Terms of service

These terms govern your use of PolicySystem ("the service", "we", "us"). By creating an account you agree to them on behalf of the business you register. They are written in plain English on purpose. If anything is unclear, ask before you rely on it.

1. What the service is

Software that writes and runs a health, safety, environment and quality management system for an Australian small business: AI-drafted policies under document control, registers for hazards, incidents, chemicals, training, evidence and corrective actions, an AI internal auditor, management review and an assistant that answers from your issued policies.

2. What the service is not

Not a certification body. We do not issue ISO 9001, 45001 or 14001 certificates and we are not accredited by JAS-ANZ. Certification is a separate engagement with an accredited body and a separate cost.
Not legal, safety or professional advice. The documents are drafted from a professionally written template spine and your answers. You must review, adapt and approve them for your business. Compliance with work health and safety, environmental and other law remains your responsibility.
Not a regulator notification service. Recording an incident in the register does not notify WorkSafe, SafeWork or any regulator. You must do that yourself.
Not a prequalification portal. We are not CM3, LinkSafe, Avetta or any client portal and we do not submit documents on your behalf.

3. Accounts and users

You must be at least 18 and authorised to bind the business you register. Keep your login secure. You are responsible for the people you invite and for the content they enter. Seat limits per plan are shown on the pricing page.

4. Pricing, GST and billing

Prices are shown in Australian dollars. Prices include 10% GST. There is no onboarding fee. You pay the monthly subscription for your plan, or the annual amount if you chose annual, in advance. Annual pricing is 20% off the subscription. No onboarding fee. Cancel any time. Payment is processed by Stripe. If a payment fails we will retry and email you; access is suspended if it remains unpaid after 14 days.

5. AI usage allowances

Each plan includes a monthly allowance of AI generation and assistant use. When it is used up you can wait for the next month or upgrade. Allowances are described on the pricing and billing pages and may be adjusted with notice.

6. Cancelling and what you keep

Cancel any time from the billing page. Access continues to the end of the period you have paid for. Any PDF you have downloaded is yours to keep and use. After cancellation we keep your data for 90 days so you can export or reactivate, then delete it. We do not refund partial months. Annual subscriptions are refundable on a pro-rata basis for unused whole months if you cancel within the first 60 days, less the onboarding fee.

7. Your content and our software

You own the documents and data you create, including the policies the software drafts for you once you have approved them. You grant us a licence to store, process and display them to run the service. We own the software, the template spine and the brand. You may not resell the service, scrape it, or use it to build a competing product.

8. Acceptable use

Use the service lawfully. Do not upload content you have no right to share, malware, or personal information about people without a lawful basis. Do not attempt to access another organisation's data. We may suspend accounts that breach these terms.

9. Availability and changes

We aim for high availability but do not guarantee uninterrupted service. We may change features, add or remove integrations and adjust prices with at least 30 days notice by email for price changes, which take effect at your next renewal.

10. Liability

Nothing in these terms excludes rights you have under the Australian Consumer Law that cannot be excluded. Subject to that, we are not liable for indirect or consequential loss, for the outcome of any audit, tender, prequalification or regulatory action, or for decisions made in reliance on AI-drafted content, and our total liability for any claim is limited to the fees you paid us in the 12 months before the claim.

11. Privacy

Our privacy policy explains what we collect and how we use it, and forms part of these terms.

12. Governing law and contact

These terms are governed by the laws in force in Australia. Questions about them go to support@policysystem.com.au.

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