlow is supplied and acquired in trade (section 43), and that sections 9, 12A, 13 and 14(1) of the Fair Trading Act 1986 do not apply (section 5D), as far as that is fair and reasonable. Nothing in these terms takes away a right that the law does not allow us to exclude.

3.The free trial

1. New companies get a free trial of 14 days. No card or payment details are needed.
2. At the end of the trial, HireFlow becomes read-only until you choose a plan and pay. Nothing you captured is deleted.
3. If you don't continue, we keep your trial data for 90 days so you can come back or download it, and then delete it.

4.Plans, fees and payment

1. The plans (Starter, Business and Enterprise), their limits and their monthly prices are shown on our website and in HireFlow under Settings, Plan. The price of your plan on the day you sign up applies until we change it under clause 4.6.
2. Fees are set in New Zealand dollars and are paid monthly in advance, by card through our payment provider PayFast (charged in South African rand at the day's exchange rate, including a monthly card debit you can stop at any time), or with Wise or international bank transfer into the account shown in HireFlow under Settings, Plan, with your own payment reference. Transfer and bank fees on your side are paid by you. If you pay yearly, you get 12 months for the price of 10.
3. A once-off setup fee applies only if you ask us to import your data and train your staff. We quote it before we start.
4. HireFlow is supplied from overseas to New Zealand businesses, so no GST is added to our fees. If that changes, we will tell you at least 30 days before GST is added to your invoices.
5. If a payment is more than 7 days late, HireFlow becomes read-only: you can still see and download everything, but you can't capture new work until the account is paid up.
6. We may change our prices by giving you at least 30 days' notice by email. If you don't accept the new price, you may cancel before it takes effect.
7. Fees for a month that has started are not refunded if you cancel part-way through that month.
8. Drivers and auditors are free on every plan. Office users and machines count towards your plan's limits. HireFlow tells you when you reach a limit, and you can move to a bigger plan at any time.

5.How long the agreement lasts and how to leave

1. The agreement runs month to month. There is no long contract.
2. Our support assistant answers questions in HireFlow, on our website and by email at any time. It can add trial days, change your plan or start a cancellation only within these terms, and anything else (such as refunds) is handled by a person.
3. You may cancel at any time by email or through the Help button. Cancellation takes effect at the end of the month you have paid for.
4. We may end the agreement with 30 days' notice, or immediately if you seriously breach these terms (for example, by not paying after a reminder, or by misusing HireFlow as described in clause 7).
5. After the agreement ends, you can still download your data for 90 days. After that we delete it, except where the law requires us to keep something for longer.

6.Your data

1. Your data is yours. Everything you capture in HireFlow (customers, contracts, invoices, fleet, books and documents) belongs to your company. You can download all of it at any time under Settings, Backup.
2. Under the Privacy Act 2020, your company is the agency responsible for the personal information of your customers, staff and contacts. We hold it only to provide HireFlow to you, as your service provider under section 11 of that Act, and we don't use or disclose it for our own purposes. Our privacy policy explains how we handle personal information.
3. We keep it safe with reasonable technical and organisational measures. These include encrypted connections, passwords that are never stored in readable form, encrypted storage of sensitive documents, access only for your own users, a sealed activity log, two-step sign-in, and nightly backups.
4. If we become aware of a security compromise that affects your data, we will tell you without undue delay so that you can meet your own duties under the Privacy Act 2020, including notifying the Privacy Commissioner.
5. To run HireFlow we use a small number of trusted service providers. Our servers are hosted by Hetzner in the European Union. Emails are sent through Brevo. If your company uses the AI assistant, the questions you ask it are processed by Anthropic. These providers are bound to keep the information confidential and secure. Information is held outside New Zealand, by us in South Africa and by these providers, and we protect it in ways that, overall, give safeguards comparable to those in the Privacy Act 2020.
6. We never sell your data, and we never contact your customers.
7. We may use anonymous, combined figures that identify no company or person (for example, how many invoices are issued on HireFlow) to improve the product.

7.Fair use

You agree not to:

• use HireFlow for anything unlawful, or to store content you have no right to store;
• share one login between several people (each person gets their own user);
• try to get into another company's data, test or break HireFlow's security, or overload the service on purpose;
• copy, resell, rent out or reverse-engineer HireFlow, or build a competing product from it;
• use the email or WhatsApp features to send spam or messages people did not ask for.

8.Availability and support

1. We aim to keep HireFlow available around the clock and we check it every 5 minutes, but we can't promise it will never be interrupted. We plan maintenance outside business hours where we can.
2. Support is given by email and through the Help button on South African business days, so an answer may reach you the next New Zealand morning. We try to answer within one business day.
3. We improve HireFlow all the time. We may change or replace features, but we won't remove a core feature you rely on (contracts, invoicing, debtors or your data download) without at least 30 days' notice.

9.Your responsibility for your figures

1. HireFlow calculates hire charges, invoices, GST, ledger entries and reports from what you capture and from the settings you choose. Please check your rates, settings and documents. You stay responsible for the invoices you issue and the returns you submit.
2. The general ledger, GST return figures and reports are tools. They are not accounting, tax or legal advice. Have your accountant check them before you file anything with Inland Revenue.
3. The AI assistant gives suggestions that can be wrong. Check anything it drafts before you rely on it or send it.

10.Who owns what

We own HireFlow, its software, design and name. While your account is active, we give your company a non-exclusive right to use HireFlow for its own business. You own your data, as set out in clause 6.

11.Limits on liability

1. As far as the law allows, we are not liable for indirect or consequential loss, such as loss of profit, loss of business or loss of income, however it arises.
2. As far as the law allows, our total liability to you for any claim is limited to the fees you paid us in the 3 months before the event that gave rise to the claim.
3. These limits don't apply to loss caused by our fraud or gross negligence, or where the law doesn't allow them.
4. You indemnify us against claims by third parties that arise from content you put into HireFlow or from your breach of these terms.

12.Confidentiality

Each of us keeps the other's confidential information confidential, and uses it only for this agreement. This continues after the agreement ends.

13.Changes to these terms

We may update these terms. We will email you at least 30 days before a change that affects you takes effect, and show the date of the latest version at the top of this page. If you don't accept a change, you may cancel before it takes effect.

14.General

1. South African law applies to these terms, and the courts of South Africa have jurisdiction. This does not take away a protection of New Zealand law that can't be excluded by agreement.
2. Before going to court, we will both try in good faith to settle any dispute by talking for at least 14 days.
3. Notices may be sent by email to the email address of your HireFlow owner account, and to buks@hireflow.cc for us.
4. These terms are the whole agreement between us about HireFlow. If one clause can't be enforced, the rest still applies.
5. You may not transfer this agreement to someone else without our written consent. A delay in enforcing a right is not a waiver of it.