Service terms

Proposed terms for organisations using Roll Call, a product of AttendanceHQ Limited.

Last updated: 9 November 2026.

1. The service and your agreement

AttendanceHQ Limited supplies Roll Call to organisations for family records, bookings, attendance and related administration. An authorised representative must approve the organisation's service agreement. Parents use access granted by their provider; their care, booking, cancellation and payment arrangements remain with that provider.

The final agreement will identify the plan, centre allowance, fees, billing dates, support arrangements and any additional work. Prices advertised for Roll Call are in NZD and include GST. Requesting access does not authorise a charge. Xero requires a separate subscription and authorised connection.

2. Accounts and acceptable use

Keep account details accurate, protect login credentials, give staff only the access they need and remove access when it is no longer appropriate. Do not access another organisation's records, share access without authority, upload malicious material, disrupt the service or use it unlawfully. Report suspected compromise promptly.

3. Care records and privacy

Your organisation is responsible for the information it enters, its collection and disclosure authority, notices to families and staff, and its recordkeeping obligations. Only enter information needed for your service, keep it accurate and review permissions and pickup authorities. AttendanceHQ Limited handles information as described in the Privacy notice and the final service agreement.

Your organisation retains its rights in its records and permits us to process them to provide, secure and support Roll Call. We retain our rights in the software and brand. An organisation's rights in records do not remove the privacy rights of the individuals concerned.

4. Operational decisions and Xero

Roll Call supports administration; it does not replace staff supervision, safeguarding decisions or professional advice. Check bookings, attendance, collection authority, charges, credits and Xero exports. Invoice email delivery is separate from invoice creation. Financial reconciliation and financial reports remain in Xero.

ECE tools cover shared booking and care-administration workflows, not a complete ECE compliance or funding system. Periodic parent attendance verification and ECE funding returns are not included. Confirm that your procedures meet the requirements applying to your service.

5. Support, availability and backups

Contact Support for product issues. Response hours and any service targets must be agreed in writing; no 24-hour monitoring, guaranteed response time or uninterrupted availability is offered by this draft. Internet, hosting, email and Xero interruptions can affect the service.

Maintain a suitable emergency roll and care procedure for outages. Downloaded rolls contain sensitive information and must be protected. Backups support recovery but are not a promise of zero data loss or immediate restoration. Recovery targets and retention arrangements must be confirmed in the final agreement.

6. Fees, changes and ending the service

Only the agreed plan and additional work approved by your organisation will be billed. The final agreement must set out payment timing, cancellation notice, treatment of unused prepaid fees and any applicable refund rights. We will not treat a website update as permission to impose a new charge.

Material changes to fees or service terms will be communicated before they take effect, with the notice and options set out in the final agreement. We may need to restrict access to address an immediate security risk or unlawful use; any restriction should be proportionate, explained where practicable, and reviewed promptly.

7. Leaving, exporting and deleting records

An authorised owner can request an export or account closure by emailing admin@attendancehq.com. Authority, export scope and format, access during transition, deletion timing and backup retention must be agreed before closure. Additional migration work will be quoted before it is undertaken. Xero records are managed separately.

8. Rights, responsibility and disputes

Nothing in these proposed terms excludes rights or remedies that cannot lawfully be excluded. Any allocation or limit of liability, and any business-to-business exclusions, require specific legal review before inclusion in the final agreement; no blanket exclusion is imposed by this draft.

Contact us first to discuss a problem. The proposed agreement is intended to be governed by New Zealand law, subject to applicable mandatory rights. Contact AttendanceHQ Limited at admin@attendancehq.com.