Terms of Service

CoveyOS is provided by TODO-LEGAL: registered entity name (ABN TODO-LEGAL: ABN/ACN) (“we”, “us” or “our”). They form an agreement between us and the organisation that subscribes to the platform (the “Customer”).

Where an individual uses CoveyOS as a worker, administrator or other authorised user of a Customer, these terms apply to that use, and the Customer remains responsible for it.

If we have signed a separate written agreement with a Customer, that agreement prevails to the extent of any inconsistency.

Organisations are onboarded by invitation. We create or authorise the first owner account, and that owner is responsible for inviting and permissioning further users.

The Customer must:

• provide accurate account and organisation information and keep it current;
• keep credentials, kiosk PINs and devices secure, and not share accounts between people;
• grant each user only the access their role requires, and remove access promptly when it is no longer needed; and
• notify us promptly of any suspected unauthorised access or security incident.

The Customer owns its data, including its compliance data. Every record produced in the platform — rosters, timesheets, form responses, incident records, activity logs, audit trails and compliance artefacts — belongs to the Customer. We claim no ownership of it.

The Customer grants us the limited licence to host, process, transmit and back up that data as necessary to provide, secure and support the platform, and as otherwise permitted by our Privacy Policy.

A user with the appropriate permission may correct, curate or permanently delete any record in their organisation. Destructive actions are permissioned and warned, not forbidden: generating a record is not the same as owning it, and the platform will not trap the Customer behind a record it cannot fix. Deletion is generally irreversible, and the Customer is responsible for deciding what its own record-keeping obligations require it to keep.

Record-keeping duties under the NDIS Practice Standards, state SRS regulation, employment law and taxation law sit with the Customer. CoveyOS is a tool for meeting them, not a substitute for them, and we do not act as the Customer’s auditor or record-keeper.

The Customer and its users must not:

• use the platform unlawfully, or in breach of any care, privacy, employment or health obligation that applies to them;
• enter personal or sensitive information without a lawful basis to do so;
• attempt to access another organisation’s data, probe or circumvent access controls, or test security without our written consent;
• interfere with the platform’s operation, including by automated scraping, excessive load, or attempts to bypass usage limits;
• resell, sublicense or provide the platform as a service to a third party; or
• reverse engineer the platform, except to the extent that right cannot lawfully be excluded.

We may apply reasonable usage limits, including limits on AI requests and address lookups, to keep the service available and its costs predictable.

CoveyOS includes an AI assistant, Pip. Pip reads organisational data to answer questions and proposes changes, but it does not change records without explicit user approval.

AI output can be inaccurate or incomplete. The user who approves an action is responsible for it, exactly as if they had performed it manually. Pip must not be relied on as clinical, legal, financial or compliance advice, and it does not make decisions determining a person’s access to care, employment, accommodation, funding or legal rights.

AI processing involves third-party providers as described in the Privacy Policy.

The platform depends on third-party services, including hosting, authentication, email delivery, mapping and AI processing, and can connect to services a Customer chooses to enable, such as Xero.

Connecting an external service is the Customer’s decision and is governed by that provider’s own terms. We are not responsible for a third-party service’s availability, accuracy or acts, and a fault in one may affect the platform.

We aim to keep CoveyOS available and to provide support during Australian business hours, but we do not guarantee uninterrupted or error-free operation. Planned maintenance, third-party outages and urgent security work may interrupt access.

We may change, add or remove platform features over time. We will not make a change that materially reduces core functionality the Customer relies on without reasonable notice.

Fees, billing frequency and any trial or pilot arrangement are those set out in the Customer’s subscription or written agreement. Unless stated otherwise, fees are in Australian dollars and exclusive of GST.

We may change fees on reasonable written notice, effective from the next billing period.

Either party may terminate a subscription in accordance with the Customer’s agreement. We may suspend access where required by law, where necessary to protect the platform or other customers, or where fees remain unpaid after reasonable notice.

After termination, the Customer may request an export of its data for a reasonable period. We will then delete or de-identify the data in accordance with the retention periods described in the Privacy Policy.

Nothing in these terms excludes, restricts or modifies any guarantee, right or remedy under the Australian Consumer Law or other law that cannot lawfully be excluded. Where our liability for failing to comply with such a guarantee can be limited, it is limited to resupplying the service or paying the cost of resupply.

Subject to the paragraph above, neither party is liable for indirect, consequential or incidental loss, or for loss of profits, revenue, goodwill or anticipated savings, and our total aggregate liability arising out of or in connection with these terms is limited to the fees paid by the Customer in the twelve months before the event giving rise to the liability.

The Customer is responsible for the care, employment and compliance decisions it makes using the platform, and for the accuracy of the information it enters.

Each party must keep the other’s confidential information confidential and use it only for the purposes of these terms, except where disclosure is required by law or the information is already public through no fault of the recipient.

We may update these terms as the platform, our providers or our legal obligations change. The current version is published here with its effective date, and we will give reasonable notice of material changes. Continued use after a change takes effect constitutes acceptance of the updated terms.

These terms are governed by the laws of TODO-LEGAL: state or territory, Australia, and each party submits to the non-exclusive jurisdiction of the courts of that place.

Questions about these terms can be sent to hello@coveyos.com.au, or by post to TODO-LEGAL: postal address.