Terms of trade

This is the version of 3 October 2026. We keep it so you can see what applied if you ordered from 3 to 10 October 2026. Read the current version.

Revised, and going for legal review. We revised these terms on 3 October 2026, and they are going to a New Zealand commercial lawyer for review. They describe how the work actually runs. If anything here matters to a decision you are making, ask us.

Version 2026-10-03

0. Who these terms are between, and how an order is made

These are the terms of trade of Baseline Mapping Limited, NZBN 9429052484322, company number 9295753, GST number 144-420-233, of Palmerston North, New Zealand, referred to below as we or us.

Our agreement is with the customer named in your order. That may be a person, a company, a trust, a club or another organisation. If you accept an order for an organisation, you confirm you are authorised to do so.

An enquiry does not commit you to anything. Before you order, we tell you the scope, the price with GST shown, and the week your job is booked for. The agreement is made when you accept that order in the way it describes, and we keep a record of the order you accepted.

If something agreed in writing for your order differs from these terms, that agreement wins. Next comes your order and the package it names, then these terms. The version of these terms that applies is the one published here when you accept your order. We will not change it for an order you have already accepted.

1. Scope

Your order identifies the property or course, what we will deliver, the file formats, and any yearly service such as Baseline Forever. Anything not in it is not included. If you need something extra, we quote it and you agree it before we start, never after. Later changes to the package descriptions on this website do not change an order you have already accepted.

2. How the work is produced and delivered

We map remotely, in our office, from aerial imagery, Land Information New Zealand records and the information you give us. For a property outside New Zealand we use the local sources we identify for your job. We do not visit the property, and we do not undertake field survey or GPS capture unless we agree that separately. The accuracy of the finished map depends on the imagery available for your area and on the corrections you give us.

Your first draft will be with you within ten working days of payment, and we tell you which week your job is booked for before you pay. The ten working days run from the day we receive your payment. Working days exclude weekends and New Zealand public holidays. If missing information or anything else will affect that date, we tell you promptly and agree any change with you. The time for corrections after the first draft is separate: see clause 3.

3. Revisions and Forever map updates

Every mapping package includes revisions within the agreed scope, requested within six months of the date we deliver the first draft. Revisions asked for after that are quoted first.

A revision means correcting or adding detail within the agreed scope. It does not mean adding land, new analysis, a redesign, or deliverables from a higher package. Those are quoted before any work starts. The six months does not limit what we must do if our work is defective.

Each paid Baseline Forever year includes three hours of agreed map updates. We estimate the time first, and time comes off your allowance only once you agree the estimate. An included update comes back within 10 working days of you agreeing it. We tell you before the allowance runs out, and quote anything beyond it before we start. Fixing our own mistakes never uses your allowance.

Unused hours carry into your next paid year only, and carried hours are used first. New imagery does not by itself entitle you to a full re-map.

4. Boundaries, and how the maps may be used

Our maps are for the farm and course operation and planning purposes described in your order. Fencelines, mapped areas and title information are indicative. They depend on the date and resolution of the imagery, our assumptions and the information available. A fence does not necessarily mark a legal boundary. Title boundaries we show come from LINZ records and are indicative only.

Our maps are not a cadastral survey. Do not use them to establish legal boundaries, ownership, encroachments, easements or subdivision, or as the only basis for placing structures near a boundary. For those, engage a licensed cadastral surveyor. A utility layer on a map does not show where buried services are or whether it is safe to dig.

None of this changes our duty to use reasonable care and skill in the work we agree to do.

5. Prices and payment

Prices are in New Zealand dollars and exclude GST unless we say otherwise. Your order shows the GST and the total before you accept it.

Standard orders, including the first year of Baseline Forever, are paid in full before work begins. Any other payment arrangement must be agreed in writing for your order, and an invoice states its due date.

If an agreed invoice is not paid by its due date, we tell you first. We may then pause work and hold back anything not yet delivered. If you dispute an invoice in good faith, tell us and we will work through it with you before taking any further step. We may recover reasonable costs we actually incur in collecting an overdue amount, as far as the law allows. We do not charge default interest.

6. Baseline Forever is a yearly subscription

Baseline Forever is a yearly subscription. It is not a lifetime service. The name means your maps are kept hosted and current for as long as you choose to keep subscribing.

For a farm we have not mapped before, the first year is $2,450, which includes the expanded agreed map set, and each year after that is $890. A farm we have already mapped joins at $890 a year. For a golf course, Forever is $890 a year, or $445 a year at our community rate for a qualifying volunteer-run club.

Each year is paid upfront, one year at a time. The property's Manager in our customer portal (see schedule A) accepts and pays for each year there. A year starts on the day it is paid, or on the day your current paid year ends if that is later, and runs for twelve months.

