Last updated: 23 April 2026
Definitions and interpretations
"You" and "Your", refers to You and the organisation that is using Receptioner website (www.receptionerapp.com) ("System", "Website"), its contents, products and services. "We", "Us", "Our" and "Receptioner" refer to Redium Limited (a company registered in New Zealand with NZBN registration no. 9429046707000). "Terms" refers to these Terms of Service together with any other relevant terms and conditions found in the Website. "Individual User(s)" refers to third party individual clients or customers or patients who book personal appointments with You through Us and who may or may not already be existing clients, customers or patients of Your organisation.
We may modify these Terms from time to time. For material changes that adversely affect Your rights, We will provide at least 30 days' notice via email or in-product notification before the changes take effect. For non-material changes, We may make changes effective immediately upon posting. Continued use of the System after the effective date of any change constitutes Your acceptance of the modified Terms.
For the purposes of these Terms, a change is "material" if it: (a) materially reduces the functionality of the core Services You have subscribed to; (b) materially increases Fees other than to pass through an increase in the cost of a third-party service used to provide the System; (c) materially reduces the privacy, security, or data-protection obligations that apply to Your Data; or (d) materially expands Your indemnification obligations. Changes that are required by law, that add new optional features, that correct errors or ambiguities, or that do not adversely affect Your rights are not material.
Registration & System Accounts
If you register for an account in the System, you agree to maintain the security and confidentiality of your password and access keys and maintain and promptly update any information you provide to Receptioner. You are responsible for all activities that occur through your Receptioner account, and for all charges incurred therefrom.
- You agree that all information provided to Us is true and accurate and that you will maintain and update this information as required in order to keep it current, complete, and accurate.
- You assure that you are 18 years of age or older.
- You assure that you are a human, and not a computer service or automated "bot".
- You assure that you will use the System only for lawful purposes. You must not violate any laws in your jurisdiction, including but not limited to any copyright laws.
- Your assure that during your use of the Service you will not create, transmit, distribute, or store material that violates a trademark, copyright, trade secret, or other intellectual property rights of others; violates the privacy, publicity, or other personal rights of others; impair the privacy of communications; generate obscene, offensive, or inappropriate content; causes technical disturbances to the Service, including, but not limited to, introduction of viruses, worms, or other destructive mechanisms; create a deceitful website to imply association with Receptioner or the Service; create or send verbal, physical, written or other abuse (including threats of abuse or retribution) to any Receptioner customer, employee, member, contractor or officer.
- You agree not to reproduce, duplicate, copy, sell, resell or exploit any portion of the Service, use of the Service, or access to the Service without the express written permission by Receptioner.
- You understand that Receptioner uses third party vendors and hosting partners to provide the necessary hardware, software, networking, storage, and other technology required to run the Service. If your bandwidth usage on the Service significantly exceeds the average bandwidth usage of the Service, as determined by Receptioner, we reserve the right to limit your bandwidth to the Service.
Use of the System
Subject to these Terms, Receptioner grants you a personal, revocable, non-exclusive and non-transferable license to use the System. You are responsible for configuring the System and ensuring it meets the needs of your business.
You will not, and will not permit anyone else to, without Receptioner's prior written permission:
- Use the System for purposes other than the System Services;
- "frame", "mirror" or otherwise incorporate any part of System on any website;
- Access, monitor, modify, copy or distribute any part of the System using any automated means or anymanual process;
- Violate the restrictions in any robot exclusion files on the System or circumvent other measures employed to prevent or limit access to the System;
- Remove any watermarks, labels or other legal or proprietary notices included in the System;
- Attempt to modify the System, including disguising or changing any indications of the ownership or source of the System;
- License, sublicense, resell, assign, distribute, or otherwise commercially exploit or make the System available to any third party, other than as expressly permitted by these Terms;
- Use the System in any manner that interferes with the integrity or performance of the System;
- Use the System as part of any service for sharing, lending, or on behalf of any other person or entity, except to the extent permitted herein;
- Attempt or assist others to circumvent, disable or defeat any of the security features or components that protect the System;
- Create adaptations, translations, or derivative works based on the System or decompile, disassemble, reverse engineer or otherwise exploit any part of the System;
- Use the System in a manner that violates third party intellectual property rights;
- Upload to or transmit through the System anything that is offensive, hateful, obscene, defamatory or violates any laws; or
- Use the System to send unsolicited electronic messages (and nothing in these Terms will be construed as Receptioner permitting or causing you to send electronic messages using the System).
