Revision v1.02 | Updated on 16 October 2026 | Effective date 16 October 2026
1 The agreement and the parties
These Terms govern WorkLumi services supplied by AJUBA LIMITED (NZBN: 9429047560567) trading as Ajuba Tech, at 15 Erson Avenue, Royal Oak, Auckland, 1061 (“WorkLumi”, “we”, “us”). The “Customer” is the person or legal entity identified in the accepted order or business registration. Contact us at support@worklumi.com. Formal legal notices may be sent to legal@worklumi.com or our postal address.
An “Order” means a checkout summary, subscription schedule or other written order that both parties accept. It identifies the service, customer, plan, charges and any specific commitments. “Authorised Users” are people the Customer permits to use its workspace. “Customer Data” means information supplied by or for the Customer and its users, including workforce records and service outputs derived from those records.
The Customer accepts these Terms through an affirmative acceptance process or a signed Order. The person accepting must be an adult with authority to bind the Customer. Merely visiting the website does not create a paid subscription. A worker invited to use a workspace does not become personally liable for the employer’s subscription fees merely by logging in.
An Order prevails over these Terms only to the extent it expressly varies a provision. A separately agreed data-processing or security schedule prevails on its subject matter. The Privacy and Cookie Policies explain information handling; they are not blanket consents. Mandatory legal rights prevail over all contractual documents.
2 What the service provides
WorkLumi provides the workforce functions included in the accepted plan or pilot arrangement. The initial service is intended to support business and worker setup, time and break capture, timesheet submission, manager review, period locking and neutral CSV export, subject to the functions actually released and included in the Order.
A roadmap, demonstration or future feature description is not a commitment to provide a feature or meet a release date unless expressly included in an Order. Native payroll, tax filing, bank payment execution, award interpretation, advanced rostering, biometrics and location attendance are not included merely because the platform may add them later.
WorkLumi assists with administration. The Customer remains responsible for its employment decisions, pay calculations, lawful recordkeeping and the correct configuration and use of the service. We remain responsible for the service obligations we undertake. Neither the service nor its outputs are legal, payroll or employment advice.
We will exercise reasonable care and skill in providing the service. A specific availability target, response time, recovery commitment or service credit applies only if included in an accepted service schedule. No clause removes a guarantee or remedy that the law makes mandatory.
3 Accounts and access
The Customer must provide accurate account details, maintain an accessible administrative contact and designate authorised owners and administrators. It must give users only the access needed for their duties, promptly remove access that is no longer appropriate and protect shared workplace devices.
Users must protect their credentials, change temporary passwords when required and use any authentication controls required for the relevant function. They must not share individual accounts, impersonate someone else or access another employer’s records without authority. The Customer must report suspected compromise promptly to support@worklumi.com.
We will apply reasonable account and access safeguards. An organisation administrator’s access to several businesses within its organisation must be authorised by those businesses; a shared worker identity does not grant access across unrelated customers. Account recovery and ownership disputes may require evidence of authority. We will act reasonably and avoid disclosing records to an unverified claimant.
Workers below the age of majority may use an employer-authorised workforce account where lawful. The Customer must ensure age-appropriate notice and any required permissions. They must not be required to purchase the employer’s plan or give consent that they cannot validly give.
4 Customer responsibilities for workforce records
The Customer must have a lawful basis to provide and use workforce information, give appropriate direct and indirect collection notices, and obtain any consents that the applicable processing actually requires. It must explain who can see records, how time is used, and how workers can raise errors. WorkLumi’s Privacy Policy does not replace the employer’s workplace notice.
The Customer must configure the correct legal employer, timezone, pay periods, breaks, access roles and any export mappings. It must review time records and exceptions before approval or payroll use, reconcile exports against the receiving system, and provide an accessible alternative when a worker cannot use the application.
A missing event, failed device check, rejected submission or automated warning must be investigated before being used to withhold pay or take adverse employment action. The Customer must not falsify records, conceal actual hours or breaks, or erase evidence to avoid employment obligations. Corrections should preserve an appropriate audit trail.
For agency and host-business arrangements, the Customer must document who employs the worker, who can approve time, which information each organisation may receive and the authority for sharing it. Access to time records does not automatically confer authority over pay rates, employment decisions or another organisation’s confidential commercial terms.
5 Acceptable use
The Customer and its Authorised Users must use the service lawfully and within their permissions. They must not bypass access controls, introduce malicious software, conduct unauthorised security testing, interfere with availability, scrape other customers’ data, send unlawful communications or use the service to harass or unlawfully monitor people.
They must not upload information unrelated to a supported purpose, including sensitive records into general notes where no suitable feature and safeguards exist. Any permitted investigation or security testing must be agreed with us first, except to the extent a legal right cannot be restricted.
We will respond proportionately to suspected misuse. This clause does not prevent lawful reporting to a regulator, protected disclosure, exercise of worker rights or fair criticism of the service.
6 Customer Data and confidentiality
The Customer and relevant rights holders retain their rights in Customer Data. No ownership claim removes an individual’s privacy or employment rights. The Customer grants us only the permissions needed to host, process, transmit, protect and return that data to provide the service and fulfil our legal obligations.
We will process workforce data on documented service instructions, except where law requires otherwise. We will tell the Customer if an instruction appears unlawful and may pause the affected processing while it is resolved. We do not sell Customer Data, use identifiable workforce records for advertising or train general-purpose AI models on them.
Each party must protect the other’s confidential information, use it only for the agreement and give access only to people who need it and are bound by suitable duties. This does not restrict information that was lawfully already known, independently developed, publicly available without breach, or lawfully received without confidentiality restrictions.
Where disclosure is legally required, the receiving party will give notice if lawful and practicable and limit disclosure to what is required. These duties continue while the information remains confidential.
7 Privacy security and service providers
Each party is responsible for the privacy laws applicable to its activities. We will maintain reasonable safeguards, restrict access and use service providers under appropriate contractual protections. Our Privacy Policy and the provider schedule identify the relevant processing arrangements and locations.
We remain responsible for the performance of providers we engage to meet our service obligations. The Customer remains responsible for independent services it selects and controls. No provider arrangement transfers away a legal responsibility that cannot be delegated.
We will notify the Customer without undue delay after becoming aware of a personal-information breach affecting its data, provide information reasonably available to us and assist with containment, investigation and required notifications. We may supply information in stages rather than wait for a final investigation. The parties will cooperate without delaying legally required action.
We will reasonably assist with individual access and correction requests relating to hosted records, lawful deletion instructions, and evidence reasonably needed to assess our data-protection commitments. Any bespoke audit or assistance fee must be agreed beforehand and must not obstruct a mandatory right or charge the Customer for remedying our breach.
Before a material provider or processing-location change affecting Customer Data, we will provide reasonable notice where practicable and address a substantiated privacy or security objection. If no reasonable compliant alternative can be agreed, the Customer may end the affected service and receive the unused prepaid portion. Urgent security or legal changes may require shorter notice, with an explanation as soon as practicable.
8 Plans trials fees and taxes
An Order must disclose the price, currency, applicable GST or other taxes, billing period, included features, material limits, any worker-counting method, minimum term and renewal arrangements before purchase. No fee, trial duration, seat limit or billing model is created merely by these Terms.
A free pilot or trial does not automatically convert into a paid service unless the Customer has expressly accepted the price, conversion date and recurring billing arrangement. Where a trial will convert, we will provide a reminder before the first charge. A card or payment method is collected only through the disclosed payment process.
For usage-based charges, we will explain how usage is counted and make the relevant billing information available. We will correct duplicate or erroneous charges and explain adjustments. Optional purchases and additional charges require agreement; we will not add an undisclosed fee retrospectively.
We may change prices for a future renewal after at least 30 days’ notice. An agreed prepaid price remains unchanged for the current paid term. The Customer may cancel before the new price starts. If the notice cannot allow that choice, the increase will be deferred for that Customer until an appropriate renewal.
The Customer must pay undisputed amounts by the agreed due date. It may raise a genuine billing dispute at support@worklumi.com. We will investigate promptly and will not suspend the service solely for a reasonably disputed amount while the Customer cooperates and pays undisputed charges.
9 Renewal cancellation and refunds
A subscription renews only on the recurring terms accepted in the Order. The Customer may cancel through the account-management section of the application or by contacting support@worklumi.com. Cancelling must not require an unnecessary phone call or be materially more difficult than subscribing.
