Switching From Avetta: Notice Dates, Your Data and the First 90 Days

If you run operations for a transport and logistics business, a switch away from Avetta is rarely decided in one meeting. It is decided on a date: the day your order term ends. Everything that makes the move clean or messy is set by what happens in the 90 days before it.

This guide reads Avetta's own client and supplier terms, as they stood on 28 September 2026, and turns them into a plan. It is written for the business that holds the Avetta contract; for what Avetta is and sells in Australia, start with what Avetta is and how it works. It also covers what your carriers and contractors face on their side, because they hold contracts with Avetta too, and their dates are not yours.

Can You Leave Avetta Before the Contract Ends?

On Avetta's standard terms, not for convenience. The Master Subscription Agreement lets either party terminate if the other breaches a material term and fails to fix it within 30 days of written notice, or immediately for certain breaches and insolvency events.¹ It does not describe ending the agreement early because you would rather use something else.

Leaving early also does not end the bill. The same agreement says termination does not relieve the client of fees owing for the remainder of the subscription term, with a pro-rated refund only where Avetta discontinues the services or the client terminates for Avetta's breach.¹

So for most businesses the real exit is the end of the current term. Your sales order sets that term, and the renewal clause gives way to anything the order says otherwise, so the order is the first document to pull out of the file.¹

How Do I Cancel Avetta Without Missing the Renewal?

Give written notice at least 30 days before the term ends. The standard terms say an order renews automatically for another year unless either party notifies the other in writing of its intent to terminate at least 30 days before the end of the current subscription term, unless the sales order says otherwise.¹

Miss that date and you have bought another year. That is the single most expensive mistake in a switch, and the easiest one to avoid. Put the notice date in the diary the day you decide to look at alternatives, not the day you decide to leave. But decide before you send it. Under the standard terms, written notice of intent to terminate stops the renewal, the terms describe no way to withdraw it, and on termination your right to use the services ends.¹ So send it only once the replacement can take over on the term end date; if you are still evaluating, the answer is to start earlier, not to give notice early.

Two smaller clauses are worth knowing while the contract is open. Prices on the standard terms are in United States dollars unless the order says otherwise, and an invoice you believe is wrong must be raised in writing within 30 days of its date to be eligible for an adjustment.¹

The 7-Day Rule for Getting Your Data Back.

This is the clause most likely to catch a business out. While the subscription term runs, a client may export its data and content from the services.¹ After that, the terms are tight. Avetta will deliver a copy of client data and relevant content, at no additional charge, in a mutually agreed format, within 30 days, if your written request reaches it at least 7 days before termination.¹

And it is not obliged to keep your data, or any customised applications, for longer than 30 days after termination.¹ Personal data follows the Data Processing Addendum, which says Avetta will securely delete or destroy it within a reasonable period of time after the main agreement ends, subject to legal and regulatory retention.²

The practical reading is simple. Do not wait for the last week. Export what you can yourself while you still have access, and send the written request for a full copy with your notice of termination, so both clocks start together. Then check what arrives against what you need to keep.

What you need to keep is a question for your own obligations, not Avetta's. For a logistics business that usually means the history, not only the current state: which carrier was approved on which date, which driver's licence and medical were current when they came through your gate, and which inductions each person completed. A current register rebuilt somewhere new does not show any of that.

What Your Contractors Face on Their Side.

Your carriers, forklift servicers, cleaners, and security contractors are not on your contract. They hold their own, Avetta's End User Service Agreement, and its billing policy applies to suppliers only.³ Each supplier's subscription renews automatically every 12 months from the date it first subscribed, and the renewal invoice, issued 30 days before, serves as the renewal notice.³

That has three consequences for your plan. First, their renewal dates are scattered across the year and have nothing to do with yours. Second, it is the supplier's job to contact Avetta and ask to deactivate its membership before its renewal date if it chooses not to renew, and no refund is given once a renewal is paid.³ Third, a contractor that also works for other Avetta clients may keep its subscription whatever you decide, and that is its call.

Tell them early. A contractor who hears about your switch the week after its renewal has paid for a year it may not need for you. A contractor told three months ahead can decide with its eyes open. The Avetta cost guide sets out, clause by clause, when Avetta charges a contractor and what it refunds, which is the page to send a contractor who asks.

Their documents need the same care as your data. The supplier terms say Avetta is not responsible for keeping a supplier's records after the agreement ends, and may dispose of that information without returning it unless the supplier asks in writing, before disposal, for its documentation back.³ Most contractors keep the originals of their insurance certificates and licences, but not all of them, and not always the versions they uploaded. Put the reminder in your first letter.

If Your Sites Run Pegasus Gate Hardware.

Some Australian sites that came to Avetta through its Pegasus business control physical access with Pegasus hardware. Avetta's own knowledge base describes access control as the Pegasus Workforce Management hardware installed at sites to manage physical access, and names the devices as Logpoints, also called kiosks, tablets, and boom gates, with install guides for several generations of kiosk.⁵

If that is you, the switch is not only software. Before you give notice, find out who owns the devices at each gate, what your agreement says about them at the end of the term, and what replaces them on the morning after. A distribution centre that cannot let a truck through its gate on day one has not switched; it has stopped. Plan the gate first and the paperwork second. What each part of Pegasus is called now, and where its devices are documented, is set out in what happened to Pegasus Workforce, now Avetta.

Where Your Data Sits Today.

It is worth knowing what you are moving, and from where. Avetta's privacy and security FAQ lists hosting by product: Worker Management is hosted in Australia for the Asia Pacific region, Pegasus Workforce Management has an Australian instance, and its supplier compliance products, including Avetta Connect Health and Safety, are hosted in Germany.⁶ So one business on Avetta can have its worker records in Australia and its company prequalification records overseas. Ask for the export from each product you use, not from Avetta as a whole.

The hosting table lists the products as separate rows, so a switch can be one project or several depending on how your order is built. Put four questions to Avetta in writing before you plan: which products are on the order; whether Connect and the worker product have separate terms, implementations, and onboarding; whether each can be exported on its own; and how any other product, such as Field Safety, gets its supplier and Worker records. The answers tell you whether you are moving one system or two.⁶

A 90-Day Plan, Working Back From the Term End.

Every date below counts back from the day your Avetta term ends. The contract dates come from Avetta's standard terms; the rest is a working order, not a rule.¹

When	What happens, and why then
90 days before	Pull the sales order; confirm the term end date and any notice clause that overrides the standard 30 days. List every Avetta product you use. The order can change every date below.
75 days before	Choose the replacement and build your requirements in it: company prequalification, worker documents, inductions, and site rules, so contractors register once, against finished requirements.
60 days before	Write to every contractor: the switch, the date, how to register in the new system, and a reminder to keep copies of their documents and check their own Avetta renewal date. That gives each two months before the cut-over.
45 days before	Written notice of termination to Avetta, with the written request for a copy of your data in the same letter. Start your own exports. This is well inside the 30-day and 7-day limits, with room for error.
30 days before	Import workers, open registration, and run both systems side by side. Replace or plan the gate hardware. That leaves a month to chase late registrations.
7 days before	The last date the standard terms allow for the written data request. Confirm the copy is on its way; after this, a copy is not owed.
Term end	Avetta access ends and the new system is the record. Keep the exported history where your auditors can find it.

A Worked Example: A Distribution Business and 180 Contractor Companies.

This is an example built from the terms, not a case. A logistics business runs 4 distribution centres on the east coast and requires Avetta of about 180 contractor companies: linehaul and local carriers, forklift and racking servicers, cleaners, security, and pest control. Its Avetta order ends on 30 June.

Operations pulls the order in early April and finds no clause that changes the standard 30 days, so written notice must reach Avetta before 31 May. The team sends it on 15 May, with the data request in the same letter, and exports its own worker and company registers the same week.¹

The contractor letter goes out on 1 May. Two carriers reply that their Avetta renewals fall in May and ask whether to renew; one works for three other Avetta clients and keeps its subscription, the other asks Avetta to deactivate before its date.³ Two of the centres have Pegasus kiosks at the gatehouse, so the site managers set a sign-in by QR code at the gatehouse to run from 1 June, a month before the cut-over.

What the business checked and kept on the file: the term end date and the notice clause from the order; a dated copy of the notice and the data request; its own exports, with the date each was taken; the copy Avetta delivered, checked against the exports; and a list of contractors not yet registered, chased weekly. None of that depends on which system replaces Avetta.

What the Receiving System Has to Do in Week One.

Whatever you move to, three things decide whether week one is calm. You need to load workers in bulk, not one by one. You need contractors to register themselves against requirements you set once. And you need the gate to work.

In ComplyFlow, which is contractor management software, workers can be imported from a spreadsheet into a staging area, checked, and then confirmed, with only a first name, last name, and email required.⁷ Supplier companies are invited by email or with a client-branded Quick Start PDF carrying a registration link, and they enter their own company details and ABN when they register.⁸ Requirements are built once as Requirement Sets, and ComplyFlow sends the invitations, reminders, and renewals from there.⁹ At the gate, workers and visitors can sign in by scanning a QR code and completing any induction attached to the site.¹⁰

That is the site access and contractor management side of a switch. How the two platforms compare row by row, including where Avetta is the stronger choice, is set out in ComplyFlow and Avetta compared.

Avetta's Own Switching Offer, for Balance.

Switching runs both ways. Avetta's Australian site offers contractors switching to it from another provider a discount on the first year's subscription, calculated on the time left on their existing contract.⁴ That tells you something useful: in this market, the contract dates are the thing everyone negotiates around. If you are asking your contractors to move, ask what your new vendor does for the overlap too.

What to Ask Before You Give Notice.

1. When exactly does our term end, and does our sales order change the 30-day notice?
2. Which Avetta products do we use (Connect, Worker Management, Pegasus Workforce Management, Field Safety), does each have its own term and implementation, and where is each one's data hosted?
3. What can we export ourselves today, and in what format?
4. What format will Avetta's copy of our data come in, and does it include document files and history, or only current records?
5. Do we have Pegasus hardware at any gate, who owns it, and what replaces it on day one?
6. Which of our contractors work only for us on Avetta, and when does each one renew?
7. Who in the business keeps the exported history, and where will an auditor find it next year?

Put those answers on one page before the notice letter is signed. A switch planned from the term end date back is a project; a switch started from the renewal invoice forward is a scramble.