Receptioner may deny to anyone use of the System at any time and for any reason. You will cease and desist from using the System immediately upon request by Receptioner.
Data Protection, Ownership & Confidentiality
Unless expressly stated herein, you retain all rights to data you enter in the System ("Your Data"). We will not modify, aggregate, rent, sell, share or disclose Your Data to third parties without your prior consent except as required by law, required to run the System(storing your data in third party services that provide hardware and software to the System) or as expressly set forth in these Terms or our privacy policy.
When processing Payments, we may disclose personal and transactional information to third party payment gateways or other associated services. We may access and retain Your Data and accounts to provide services to you or to manage its business. We may also archive Your Data for historical reporting.
Once Your Data has left the System, it is no longer covered by our privacy and security policies.
Storing credit card details in the system is strictly prohibited and is contrary to our obligations with respect to the Payment Card Industry Data Security Standard (PCI DSS). You agree not to store credit card information anywhere on the System except from provided mechanisms for storing these details as Payment Methods. Receptioner does not store any of your credit card details. We use PCI DSS compliant third party services for this purpose.Data Export on Termination. Upon termination or expiration of Your account, We will make Your Data available for export for a period of thirty (30) days following termination. Structured data (such as customer, booking, and staff records) will be made available in CSV or JSON format; uploaded files and generated documents will be made available in their original format or PDF. Where Your account is not formally terminated but becomes inactive, We may delete Your Data three (3) months after the last authenticated use, after giving reasonable prior notice to the account holder's email of record. You are solely responsible for exporting and retaining any data You are required to keep under applicable law, including but not limited to the Health (Retention of Health Information) Regulations 1996 (NZ) (which generally require health information to be retained for at least 10 years), tax record retention requirements, and any other statutory retention obligations that apply to Your business.
Backup Retention. We maintain encrypted backups of the System for disaster-recovery purposes. Backup copies are retained for up to thirty-five (35) days on a rolling basis, after which they are deleted in the ordinary course. Deletion from live production systems occurs according to the timelines set out above; complete removal from all backup media may take up to a further thirty-five (35) days.
Health Information Privacy Code 2020 (NZ). Where You are a "health agency" as defined under the Health Information Privacy Code 2020 (NZ) ("HIPC 2020"), You remain the agency responsible for compliance with the HIPC 2020 in respect of health information collected, held, used, or disclosed through the System. We act as an agent and data processor in respect of such information and will, on reasonable request, provide information and assistance to enable You to meet Your obligations under the HIPC 2020, including responses to requests under Rule 6 (access) and Rule 7 (correction).
Subprocessors. We engage third-party subprocessors to provide the System, including infrastructure, communications, and payment providers. A current list of subprocessors is published at receptionerapp.com/subprocessors and is also available on request. We may add or replace subprocessors from time to time; for changes that materially affect the processing of personal information, We will provide reasonable prior notice via email or in-product notification. If You reasonably object to a new subprocessor on data-protection grounds, You may terminate the affected subscription before the change takes effect, with a pro-rata refund of any pre-paid Fees attributable to the unused remainder of the then-current Billing Cycle, in accordance with Section 6 (Subprocessors) of Our Data Processing Agreement. If You do not object before the change takes effect, You are deemed to have accepted the new subprocessor.
Automated Decision-Making and Artificial Intelligence. As at the date of these Terms, We do not use Your Data or Individual User data for automated decision-making that has a legal or similarly significant effect on any individual, and We do not use Your Data or Individual User data to train general-purpose artificial intelligence or machine-learning models, whether Our own or those of any third party. Should this change in the future, We will update these Terms and Our Privacy Policy, provide notice in accordance with the Definitions and interpretations Section, and comply with any applicable transparency and disclosure requirements, including those under the Privacy Act 1988 (Cth) (Australia) in respect of automated decisions that significantly affect individuals.
