Terms of Service

Overview

These Terms of Service ("Terms") govern access to and use of the Timesheet mobile application and related services (the "Service"), provided by Troy Tapara, a New Zealand sole trader trading as Timesheet ("we," "us," "our"). By creating an account, accepting an invitation to join a Company’s account, or otherwise using the Service, you agree to these Terms.

1. The Service

Timesheet is a business timesheet and workforce management tool that allows a business ("Company") to:

• Track employee shifts, hours worked, and leave, including advance leave requests and approval;

• Manage jobs/sites and crews;

• Submit, review, and approve timesheets through a configurable approval workflow;

• Record and reimburse work-related expenses;

• Generate and send exported timesheet documents directly by email, including estimated payroll figures where an employee’s pay rate and tax details have been configured, with delivery status visible to Administrators;

• Track vehicle- and compliance-related document expiry dates, surfaced on a shared calendar alongside a configurable weekly reminder.

The Service is provided on a business-to-business (B2B) basis. A Company’s Administrator(s) control account setup, invite Employees and Supervisors, and configure the Company’s settings.

2. Accounts and Roles

Accounts are created either when a Company is first set up ("Administrator") or when an existing Administrator or Supervisor invites a new user ("Employee" or "Supervisor"). Each user is assigned exactly one role per Company, which determines what information and functionality they can access, as described in our Privacy Policy.

You are responsible for maintaining the confidentiality of your login credentials and for all activity that occurs under your account. Notify us or your Administrator immediately of any unauthorized use.

3. Subscription & Fees

The Service does not currently charge any fees and is provided free of charge while in testing. If and when we introduce a paid plan, we will update these Terms with full pricing, billing, and cancellation details before any Company is charged — continued use of the Service after that update takes effect constitutes acceptance of the new terms.

[PLACEHOLDER: replace this section with the actual pricing/billing model (e.g. per-seat monthly subscription, free-tier limits, trial-period terms, billing provider, refund policy) once finalized, and have it reviewed by counsel.]

4. Acceptable Use

You agree not to:

• Use the Service for any unlawful purpose or in violation of any applicable law or regulation;

• Enter false, misleading, or fraudulent timesheet, expense, leave, or payroll information;

• Attempt to access data belonging to a Company you are not a member of, or to another user without authorization;

• Attempt to circumvent, disable, or interfere with security features of the Service;

• Reverse-engineer, decompile, or attempt to extract the source code of the Service, except as permitted by law;

• Use the Service to store or transmit malicious code.

5. Company & User Responsibilities

Each Company is responsible for:

• The accuracy of information entered into the Service by its Administrators, Supervisors, and Employees;

• Ensuring it has a lawful basis to collect and process its employees’ personal and payroll information through the Service, and for complying with applicable employment, tax, privacy, and payroll laws in its jurisdiction;

• Managing user access, including promptly deactivating accounts for individuals who are no longer employed or authorized;

• Reviewing and verifying any estimated payroll figures generated by the Service before relying on them (see "Payroll Estimate Disclaimer" below).

6. Payroll Estimate Disclaimer

Where a Company has configured an employee’s pay rate and tax information, the Service may calculate and display estimated figures for gross pay, tax, statutory deductions (such as ACC or KiwiSaver, where applicable), and net pay, and may display expense reimbursement totals alongside them.

THESE FIGURES ARE ESTIMATES PROVIDED FOR INTERNAL ACCOUNTING REFERENCE ONLY. THEY ARE NOT A CERTIFIED PAYSLIP AND ARE NOT A SUBSTITUTE FOR ADVICE FROM A QUALIFIED ACCOUNTANT, PAYROLL PROVIDER, OR TAX AUTHORITY. Rates and calculations should be periodically re-verified against the relevant tax authority (e.g., Inland Revenue in New Zealand) and updated as legislation changes. We are not liable for any consequence arising from reliance on these estimated figures.

This section will be updated as additional countries’ payroll calculators are added, or if the Service later becomes a certified/compliant payroll provider in any jurisdiction.

