Terms

1. Definitions

1.1"CareersNote" or "the Service" means the CareersNote web application, website and related emails, provided by WorkX Limited.

1.2"Adviser" means a member of the School's staff with a CareersNote account. Students, parents and family don't have accounts; they only receive what an Adviser chooses to send them.

1.3'Plan' means a yearly amount of Hours (Standard, Busy or Max), together with any extra Advisers or Hours added to it.

1.4"Hours" means recorded conversation time. Only recorded minutes count.

1.5Schools that use CareersNote as part of WorkX are covered by the WorkX Terms and Conditions; sections 5 to 7 of these terms also apply to their use of CareersNote.

1.6For a Practice, 'School' in these terms means the Practice, and 'students' means its clients.

2. Your account

2.1CareersNote is for school staff who hold careers or pathways conversations with students. Each Adviser has their own account and keeps their sign-in details private.

2.2On a school Plan, Advisers at the same school share the school's students, summaries and Hours.

2.3You're responsible for activity on your School's accounts. Tell us straight away at support@careersnote.com if you think an account has been misused.

3. The free trial

3.1The free trial includes 10 conversations with real students, each up to one hour. There's no charge.

3.2When the trial is used up, your summaries stay available to read and export. Recording needs a Plan.

3.3We may end a trial that's being misused.

4. Plans, invoices and hours

4.1Prices are in New Zealand dollars and exclude GST, which is added to invoices. Paid Plans are currently available to schools in New Zealand and Australia.

4.2Plans are yearly and invoiced to the School. For schools using CareersNote on its own, a Plan starts when its first invoice is paid. Invoices are due within 20 days and can be paid by bank transfer, or by card from the invoice.

4.3Plans renew automatically each year. We send the renewal invoice 30 days before your renewal date. You can change or cancel your Plan before then.

4.4Hours are shared by everyone on the School's Plan. Unused Hours never expire while the School has a Plan, and carry over at renewal.

4.5Extra Hours and extra Advisers can be added at any time. Once the School has paid its first invoice, they're available straight away and invoiced when added. Only one unpaid top-up invoice can be open at a time.

4.6If an invoice isn't paid within 28 days of its due date, we may pause recording until it's paid. Summaries, notes and sending keep working.

4.7We may change prices at renewal. We'll tell you in writing before your renewal invoice, and changes never apply to periods already paid for.

5. Recording conversations

5.1Before every recording, the Adviser asks the student and confirms in CareersNote that the student agreed. If the student says no, the conversation isn't recorded.

5.2The School decides and follows its own policies on consent, including for younger students and whether parents or caregivers are told. A Practice obtains its clients' agreement and follows the law that applies to its clients, including for clients under 18.

5.3Summaries and next steps are drafts written by AI. The Adviser checks and approves every summary and chooses who receives it. The School is responsible for what its Advisers send and to whom.

5.4CareersNote isn't a wellbeing or safeguarding system. If something concerning comes up, follow your school's own process.

6. Student information and privacy

6.1We comply with the New Zealand Privacy Act 2020. Our privacy policy explains what we collect, where it's stored and how long we keep it.

6.2Student and staff information the School adds belongs to the School. We hold and process it on the School's behalf, only to provide CareersNote, and never share it with third parties except the service providers listed in our privacy policy.

6.3Student and parent names are removed from transcripts before the AI writes a summary. Conversations are never used to train AI models.

6.4If there's a data breach affecting the School's information, we'll notify the School within 72 hours and take immediate remedial action.

6.5The School is responsible for having the right to share its students' information with us, and for the security of its own networks and devices.

6.6Schools using the KAMAR connection agree to the CareersNote KAMAR data terms before connecting.

7. Using CareersNote well

7.1You must not copy, modify, resell or build a competing product from CareersNote, or use it in breach of any law.

7.2You must not upload or record content that is unlawful, abusive, defamatory, discriminatory or harmful, or record anyone without their agreement. We may remove such content and suspend access.

8. Intellectual property

8.1WorkX owns CareersNote and all its intellectual property, including improvements made from your feedback.

8.2The School keeps all rights to the information it adds, and to its summaries.

8.3We may use anonymised usage data (for example, how many minutes are recorded) to run and improve CareersNote. It never identifies a student, adviser or school.

9. Availability and support

9.1We make reasonable efforts to keep CareersNote available at all times, except for planned maintenance or events outside our reasonable control.

9.2Support is through our help centre and support@careersnote.com. We aim to reply within one school day.

10. Liability

10.1WorkX is liable for damages only where caused by gross negligence, malicious intent or deception, or a breach of fundamental obligations under these terms. Liability for simple negligence is limited to foreseeable loss.

10.2We're not liable for loss caused by misuse of CareersNote, or by decisions made on the basis of a summary the School approved and sent.

10.3Nothing in these terms limits rights you have under the Consumer Guarantees Act 1993 or the Fair Trading Act 1986 that can't be excluded.

11. Cancelling and ending

11.1You can cancel your Plan at any time before it renews, from Hours and billing or by emailing us. If you cancel within one month of your first paid Plan starting, we'll refund it. After that, Plans and added Hours aren't refundable.

11.2When a Plan ends, or a trial is used up without upgrading, recording stops but you can still read and export your summaries.

11.3If a School has no Plan and nobody has signed in or recorded for 12 months, we delete its information. We'll email a month before, and signing in keeps it.

11.4You can delete your School's account at any time in Settings. Its information is deleted straight away and removed from our encrypted backups within 30 days. We keep invoices, as required for financial records.

11.5We may suspend or end access if these terms are broken and the problem isn't fixed within 30 days of us telling you in writing.

12. Publicity

12.1We may name the School as a CareersNote customer while it has a Plan. Tell us if you'd rather we didn't.

12.2We never use student or staff information in any marketing.

13. General

13.1We may update these terms. We'll email Advisers at least 30 days before any significant change takes effect.

13.2Neither of us may transfer our rights under these terms without the other's written agreement.

13.3Disputes that can't be resolved by talking will go to mediation, arbitration or the courts of New Zealand. New Zealand law applies.

13.4If any part of these terms can't be enforced, the rest still applies.