Cross-Border Processing. You acknowledge and agree that personal information processed through the System may be accessed from, stored in, or transferred to jurisdictions outside New Zealand and Australia, including for purposes of support, development, hosting, and operations. We take reasonable steps to ensure that such access or transfer is subject to contractual protections substantially equivalent to those required by the New Zealand Privacy Act 2020 (including Information Privacy Principle 12) and the Australian Privacy Act 1988 (including Australian Privacy Principle 8).
Data Processing. Where We process personal information of Your Individual Users on Your behalf, We act as a data processor and You act as a data controller. We will: (a) process such information only in accordance with Your documented instructions and these Terms; (b) implement appropriate technical and organisational measures to protect such information; (c) ensure that personnel authorised to process such information are bound by confidentiality obligations; (d) notify You without undue delay upon becoming aware of a personal data breach affecting Your Individual Users; and (e) assist You in responding to requests from Individual Users to exercise their rights under applicable privacy law. Our standard Data Processing Agreement is published at receptionerapp.com/dpa and forms part of these Terms where You process personal information of Individual Users through the System. We will use reasonable efforts to notify You of a confirmed personal data breach affecting Your Individual Users as soon as practicable, and in any event without undue delay having regard to the Office of the Privacy Commissioner's guidance (which, as at the date of these Terms, expects notification within 72 hours of an agency becoming aware of a notifiable privacy breach).
Health & Sensitive Information. Where You use the System to collect health information, intake form data, consultation notes, or any other sensitive personal information from Individual Users, You acknowledge and agree that: (a) You are the data controller in respect of such information; (b) You are solely responsible for obtaining all necessary consents from Individual Users under the New Zealand Privacy Act 2020, the Australian Privacy Act 1988, or any other applicable privacy law; (c) You have a lawful basis to collect, store, and process such information; and (d) You will indemnify Us against any claims arising from Your failure to obtain such consents or otherwise comply with applicable privacy law.
Payment terms
Unless otherwise stated You will be sent an invoice for the System and its Services usage at the end of Your Billing Cycle. The invoice will be attempted to pay automatically. In case of a payment failure, You will have fourteen (14) days from the date of issue to pay the invoice.
We reserve the right to charge interest on any amount that remains unpaid after its due date at a rate of 2% per month (or the maximum rate permitted by law, whichever is lower), calculated daily from the due date until the date of actual payment.
We reserve the right to restrict access to, suspend or delete Your account if We do not receive payment within fourteen (14) days of any invoice being issued.
Receptioner shall not be liable to you or to any third party for any modification, price change, suspension or discontinuance of the Service.Taxes. All Fees are stated exclusive of GST, sales tax, value-added tax, and any equivalent consumption taxes, which will be added to invoices at the rate applicable at the tax point. Where You are required by law to withhold any tax from a payment, You will gross up the payment so that We receive the full invoiced amount. You are responsible for any taxes imposed on Your income, revenue, property, or employees. Where the System is supplied to a non-resident customer and the reverse-charge mechanism applies in Your jurisdiction, You are responsible for accounting for that tax.
Service and Pricing Modification
Receptioner reserves the right to modify or remove parts of the System at any time, subject to the material-change notice requirements set out in the Definitions and interpretations Section.
If We change the Fees, We will give You at least 30 days' notice via email or in-product notification before the change takes effect. If You disagree with any such change, You may terminate Your account in accordance with the Account Cancellation and Suspension Section before the change takes effect; continued use of the System after the effective date of the change constitutes Your acceptance of the new Fees. Receptioner may also provide special pricing to certain users that is different to the publicly displayed Fees.Account Cancellation and Suspension
Termination by You. You may terminate Your account at any time via the in-product cancellation flow or by written notice to Us at support@receptionerapp.com. Termination takes effect at the end of Your then-current Billing Cycle, and no refunds are issued for partial periods or unused portions of a paid term, except where required by law.
You are responsible for properly cancelling your account. You are responsible for any Fees charged to your account until it is properly cancelled.
You agree that we may, in our sole discretion, terminate or suspend your access to all or part of the System with or without notice and for any reason, including, without limitation, breach of these Terms of Use. Any suspected fraudulent, abusive or illegal activity may be grounds for terminating your relationship and may be referred to appropriate law enforcement authorities.
Upon termination or suspension, regardless of the reasons therefore, your right to use the services available in the System immediately ceases, and you acknowledge and agree that we may immediately deactivate or delete your account and all related information and files in your account and/or block any further access to such files in the System. We shall not be liable to you or any third party for any claims or damages arising out of any termination or suspension or any other actions taken by us in connection with such termination or suspension.
We provide no guarantee that your content can be recovered once your account is cancelled. We are not liable for any loss or damage following, or as a result of, cancellation of your account, and it is your responsibility to ensure that any content or data which you require is backed-up or replicated before cancellation.Warranties and Disclaimers
The System is provided on an "AS IS" and "AS AVAILABLE" basis. To the maximum extent permitted by law, We disclaim all warranties of any kind, whether express, implied, statutory or otherwise, including without limitation any implied warranties of merchantability, fitness for a particular purpose, non-infringement, accuracy, reliability, or that the System will be uninterrupted, error-free, secure, or free from viruses or other harmful components. You acknowledge that You are solely responsible for determining whether the System meets the needs of Your business.
Service Level Agreement. Our standard service level commitment for paying business customers is set out in Our Service Level Agreement, published at receptionerapp.com/sla, which forms part of these Terms. The SLA describes Our monthly uptime target, service credits, exclusions, and the process for submitting a claim. Except as expressly set out in the SLA, and subject to any mandatory remedies under the Australian Consumer Law or other law that cannot lawfully be excluded, We provide no further availability, uptime, or service-level commitment in respect of the System.
Service Remediation. The System is delivered on a serverless cloud architecture provided by Amazon Web Services (AWS) and other third-party infrastructure providers. Where a defect, bug, or error in the System is caused by code or configuration within Our direct control, We will use commercially reasonable efforts to investigate and remediate the issue promptly after We become aware of it, according to severity. Where a service interruption is caused by a third-party infrastructure provider, subprocessor, or other event outside Our direct control (including but not limited to AWS outages, Stripe outages, telecommunications failures, denial-of-service attacks, and force majeure events), We will use commercially reasonable efforts to coordinate with the affected provider and to restore the System, but such interruptions are not a breach of these Terms by Us. Except as required by law (including the Australian Consumer Law and, where applicable, the Consumer Guarantees Act 1993 (NZ)), no credits, refunds, or other remedies are provided in respect of downtime or interruption of the System.
Limitation of Liability
In no event shall we be liable to you or any third party for any special, punitive, incidental, indirect or consequential damages of any kind, or any damages whatsoever, including, without limitation, those resulting from loss of use, data or profits, whether or not we have been advised of the possibility of such damages, and on any theory of liability, arising out of or in connection with the use of this site or of any web site referenced or linked to from this site.
Further, we shall not be liable in any way for third party goods and services offered through this site or for assistance in conducting commercial transactions through this site, including without limitation the processing of orders.
Some jurisdictions prohibit the exclusion or limitation of liability for consequential or incidental damages, so the above limitations may not apply to you.Aggregate Liability Cap. Notwithstanding any other provision of these Terms, Our total aggregate liability to You arising out of or in connection with these Terms or the System, whether in contract, tort (including negligence), under statute or otherwise, is limited to the total fees paid by You to Us in the twelve (12) months immediately preceding the event giving rise to the claim, or NZD $1,000, whichever is greater.
Australian Consumer Law. Nothing in these Terms excludes, restricts, or modifies any consumer guarantee, right, or remedy conferred by the Australian Consumer Law (Schedule 2 of the Competition and Consumer Act 2010 (Cth)) or any other law that cannot lawfully be excluded, restricted, or modified. Where Our liability for breach of such a guarantee cannot be excluded but can be limited, Our liability is limited, at Our option, to: (a) re-supplying the services; or (b) paying the cost of having the services re-supplied.
New Zealand Consumer Guarantees Act. You acknowledge and agree that You are acquiring the System for the purposes of a business and that, to the maximum extent permitted by law, the Consumer Guarantees Act 1993 (NZ) does not apply to the supply of the System or any related services under these Terms.
Indemnification
You agree to defend, indemnify and hold harmless Receptioner and all of its officers, directors, affiliates, successors, assigns, contractors, employees and agents from and against any liabilities, claims, causes of action, demands, recoveries, losses, damages, fines, penalties or other costs or expenses of any kind brought in connection with or as a result of:
- your breach of these Terms or any documents referenced herein;
- your violation of any applicable law (including any law, regulation or order related to privacy or anti-spam) or the rights of a third party (including privacy or intellectual property rights);
- your use of the System (including any electronic messages sent, caused or permitted to be sent by you);
- your breach of or failure to honor any Reservation; or any misrepresentations made to a Customer by you.
