Payment Terms

1. Introduction

These Payment Terms ('Terms') govern the payment methods, billing procedures, and payment obligations for services provided by Kairos Enterprises Limited ('SpotOn', 'we', 'us', 'our'). By using our services, you agree to comply with these Payment Terms.

These Payment Terms are part of your overall agreement with us and should be read in conjunction with our Terms of Service, Privacy Policy, and any applicable service-specific terms (such as Broadband General Terms or Plan-Specific Terms).

2. Payment Methods Available

We currently offer the following payment method for our services:

• Bank Transfer - Manual payment from your bank account

Additional payment methods (Direct Debit and Credit Card) will be available soon. We will notify you when these options become available.

You can select your preferred payment method during the onboarding process or update it later through your customer portal.

3. Bank Transfer Terms

Bank transfer allows you to manually pay your invoices by transferring funds directly from your bank account to our nominated account.

Payment Process

• You will receive an invoice with our bank account details and payment reference
• Payment must be made by the due date shown on your invoice
• You are responsible for ensuring payment is made on time
• Please include your unique payment reference to ensure correct allocation

Your Responsibilities

• Initiate payment on or before the due date
• Use the correct payment reference provided on your invoice
• Retain proof of payment for your records
• Contact us immediately if you experience payment difficulties

4. Direct Debit Authority

By selecting Direct Debit as your payment method and providing your bank account details, you authorize us to debit your nominated bank account in accordance with these terms and conditions.

Authorization

You authorize us to debit your nominated bank account with the amounts due for our services. This authorization will remain in effect until you notify us in writing that you wish to cancel it. Your authorization is subject to your bank's terms and conditions that relate to your account, and you agree to comply with those terms.

Note: Direct debit transactions will be processed under an authorization code assigned to Kairos Enterprises Limited. This code will be provided once finalized with our banking partner (BNZ).

Notice Requirements

• We will give you at least 10 days' notice of the amount and date of the first direct debit, including each direct debit in a series
• If the amount or date of a direct debit in a series changes, we will give you at least 30 days' notice before the change takes effect
• You may request a copy of these terms by contacting us at [email protected]

Dispute Resolution

• You can dispute a direct debit up to 120 days after the debit if you believe the amount or date was incorrect
• You must notify us immediately if you wish to dispute a direct debit
• We will investigate all disputed transactions promptly

Dishonour and Failed Payments

If a direct debit is dishonoured or fails due to insufficient funds or other reasons:

• We will notify you of the failed payment and may retry the debit after 5 business days
• We may charge a dishonour fee as permitted under our service terms
• We may offset the amount due against any payments owed to you
• Repeated failures may require you to switch to an alternative payment method

Your Responsibilities

• You must ensure your bank account details are accurate and kept up to date
• You must ensure sufficient funds are available in your account on the debit date
• You agree that we are not liable for any claims resulting from incorrect information you have provided
• You will notify us immediately if your bank account details change

5. Credit Card Payment Terms

By providing your credit or debit card details, you authorize us to charge your nominated card for amounts due for our services.

Authorization and Processing

• You authorize us to charge your credit or debit card for recurring payments as invoices become due
• Card payments are processed securely through our payment service provider
• We accept Visa, Mastercard, and other major card schemes
• Your authorization remains valid until you update your payment method or cancel services

Security and Compliance

We comply with the Payment Card Industry Data Security Standard (PCI DSS) to protect your card information. Your card details are securely stored and encrypted. We never store your full card number or CVV code. For more information on how we protect your data, please refer to our Privacy Policy.

Failed Payments and Disputes

• If a card payment is declined, we will notify you and request an alternative payment method
• You may dispute unauthorized charges by contacting us immediately
• Chargeback procedures will follow the rules of your card scheme and our merchant agreement
• We reserve the right to suspend services for failed or disputed payments pending resolution

Card Payment Surcharge

A surcharge of 1.2% (inclusive of GST) applies to all credit and debit card payments to cover payment processing costs. This surcharge will appear as a separate line item on your invoice if you have selected card as your payment method.

• The surcharge is calculated on your invoice subtotal (excluding GST)
• GST is applied to the surcharge amount
• The surcharge rate may vary and will be disclosed before you complete your payment method selection
• You can avoid this surcharge by selecting Direct Debit as your payment method

In accordance with New Zealand Commerce Commission guidelines, our card payment surcharge reflects the actual cost of card acceptance and does not exceed the reasonable cost of processing card payments.

6. Payment Due Dates and Billing

Understanding when payments are due helps ensure uninterrupted service.

Invoice Due Dates

• Payments are due on the date specified on your invoice
• Regular fixed charges are payable in advance
• Usage-based charges are payable in arrears
• Your invoice will clearly show the payment due date

Billing Cycle & Recurring Billing

Your service is billed on a monthly recurring basis. Your billing cycle is based on the date your service is activated. You will be billed on the same day of each month. For example, if your service activates on the 15th, you will be billed on the 15th of each month. Your invoice will be issued a few days prior to your billing date.

Invoices are sent to your email address and made available in your customer portal before each billing date.

