Terms of service

These terms are the agreement between DepotProof ("we", "us") and the business that creates an account ("you"). By creating an account you accept them on behalf of that business. They are written to be read, and if anything here is unclear, write to help@depotproof.com before you rely on it.

The service

DepotProof records the condition of hired equipment at pickup and at return: photographs taken on a phone against a checklist, a damage note, signatures from the renter and the staff member, and a PDF report that lays the two handovers side by side. It does not provide bookings, invoicing, maintenance scheduling or payment processing for your hires, and it does not replace your hire agreement with your renters.

The report is a record of what was photographed and signed. Whether it settles a particular dispute is a matter for the parties and, if it comes to that, a tribunal. We do not guarantee any outcome.

Your account

You must be a business hiring out equipment, and the person creating the account must be entitled to bind that business. Each staff member gets their own login; do not share logins. You are responsible for what is done under your account, for keeping passwords private, and for telling us promptly if you think an account has been misused.

Subscription, trial and fees

The plan is A$59 per depot per month, in Australian dollars, for unlimited users and unlimited handovers. There is no setup fee and no minimum term.

Every new account starts with a 14-day free trial. A card is taken when the trial starts and is charged on day 15 unless you cancel before then. After that, the fee is charged monthly in advance on the same day each month.

Billing is handled by Polar, which acts as the merchant of record: your invoice comes from Polar, Polar works out any tax that applies at the checkout, and card details are held by Polar and never by us. Prices shown on our site exclude tax unless the checkout says otherwise.

We may change the price with at least 30 days' notice by email and in the app. A change applies from your next billing date after the notice period.

Cancelling

You can cancel at any time from the Billing screen, which opens Polar's billing portal. Cancellation takes effect at the end of the period already paid for, or at the end of the trial if you cancel during it, and nothing further is charged.

When the subscription ends, the app blocks new handovers. Everything already recorded stays readable, downloadable and emailable, and a handover already started on a phone can still be finished and synced. We do not hold your evidence hostage. Refunds are covered by the refund policy.

Your data

Everything you record in DepotProof is yours: the handover records, the photographs, the signatures, the reports. You give us the right to store, process and display it for the purpose of running the service for you, and for nothing else.

You are the party that collects information from your renters. You are responsible for collecting it lawfully, for telling renters what you record and why, and for handling their requests about it. We process it on your instructions, as described in the privacy policy, and we will help you answer a renter's request.

You can export your reports as PDFs at any time. If you close your account, you can ask us to delete everything under it, and we will, subject to any retention the law requires.

Acceptable use

Do not use DepotProof to record anything you are not entitled to record, to store material unrelated to equipment hire, to attempt to access other customers' data, to interfere with the service, or to break any law. Do not resell access. We may suspend an account that does any of these while we look into it, and we will tell you why.

Availability, support and changes

We work to keep the service available and we fix problems as quickly as we can, but we do not promise a particular level of availability. Planned maintenance is done outside Australian business hours where possible. Support is through the Support screen in the app or help@depotproof.com; we aim to answer within one business day.

We improve the service continuously. We will not remove a capability you depend on without notice, and we will not change these terms without at least 30 days' notice for a change that reduces your rights. Continuing to use the service after a change takes effect is acceptance of it.

Once a handover is under way, the app keeps working without a connection and uploads when it is next open in range. Until that upload finishes, the record exists only on that phone. Finish the run and keep the phone until the app reads "Synced"; the app says so, and so do we here.

Intellectual property

DepotProof, its software, design and documentation are ours. These terms give you a licence to use the service while you have an account; they do not transfer anything else. Feedback you send us may be used to improve the service without obligation to you.

Warranties and liability

Nothing in these terms excludes, restricts or modifies any guarantee, right or remedy you have under the Australian Consumer Law, the New Zealand Consumer Guarantees Act 1993, or any other law that cannot be excluded by agreement. Where a guarantee applies and can lawfully be limited, our liability for a failure to comply with it is limited, at our option, to supplying the service again or paying the cost of having it supplied again.

Otherwise, to the extent the law allows: the service is provided as it is, and we do not warrant that it will be uninterrupted or error-free; we are not liable for indirect or consequential loss, or for loss of profit, revenue, data or opportunity; and our total liability to you arising out of the service in any twelve months is limited to the fees you paid us in that twelve months.

You are responsible for the accuracy of what your staff record, for the lawfulness of your hire agreements, and for any claim by a renter about how you collected or used their information.

Termination

You may close your account at any time. We may close an account for a serious or repeated breach of these terms, for non-payment after notice, or if we discontinue the service, in which case we will give at least 60 days' notice and a way to export your reports. On closure, the data provisions above apply.

General

These terms are governed by the laws of Victoria, Australia, and the courts and tribunals there have jurisdiction, without excluding any right you have to bring a claim where you are. If part of these terms is unenforceable the rest stands. These terms, the privacy policy and the refund policy are the whole agreement between us about the service. Notices to you go to the account's email address; notices to us go to help@depotproof.com.