Cap on Your Indemnification Obligations. Your indemnification obligations under this Section are subject to the aggregate liability cap set out in the Limitation of Liability Section, except for claims arising from (a) Your breach of the Health & Sensitive Information clause, (b) Your infringement of Our or any third party's intellectual property rights, (c) Your violation of any privacy, anti-spam, export control, or sanctions law, or (d) Your gross negligence, wilful misconduct, or fraud, each of which remains uncapped.
IP Infringement Indemnity by Us. Subject to the aggregate liability cap set out in the Limitation of Liability Section, We will defend, indemnify, and hold You harmless from any third-party claim that Your authorised use of the System, in accordance with these Terms, infringes that third party's intellectual property rights. This indemnity does not apply to claims arising from or relating to: (a) Your Data or any content, configuration, or instructions provided by You; (b) Your combination or use of the System with any software, service, hardware, or data not provided by Us; (c) modifications to the System made by anyone other than Us; or (d) Your use of the System in breach of these Terms or applicable law. If the System is, or in Our reasonable opinion is likely to become, the subject of an infringement claim, We may, at Our option and expense: (i) procure the right for You to continue using the System; (ii) modify or replace the System so that it is non-infringing; or (iii) terminate Your use of the affected portion of the System and refund any pre-paid fees for the unused portion. This Section states Our sole liability, and Your sole and exclusive remedy, for any claim of intellectual property infringement.
Force Majeure
Neither party shall be liable for any failure or delay in performing its obligations under these Terms where such failure or delay results from any cause beyond that party's reasonable control, including but not limited to acts of God, natural disasters, war, terrorism, civil unrest, government action, pandemic, internet or telecommunications failure, denial-of-service attack, or failure of any third-party service provider including AWS, Stripe, or other subprocessors.
Confidentiality
Each party agrees to keep confidential any non-public information disclosed by the other party in connection with these Terms, and to use such information solely for the purpose of performing its obligations under these Terms. This obligation does not apply to information that is publicly available, independently developed, or required to be disclosed by law.
Export Control and Sanctions
You represent that You are not located in, under the control of, or a national or resident of any country subject to comprehensive trade sanctions by the New Zealand Government, the United Nations Security Council, or any equivalent authority, and that You are not listed on any applicable sanctions or denied parties list.
Survival
The provisions of the following Sections, together with any other provisions which by their nature should survive termination, shall survive termination or expiration of these Terms: Payment terms (in respect of any Fees accrued but unpaid as at the effective date of termination, and the right to charge interest on overdue amounts); Account Cancellation and Suspension; Data Protection, Ownership & Confidentiality (including Data Export on Termination, Backup Retention, Subprocessors, Automated Decision-Making, Cross-Border Processing, Data Processing, Health Information Privacy Code 2020 (NZ), and Health & Sensitive Information); Warranties and Disclaimers (including Service Remediation); the Service Level Agreement (in respect of any service-credit claim that has accrued but not been applied as at the effective date of termination); Limitation of Liability; Indemnification; Confidentiality; Feedback; Dispute Resolution; Assignment; Notices; Entire Agreement and Severability; and Governing Law.
Electronic Messaging and Communications Compliance
The System enables You to send electronic messages (including email and SMS) to Individual Users. You are solely responsible for ensuring that all such messages comply with applicable laws, including the Unsolicited Electronic Messages Act 2007 (NZ), the Spam Act 2003 (Cth) (Australia), the Telephone Consumer Protection Act (US), the CAN-SPAM Act (US), the EU e-Privacy Directive, and any equivalent law in any jurisdiction where the recipient is located. You represent and warrant that You have obtained all necessary consents from Individual Users and maintain accurate records of such consents, and that You will honour unsubscribe and opt-out requests promptly. You will indemnify Us against any claim, penalty, or fine arising from Your failure to comply with this Section, subject only to the exceptions set out in the Cap on Your Indemnification Obligations clause.