Nothing renews by itself, and we never charge a stored card. We send a renewal notice at least 30 days before your year ends, with the price of the next year and what happens if you do not take it. If you do nothing, your year simply ends: see clause 8. The price of a new year is the one shown when you accept it. A price never changes during a year you have paid for.

7. Cancellation and refunds

You may cancel a mapping order before we deliver the first draft and receive a full refund. Once the first draft has been delivered the fee is payable in full, because the mapping work is substantially done at that point. The six months of revisions in clause 3 still applies.

Because Baseline Forever never renews by itself, you do not need to cancel it. Simply do not take another year. There is no exit fee. A year you have paid for runs to its end.

Nothing in this clause reduces your rights if our work is defective, if we break these terms, or if the law gives you a right to cancel, a refund or compensation.

8. When a Forever year ends

You keep every file we have delivered to you. When a Forever year ends and no new year follows, you receive a secure link to a ZIP of your approved delivered files, which stays open for 30 days. The online map, online downloads and updates stop while the subscription is inactive, and taking a new year restores them.

Hosted files move to archive after 24 months without an active subscription. They are not deleted, and we restore archived files on request at no charge within 5 working days.

9. Who owns what

You keep your rights in anything you give us. When we deliver, we transfer to you the copyright we own in the final maps and mapped data made for your order, to the extent you do not already own it. That does not include our own pre-existing material or material belonging to others.

What stays ours is how we make the maps: our templates, styles, scripts, project setups, checking recipes and internal tooling. Where any of that is built into your delivered maps, you may keep using, copying, changing and sharing those maps for your own purposes, including with another provider. Third-party material stays under its own licence and attribution terms. Ending a subscription never takes away rights you already have in delivered maps.

You let us host, copy and process your material only as reasonably needed to provide, support and secure the service and to keep the records the law requires. We will not publish your maps or name your property as an example without your written permission.

10. Third-party data

Maps incorporate imagery and data from Land Information New Zealand and other providers under their licences, principally CC BY 4.0, and attribution is carried on the map sheets. We do not survey or guarantee the original source data. We are responsible for using reasonable care and skill in choosing, interpreting and applying it, and for telling you about material limits we know of. If you find an error, tell us and we will look into it and put right what our agreement or the law requires.

11. Your legal rights

Nothing in these terms excludes or limits a right or remedy that the law does not allow to be excluded or limited. That includes your rights under the Consumer Guarantees Act 1993, the Fair Trading Act 1986 and, for an Australian customer, the Australian Consumer Law.

For a supply in New Zealand, where both of us are in trade, you acquire our services in trade, and it is fair and reasonable to do so, we agree that the Consumer Guarantees Act does not apply to that supply. In every other case your rights under that Act are unaffected. We never contract out of the Fair Trading Act. This New Zealand business agreement does not remove any right under Australian law.

12. Liability

We will do the work with reasonable care and skill. This clause applies only as far as the law allows. It does not limit your rights under clause 11, our liability for fraud or wilful misconduct, or any other liability the law does not allow to be limited.

Subject to that, our total liability to you for all claims connected with these terms and our services, whether in contract, negligence or otherwise, is limited to the greater of:

• the fees you paid us in the 12 months before the event that gave rise to the claim; and
• NZ$1,000.

Our responsibility for a loss is reduced to the extent it was caused by your materially inaccurate instructions, by changes someone other than us made to delivered work, or by using a map for a purpose clause 4 rules out. That does not remove our responsibility for failing to use reasonable care and skill.

13. Delays outside our control

If something outside our reasonable control, which we could not reasonably have prevented or worked around, stops us performing, we tell you promptly, explain the effect and take reasonable steps to reduce the delay. This does not excuse failures in our own planning, maintenance, security or backups.

If the delay lasts more than 20 working days, or defeats an essential date agreed in your order, you may cancel the services not yet performed and we refund what you paid for them. Your other rights remain.

14. Capacity

We accept a limited number of mapping jobs each month. Where we are at capacity we tell you the next available start date before taking any payment. If our capacity changes after you have ordered, we tell you and agree any new date with you. If we cannot do the work, we refund what you paid for the part we cannot provide.

15. Privacy and confidentiality

Our privacy page explains how we handle personal information, and we comply with the privacy law that applies. Each of us will protect the other's non-public business information and use it only for the agreed service or another lawful purpose we agree. We may share it with suppliers who need it to provide the service and keep it confidential, or where the law requires. Sharing you set up through the customer portal is covered by schedule A.

16. Changes to these terms and our services

We do not change the scope or price of an accepted order without your agreement. The price of a new Forever year is covered by clause 6.

We give at least 30 days' notice of any other material change to the Forever service, explaining why and when it takes effect. If a change materially disadvantages you during a year you have paid for, you may stop before it takes effect and we refund the unused part of that year. A change urgently needed to comply with the law or protect security is limited to what is needed, with as much notice as we can give. No change takes away rights you already have or authorises a charge you have not agreed to.

17. If something goes wrong between us

Tell us first. Most problems are a misunderstanding about scope and are sorted out in a phone call. We may both agree to try mediation, including its timing and cost. Nothing requires mediation before either of us goes to a regulator, the Privacy Commissioner, the Disputes Tribunal or another court or tribunal, seeks an urgent order, or takes a step needed to protect a legal right.

18. Law

New Zealand law governs these terms, subject to any law that applies to the supply and cannot be excluded. The New Zealand courts have non-exclusive jurisdiction. An Australian customer may use any Australian court or tribunal available under the law that applies to them.

Schedule A. The customer portal

Signing in. You sign in with a link we email you. There is no password. The link works once, expires shortly, and only in the browser that asked for it. Because your email account is the key, keep it secure, use your own access rather than someone else's, and tell us straight away if you think someone has misused it.

People and roles. Each property has its own list of people, each with a role:

• A Manager is the customer's main contact for the property. A Manager invites people as Editors or Viewers, withdraws invitations, moves people between Editor and Viewer, removes people the customer side added, accepts and pays for orders and Forever years, and makes share links.
• An Editor will be able to change map details and notes once the portal offers that. Until then an Editor can do what a Viewer can.
• A Viewer can see the property's maps, downloads, orders and tax invoices, as everyone with access can.

Only we can make someone a Manager, change a Manager's access, or end access we gave. Keep your list of people current when staff or club officers change. We may ask for reasonable evidence of authority before changing who a property's Manager is.

Share links. We may offer read-only share links. If we do, a Manager can make a link that lasts between 1 and 90 days and choose whether it includes PDFs. Anyone who has the link can open it, including a person it is forwarded to, until it expires or is withdrawn. A Manager or we can withdraw a link at any time, and it ends by itself if its maker stops being a Manager or the property moves to another customer. Each time a link is opened we record when, whether a PDF was opened, and the country the visit came from, and Managers can see those opens. Withdrawing a link cannot recall copies already downloaded. Check what a link shows, and who you are sending it to, before you share it.

What you put in the portal. Only upload or share material you are entitled to provide. If it identifies other people, meet your own privacy duties to them. This does not reduce our own duties under privacy law. Do not try to reach another customer's information, get around access controls, upload unlawful material or interfere with the service.

What we do. We use reasonable care and skill to run the portal, keep reasonable safeguards on access and customer information, and look into any access or data problem you report. We look at your material only when reasonably needed for support, security or delivering the service, and never use it for unrelated marketing or publication without your permission.

Availability and support. The portal may sometimes be unavailable for maintenance or an unexpected fault. We give reasonable notice of planned downtime where we can, and take reasonable steps to restore service. For help, email office@baselinemapping.co.nz or ring 022 693 9101. We do not promise a particular uptime or response time unless your order says so. That does not remove our duty of reasonable care or your rights under clause 11.

Restricting access. We may restrict access where reasonably necessary to deal with a material breach of these terms, a security threat or unlawful use. Where we can, we explain why first and give you a reasonable chance to put it right. Any urgent restriction is limited to what is needed, and lifted when the reason is resolved. We will not use a genuine billing dispute to stop you getting delivered files you are entitled to keep.

If we close the portal. If we ever stop offering the portal, we give at least 60 days' notice where reasonably possible, a practical way to download your files, and a refund for any prepaid service we will not provide. Rights you already have stay.

Schedule B. Free portal access for existing customers

Who it is for. Customers whose maps we delivered before 3 October 2026.

What you get. Free, view-only access in our customer portal to the maps we have delivered to you, until the end of 31 December 2026, New Zealand time. Map-update hours are not included during the free period. Tell us what would make the portal more useful: we welcome suggestions for improvements and features, and they decide what we build next.

A thank-you refresh. Separately, as thanks, every customer we mapped for before 3 October 2026 gets a one-off free refresh of their maps. We agree its scope with you by email before we start.

Nothing is charged. The free period costs nothing and does not turn into a paid subscription. We will not charge a card or payment method held from an earlier purchase. You only pay if you separately choose, accept and pay for a Forever year under clause 6.

Before it ends. We email you at least 30 days before the free period ends, saying what happens next and what Forever would cost if you want it.

If you do not join. You keep every map file already delivered to you. Your portal access to the maps ends with the free period, and you have at least 30 days after that to download your files from the portal.

Your earlier rights. The free period does not replace or reduce any right you have from an earlier purchase, including ownership of delivered maps and data, any revision period, and any hosting or archive we have already agreed with you.

The rest of these terms. Schedule A and our privacy page apply during the free period. Clause 12 applies too, so its NZ$1,000 floor means a free period is never without a remedy. You may stop using the portal at any time.