Terms of Service

Last updated: September 2026

These Terms of Service ("Terms") govern the use of KeyForm, a software-as-a-service platform owned and operated by Keywork Enterprises Limited, New Zealand ("Keywork", "we", "our", or "us"). KeyForm enables organisations to create configurable forms and secure client links to collect information and documents from their clients.

By accessing or using KeyForm, you agree to these Terms. If you are using KeyForm on behalf of an organisation, you confirm that you are authorised to accept these Terms on its behalf.

1. Definitions

  • Organisation: The business or entity that subscribes to or uses KeyForm.
  • Authorised User: A staff member or other person authorised by an Organisation to access its KeyForm account.
  • End User: An individual who receives or submits information through a KeyForm secure link.
  • Client Data: Information, documents, files, and other content submitted to or stored within an Organisation's KeyForm account.
  • Submission: Information supplied by an End User through a KeyForm form or secure link.
  • KeyForm: The software platform provided by Keywork Enterprises Limited.

2. Services Provided

KeyForm is a secure information-collection platform that enables Organisations to:

  • Create reusable form templates.
  • Request personal information, documents, and other information from End Users.
  • Generate individual secure client links with configurable expiry.
  • Receive notifications when forms are submitted.
  • Access submitted information through the KeyForm portal.
  • Manage staff roles and permissions.
  • Delete submitted information when it is no longer required.

KeyForm does not provide immigration advice, legal advice, or payment-processing services.

3. Organisation Responsibilities

The Organisation is responsible for:

  • Deciding what information it requests from End Users.
  • Ensuring it has a lawful and appropriate reason for collecting that information.
  • Configuring its forms, secure links, staff access, and permissions appropriately.
  • Maintaining the confidentiality of account credentials.
  • Determining which Authorised Users should have access to submitted information.
  • Determining how long submitted information should be retained.
  • Deleting information when it is no longer required.
  • Maintaining any records it is legally required to retain outside KeyForm where appropriate.
  • Complying with applicable privacy, immigration, professional, and other legal obligations.

Organisations must not use KeyForm for unlawful, fraudulent, or misleading purposes.

4. Client Data and Security

The Organisation retains its rights and control over Client Data submitted through its KeyForm account.

Keywork Enterprises Limited will access or use Client Data only as reasonably necessary to provide, secure, maintain, and support KeyForm, or where required or permitted by law.

KeyForm uses security controls designed to protect information held within the platform, including encryption of data in transit and at rest, role-based access controls, audit logging, configurable secure-link expiry, and support for multi-factor authentication.

Organisations are responsible for managing access to their KeyForm account and determining which Authorised Users may access submitted information.

No online service can guarantee absolute security.

5. Payment Card Information

Organisations may configure KeyForm forms to request payment-card information from End Users.

KeyForm facilitates the collection and secure display of that information to authorised Organisation users. KeyForm does not process payments, initiate transactions, or charge payment cards.

The Organisation is responsible for determining whether collecting and using payment-card information through KeyForm is appropriate for its particular workflow and for complying with any obligations applicable to its use of that information.

6. Third-Party Service Providers

KeyForm relies on trusted third-party service providers for functions such as cloud infrastructure, email delivery, monitoring, and other technical services. These providers may process Client Data only where reasonably necessary to provide their services to Keywork Enterprises Limited.

While we take reasonable steps when selecting and managing service providers, some aspects of KeyForm may be affected by outages, disruptions, or incidents involving those providers.

7. Trials, Subscriptions and Fees

KeyForm may offer a free trial for the period displayed on the KeyForm website. Continued use of KeyForm after the trial period requires an active paid subscription unless otherwise agreed with Keywork Enterprises Limited.

Subscription fees, plan limits, and billing periods are displayed on the KeyForm website or agreed directly with the Organisation. Fees are exclusive of GST unless stated otherwise.

We may change subscription pricing from time to time. Where reasonably practicable, existing customers will be given notice before new pricing applies to their subscription.

8. Prohibited Activities

You must not:

  • Use KeyForm for unlawful or fraudulent purposes.
  • Collect information where you do not have a lawful or legitimate purpose for doing so.
  • Attempt to gain unauthorised access to KeyForm, another Organisation's account, or another person's information.
  • Interfere with the security or operation of KeyForm.
  • Upload malware or malicious content.
  • Use KeyForm in a way that infringes another person's rights.

9. Service Availability

We aim to keep KeyForm available and operating reliably, but continuous or uninterrupted availability cannot be guaranteed. Access may occasionally be affected by maintenance, upgrades, security events, internet connectivity, or third-party service providers.

Where reasonably practicable, we will seek to minimise disruption to the service.

10. Limitation of Liability

To the maximum extent permitted by law, Keywork Enterprises Limited will not be liable for indirect, incidental, special, or consequential loss arising from the use of, or inability to use, KeyForm. Nothing in these Terms excludes or limits any liability that cannot lawfully be excluded or limited.

11. Suspension and Termination

We may suspend or terminate access to KeyForm where these Terms are materially breached, fees remain unpaid, continued access presents a security risk, KeyForm is being used unlawfully or abusively, or suspension or termination is required by law.

An Organisation may cancel its KeyForm subscription in accordance with its subscription arrangements.

12. Data Retention and Deletion

Organisations are responsible for deleting submitted information when it is no longer required for their purposes.

Where an Authorised User deletes a Submission, it will no longer be available through the Organisation's KeyForm portal. Limited technical copies may remain temporarily within backups or security logs in accordance with Keywork Enterprises Limited's backup and security processes.

When an Organisation's KeyForm account is closed or cancelled, data associated with the account will be handled in accordance with Keywork Enterprises Limited's applicable retention and deletion processes.

13. Governing Law

These Terms are governed by the laws of New Zealand. Disputes will be resolved in New Zealand courts.

14. Changes to These Terms

We may update these Terms from time to time to reflect changes to KeyForm, our business practices, or legal requirements. The updated Terms will be published on the KeyForm website with a revised "Last updated" date. Where changes are material, we will take reasonable steps to notify affected customers.

15. Contact Information

For questions about these Terms, please contact us: