Terms of Use

1. Agreement and operator

These Terms are a contract between you and Tockly Limited (company number 9459698), which operates Tockly. By creating an account, accepting these Terms, connecting a service or using Tockly, you agree to them. If you act for an organisation, you confirm you are authorised to bind it.

2. About Tockly

Tockly provides invoicing, payment reminders, statements and reports, accounting connections, payment links, Capture, dictation, notes and calendar subscriptions where available in your plan. Tockly Equine adds horse and owner records, ownership, care and procedure history, daily charges, worksheets and stable reports. TocklyVet adds practice, animal, clinical, appointment, stock and billing workflows where available. Tockly is not a law firm, debt-collection agency, accounting practice, bank, financial adviser or veterinary practitioner. You remain responsible for business, clinical and accounting decisions. Tockly does not guarantee that an invoice is valid, recoverable or paid.

Tockly Equine and TocklyVet use the Tockly account system and these Terms, but their access, trial arrangements and pricing may differ from standard Tockly memberships. Equine access is currently by invitation while subscription billing is prepared; beta accounts are not automatically charged. TocklyVet is an invitation-only practice trial, with features and connections still being refined. No paid specialist subscription starts without the applicable price, billing terms and authorisation. Preserve the records your business or practice must keep and verify important clinical, financial and AI-assisted results.

3. Accounts and authority

• You must be at least 18 and legally able to enter this agreement.
• You must provide accurate details, protect your login and promptly report suspected unauthorised access.
• You are responsible for authorised users and activity in your workspace.
• You must have authority to connect each organisation or external service.

4. Connected services

If you connect Xero, MYOB, QuickBooks Online, Stripe, Microsoft, Google or another available service, you authorise Tockly to access, copy, store, transmit and update the information needed for the features you request and within the permissions you approve. You remain responsible for checking imported contacts, amounts, due dates, payment status and communications. Third-party services have their own terms, privacy practices and availability. Disconnecting a service stops future access through that connection but does not automatically erase information already imported into Tockly.

Accounting connections are available for Xero, MYOB and QuickBooks Online, with features depending on the provider and the permissions granted. MYOB connects to a supported online company file. It can import authorised customer and unpaid sales-invoice information, refresh payment status and upload confirmed, sent Tockly invoices as open sales invoices with individual line descriptions, quantities, prices and tax details for reconciliation. Xero and QuickBooks can also receive the original Tockly invoice PDF; MYOB uses its own invoice layout. You remain responsible for reviewing customer matches, account and tax settings and exported totals in your accounting system. Synchronisation may be delayed or interrupted and does not replace your accounting records.

If bank-feed functionality becomes available, you must expressly authorise each connection and may revoke it using the controls then provided. Bank data may be delayed, incomplete or corrected after it first appears. Tockly will not be your bank, initiate a transaction or provide financial advice merely by displaying or matching bank-feed information, unless a feature expressly says otherwise.

5. Your data

You retain ownership of information you or a connected service supplies. You grant Tockly a non-exclusive licence to process it only as reasonably necessary to operate, secure and support the service, follow your instructions and meet legal obligations. You must have a lawful basis and all necessary rights to supply Customer Data, including recipient, owner, staff and supplier details, connected accounting records, worksheet photographs and private Capture notes.

5A. AI-assisted features

Help, Capture, note transcription, invoice dictation and optional note rewriting use AI supplied by OpenAI. When you choose these features, selected images, recordings or transcripts and relevant workspace matching information may be sent to OpenAI as explained in the Privacy Policy. Interface translation may also use OpenAI for product wording. AI output may be incomplete or incorrect. Review the original record and every proposed result before relying on it, approving it or sending it. Check customer and horse matches, descriptions, quantities, prices, dates and taxes. An AI proposal does not authorise Tockly to issue or pay an invoice without the applicable user action. Response-storage settings do not guarantee zero provider retention.

5B. Languages, invoices and calendars

You can select an available interface language and save a default using the controls provided. Invoice labels and dates use the supported invoice language; customer-entered names, descriptions and notes are not automatically translated. Translations and AI output do not certify that an invoice meets the tax, electronic-invoicing or language rules of another country. Check the invoice and your business settings before issue.

Calendar subscriptions show the selected Tockly entries in compatible calendar applications. Changes are made in Tockly, and external refresh timing depends on the calendar provider; this is not two-way calendar editing. You are responsible for choosing entries, enabling note details and protecting subscription and report links. Anyone with a valid link may access its content without a Tockly login. Disconnecting a feed prevents future retrieval but does not delete copies already downloaded.

6. Reminder communications

You authorise Tockly to send reminders according to your settings and manual instructions. You choose the recipients, timing, frequency and invoices. Delivery, opens, responses, promises and disputes may be recorded. Tockly may suppress reminders when an invoice is paid, paused, deleted or set to no follow-up.

You must use reminders fairly, professionally and lawfully. You must not harass recipients, misrepresent a debt, send deceptive or promotional content without authority, contact a person who should not receive the message, or breach privacy, electronic-message, fair-trading, consumer or debt-collection requirements.

6A. SMS, demand letters and recovery handovers

SMS delivery uses ClickSend and network providers and depends on valid numbers, provider availability and destination rules. Sending a message does not guarantee delivery or that it was read. Check consent or other lawful authority, message accuracy, recipient identity and applicable anti-spam rules. Fees and message-part charges are shown for the feature.

