Terms of Service

The agreement that governs your use of CooperFlow, including important limits on our liability.

Last updated 30 August 2026

1. Agreement

These Terms of Service (the “Terms”) are a legally binding agreement between you and the operator of CooperFlow (“we”, “us”, “our”) for use of the CooperFlow website, applications, and related services (the “Service”).

By creating an account, signing in, clicking to accept, using a guest dining link, or otherwise accessing the Service, you agree to these Terms and to our Privacy Policy. If you use the Service on behalf of an organisation, you confirm you have authority to bind that organisation, and “you” includes that organisation.

If you do not agree, you must not use the Service.

2. Eligibility

You must be at least 16 years old and able to form a binding contract. You may not use the Service if you are barred under the laws of New Zealand or your jurisdiction, or if we have previously suspended or terminated your access.

3. Accounts and security

You are responsible for all activity under your account and under any till PIN, dining session, or invitation you create or share. Keep passwords, PINs, devices, and invitation links confidential. Notify us promptly if you suspect unauthorised use. We may assume that anyone using valid credentials is you.

You must provide accurate registration information and keep it current. We may refuse, suspend, or reclaim an account that we reasonably believe is inaccurate, abusive, or a security risk.

4. Workspaces (tenants)

Business data is scoped to a workspace (tenant). The owner and administrators of a workspace are responsible for:

  • who they invite and which roles and permissions they grant;
  • the accuracy of products, prices, taxes, discounts, and orders;
  • notices and consents owed to their staff, customers, and dining guests;
  • compliance with employment, consumer, tax, food, privacy, and payment laws that apply to their business;
  • content they store, including custom fields and uploaded images.

A public workspace code is not a secret. Only an invitation or an authorised member can join a workspace. We are not responsible for access granted by your administrators.

5. Your content and customer data

You retain ownership of content and business records you submit (“Customer Data”). You grant us a worldwide, non-exclusive licence to host, process, transmit, display, and back up Customer Data solely to provide and secure the Service, and as otherwise described in the Privacy Policy.

You represent that you have all rights and consents needed to submit Customer Data, including personal information about customers, guests, and staff. You must not upload unlawful, infringing, or harmful material.

We do not claim ownership of your Customer Data. We may remove or restrict content that we reasonably believe violates these Terms or the law.

6. Acceptable use

You must not:

  • use the Service for any unlawful, fraudulent, or harmful purpose;
  • attempt to access another workspace, account, or system without authorisation;
  • probe, scan, or load-test the Service except with our prior written consent;
  • interfere with security, tenant isolation, payments, or realtime features;
  • reverse engineer, copy, or resell the Service except as the law allows;
  • upload malware or excessive automated traffic;
  • misrepresent your identity or your authority to act for a business;
  • use the Service to store or transmit content that is illegal or that you have no right to process.

We may investigate suspected misuse and may suspend or terminate access without notice where we reasonably believe these Terms, the security of the Service, or the law is at risk.

7. Payments, prices, and taxes

Features such as POS, restaurant ordering, and tax calculation are tools to help you operate your business. You remain solely responsible for charging the correct prices, applying the correct taxes, issuing any legally required invoices or receipts, and remitting tax to the relevant authorities.

Card payments, where enabled, are processed by Stripe. Stripe’s terms apply to those transactions. We are not a party to the card network agreement between you, Stripe, and the cardholder. Refunds, chargebacks, and payment disputes are your responsibility unless the law requires otherwise.

We do not warrant that calculated totals, tax, discounts, or reports are complete, current, or suitable for any particular filing or audit. Always verify figures before relying on them.

8. Third-party services

The Service may integrate with third parties, including Google, GitHub, Microsoft, Stripe, and Google Places. Those services are governed by their own terms and privacy policies. We are not responsible for third-party acts, outages, or changes, and we do not warrant that any integration will remain available.

9. Intellectual property

We and our licensors own the Service, including software, design, trademarks, and documentation. These Terms do not transfer any ownership to you. We grant you a limited, non-exclusive, non-transferable, revocable licence to use the Service for your internal business operations during the term, subject to these Terms.

You may not copy, modify, or create derivative works of the Service, or remove proprietary notices, except as the law expressly allows.

10. Availability and changes

We may change, suspend, or discontinue any part of the Service at any time, including modules, apps, and integrations. We do not guarantee uninterrupted, timely, or error-free operation. Realtime updates depend on a live connection and may be delayed or missed.

