Last updated: 28 October 2025 05:37:13

Heritage Rail Management System (HRMS) — Terms of Service

1. Acknowledgement and Acceptance

These Terms of Service (“Terms”) govern your access to and use of the Heritage Rail Management System located at heritagerailms.nz (“HRMS”, “Service”). By creating an account, accessing, or using the Service, you (“Subscriber” or “User”) agree to be bound by these Terms. This agreement is between Stuart Anderson, trading as Heritage Rail Management System (HRMS), and the subscribing organization or user. These Terms supersede all prior agreements regarding the Service.

Your continued use of the Service after any updates to these Terms constitutes acceptance of the updated Terms.

2. Definitions

Subscriber: The organization or individual responsible for registration and payment (if applicable).
User: Any authorized individual using the Service under the Subscriber’s account.
Content: Any data, files, images, text, or other materials uploaded to the Service.

3. Description of Service

HRMS is a secure, web-based application designed for New Zealand heritage rail societies to manage:

Rolling stock inspections and maintenance
Track and infrastructure inspections
Staff records and training
Address book
Membership and subscription accounts
Registers, including:
- Documents and drawings
- Grants
- Audit
- Engineering change
- Assets
- Keys
Risk assessments (site, events, vehicles)

HRMS has been developed in alignment with New Zealand railway codes, practices, and FRONZ documentation.

4. Modifications to System or Requests

Customization and feature requests must be submitted via the Change Request form under the Admin tab. Requests are reviewed on a case-by-case basis within a reasonable period (typically within 10 working days). Fees may apply depending on scope and complexity, and all paid work must be pre-approved in writing by the Subscriber’s committee.

5. Modifications to These Terms

HRMS may update these Terms from time to time. A modification date will be displayed on this page. Major changes will be notified to Subscribers via email or in-app notice at least 14 days before taking effect.

6. Modifications to the Service

HRMS may modify or discontinue the Service (or any part) with or without notice. Reasonable efforts will be made to provide notice for significant changes unless security or legal obligations require immediate action.

7. Account Lifecycle and Communications

Login and security notifications
Expiry and reminder emails to nominated members

Inactive accounts may be archived or deleted after 12 months of inactivity, with reasonable notice to the Subscriber.

8. Photo and Media Policy

By uploading Content (including photos, documents, PDFs, or other files) to HRMS, you confirm that you own or are authorized to use that Content and that it does not infringe any third-party rights or contain unlawful or inappropriate material.

Uploaded Content is stored solely for record-keeping and internal management purposes within your organization’s HRMS account. HRMS does not use, display, or distribute uploaded media for marketing, promotional, or public-facing purposes.

Content unrelated to the purpose of the Service or in breach of these Terms may be removed by administrators.

9. Privacy

HRMS complies with the New Zealand Privacy Act 2020. Information supplied by users is treated as confidential and is not shared except as required to operate the Service, comply with law, or with the Subscriber’s instruction. HRMS implements reasonable technical and organizational measures to protect personal information.

10. Subscription and Termination

Subscriptions, if applicable, are payable monthly in advance by the 20th of each month.
Subscribers may terminate with not less than one calendar month’s written notice.
Either party may terminate with 30 days’ notice, or immediately in the event of serious breach or security risk.
Upon termination, Subscribers may request their data within 30 days of notice. After this period, all information will be permanently deleted from the system.

11. User Accounts, Passwords, and Security

Subscribers and Users are responsible for all activity under their accounts and must keep credentials secure. HRMS recommends using strong, unique passwords. If you suspect unauthorized access, notify HRMS immediately.

12. Disclaimer of Warranties

To the fullest extent permitted by law, the Service is provided “as is” and “as available.” HRMS disclaims all warranties, express or implied, including merchantability, fitness for purpose, non-infringement, and availability. Your use of the Service and any material downloaded is at your sole risk.

13. Limitation of Liability

To the extent permitted by law, HRMS shall not be liable for any indirect, incidental, special, or consequential damages, or loss of profits or data, arising from your use of the Service. HRMS’s total liability shall not exceed the equivalent of three months’ subscription fees (if applicable), except where loss arises from willful misconduct or gross negligence.

14. No Resale or Redistribution

Accounts are for authorized users only. Sharing login credentials beyond authorized personnel is prohibited. Redistribution of materials for personal gain or external use is not permitted.

15. Hyperlinks and Third-Party Content

The Service may contain links to or integrations with third-party services. HRMS is not responsible for external content or practices. Use of such services is at your own risk and subject to their terms.

16. User Conduct

You must comply with all applicable New Zealand laws and not use the Service for illegal purposes or transmit unlawful, harassing, defamatory, obscene, or otherwise objectionable material. Attempts to gain unauthorized access or interfere with the Service are prohibited. HRMS may terminate access for breaches of these Terms.

17. Indemnification

You agree to indemnify and hold harmless Stuart Anderson (Heritage Rail Management System) from any claims, liabilities, damages, or expenses arising from your use of the Service or breach of these Terms.

18. Data Backup and Availability

HRMS maintains regular backups for disaster recovery and will use reasonable efforts to restore data following an incident. HRMS does not guarantee full restoration in the event of catastrophic failure.

19. Governing Law and Jurisdiction

These Terms are governed by the laws of New Zealand. The parties submit to the exclusive jurisdiction of the courts of New Zealand.

20. Contact

For questions about these Terms or the Service, please contact: support@heritagerailms.nz.
Developer: Stuart Anderson, Heritage Rail Management System (HRMS)