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Terms of service

The terms on which Transport Chief is provided.

Effective date: 13 June 2026

1. About These Terms

These Terms and Conditions (“Terms”) govern your access to and use of the Transport Chief platform, including our website and any related software or services (collectively, the “Service”), operated by Transport Chief (“we”, “us” or “our”), a business based in New Zealand.

The Service is a software-as-a-service platform that helps passenger transport and bus operators manage bookings, quotes, clients, drivers, vehicles, and related operational tasks. In these Terms, “you” refers to the operator organisation that registers for and uses the Service, and the users it authorises.

By registering for or using the Service you agree to be bound by these Terms. If you do not agree, please do not use the Service.

2. Eligibility

You must be at least 18 years old and have the authority to enter into a binding agreement on behalf of the organisation you represent in order to use the Service. By accepting these Terms you confirm that both conditions are met.

3. Account Registration

You are responsible for maintaining the confidentiality of your account credentials and for all activity that occurs under your account, including the actions of any additional users you invite. You are responsible for following good security practices, including using strong, unique credentials. You must notify us immediately if you suspect any unauthorised access or use of your account.

We reserve the right to suspend or terminate accounts that we reasonably believe have been compromised or that are being used in violation of these Terms.

4. Acceptable Use

You agree not to use the Service to:

  • violate any applicable law or regulation;
  • transmit any content that is unlawful, harmful, defamatory, or otherwise objectionable;
  • attempt to gain unauthorised access to any part of the Service or its related systems;
  • interfere with or disrupt the integrity or performance of the Service;
  • reverse-engineer, decompile, or disassemble any portion of the Service; or
  • use automated means (bots, scrapers, etc.) to access the Service without our prior written consent.

5. Your Customers and Your Data Obligations

The Service allows you to record and process information about your own clients, passengers, drivers, and bookings (“Operator Data”). As between you and us, you are responsible for that information: for having a lawful basis to collect and use it, for the accuracy of what you enter, and for providing your own customers with any privacy notices or consents required by law.

Where you provide us with personal information about another individual, you are responsible for ensuring that you have complied with all applicable notification and other privacy obligations relating to that collection and disclosure. In New Zealand that includes IPP 3A of the Privacy Act 2020, which applies where personal information is collected from a source other than the individual concerned.

We process Operator Data on your behalf solely to provide the Service to you, as described in our Privacy Policy. You must not enter into the Service any information you are not authorised to hold or disclose to us for that purpose.

6. Bookings, Quotes, and Damage Charges

The Service provides tools for you to create quotes and bookings, communicate with your customers, and record charges, including charges for damage caused to your vehicles or equipment by your customers or passengers (“customer-inflicted damage”). These tools are provided to help you run your business.

Any quote, booking, pricing, deposit, or damage charge generated through the Service forms part of the arrangement between you and your own customer. We are not a party to that arrangement. You are solely responsible for the lawfulness, accuracy, fairness, and enforceability of any charge you raise (including damage charges), for your own terms of hire with your customers, and for resolving any related dispute, refund, or chargeback. We do not collect payments from your customers on your behalf unless a separate written agreement says otherwise, and we are not liable for any loss arising from a charge you choose to apply.

7. Subscription and Billing

Certain features of the Service are available on a subscription basis. By subscribing, you authorise us (or our payment processor) to charge the applicable fees to your nominated payment method on the billing cycle you select.

If a payment fails, or subscription fees otherwise remain unpaid, we may suspend or restrict access to paid features until the outstanding amount is paid.

All fees are quoted exclusive of any applicable taxes (including GST), which will be added where required by law. Fees are non-refundable except where expressly stated in these Terms or required by applicable consumer law.

We may change subscription pricing at any time. Where a price change affects your existing subscription we will provide at least 30 days’ notice before the new pricing takes effect.

8. Intellectual Property

The Service and all content, software, and technology made available through it are owned by or licensed to us and are protected by applicable intellectual property laws. Nothing in these Terms grants you any ownership interest in the Service.

You retain ownership of Operator Data. You grant us a limited, non-exclusive licence to store, process, and display Operator Data solely for the purpose of providing the Service to you.

If you provide us with feedback, suggestions, or feature requests, you grant us the right to use them without restriction or any obligation to you.

9. Data and Privacy

Your use of the Service is also governed by our Privacy Policy, which is incorporated into these Terms by reference. Please read it carefully.