7. Data Ownership

As between the Company and us, the Company retains ownership of the data it and its users submit to the Service ("Company Data"). We do not claim ownership of Company Data.

Upon termination of a Company’s account, Company Data remains available for export for at least thirty (30) days before deletion, except that filed timesheet, shift, and expense records are retained for the minimum period described in our Privacy Policy’s Data Retention section (seven years) even after termination and even after that export window, to meet applicable recordkeeping law.

[PLACEHOLDER: revisit the 30-day export window once real customer contracts exist — it may need to be longer, or vary by plan.]

8. Third-Party Services

The Service relies on third-party infrastructure providers, including Supabase for data hosting and Resend for sending timesheet, invite, and account emails, and uses your device’s native email application only for the "Report an Issue" feature. We are not responsible for the availability or performance of third-party services outside our control.

9. Intellectual Property

The Service, including its software, design, and branding (excluding Company Data and any Company-uploaded branding such as a Company’s own logo), is owned by us or our licensors and is protected by intellectual property laws. These Terms do not grant you any rights to our trademarks or branding.

10. Termination

We may suspend or terminate access to the Service for any account or Company that violates these Terms. A Company may stop using the Service at any time.

[PLACEHOLDER: define notice periods and any applicable subscription cancellation terms once the billing model is finalized — no notice period applies today since the Service is free.]

11. Disclaimers

THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE," WITHOUT WARRANTIES OF ANY KIND, WHETHER EXPRESS OR IMPLIED, INCLUDING WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, OR NON-INFRINGEMENT. WE DO NOT WARRANT THAT THE SERVICE WILL BE UNINTERRUPTED, ERROR-FREE, OR THAT PAYROLL ESTIMATES OR OTHER CALCULATIONS WILL BE ACCURATE OR COMPLIANT WITH APPLICABLE LAW.

12. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, IN NO EVENT WILL WE BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, OR ANY LOSS OF PROFITS, REVENUE, DATA, OR BUSINESS OPPORTUNITY, ARISING OUT OF OR RELATED TO YOUR USE OF THE SERVICE, EVEN IF WE HAVE BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

OUR TOTAL AGGREGATE LIABILITY ARISING OUT OF OR RELATED TO THESE TERMS OR THE SERVICE WILL NOT EXCEED THE GREATER OF (A) THE TOTAL FEES YOUR COMPANY PAID US IN THE TWELVE (12) MONTHS BEFORE THE EVENT GIVING RISE TO THE CLAIM, OR (B) NZ$100.

Nothing in these Terms excludes or limits liability that cannot lawfully be excluded or limited, including liability for death or personal injury caused by negligence, or fraud or fraudulent misrepresentation.

[PLACEHOLDER: this clause must be reviewed by a qualified attorney before real (non-testing) launch, and revisited once a pricing model exists — while the Service is free, the NZ$100 floor in (b) is the effective cap.]

13. Indemnification

You (and your Company) agree to indemnify, defend, and hold us harmless from any claims, damages, losses, and expenses (including reasonable legal fees) arising out of or related to: (a) your Company’s use of the Service in violation of these Terms or applicable law; (b) data or content your Company or its users submit to the Service; or (c) your Company’s violation of any employment, tax, privacy, or payroll obligation to its own employees.

We agree to indemnify, defend, and hold you harmless from any third-party claim that the Service itself (excluding Company Data and any Company-uploaded branding) infringes that third party’s intellectual property rights.

[PLACEHOLDER: standard mutual shape, but should still be reviewed by counsel before real launch — particularly whether the liability cap in Section 12 should also apply here.]

14. Governing Law

These Terms, and any dispute arising out of or related to them or the Service, are governed by the laws of New Zealand, without regard to conflict-of-law principles. You and we agree to submit to the exclusive jurisdiction of the courts of New Zealand.

15. Changes to These Terms

We may update these Terms from time to time. We will update the "Last Updated" date when we do, and will provide notice of material changes to Company Administrators.

16. Contact Us

Questions about these Terms can be directed to: Troy Tapara, 10a Dale Street, Kaiapoi, 7630, New Zealand — troy.tapara@gmail.com.