Terms of Service

Last updated 16th October 2026

1. 1.Who these terms are between

   These terms are an agreement between KārgāhFlow and the business that signs up, which we call “your company”. The person who registers the company, its founder, accepts these terms for the company and confirms they have the authority to do so.

   Everyone your company invites uses KārgāhFlow under your company’s account. Your company is responsible for how its people use it.

2. 2.The free trial

   Every company gets 30 days free from the day it signs up, with every feature switched on. We don’t ask for a card to start.

   If no card has been added by the end of the trial, the app is paused for your company until one is added. Nothing is deleted while the app is paused.

3. 3.Paying

   • You pay for each person on your team, either monthly or yearly. The founder’s account is always free and is never counted.
   • Plans have a minimum of 5 people, and the price per person goes down as your team grows. Our current prices are on our pricing page.
   • Stripe takes the payments. Your card is charged the amount on your invoice. Our website shows prices in your own currency at today’s exchange rate, so once your bank has converted the charge, the amount can be slightly different.
   • If your team grows partway through a yearly plan, we charge the difference for the rest of the year.
   • If a payment fails, we will let you know and try again. If it keeps failing, the app can be paused for your company until the payment goes through.

   We may change our prices. If we do, we will email the founder at least 30 days before the change affects what your company pays.

4. 4.Cancelling

   You can cancel any time from your billing page. You keep access until the end of the period you have already paid for, and we won’t charge you again. We don’t give refunds for part of a month or a year.

5. 5.Your information

   Everything your company puts into KārgāhFlow belongs to your company. We use it only to run the service for you, as our Privacy Policy explains, and we never sell it.

   You can download hours, timesheets, expenses and leave as PDF, Excel or QIF files, your inspection records as PDF reports or a spreadsheet, and each invoice and credit note as a PDF. You can do this whenever you like, including before you cancel.

   Your company is responsible for having the right to put information about its people and its customers into KārgāhFlow. That includes where its people are when they clock in, and its customers’ contact details. Your company is also responsible for telling them how that information is used.

6. 6.Using KārgāhFlow fairly

   • Use it for your business, and within the law.
   • Keep your passwords to yourselves, and tell us straight away if you think an account has been misused.
   • Don’t try to get into another company’s information, overload the service, or copy or resell it.
   • Don’t upload anything you don’t have the right to share.

   If a company breaks these rules seriously or repeatedly, we can suspend its account. Unless the problem is urgent, we will tell the founder first and give them a chance to put it right.

7. 7.Keeping it running

   We work hard to keep KārgāhFlow available and your information safe. We can’t promise it will never be interrupted, though, for example during maintenance or when one of our providers has a problem.

   We keep improving KārgāhFlow, so features can change. We won’t remove anything central to how your company uses it without telling the founder first.

8. 8.Responsibility

   KārgāhFlow helps you keep records. Your company is still responsible for its own payroll, tax and employment decisions, and for checking the figures it relies on. When the app reads a receipt, a document or a paper form for you, check what it has filled in before you rely on it.

   The invoices and credit notes your company sends from KārgāhFlow are your company’s own. Check each one before you send it. Your company stays responsible for what it charges and for meeting the tax rules that apply to its invoices. KārgāhFlow does not collect payments for them: your customers pay your company directly.

   The example inspection forms are a starting point, not advice about any law, standard or safety rule. Your company decides what its inspection forms ask and what score counts as a pass, and it stays responsible for the work they record.

   As far as the law allows, we are not responsible for indirect losses, such as lost profits. Our total responsibility for any claim is limited to what your company paid us in the 12 months before the claim arose.

   KārgāhFlow is supplied to businesses and used by them in trade. Your company and KārgāhFlow agree that the Consumer Guarantees Act 1993 does not apply, as that Act allows when both sides are in trade.

9. 9.Ending the agreement

   Either side can end this agreement. Your company can end it by cancelling. We can end it by giving the founder 30 days’ notice, or straight away if these terms are seriously breached.

   When a company’s account ends, we archive it and later delete it, as our Privacy Policy describes. Please download anything you want to keep before then.

10. 10.Changes, and New Zealand law

    If we change these terms, we change the date at the top as well, and we email the founder before any change that matters takes effect. If your company keeps using KārgāhFlow after that, it accepts the new terms.

    New Zealand law governs these terms, and the New Zealand courts can hear any dispute about them.

Questions about this page? Send us a message. See also our Privacy Policy.