When paid plans are offered, Stripe processes direct subscription payments. We do not store full payment-card numbers or card security codes. We do retain the billing and transaction information needed to manage the subscription, as described in the Privacy Policy.
Subscription fees are generally not refunded solely because you change your mind partway through a paid period. This does not limit any statutory cancellation or withdrawal right, consumer guarantee, refund expressly provided by these terms, or other right that cannot lawfully be excluded. If local law requires a separate request or acknowledgement before immediate service begins during a withdrawal period, we will obtain it separately; accepting these terms alone does not waive that right.
If a payment fails, we may retry it and notify you. We may restrict paid features while payment remains outstanding after giving a reasonable opportunity to resolve the issue, except where immediate restriction is reasonably necessary to address fraud or misuse.
If we discontinue a paid service or terminate it for our convenience before the prepaid period ends, we refund the unused portion unless the Customer freely accepts another arrangement. If a material service or contract change disadvantages the Customer, it may cancel the affected service before the change takes effect and receive an appropriate refund for the unused prepaid period.
10 Changes availability and support
We may maintain and improve the service. We will give reasonable advance notice of planned material disruption where practicable, and communicate significant incidents through https://statuspage.incident.io/worklumi. Support is provided during working hours excluding public holidays - Sydney time (AEST, or AEDT during daylight saving).
We will not materially reduce a paid core function during its agreed term without a legitimate reason, reasonable notice where possible and an appropriate remedy. Security or legal requirements may justify urgent action. Where a materially reduced service cannot reasonably be restored or replaced, the Customer may end the affected service and receive an appropriate refund, without losing statutory remedies.
The Customer should maintain a practical attendance fallback during outages and preserve the information needed to reconcile records. We will reasonably assist with service-related recovery and correction. The Customer’s backup arrangements do not excuse a failure by us to meet an agreed obligation.
11 Integrations and future sensitive features
An integration is available only when expressly supported for the relevant service and configuration. The Customer must authorise the connection, review its permissions and test the receiving workflow. A neutral CSV export is not a certification that a payroll system, award or tax calculation is correct.
Before biometric, camera, location or monitoring features are offered, the parties must address applicable workplace-surveillance and privacy requirements, purpose, notices, lawful authority, security, retention and an appropriate alternative process. These Terms do not give an employer blanket authority to monitor workers or treat a manager’s consent as the worker’s consent.
Additional payroll or AI functions require their own verified scope and disclosures. No automated output may be treated as universally accurate or as a substitute for the responsible human review required by the employment context.
12 Suspension and termination
We may restrict the affected part of the service where reasonably necessary to address a serious security threat, unlawful use, a legal requirement or a material breach. Restrictions must be proportionate and last no longer than reasonably needed. We explain the reason and available remedy where lawful and safe.
For a remediable material breach, we normally provide written notice and at least 14 days to remedy it before termination. Immediate action may be necessary where the breach cannot reasonably be remedied, serious harm is likely or the law requires it. For overdue undisputed fees, we give at least 14 days’ warning and an opportunity to pay before suspension.
Either party may terminate for the other’s material breach that remains unresolved after a reasonable written remedy period. We may discontinue the service for business reasons on at least 30 days’ notice, subject to the refund and data-return provisions. The Customer may use any earlier termination right provided by these Terms or applicable law.
Suspension must not be used to destroy or alter recorded time. We will preserve information according to the approved retention schedule and provide appropriate routes for lawful access requests. A worker’s deactivation does not itself authorise deletion of required employment evidence.
13 Export retention and offboarding
The Customer may export information through the supported functions during its subscription. On termination, we will provide a 30-day retrieval window for an authorised administrator, or an assisted export if ordinary access cannot safely remain available, unless law prevents it. Any requested extension and cost must be agreed expressly.
The exit package must include the Customer’s available workforce records, relevant approvals and correction history, and export information in the supported export formats. If a required component is not self-service, the agreed assistance process must provide it. We will explain material limitations before the Customer commits to the service.
After the retrieval window, Customer Data is deleted or de-identified, except for documented lawful retention or holds. Any separate archival service must be expressly agreed. We do not promise to host every employer record for its entire statutory life after a subscription ends.
The Customer must arrange continued lawful custody of required employment records and verify its exit copy. We will not use a billing disagreement to avoid our own mandatory privacy duties. A legal hold will be limited to the information and period reasonably needed, with access restricted. Backup expiry and restoration controls are described in the Privacy Policy.
