Terms of Service

Effective from 1 June 2026

These terms govern your use of QualCard. By creating an account or using the platform, you agree to them. If you don't agree, please don't use QualCard.

QualCard is operated by MW Group, based in Christchurch, New Zealand. Where these terms say "we," "us," or "QualCard," that's who we mean. Where they say "you" or "the customer," we mean the business that has signed up to use the platform.

1. What QualCard is

QualCard is a record-keeping and access tool. The platform lets businesses store the qualifications, competencies, site inductions, and certifications they hold on file for their workers, and present those records as a scannable digital card for each worker.

What QualCard does:

  • Stores the credential records you enter for your workers
  • Creates a digital card for each worker, with a QR code linking to a public card page
  • Tracks expiry and refresher dates and prompts you to renew records before they fall due
  • Logs admin actions for your activity log

What QualCard does not do:

  • Check credentials against issuing bodies (Site Safe, NZQA, training providers, or any third party)
  • Confirm that the information you enter is accurate
  • Vouch for any qualification displayed
  • Make any claim that a worker actually holds the credentials shown on their card

The card displayed for each worker is a portable, scannable copy of the records you maintain. Keeping those records accurate is your responsibility. If you need a specific credential checked, you do that the same way you do today, by checking with the issuing body directly. QualCard sits alongside that process, not in place of it.

2. Your account and admins

When you sign up, you become the customer. You can invite users to manage your QualCard account in two roles:

  • Company Admin sees and manages everything across all your branches. Up to two Company Admins per business by default.
  • Branch Admin manages only their own branch's workers and credentials. Up to two Branch Admins per branch by default.

If you need higher limits, get in touch and we'll work something out.

Each admin login must be used only by the person it was issued to. You're responsible for keeping login credentials confidential, and for all activity carried out under your admin accounts.

3. Adding workers and credentials

You can add workers to your account, attach their credentials, and upload their photos. When you do, you confirm two things by ticking the relevant box:

  1. The credential information you've entered is a true and correct record of what that worker holds.
  2. The photo is a true and current likeness of the worker, uploaded with their knowledge.

You're responsible for the accuracy of everything you enter. QualCard doesn't check it.

You're also responsible for telling your worker that their data is being stored on QualCard and what it'll be used for. The Privacy Act 2020 places that obligation on you as their employer, and you confirm you've done it when you add a worker.

4. Subscriptions and payment

QualCard costs NZD $95 + GST per worker per 12-month subscription.

Each subscription is paid in full at the point a card is created for a worker. Subscriptions are not pro-rated. If a worker is added partway through your business's billing cycle, they still pay the full $95+GST for their 12-month term, starting from the day their card is created.

Payment methods:

  • Credit card is the default. Payment is taken at the point each card is created.
  • Invoice is available for customers onboarding a larger number of workers at once. Get in touch to discuss invoice arrangements.

We don't offer monthly billing. Each subscription is annual.

5. Renewals

Subscriptions don't auto-renew. As a card approaches its 12-month expiry, the relevant Company Admin and Branch Admin will receive notifications. To extend the card for another 12 months, an admin triggers a renewal payment from within the platform.

If a renewal isn't triggered before the expiry date, the card is deactivated. The card's public page will no longer display the worker's credentials, and instead will show a message indicating the card is no longer active.

A deactivated card can be reactivated at any time by a Company Admin or Branch Admin, by triggering a new 12-month subscription payment. The card's existing URL, history, and credential records are preserved through deactivation and reactivation. Only the active status changes.

6. When a worker leaves your business

If a worker leaves before their 12-month subscription expires, a Company Admin or Branch Admin can deactivate their card manually. The card's public page will show as inactive, and where credentials would normally display, a message tells viewers to contact the worker's employer.

The remaining portion of the subscription isn't refundable or transferable. Each subscription is tied to a specific worker for its 12-month term. If a new worker joins your business, you set up a new card for them with a fresh $95+GST subscription. Cards aren't transferable between workers.