Letters of demand and recovery handovers are administrative tools. A handover currently emails you a summary of the invoice and its recorded emails, SMS, call notes and debtor responses, with the invoice attachment where available. Tockly does not automatically engage a lawyer or collection agency, assign the debt, commence proceedings or determine enforceability. You decide whether and lawfully to whom to forward the summary, check it is complete and accurate, and separately agree any professional engagement and fees. Do not continue collection instructions where an invoice is paid, incorrect or legitimately disputed without appropriate review.

7. Acceptable use

You must not upload unlawful, malicious, deceptive, infringing or unnecessarily sensitive material; bypass security; access another user’s data; interfere with the service; send spam; introduce malicious code; or use Tockly for fraud or unlawful collection activity.

8. Plans and billing

Plan features, limits, currency, fees and billing intervals are those shown when you subscribe. Paid plans renew automatically until cancelled. Where an introductory offer applies, its price and duration and the normal recurring price are shown before purchase. The normal recurring price applies when the introductory period ends. For the two-month introductory offer, a valid payment method is required at signup, no subscription fee is charged during the introductory period, and the first recurring payment is scheduled for the corresponding calendar date two months after subscription. Introductory offers are limited to new paid subscribers and one offer per business unless stated otherwise. Any included usage allowance is shown with the plan when you subscribe and begins after the introductory period unless expressly stated otherwise. SMS and other usage beyond an included allowance are charged separately from plan fees at the rate shown before the feature is enabled or used. Cancellation normally takes effect at the end of the paid billing period. Except where law requires otherwise, fees already paid are not refundable merely because the service was not used. We may change subscription prices by giving you at least 30 days' notice by email or through the service. A new price will apply from your next subscription renewal after the notice period. You may cancel before the new price takes effect. Price changes will not apply retrospectively or alter a subscription period you have already paid for.

Tockly subscriptions are billed by Tockly Limited. Our configured Stripe statement descriptor is TOCKLY; your bank may format it differently. Payments your customers make through your connected Stripe account use that business’s payment setup and may display a different descriptor.

9. Availability

We may maintain, improve, replace or discontinue features and set reasonable technical or usage limits. We aim to keep Tockly available but do not promise uninterrupted or error-free operation. Email, network and tracking signals may be delayed, incomplete or inaccurate.

Features identified as beta, trial, preview or invite-only may change, contain additional errors, have limited support or be withdrawn. You should keep separate copies of information needed for business continuity and verify important results before acting on them.

10. Security and confidentiality

You should keep independent copies of records your business must retain. Removing an issued invoice from the normal workspace view archives its audit record; it is not permanent erasure and does not cancel the invoice or reverse its charges. Paid imported invoices ordinarily follow the 30-day cleanup described in the Privacy Policy, while issued Tockly invoices are excepted from that cleanup. Tax and audit obligations may require at least seven tax years of records or longer. Permanent account deletion can remove workspace records, so export invoices, attachments and audit history first. Records Tockly is legally required to keep for its own purposes are retained as described in the Privacy Policy. Drafts may be permanently deleted using the available controls.

11. Intellectual property

Tockly and its licensors own the service, software, branding and documentation. These Terms give you a limited right to use the service; they do not transfer ownership.

12. Suspension and termination

You may stop using Tockly and cancel a paid plan. We may suspend or terminate access for material breach, non-payment, misuse, security or legal risk, or where continued service is not reasonably possible. Scheduled reminders stop after termination. Data is handled under the Privacy Policy.

13. Warranties and liability

Tockly is provided on an “as available” basis. To the maximum extent permitted by law, we exclude implied warranties and liability for indirect or consequential loss, lost profit, revenue, goodwill, savings or data. Subject to rights that cannot be excluded, Tockly’s total liability relating to the service in any 12-month period is limited to the greater of the fees paid for that period and NZD 100.

Nothing excludes a right or remedy that cannot lawfully be excluded. Where Tockly is acquired in trade, any contracting out of the Consumer Guarantees Act 1993 applies only where legally permitted and fair and reasonable.

14. Indemnity

To the extent permitted by law, you indemnify Tockly against third-party claims and reasonable costs caused by your unlawful use, Customer Data, reminder instructions or breach of sections 5 to 7, except to the extent caused by Tockly’s own breach, negligence or unlawful conduct.

15. Changes, law and disputes

We may update these Terms for service, legal, security or commercial changes and will give reasonable notice of material changes. New Zealand law governs these Terms. The parties will first try in good faith to resolve disputes by contacting each other. Subject to non-excludable local rights, New Zealand courts have non-exclusive jurisdiction.

16. Contact

Questions or legal notices: contact@tockly.ai
Tockly Limited (company number 9459698; GST number 149-709-177)
Level 6, 135 Broadway, Newmarket, Auckland 1023, New Zealand.

17. Related documents and local rights

Our Data Processing Terms form part of this agreement for Customer Data. Our Privacy Policy and Cookie Notice explain information handling and browser storage. Nothing in these Terms or the English-authoritative translation statement excludes mandatory consumer, privacy or other statutory rights in New Zealand, Australia, the EU, the UK or another applicable jurisdiction. A language selection does not change the contracting entity or governing-law clause.