14 Intellectual property
WorkLumi and its licensors retain rights in the software, platform design, documentation and branding. During the agreement, we permit the Customer and its Authorised Users to use the service for the agreed business purposes. The Customer may use and share its legitimate records and exports for those purposes.
The Customer must not copy, resell or distribute the platform beyond an express permission, or remove proprietary notices, subject to rights that cannot lawfully be restricted. Optional feedback may be used to improve the service, but must not include third-party confidential information or personal information unnecessary for that purpose. Feedback does not transfer ownership of Customer Data.
15 Consumer and small business protections
Nothing in this agreement excludes or limits a guarantee, remedy, liability or protection that cannot lawfully be excluded under the Australian Consumer Law, New Zealand’s Consumer Guarantees Act 1993 or Fair Trading Act 1986, or another applicable law. A business purchase does not automatically remove consumer-law protection.
Where the Australian Consumer Law applies, services carry statutory guarantees, and remedies may include correction, cancellation, refund or compensation depending on the failure. These Terms do not treat credits or re-performance as the only remedy where the law provides more.
These standard Terms do not contract out of New Zealand consumer guarantees. Any proposed negotiated business exception requires a separate legally valid agreement and the necessary fair-and-reasonable assessment. Unfair-contract-term protections continue to apply where relevant.
16 Responsibility and limits of liability
Each party is responsible for loss to the extent caused by its breach, negligence or unlawful conduct. Neither party is responsible to the extent the other party caused the loss or unreasonably failed to reduce avoidable loss. Labels such as “indirect” or “consequential” do not remove compensation required by law.
Subject to the exclusions below and mandatory law, each party’s total liability arising from the agreement in any 12-month period is limited to the total fees paid or payable for the service affected in that 12-month period. Connected claims arising from the same event are treated together; the cap must not be used to deprive a party of an effective mandatory remedy.
The cap does not apply to fraud, wilful misconduct, breach of confidentiality or data-protection obligations, infringement of the other party’s intellectual property rights, death or personal injury caused by negligence, or liability that cannot lawfully be limited. The Customer must still pay correctly charged, undisputed fees.
There is no blanket obligation for the Customer to indemnify WorkLumi for every third-party claim. Each party is responsible for third-party losses to the extent the law makes it responsible for its own conduct. A party seeking assistance with a claim must give reasonable notice and cooperate; neither party may bind the other to a settlement without consent.
17 Disputes and governing law
Please first contact legal@worklumi.com with a description of the dispute and the outcome sought. The parties will attempt a good-faith resolution through representatives with authority to act. This does not prevent urgent relief, a regulator complaint, a protected disclosure or use of an available statutory tribunal.
For a Customer principally based in New Zealand, New Zealand law governs and the parties submit to its non-exclusive courts. For a Customer principally based in Australia, the law of the state or territory of the Customer’s principal business address recorded in the Order, together with applicable Commonwealth law, governs and its courts have non-exclusive jurisdiction. Mandatory protections and any legally available local forum remain unaffected.
There is no compulsory foreign arbitration or waiver of collective or statutory remedies under these Terms.
18 Updates and general provisions
We will give at least 30 days’ notice of a material amendment to these Terms affecting an existing subscription, explaining the reason and effective date. A shorter period may be necessary to comply with law or address urgent security issues; we will explain why. Materially disadvantaged customers have the cancellation and refund rights in section 9. Changes do not rewrite completed transactions retrospectively.
Notices will be sent to the account contact or another agreed channel; we will take reasonable steps if a significant notice fails. A workforce notice must use a channel accessible to the worker. The Customer must keep its contact details current.
Neither party may transfer the agreement in a way that materially reduces the other party’s rights. A business transfer requires a capable successor that assumes the obligations, appropriate notice and continued data protection. If an unavoidable event outside a party’s reasonable control prevents performance, that party must notify the other and mitigate the effect; the clause does not excuse prior failures or remove statutory remedies.
If a provision is unenforceable, the remaining provisions continue to the extent lawful. A failure to enforce a right is not a waiver. The accepted Order, these Terms and expressly incorporated schedules are the agreement, without excluding liability for misleading conduct or a representation that the law protects.