Third-Party Integrations and Services
The System may integrate with or provide access to third-party services, including but not limited to Google Calendar, Microsoft Outlook, payment processors, SMS gateways, and mapping services. Such third-party services are provided by their respective operators under their own terms and privacy policies. We are not responsible for the availability, accuracy, content, or functionality of any third-party service, nor for any act or omission of any third-party service provider. Your use of any third-party service is at Your sole risk and subject to that provider's terms. Any disruption to or discontinuation of a third-party service does not constitute a breach of these Terms by Us.
Beta and Early Access Features
From time to time, We may make features of the System available on a beta, trial, preview, or early access basis ("Beta Features"). Beta Features are provided strictly "AS IS", with no warranties of any kind (express or implied), may contain bugs or errors, and may be modified, suspended, or discontinued by Us at any time without notice and without liability. Your use of Beta Features is voluntary, and You acknowledge that Beta Features may not function as intended. We are under no obligation to make Beta Features generally available.
Feedback
If You provide Us with any suggestions, ideas, enhancement requests, feedback, recommendations, or other input regarding the System ("Feedback"), You grant Us a perpetual, irrevocable, worldwide, royalty-free, fully paid-up, sublicensable, and transferable licence to use, reproduce, modify, distribute, and exploit such Feedback for any purpose, including incorporating it into the System, without any obligation or compensation to You. You represent that You have the right to grant this licence and that Your Feedback does not infringe any third-party rights.
Publicity
Unless You notify Us in writing that You opt out (which You may do at any time by emailing support@receptionerapp.com), We may identify You as a customer of Receptioner and use Your name, trading name, and logo on Our website, marketing materials, and customer lists, solely in a factual manner to identify You as a customer. We will comply with any reasonable brand guidelines You provide. Any such opt-out will take effect within a reasonable time after We receive Your notice.
Dispute Resolution
Before commencing any court proceeding in respect of a dispute arising out of or in connection with these Terms, the parties agree to first attempt in good faith to resolve the dispute through negotiation between senior representatives of each party for a period of at least thirty (30) days from the date written notice of the dispute is given. If the dispute is not resolved within that period, the parties will attempt in good faith to resolve the dispute through mediation administered by the Resolution Institute (New Zealand) under its mediation rules, with the mediator's fees shared equally between the parties. Nothing in this Section prevents either party from seeking urgent injunctive or equitable relief from a court of competent jurisdiction at any time.
Assignment
You may not assign, novate, or transfer any of Your rights or obligations under these Terms, whether by operation of law or otherwise, without Our prior written consent. Any purported assignment in breach of this Section is void. We may assign or novate these Terms, in whole or in part, to any affiliate or in connection with a merger, acquisition, corporate reorganisation, or sale of all or substantially all of Our assets, without Your consent, provided that the assignee agrees to be bound by these Terms.
Notices
Any legal notice to Us under these Terms must be sent to legal@receptionerapp.com, with a copy by post to Our registered office as recorded on the New Zealand Companies Register. Privacy-related requests, including requests to exercise rights under the Privacy Act 2020 (NZ) or the Privacy Act 1988 (Cth) (Australia), and any questions about these Terms from Our Privacy Officer, should be sent to privacy@receptionerapp.com. General support enquiries should be sent to support@receptionerapp.com. Notices to You will be sent to the email address associated with Your account. Notices are deemed received twenty-four (24) hours after sending by email (provided no bounce or delivery-failure message is received by the sender) or three (3) business days after posting. It is Your responsibility to keep Your account email address current.
Entire Agreement and Severability
These Terms, together with the Privacy Policy, Cookie Policy, Acceptable Use Policy, Data Processing Agreement, Service Level Agreement, the published list of Subprocessors, and any other policies referenced herein, constitute the entire agreement between You and Us regarding the System and supersede all prior agreements. In the event of any conflict, the following order of precedence applies (highest first): (i) any Order Form, statement of work, or written addendum signed by both parties; (ii) the Data Processing Agreement; (iii) these Terms; (iv) the Privacy Policy; and (v) any other policy published on Our website. If any provision of these Terms is held to be invalid or unenforceable, the remaining provisions shall continue in full force and effect.
Governing Law
These Terms shall be governed by New Zealand law, and you submit to the exclusive jurisdiction of the New Zealand courts for any matter or dispute arising in relation to these Terms.