Terms of Service

1. Acceptance of Terms

By accessing or using KoalaNotes ("the Platform"), you agree to be bound by these Terms of Service. If you do not agree to these terms, you must not use the Platform. KoalaNotes is operated in Australia and is intended for use by NDIS support workers, support coordinators, recovery coaches, and independent providers within Australia.

2. Eligibility

You must be at least 18 years old and operating within Australia to use KoalaNotes. By creating an account, you represent that you meet these requirements and that the information you provide is accurate and complete.

3. Account Responsibilities

• You are responsible for maintaining the confidentiality of your login credentials.
• You are responsible for all activity that occurs under your account.
• You must notify us immediately if you suspect unauthorised access to your account.
• You must not share your account with others or create multiple accounts for the same person.

4. Permitted Use

KoalaNotes is provided for lawful business purposes related to NDIS service delivery. You agree to:

• Use the Platform only for managing your NDIS practice, including participant management, rostering, case notes, invoicing, and related activities.
• Comply with all applicable Australian laws, including the NDIS Act 2013, Privacy Act 1988, and NDIS Quality and Safeguards Commission requirements.
• Not use the Platform for any illegal, fraudulent, or harmful purpose.
• Not attempt to reverse-engineer, hack, or disrupt the Platform.

5. AI-Assisted Features

KoalaNotes includes AI-powered features that assist with drafting case notes, incident reports, and other records. By using these features, you acknowledge and agree that:

• AI is an assistant, not a replacement: All AI-generated content is a draft and must be reviewed, verified, and approved by you before saving or submitting.
• Professional responsibility: You remain fully responsible for the accuracy, completeness, and appropriateness of all records created using the Platform, including those assisted by AI.
• No clinical advice: AI-generated content does not constitute clinical, medical, legal, or professional advice.
• Continuous improvement: AI outputs may vary in quality and accuracy. We continually work to improve AI performance but cannot guarantee perfection.

6. Your Data

• You retain ownership of all data you create on the Platform, including participant records, case notes, invoices, and other content.
• You grant us a limited licence to store, process, and display your data solely for the purpose of providing the Platform's services to you.
• You are responsible for ensuring you have appropriate consent to store participant information on the Platform, in accordance with NDIS and Australian privacy requirements.
• Our handling of your data is governed by our Privacy Policy.

7. NDIS Compliance

While KoalaNotes is designed to support NDIS compliance, you are solely responsible for ensuring your practice meets all NDIS requirements. The Platform provides tools and templates aligned with NDIS guidelines, but it is your responsibility to verify that your use of these tools satisfies your specific compliance obligations. KoalaNotes does not provide legal or compliance advice.

8. Subscription & Payments

• KoalaNotes offers a free trial period. After the trial, continued access requires a paid subscription.
• Subscription fees are billed on a recurring basis as specified in your chosen plan.
• You may cancel your subscription at any time. Cancellation takes effect at the end of the current billing period.
• We reserve the right to change pricing with 30 days' notice.
• All prices are in Australian Dollars (AUD) and inclusive of GST where applicable.

9. Referral Program

KoalaNotes offers a referral program where you can earn commissions by referring new users. Referral commissions are subject to the terms of the referral program as communicated within the Platform. We reserve the right to modify or discontinue the referral program at any time. Fraudulent or abusive referral activity may result in forfeiture of commissions and account suspension.

10. Service Availability

We strive to keep KoalaNotes available 24/7 but do not guarantee uninterrupted access. The Platform may be temporarily unavailable due to maintenance, updates, or circumstances beyond our control. We will endeavour to provide advance notice of planned downtime where possible.

11. Limitation of Liability

To the maximum extent permitted by Australian law, KoalaNotes and its operators shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including but not limited to loss of revenue, data, or business opportunities arising from your use of the Platform. Our total liability for any claim related to the Platform shall not exceed the fees paid by you in the 12 months preceding the claim.

12. Termination

We reserve the right to suspend or terminate your account if you breach these Terms of Service, engage in fraudulent activity, or use the Platform in a manner that is harmful to other users or the service. Upon termination, your right to use the Platform ceases immediately. You may request an export of your data within 30 days of termination.

13. Governing Law

These Terms of Service are governed by the laws of Australia. Any disputes arising from these terms or your use of the Platform shall be subject to the exclusive jurisdiction of the courts of Australia.

14. Changes to Terms

We may update these Terms of Service from time to time. We will notify users of material changes via email or an in-app notification at least 14 days before the changes take effect. Continued use of the Platform after the effective date constitutes acceptance of the updated terms.

15. Contact Us

If you have any questions about these Terms of Service, please contact us at support@koalanotes.com.au.