Ultra Clean Autos Limited – Terms of Trade
1. Who we are and what these terms cover
1.1 We / us / our means Ultra Clean Autos Limited and our employees, contractors and agents.
1.2 You / your means the person or business booking our services, or anyone acting with that person’s authority.
1.3 Vehicle means any vehicle you ask us to work on (car, van, ute, SUV, caravan, motorhome, trailer etc).
1.4 Services means all vehicle grooming, detailing, cleaning, coating, odour treatment and related services we provide, including mobile services, pick-up/drop-off and any advice we give.
1.5 Goods means any products we supply in connection with our services (for example: ceramic coatings, dressings, fragrances, cleaning chemicals, mats, accessories).
1.6 Terms means these Terms of Trade. They apply to every job we do for you unless we agree in writing to something different.
2. Acceptance of these terms
2.1 You accept these Terms when you:
- make a booking with us (online, by phone, message or in person), or
- leave your Vehicle with us or allow us access to it, or
- sign any job sheet, quote or account application that refers to these Terms.
2.2 If you are booking on behalf of someone else (for example your employer, a company or a family member), you confirm you are authorised to accept these Terms for them.
2.3 For business or fleet customers, if more than one person or entity is named on the account, you are all jointly and severally liable. That means we can claim the full amount from any one of you.
3. Quotes, pricing and extras
3.1 Our prices for standard packages (e.g. Silver, Gold, Platinum, Interior-only, Ceramic Coating packages) are advertised on our website or provided on request.
3.2 For work that is not covered by a standard package (for example heavy pet hair, mould, vomit, human/animal waste, excessive sand, trade vehicles, smoke damage, severe oxidation), we may give you a specific quote or an estimated range.
3.3 Unless we clearly say otherwise, all prices are excluding GST. GST will be added at the current New Zealand rate.
3.4 Quotes are valid for 30 days from the date given, unless we tell you otherwise.
3.5 A quote may be adjusted if:
- the condition of the Vehicle is significantly worse than described or seen in photos,
- you add extra services, or
- our supplier costs change materially (for example, coating products or materials).
We will discuss any material changes with you before we proceed.
3.6 Labour and travel
- Our labour rates include time spent on the Vehicle and reasonable time spent travelling to and from your location for mobile jobs, and
- time reasonably required to purchase any specific materials for your job.
4. Bookings, deposits, cancellations and no-shows
4.1 We may require a deposit for some services (for example ceramic coating, large fleet jobs, mobile work outside Hastings/Napier, or multi-day jobs). The deposit amount and due date will be stated when you book.
4.2 For standard retail bookings (non-fleet), if you need to cancel or reschedule:
- Please give us at least 24 hours’ notice.
- If you cancel with less than 24 hours’ notice, we may charge a late cancellation fee of up to 50% of the booked service, especially for longer packages (Gold/Platinum/ceramic).
4.3 If you do not show up or you are more than 30 minutes late to the arranged drop-off time and we cannot practically complete the job, we may treat this as a cancellation and charge a no-show fee (up to the value of the booked service).
4.4 For fleet and account customers, cancellation and rescheduling rules may be set out in your fleet agreement or job instructions. Where there is a conflict, the fleet agreement prevails.
5. What we need from you before we start
5.1 Please:
- Remove valuables and personal items from the Vehicle. We will not be responsible for loss of personal items left inside.
- Tell us about any pre-existing damage, leaks, electrical faults, loose trim, or aftermarket accessories that may be affected by cleaning or water.
- Tell us if there are any health and safety risks (e.g. body fluids, sharps, chemicals, heavy mould, rodent infestation).
5.2 We may:
- decline or postpone work if the Vehicle condition poses a health and safety risk,
- apply a biohazard or heavy-soilage surcharge for vehicles requiring extra PPE, chemicals or disposal.
6. Photos, condition reports and test driving
6.1 We may take photos or videos of your Vehicle before, during and after the job for:
- recording pre-existing damage and vehicle condition, and
- training, quality control and marketing (see clause 12 for privacy and marketing).
6.2 When you collect the Vehicle, you agree to inspect it before leaving. Once you drive away, we treat that as acceptance that the services are complete and satisfactory, subject to the complaints process in clause 11.
6.3 You authorise us to:
- move your Vehicle on site,
- drive it on local roads for testing (for example checking noise, leaks, wipers, lights) and
- drive it to and from your premises for pick-up/drop-off if agreed.
We will take reasonable care while driving and parking your Vehicle.
7. Risk, damage and limits of what we can achieve
7.1 While your Vehicle is in our possession, we will take reasonable care to protect it.
7.2 We are not responsible for:
- pre-existing damage, wear and tear, rust, clear coat failure, stone chips, faded paint or old stains,
- damage that results from pre-existing weaknesses (for example brittle plastics, loose trims, old window seals, prior poor repairs, failing clear coat),
- damage caused because you did not tell us about a known fault or sensitive area.
7.3 Some issues cannot be fully fixed by detailing alone, including but not limited to:
- deep scratches through the clear coat,
- burns, tears, sagging headliners,
- sun-damaged, severely oxidised or lacquer-peeling paint,
- permanent staining or discolouration,
- heavy smoke or pet odours that have penetrated deeply into foam, linings and HVAC systems.
We will do our best within the chosen package and any agreed extra work, but we do not guarantee a “like new” result on older or heavily used vehicles.
7.4 We are not liable for minor cosmetic issues that are reasonable for the age, mileage and condition of the Vehicle, or for fair wear and tear.
7.5 If we cause damage by failing to take reasonable care, our liability is limited to (at our choice):
- repairing the damage, or
- paying the reasonable cost of repair, or
- compensating you up to the market value of the Vehicle if it is written off.
We are not responsible for loss of use, loss of income, inconvenience, or any indirect or consequential loss.
8. Payment terms
Retail / casual customers
8.1 Unless we agree otherwise in writing, payment is due in full when you collect the Vehicle or when we finish a mobile job.
8.2 We accept payment by:
- EFTPOS / credit or debit card,
- cash (in person), or
- bank transfer by arrangement.
Business / fleet account customers
8.3 If we approve you for an account, our standard terms are:
- Payment in full is due by the 20th of the month following the invoice date, or
- any other date stated on the invoice (whichever is earlier).
8.4 We may change or cancel your account terms at any time, including moving you to payment-on-completion, especially if invoices are consistently late.
8.5 You may not set off, deduct or withhold any amount from payments you owe us, except as required by law or as we have agreed in writing.
9. Overdue accounts and collection costs
9.1 If you do not pay an invoice by the due date, all amounts you owe us become immediately due and payable, whether or not those invoices have reached their normal due date.
9.2 We may:
- stop work on your Vehicle or any future bookings, and/or
- cancel any bookings you have with us, and/or
- hold your Vehicle until payment is made in full (to the extent allowed by law).
9.3 We may charge default interest on overdue balances at up to 5% per month, calculated daily and added monthly, until the debt is paid in full.
9.4 You are also responsible for all reasonable costs we incur in recovering overdue amounts, including:
- debt collection agency fees,
- legal costs on a solicitor–client basis, and
- court filing and enforcement fees.
10. Goods, ownership and security (PPSA)
10.1 Ownership of any Goods (for example: coatings, accessories or other items we supply) stays with us until you have paid all amounts you owe us in full.
10.2 We may register and maintain a security interest under the Personal Property Securities Act 1999 (PPSA) in any Goods supplied to you, and in any proceeds from selling those Goods, until we are paid in full.
10.3 You agree to sign any documents and provide any information reasonably required for us to:
- register a financing statement or financing change statement on the PPSR, and
- maintain or release that registration.
10.4 To the extent allowed by law, you waive your rights to receive a verification statement and to make certain PPSA objections or demands.
11. Warranties, quality and complaints
11.1 We will carry out our services with reasonable care and skill, using products and methods that are appropriate for the Vehicle condition and the package you have purchased.
11.2 For New Zealand consumers, your rights under the Consumer Guarantees Act 1993 (CGA) and Fair Trading Act 1986 apply and cannot be excluded where you are acquiring services for personal, domestic or household use.
11.3 If you are a business customer acquiring services in trade, you agree that:
- the CGA does not apply, and
- sections 9, 12A and 13 of the Fair Trading Act do not apply,
to the maximum extent permitted by law.
11.4 If you are unhappy with any aspect of our work, you must:
- tell us as soon as practical, and
- in any case, notify us of any issue within:
- 48 hours for obvious issues (missed areas, streaks, strong chemical odours, etc), and
- 7 days for less obvious issues (e.g. water marks re-appearing, odours returning).
11.5 You must give us a reasonable opportunity to inspect and fix the issue before you arrange anyone else to work on the Vehicle. If you do not, we may decline responsibility for any further costs.
11.6 If we agree that we have not met a reasonable standard, we may (at our choice):
- re-clean or re-treat the affected areas,
- partially refund the price paid for that part of the service, or
- refund the service in full where appropriate.
11.7 Any product warranties for Goods we install (for example, a coating manufacturer’s warranty) are limited to the terms of that manufacturer. You are responsible for following any aftercare guidelines we provide; failure to do so may void warranty coverage.
12. Privacy, photos and marketing
12.1 We collect and store personal information (such as your name, contact details, vehicle details, booking history and payment information) to:
- manage bookings and accounts,
- communicate with you about your jobs,
- maintain service records, and
- improve our services and marketing.
12.2 We may share your information with third parties where reasonably necessary to run our business (for example payment providers, debt collectors, accountants, IT and marketing providers) or if required by law.
12.3 We may contact you with service reminders, feedback requests or promotions. You can opt out of marketing at any time by following the instructions in our messages or contacting us.
12.4 We may take and use photos or videos of your Vehicle for marketing, training and social media, provided that:
- we do not publish your name, address or contact details without your consent, and
- we blur or avoid displaying registration plates where practical, or otherwise take reasonable steps to protect your identity.
If you do not want your Vehicle used in marketing images, please let us know at drop-off or in writing.
13. Personal guarantees for company or trust customers
13.1 If you are a company or trust, we may require one or more directors or trustees (Guarantors) to sign our account application or guarantee form.
13.2 Each Guarantor agrees, as a principal debtor, to be personally responsible (jointly and severally) for:
- all amounts owed to us by the Customer, and
- all obligations under these Terms,
and indemnifies us for any loss if the Customer does not pay us.
13.3 This personal liability does not limit the liability of the Customer; both the Customer and the Guarantor(s) can be pursued for the full amount owing.
14. Intellectual property
14.1 Our processes, job sheets, checklists, branding, marketing materials and documentation remain our intellectual property. You may not copy or use them for any other business without our written consent.
14.2 If you give us any design, logo or branding to apply (for example on fleet vehicles), you warrant that our use of it will not infringe anyone else’s rights. You indemnify us for any losses we suffer if that is not the case.
15. Force majeure (things outside our control)
15.1 We are not liable for delays or failure to perform our obligations where that delay or failure is caused by something beyond our reasonable control, including but not limited to:
- severe weather, natural disasters, power outages,
- serious illness, accident, or staff shortages,
- supply chain disruptions, or
- government restrictions or emergencies.
15.2 If this happens, we will contact you as soon as we reasonably can to reschedule your booking or agree next steps.
16. Changes to these terms
16.1 We may update these Terms from time to time. The version on our website at the time you make a booking will usually apply to that booking, unless we agree otherwise in writing.
17. Governing law
17.1 These Terms are governed by New Zealand law.
17.2 You and we submit to the non-exclusive jurisdiction of the New Zealand courts in relation to any dispute arising out of or in connection with these Terms or our services.