Preview or beta features are provided for evaluation only and may be withdrawn without notice.

11. Disclaimers

The Service is provided “as is” and “as available”, without warranties of any kind, whether express, implied, or statutory, including implied warranties of merchantability, fitness for a particular purpose, title, and non-infringement, to the maximum extent permitted by law.

We do not warrant that:

  • the Service will meet your requirements or be available without interruption;
  • data will never be lost, corrupted, or accessed without authorisation;
  • tax, price, inventory, or report figures will be accurate or complete;
  • the Service is appropriate for any regulated industry without your own review;
  • defects will be corrected.

You use the Service at your own risk. You are responsible for maintaining your own backups of Customer Data that you cannot afford to lose.

Nothing in these Terms excludes a guarantee or right that cannot be excluded under the law of New Zealand, including consumer guarantees that apply if you are a consumer. Where those rights apply and we are allowed to limit our liability, we limit it to resupplying the Service or paying the cost of resupply.

12. Limitation of liability

To the maximum extent permitted by law, we and our officers, employees, agents, and suppliers are not liable for any indirect, incidental, special, consequential, exemplary, or punitive damages, or for any loss of profits, revenue, goodwill, data, business interruption, or anticipated savings, whether based in contract, tort (including negligence), statute, or otherwise, even if we have been advised of the possibility of those damages.

To the maximum extent permitted by law, our total aggregate liability arising out of or relating to the Service or these Terms will not exceed the greater of (a) the fees you paid to us for the Service in the 12 months before the claim, and (b) one hundred New Zealand dollars (NZD $100). If you have not paid us any fees, our aggregate liability is capped at NZD $100.

These limits apply even if a remedy fails of its essential purpose. They do not apply to liability that cannot be limited under the law of New Zealand (for example, liability for fraud or for personal injury caused by our negligence, where that cannot be limited).

13. Indemnity

You will defend, indemnify, and hold harmless us and our officers, employees, and agents from and against any claims, damages, losses, costs, and expenses (including reasonable legal fees) arising out of or related to:

  • your Customer Data or your use of the Service;
  • your breach of these Terms or of applicable law;
  • a claim by your customer, guest, staff member, or payment provider relating to your business;
  • tax, pricing, or consumer-law claims arising from your sales;
  • unauthorised access that results from credentials, invitations, or devices you control.

14. Suspension and termination

You may stop using the Service at any time and may request account closure through the Service. We may suspend or terminate access immediately if you breach these Terms, if required by law, or if we discontinue the Service.

On termination, your licence ends. We may delete or irreversibly anonymise Customer Data after a reasonable period, except where we must retain it for legal, security, or backup purposes. Sections that by their nature should survive (including intellectual property, disclaimers, limitation of liability, indemnity, and governing law) survive termination.

15. Changes to these Terms

We may update these Terms from time to time. The “Last updated” date will change. The revised Terms take effect when posted on this page. If you continue to use the Service after that date, you accept the revised Terms. If you do not agree, you must stop using the Service.

16. Governing law and disputes

These Terms are governed by the laws of New Zealand, without regard to conflict-of-law rules. Subject to any right you cannot waive, the courts of New Zealand have exclusive jurisdiction over disputes arising out of or relating to these Terms or the Service.

Before filing a claim, you agree to try to resolve the dispute with us in good faith for 30 days after written notice. This does not prevent either party from seeking urgent injunctive relief to protect intellectual property, confidential information, or the security of the Service.

17. General

  • Entire agreement. These Terms and the Privacy Policy are the entire agreement between you and us about the Service and replace all prior agreements on that subject.
  • Severability. If a provision is unenforceable, it is modified to the minimum extent needed to make it enforceable, or severed. The rest remains in effect.
  • Waiver. A failure to enforce a provision is not a waiver of that provision.
  • Assignment. You may not assign these Terms without our prior written consent. We may assign them in connection with a reorganisation or transfer of the Service.
  • Force majeure. We are not liable for delay or failure caused by events beyond our reasonable control, including outages of hosting, payments, identity providers, or networks.
  • No partnership. These Terms do not create a partnership, joint venture, or employment relationship.
  • Notices. We may notify you through the Service or the email on your account. Notices to us must be sent through the Service or to the contact details we publish.

18. Contact

Questions about these Terms can be sent through the CooperFlow application or to the contact details the operator publishes on the Service.

Related: Privacy Policy.