We use third-party service providers, including subprocessors, to provide, maintain, secure and operate the Service. You authorise us to use them for that purpose. We remain responsible for their processing of Operator Data to the extent applicable law requires. The providers we use are listed in our Privacy Policy, and that list changes from time to time as our providers change.

10. International Users: Service Hosted Outside the EU

The Service is operated from New Zealand and customer data is hosted in Australia (see our Privacy Policy). We are not established in the European Union or the European Economic Area (“EU/EEA”), we do not target or actively market the Service to the EU/EEA, and there is no EU-based instance of the Service at this time.

If you access or use the Service from within the EU/EEA, or enter into the Service any personal data of individuals located in the EU/EEA, you do so on your own initiative, and you are responsible for complying with any law applicable to you, including the EU General Data Protection Regulation (“GDPR”) and any restrictions on transferring personal data outside the EU/EEA. By using the Service you acknowledge that your data will be transferred to and stored outside the EU/EEA, in Australia and New Zealand. New Zealand is recognised by the European Commission as providing an adequate level of protection for personal data, and our hosting provider relies on the European Commission’s Standard Contractual Clauses for storage in Australia. Our Privacy Policy explains both in more detail. If this is not acceptable to you, or if such use is not permitted under the law that applies to you, you must not use the Service.

11. Availability and Modifications

We aim to keep the Service available at all times but do not guarantee uninterrupted or error-free access, and we do not guarantee any particular level of uptime or availability unless agreed with you in a separate written service level agreement. We may modify, suspend, or discontinue any part of the Service at any time, and will endeavour to provide reasonable notice where practicable.

12. Disclaimer of Warranties

To the maximum extent permitted by law, the Service is provided “as is” and “as available” without any warranty of any kind, whether express or implied, including warranties of merchantability, fitness for a particular purpose, or non-infringement. Nothing in these Terms excludes, restricts, or modifies any guarantee, right, or remedy that you have under the New Zealand Consumer Guarantees Act 1993 or Fair Trading Act 1986 to the extent those Acts apply and cannot lawfully be excluded.

The Service is a business tool only. It does not provide legal, tax, accounting, transport-compliance, employment, or regulatory advice, and using it does not mean that any quote, booking, charge, or record you create complies with the laws that apply to you. You remain solely responsible for complying with all applicable transport, licensing, health and safety, employment, taxation, and consumer-protection laws.

13. Limitation of Liability

To the maximum extent permitted by law, our aggregate liability to you for all claims arising out of or in connection with the Service shall not exceed the total amount you paid us in the 6 months immediately preceding the event giving rise to the claim, or NZ$0 where you have paid us nothing in that period, for example while you are using a free trial. In no event will we be liable for any indirect, incidental, special, consequential, or punitive damages, or for any loss of profits, revenue, data, or business. Nothing in this clause limits any liability that cannot be limited or excluded under applicable law, including under the New Zealand Consumer Guarantees Act 1993 or Fair Trading Act 1986 to the extent they apply.

14. Indemnification

You agree to indemnify and hold us harmless from any claims, losses, liabilities, damages, costs, and expenses (including reasonable legal fees) arising out of your use of the Service, violation of these Terms, infringement of any third-party rights, or any charge or arrangement (including damage charges) you raise against your own customers through the Service.

15. Force Majeure

Neither party will be liable for any delay or failure to perform its obligations (other than payment obligations) where the delay or failure is caused by events beyond its reasonable control, including natural disasters, power or internet failures, acts of government, or failures of third-party infrastructure or service providers.

16. Termination

Either party may terminate the agreement formed by these Terms at any time. We may terminate or suspend your access immediately, without prior notice, if we believe you have breached these Terms, where necessary to protect the security, integrity, or availability of the Service, or if required by law.

Upon termination, your right to access the Service ceases. For 30 days after termination we will make Operator Data available for you to export, after which we delete it from our production systems. Deletion from our backups follows the backup retention described in our Privacy Policy. This is subject to any legal obligation that requires us to keep particular records for longer. Provisions that by their nature should survive termination (including intellectual property, limitation of liability, and indemnification) will continue to apply.

17. Governing Law

These Terms are governed by and construed in accordance with the laws of New Zealand. Any disputes arising under or in connection with these Terms will be subject to the exclusive jurisdiction of the courts of New Zealand.

18. Changes to These Terms

We may update these Terms from time to time. Where we make material changes we will notify you by email or by a prominent notice within the Service. Your continued use of the Service after the changes take effect constitutes your acceptance of the revised Terms.

19. Contact Us

If you have any questions about these Terms, please contact us at info@transportchief.co.nz.