Terms of Service
for Pilots.social Limited ("we", "us", "our")
Effective Date: 4 December 2025
Contact: hello@pilots.social
These Terms of Service ("Terms") govern all services provided by Pilots.social Limited to any client ("you", "the Client") located in New Zealand or internationally. By engaging our services, you agree to be bound by these Terms.
1. Scope of Services
1.1 We provide digital marketing, advertising, branding, consulting, content creation, analytics, automation, and associated services as agreed in writing ("Services").
1.2 We may amend, update, or supplement the Services from time to time.
1.3 Any timeframes for delivery are estimates only unless expressly guaranteed in writing.
2. Term, Renewal & Cancellation
2.1 All engagements are subject to a minimum term of 12 months ("Initial Term").
2.2 If you terminate the agreement before the end of the Initial Term, Services will cease immediately, but you remain liable for all payments due until the end of the 12-month term.
2.3 After the Initial Term, the agreement continues on a month-to-month basis and may be cancelled at any time with 30 days' written notice.
2.4 No refunds are provided for partial months or unused Services unless required by law.
3. Fees & Payment Terms
3.1 Fees are as outlined in our proposal, invoice, or written communication.
3.2 All fees are payable in advance unless stated otherwise.
3.3 Late payments may incur interest at 2% per month and may result in suspension of Services.
3.4 You are responsible for all taxes, exchange fees, and international payment charges.
4. Client Responsibilities
You agree to:
- (a) Provide accurate information, materials, and instructions.
- (b) Supply timely feedback and approvals to avoid delays.
- (c) Ensure all content you provide complies with applicable laws in your jurisdiction, including advertising, consumer, IP, privacy, and data-handling regulations.
- (d) Ensure you have lawful rights to use any materials you provide.
- (e) Review and approve deliverables before publication.
- (f) Acknowledge that delays caused by you may extend delivery timeframes or incur additional fees.
You are responsible for the consequences of instructions, approvals, or materials you provide or authorise.
5. Third-Party Services & Tools
5.1 We may use third-party tools, platforms, AI models, content generators, APIs, software, hosting providers, analytics platforms, and subcontractors ("Third-Party Services") to deliver the Services.
5.2 You acknowledge and agree that:
- Third-Party Services operate independently from us.
- We do not control their performance, outputs, availability, accuracy, reliability, or compliance.
- Although we use reasonable efforts and human review to sense-check information, we are not liable for errors, omissions, failures, or consequences of Third-Party Services.
5.3 Use of Third-Party Services may be subject to separate terms and privacy policies of those providers, and you agree to comply with such terms where required.
6. Intellectual Property
6.1 All pre-existing intellectual property owned by either party remains that party's property.
6.2 Upon full payment of all fees, we grant you a licence to use deliverables created for you for your internal business purposes.
6.3 We may use anonymised results or non-confidential work examples for marketing unless you request otherwise in writing.
7. Privacy & Data Protection
We process personal information in accordance with:
- New Zealand Privacy Act 2020
- GDPR (for EU/UK clients)
- CCPA/CPRA (for California residents, where applicable)
7.1 International Clients: You acknowledge that data may be stored or processed in New Zealand or other locations where our providers operate.
7.2 Cross-Border Transfers: Where personal data is transferred across borders, you consent to such transfers and acknowledge your responsibility for ensuring the legality of transfers from your jurisdiction.
7.3 Your Role as Controller: To the extent you provide personal data to us, you remain the data controller. We act as your data processor.
7.4 You must ensure all data collection and use by you complies with laws in your jurisdiction.
8. Limitation of Liability
8.1 To the maximum extent permitted by law, we exclude all liability for:
- Indirect, consequential, or economic losses
- Loss of profits, reputation, or data
- Third-Party Service failures, errors, interruptions, or inaccuracies
- Content approved by you or provided by you
8.2 Our total liability arising from this agreement is limited to the fees paid by you in the preceding three months.
8.3 Nothing in these Terms limits rights that cannot be excluded under the New Zealand Consumer Guarantees Act 1993 (if applicable).
9. Indemnity
You indemnify us (including our directors, contractors, and employees) against all claims, losses, damages, costs, or liabilities arising from:
- (a) Content you provide or approve
- (b) Breach of your obligations
- (c) Misuse of our Services
- (d) Third-party claims relating to your advertising, branding, campaigns, or data practices
10. Confidentiality
Both parties must keep confidential information secret except where disclosure is:
- Required by law
- Necessary to deliver the Services
- Made with written consent
11. Mandatory Utogi / Penguin Pilot White-Label Clauses
We use a third-party system called Penguin Pilot for our platform management. The following are terms you agree to:
(a) Platform Use:
"The Service is provided through the Penguin Pilot platform operated by Utogi Ltd. Clients must use the Service only in accordance with these Terms, the Acceptable Use Policy, and any other policies we publish from time to time."
(b) Relationship Clarity:
"The Agency (you) is solely responsible for the Client relationship, including support, pricing, billing, refunds, and service delivery. Utogi Ltd is not a party to your agreement with Clients and disclaims all responsibility for commitments or representations made by you."
(c) Payment Processing:
"Payments for Credits made through the client portal are processed by Utogi Ltd (or its third-party processors) on your behalf. Clients acknowledge that you receive the profit margin from such purchases and that Utogi Ltd may deduct applicable processing fees before remitting funds."
(d) Refunds and Chargebacks:
"If a Client requests a refund, initiates a chargeback, or otherwise reverses a payment, Utogi Ltd may deduct the corresponding amounts (including related processor fees) from your balance or future payouts."
(e) Data Processing:
"Client data will be processed by Utogi Ltd on your behalf to deliver the Service. You remain the data controller for all Client data. Clients consent to this processing in accordance with the Penguin Pilot Privacy Policy."
(f) No Exclusivity:
"Nothing prevents Clients from signing up for and using the Service directly with Utogi Ltd."
(g) Limitations of Liability:
"Utogi Ltd will not be liable to Clients for any claims, damages, losses, or disputes arising from or relating to your services, your pricing, or your relationship with Clients. Clients' sole remedies in relation to the platform itself are limited to those available under the Penguin Pilot Terms of Service."
12. Termination
We may terminate the agreement immediately if you:
- Fail to pay fees
- Breach these Terms
- Engage in unlawful or unethical activity
- Misuse the Services or Third-Party Services
Your payment obligations under the 12-month term continue after termination.
13. Force Majeure
We are not liable for failure to perform due to events beyond our reasonable control, including natural disasters, global outages, governmental action, or major third-party failures.
14. Assignment
You may not assign or transfer your rights without our written consent. We may assign our rights to an affiliate or successor.
15. Notices
All notices must be in writing and sent to:
Pilots.social Limited
Email: hello@pilots.social
16. Severability
If any provision is deemed invalid, the remaining Terms continue in full effect.
17. Governing Law & Dispute Resolution
17.1 These Terms are governed by New Zealand law.
17.2 Any dispute will first be addressed through good-faith negotiation.
17.3 If unresolved, disputes must be submitted to mediation in New Zealand, and failing that, to the exclusive jurisdiction of the New Zealand courts.
18. Entire Agreement
These Terms are the entire agreement between the parties and supersede all prior discussions or representations.