The deactivated worker's credential records are retained in your account, in case you need to reactivate them later (for example, if they return to your business). If you need a record permanently deleted, contact us and we'll action it.

7. Cancelling your QualCard account

You can stop using QualCard at any time.

Any subscriptions you've already paid for will continue to run until their 12-month terms expire. We won't bill you anything further beyond those existing subscriptions.

Your account, worker records, and credential history will be retained in a dormant state in case you want to come back later. If you want everything permanently deleted, contact us and we'll action it within a reasonable timeframe.

8. Acceptable use

When you use QualCard, you agree not to:

  • Reverse-engineer, decompile, or attempt to extract the source code of the platform
  • Use the platform to deliberately mislead third parties about a worker's credentials, status, or employment history, or to take retaliatory action against a worker contrary to NZ employment law
  • Scrape, systematically harvest, or bulk-access public card URLs
  • Share login credentials between admins, or allow unauthorised access to your account
  • Use QualCard or any data from it to build a competing service
  • Upload photos that are offensive, misleading, or inappropriate, or that don't reflect the actual worker
  • Use QualCard for any unlawful purpose, or in breach of any NZ law

We reserve the right to remove any content (including photos or credential records) at our discretion if we consider it doesn't meet these standards.

9. Termination by QualCard

In some circumstances we may need to terminate a customer's account.

For serious matters, termination may take effect immediately on written notice:

  • Proven fraudulent use of the platform
  • Proven abusive or unlawful use
  • An order of a court of competent jurisdiction
  • Conduct that brings QualCard into disrepute

For less serious matters, we'll give you reasonable written notice (typically 14 to 30 days) to fix the issue before termination takes effect:

  • Material breach of these terms that can be remedied

If we terminate your account, any active subscriptions you've paid for will end on the termination date. We won't refund unused portions in cases of termination for cause.

10. Liability

We do our best to keep QualCard working well, but we can't promise it'll always be available or error-free.

Our total liability to you, for any and all claims arising from your use of QualCard in any 12-month period, is capped at the total fees you've paid to us in the previous 12 months.

This cap applies whether the claim is in contract, tort, or any other legal basis.

The cap doesn't apply to:

  • Death or personal injury caused by negligence
  • Fraud or fraudulent misrepresentation
  • Anything else that NZ law (including the Consumer Guarantees Act 1993 and Fair Trading Act 1986, where they apply) says can't be limited or excluded

If you're a business using QualCard for business purposes, you agree that the Consumer Guarantees Act doesn't apply to your use of the platform, to the maximum extent permitted by law.

11. Intellectual property

You own the data you put into QualCard, including worker names, photos, and credential records. By uploading it, you grant QualCard a licence to store, display, and process that data as needed to provide the service.

QualCard owns the platform, including the software, design, branding, and any improvements we make. You don't get any ownership rights in the platform by using it.

If you remove content or close your account, our licence to that content ends, except where we need to retain it for legal, compliance, or backup reasons.

12. Changes to these terms

We may update these terms from time to time.

For material changes (such as price increases, changes to cancellation rules, or new restrictions on use), we'll give Company Admins at least 30 days' written notice by email before the changes take effect.

For changes required by law, regulation, security, or to address fraud or abuse, changes may take effect immediately on notice.

Minor changes (typo fixes, formatting, clarifications that don't alter meaning) may be made without notice.

The current version of these terms is always available at qualcard.co.nz/terms.

13. Governing law and disputes

These terms are governed by the laws of New Zealand.

If a dispute arises between QualCard and a customer, the parties will first attempt to resolve it through good-faith discussion. If that doesn't work, both parties agree to attempt mediation through a recognised NZ mediation provider (such as the Resolution Institute) before either party starts court proceedings.

This doesn't stop either party from seeking urgent injunctive relief from a court where genuinely required.

14. Contact

For questions about these terms, contact us at:

info@qualcard.co.nz

QualCard A division of MW Group Christchurch, New Zealand

These terms were last updated on 1 June 2026.