Auto-Renewal

• Open-Term Contracts: Your service will automatically renew each month unless you cancel with 30 days' written notice (see Broadband General Terms section 3.7 for cancellation procedure).
• Fixed-Term Contracts: At the end of your fixed-term contract period, your service will automatically renew for another fixed term. We will provide you with details of the new contract terms at least 30 days before the renewal date. You may cancel or change plans at that time without penalty.

For automated payment methods (Direct Debit or Credit Card), payments are automatically collected on your billing date. You can view your next charge date and amount at any time in your customer portal under the Billing section. To cancel auto-renewal, you must cancel your service as per the process in Broadband General Terms section 3.7.

Accepted Payment Methods

We accept the following payment methods for your monthly billing:

• Direct Debit (Recommended): Direct Debit is our preferred payment method. Your payment will be automatically collected from your nominated bank account on your billing date each month. There are no processing fees for Direct Debit payments. You can set up Direct Debit through your customer portal or by contacting our support team.
• Credit Card (Visa and Mastercard): We accept Visa and Mastercard credit cards for automated monthly payments. Your card will be securely charged on your billing date each month. Credit card payments are processed through our secure payment gateway (Verifone/EFTPOSNZ) which is PCI DSS compliant. We never store your CVV security code. You can add or update your credit card details in your customer portal.
• Bank Transfer (Manual Payment): You may choose to pay by bank transfer. If you select this option, you are responsible for ensuring payment is received by the due date shown on your invoice. Late payments may result in service suspension and reconnection fees.

Changing Payment Methods: You can change your payment method at any time through your customer portal under the Billing section, or by contacting [email protected].

Failed Payments

If an automated payment (Direct Debit or Credit Card) fails, you will be notified via email and given 5 business days to make alternative payment arrangements before service suspension. A $10 failed payment fee may apply. If your service is suspended due to non-payment, a $25 reconnection fee will be charged once payment is made.

7. Late Payment Policy

We understand that payment difficulties can arise. If you're having trouble paying your invoice, please contact us immediately to discuss payment arrangements.

Late Payment Fees

• Payments are due on the date specified on your invoice
• Late payment fees of 10% may be applied to overdue amounts at our discretion
• We reserve the right to apply late payment fees if payment is not received by the due date
• Late payment fees will be clearly shown on your next invoice if applied

Consequences of Non-Payment

Failure to pay invoices on time may result in:

• Late payment fees being applied to your account
• Service suspension or disconnection
• Referral to a debt collection agency
• Reporting to credit reporting agencies
• Additional debt collection costs and legal fees

Payment Difficulties

If you cannot pay your invoice in full by the due date, contact us immediately at [email protected] or call 0800 600 564. We may be able to arrange a payment plan or alternative arrangements to help you manage your account.

8. Payment Method Requirements

To ensure reliable payment collection and minimize late payments, we have established payment method requirements for certain situations.

Mandatory Automated Payment Requirement

If you are using the Bank Transfer payment method and you miss the payment due date three (3) times within any 12-month period, you will be required to switch to an automated payment collection method (Direct Debit or Credit Card).

• We will notify you after each missed payment
• After the third missed payment, we will contact you to update your payment method
• You will have the choice between Direct Debit and Credit Card
• This requirement helps ensure consistent service delivery and reduces administrative costs

Changing Payment Methods

You can change your payment method at any time through your customer portal or by contacting our support team. Changes to payment methods may take effect from your next billing cycle.

9. Payment Authorization and Security

We take the security of your payment information seriously and implement industry-standard security measures to protect your data.

Data Protection and Privacy

Your payment information is collected, stored, and processed in accordance with our Privacy Policy and the Privacy Act 2020. We use secure, encrypted connections for all payment transactions and store payment details in compliance with PCI DSS standards.

For detailed information about how we collect, use, and protect your personal and payment information, please refer to our Privacy Policy.

Authorization Verification

• We may verify your identity before processing payment method changes
• You authorize us to obtain information from credit reporting agencies for payment assessment
• We may contact you to verify unusual payment activity or large transactions
• You are responsible for maintaining the confidentiality of your account login details

Third-Party Payment Processors

We use trusted third-party payment processors to handle payment transactions securely. These processors are required to maintain strict security standards and use your payment information only for processing payments on our behalf.

10. Changes to Payment Terms

We may update these Payment Terms from time to time to reflect changes in our payment processes, legal requirements, or business practices.

• We will notify you of any material changes to these Payment Terms at least 20 business days in advance
• Notice will be provided via email, invoice notification, or through your customer portal
• Continued use of our services after changes take effect constitutes acceptance of the updated terms
• The current version of these Payment Terms will always be available on our website

For information about changes to service pricing or fees, please refer to our Broadband General Terms section 16 (Changes to our agreement).

11. Contact Information and Support

If you have any questions about these Payment Terms, need help with payment arrangements, or want to update your payment method, please contact us:

📧 Email: [email protected]

📞 Phone: 0800 600 564

For payment disputes or complaints, please refer to our Consumer Care Policy for detailed information about our complaint resolution process.