Terms of service

1. Introduction

These terms are an agreement between SocietyHub NZ Limited, referred to as "we", "us", or "SocietyHub", and the society or other organisation that subscribes to SocietyHub, referred to as "you" or "your society".

By creating an account, accepting an invitation to use an account, or using SocietyHub, you agree to these terms. If you act for a society, you confirm that you have authority to accept these terms for it. If you do not agree, do not use the service.

2. The service

SocietyHub provides online administration, governance, document, financial-record, and compliance-support tools for New Zealand societies. Your access depends on your selected plan, trial status, and any agreed service limits.

3. Accounts and access

The society is the account holder. People invited by the society are authorised users. The society's administrators control user access and permissions and are responsible for authorised users' activity.

• Provide accurate account, society, and billing information and keep it current.
• Grant access only to people authorised to act for the society.
• Use appropriate permissions and promptly remove access that is no longer needed.
• Keep login details secure and tell us promptly about suspected unauthorised access.

We may rely on instructions from an account administrator unless we know they are unauthorised. The society is responsible for resolving internal disputes about who may administer or access its account.

4. Subscription and billing

SocietyHub offers a 60-day free trial with no credit card required. Paid plans are billed in advance on the monthly or annual cycle selected. Prices shown on our pricing page are in New Zealand dollars and include GST unless stated otherwise.

• You authorise us and our payment provider, Stripe, to charge the payment method connected to your subscription when fees are due.
• Plan changes take effect as explained when you make the change. Fees or credits may be adjusted through Stripe where applicable.
• You may cancel at any time through the available billing tools or by contacting us. Unless we tell you otherwise, access continues until the end of the paid billing period.
• We do not provide refunds or credits for partial billing periods, unused time, or plan downgrades, except where required by law or expressly agreed by us.
• If payment fails or remains overdue, we may restrict or suspend access after reasonable notice while we try to resolve the payment issue with you.

We may change prices for a future billing period by giving reasonable advance notice. A price change will not apply retrospectively.

5. Acceptable use

You and your authorised users must use SocietyHub lawfully and responsibly. You must not:

• access, use, disclose, or attempt to obtain another society's data without authority;
• upload unlawful, harmful, misleading, infringing, or malicious material;
• interfere with the service, its security, or another user's access;
• introduce malware, probe for vulnerabilities, or bypass access controls;
• reverse engineer or copy the service except where New Zealand law permits it; or
• use SocietyHub to harass others, commit fraud, or breach another person's rights.

We may investigate suspected misuse and remove content or restrict access where reasonably necessary to protect people, data, the service, or comply with law.

6. Your data

Your society owns the information and documents it enters or uploads to SocietyHub. You confirm that your society has the rights and lawful authority needed to collect, use, and provide that data to us.

You give us a limited licence to host, copy, process, transmit, back up, and otherwise use your data only as reasonably needed to provide, secure, support, and improve SocietyHub, comply with law, and follow your authorised instructions.

We handle personal information as described in our Privacy policy. Your society remains responsible for deciding what member and officer information it enters and for meeting its own Privacy Act 2020 obligations.

You may request a reasonable export of available society data. After a subscription ends, we will provide a reasonable opportunity to request an export before deleting or anonymising data, subject to legal retention requirements, legitimate audit records, and backup cycles.

7. Intellectual property

SocietyHub and its licensors own the service, software, design, branding, documentation, and other intellectual property we provide. These terms give you a limited, non-exclusive, non-transferable right to use the service while your account is active and in accordance with these terms.

Your society keeps ownership of its data and materials. If you provide feedback or suggestions, you allow us to use them without restriction or payment, but we will not identify your society publicly without permission.

8. AI Assistant and AI-assisted features

SocietyHub's AI Assistant and AI-assisted features are tools intended to help authorised users find information, draft material, and consider next steps. AI outputs can be incomplete, inaccurate, or unsuitable for your circumstances.

A person with appropriate knowledge must review and verify every AI output before relying on it or using it for a decision, filing, communication, or official record. AI outputs are not legal, accounting, tax, financial, or governance advice and are not a substitute for advice from a qualified professional.

You remain responsible for decisions and actions taken using AI outputs and for meeting your society's obligations. Our Privacy policy explains how AI queries and relevant society context are processed.

9. Disclaimers and limitation of liability

SocietyHub supports administration and compliance work, but it does not guarantee that your society is compliant with the Incorporated Societies Act 2022 or any other law. Your committee remains responsible for its records, decisions, filings, deadlines, and professional advice.

We will provide the service with reasonable care and skill. However, we do not guarantee that SocietyHub will always be available, error-free, or suitable for every purpose.

To the maximum extent permitted by New Zealand law, our total liability arising out of or relating to SocietyHub or these terms is limited to the subscription fees your society paid us in the 12 months immediately before the event giving rise to the claim.

To the maximum extent permitted by New Zealand law, neither party is liable to the other for indirect or consequential loss, loss of profit, loss of opportunity, or loss caused by inaccurate or unauthorised data entered by the society.

Nothing in these terms excludes, restricts, or modifies any right, guarantee, remedy, or liability under the Consumer Guarantees Act 1993, Fair Trading Act 1986, or other law where it cannot lawfully be excluded, restricted, or modified.

10. Indemnity

Your society indemnifies us against reasonable losses, costs, and third-party claims arising from its unlawful content, unauthorised use of another person's data, misuse of SocietyHub, or material breach of these terms.

This indemnity does not apply to the extent a loss was caused by our breach of these terms, negligence, fraud, or wilful misconduct. We will take reasonable steps to reduce any loss and will give you reasonable notice of a claim where practical.

11. Suspension and termination

You may cancel your subscription at any time. We may suspend or terminate access if fees remain unpaid, use of the service creates a security or legal risk, or you materially breach these terms.

Where practical, we will explain the issue and give you a reasonable opportunity to fix it or ask us to review the decision. We may act immediately where needed to protect people or data, prevent illegal activity, respond to an urgent security risk, or comply with law.

We may also end the service or your subscription for other reasons by giving reasonable notice. When access ends, payment obligations already incurred and terms intended to continue, including ownership, liability, indemnity, and dispute terms, remain in effect.

12. Service availability

We aim to keep SocietyHub reasonably available and reliable. Maintenance, security work, internet conditions, third-party providers, emergencies, and events outside our reasonable control may sometimes interrupt access.

We will try to give advance notice of planned maintenance and restore disrupted service promptly, but we do not promise uninterrupted access or a specific uptime level unless we agree one with you in writing. Any liability relating to downtime is subject to section 9.

13. Changes to these terms

We may update these terms when SocietyHub, our plans, providers, or legal requirements change. We will publish updated terms here and change the date at the top.

We will actively notify account administrators before a material change takes effect, using email or an in-service notice. Continued use after the effective date means you accept the updated terms. If you do not accept a material change, you may cancel before it takes effect.

14. Governing law and disputes

These terms are governed by New Zealand law. You and we submit to the non-exclusive jurisdiction of the New Zealand courts.

Before starting court proceedings, each party will try in good faith to resolve the dispute by giving the other written notice and allowing a reasonable opportunity to discuss a solution. This does not prevent either party seeking urgent relief or using any statutory dispute process available to it.

15. Contact us

Questions about these terms can be sent to admin@societyhub.co.nz.