Terms of Service

1.Agreement

These Terms of Service ("Terms") govern your use of the ClinicComply platform, which is operated by Better Networks Pty Ltd (ABN 51 702 162 632) ("we", "us" and "our"). By creating an account or using the platform, you agree to these Terms. If you do not agree, do not use the platform.

2.The service

ClinicComply is a software-as-a-service platform that helps Australian healthcare practices manage compliance obligations. It provides compliance checklists, an evidence library, registers for incidents, complaints, training and conflicts of interest, accreditation dates, reports, vendor requests, templates and tools, as described on our website from time to time.

ClinicComply is a compliance management tool. It does not provide legal, medical, or professional advice. You are responsible for ensuring your practice meets its regulatory obligations. We recommend seeking independent professional advice where appropriate.

Indicators in the platform, such as whether an incident may be reportable and the deadline that applies, are a guide only. Your practice decides and makes the notification.

3.Accounts

• You must provide accurate and complete information when creating an account.
• You are responsible for maintaining the security of your account credentials.
• You must notify us immediately if you become aware of any unauthorised access to your account.
• One person or organisation may not maintain multiple free trial accounts.
• You are responsible for the people you invite, including team members, IT providers and vendors, and for having a lawful basis to store information about patients, participants and staff.
• If an IT provider or a group owner manages your account, they act as your agent and hold administrator access to your records.

4.Free trial

New accounts receive a 30-day free trial with access to the features within the trial plan's limits. No credit card is required to start a trial, and the trial does not convert to a paid plan automatically. At the end of the trial period, you must subscribe to a paid plan to continue using the platform. We may change the trial duration or terms at any time, and those changes apply to new sign-ups only.

5.Subscriptions and payment

• Paid plans are billed monthly or annually, as selected at checkout.
• All prices are in Australian dollars (AUD), and no GST is charged.
• Payments are processed securely by our payment provider. We do not store your credit card details.
• Your subscription renews automatically until you cancel. You can cancel at any time from your billing settings, and cancellation takes effect at the end of your current billing period.
• We give at least 30 days' notice of a price change, and the new price applies from your next billing period. You can cancel before the change takes effect at no cost, and on an annual plan we refund the unused whole months.
• We refund where the Australian Consumer Law requires it, where we end the agreement for convenience, where you end it for our material breach, and where you leave because of a price change. Otherwise partial periods are not refunded, and you keep access until the end of the period you have paid for.

6.Plan limits

Each plan includes limits on the number of practice locations, team members, vendor connections, and storage. Your plan's limits are shown in your billing settings. If you exceed them, we will ask you to upgrade. We give 30 days' notice before we reduce a limit. We will never delete your data because a limit has been exceeded.

7.Your data

• You retain ownership of all data you upload or enter into ClinicComply.
• We do not access, use, or share your compliance data except as necessary to provide the service.
• Owners and administrators can export a practice's data from your account settings, once per practice per day. The export covers the compliance checklists, the evidence library, vendor records and accreditation dates. Register and training records are exported from each register.
• Ninety days after you cancel, ask us to delete your account, or let a trial expire, your account becomes scheduled for deletion.
• We email the account's owners and administrators 30 days, 7 days and 1 day before the deletion date. On or after that date the data is permanently deleted from our live systems, and backup copies expire within 30 days after that.
• If you have a lawful reason to keep the data for longer, such as an investigation or a retention obligation, ask us and we will hold the deletion.
• We hold your records, but you remain the record holder for your own retention obligations, including the periods that apply to health records. Export your data before the deletion date.

For full details on how we handle your data, see our Privacy Policy.

8.Acceptable use

You agree not to:

• Use the platform for any unlawful purpose
• Attempt to gain unauthorised access to other users' accounts or data
• Interfere with or disrupt the platform or its infrastructure
• Upload malicious files, viruses, or harmful code
• Resell or redistribute access to the platform without our written consent
• Use automated tools to scrape or extract data from the platform

A breach of this section is a material breach, and section 13 applies.

9.IT vendor portal

ClinicComply includes a portal that allows your IT vendors to upload compliance documentation directly. By inviting a vendor, you authorise them to upload documents to your account through a time-limited link. While the link is valid it shows the practice name, the vendor contact's name, and the practice's open requests to that vendor. Anyone holding the link can use it, so you are responsible for the address you send it to, for managing vendor access, and for reviewing uploaded documents.

10.Availability

We aim to keep ClinicComply available at all times but do not guarantee uninterrupted service. We may perform maintenance that temporarily affects availability. We will provide reasonable notice of planned maintenance where possible.

11.Limitation of liability

Our services come with guarantees that cannot be excluded under the Australian Consumer Law. To the extent permitted by law, our liability for a failure to comply with one of those guarantees is limited to resupplying the service or paying the cost of having it resupplied.

We will provide the platform with due care and skill. We do not promise that it will be uninterrupted or error-free, and the platform does not tell you whether you are compliant. That judgement is yours.

Each party's total liability for all claims arising from these Terms is limited to the fees you paid us in the 12 months before the claim.

Neither party is liable to the other for consequential loss, including lost revenue, lost profits or regulatory penalties. That exclusion does not apply to loss or corruption of your data caused by our breach of the security commitments in our Privacy Policy, a breach of confidentiality or privacy, fraud or wilful misconduct, or fees you owe us.

12.Indemnification

You indemnify us against third-party claims arising from the content you upload or from your unlawful use of the platform. We indemnify you against third-party claims that the platform infringes their intellectual property rights.

Neither indemnity applies to the extent the indemnified party caused the loss. A party claiming under an indemnity must give prompt notice of the claim and cooperate reasonably with the other party in dealing with it.

13.Termination

You may cancel your subscription at any time from your billing settings, and you may ask us to close your account.

Either party may terminate these Terms if the other commits a material breach and does not fix it within 14 days of written notice, or immediately if the other becomes insolvent. We may also terminate for convenience on 30 days' notice, and we then refund any prepaid unused whole months on a pro rata basis.

We may suspend your access only where there is a security threat or where payment is more than 14 days overdue after we have asked for it. We will tell you why, we restore access once the problem is fixed, and no data is deleted during a suspension.

On termination, your right to use the platform ceases, and data retention is handled as described in section 7.

14.Changes to these terms

We may update these Terms from time to time. Before a material change that is not in your favour takes effect, we give at least 30 days' notice by email to the account's owners and administrators, saying what has changed. You may cancel before it takes effect at no cost, and we refund unused whole months on a pro rata basis. Changes required by law, and changes that are only in your favour, may take effect immediately. We never change the price of a period you have already paid for. Continued use of the platform after the effective date is acceptance of the revised Terms. The version, effective date and a summary of the changes are shown at the top of this page, and previous versions are available on request.

Version 2.1 applies immediately to accounts created on or after 16 September 2026. For customers who accepted an earlier version, it takes effect on 19 October 2026, and the version they accepted applies to them until then.

15.Assignment

We may assign these Terms to an entity that takes over the operation of ClinicComply, and we will tell you by email if we do. You may not assign these Terms without our consent, which we will not unreasonably withhold.

16.Governing law

These Terms are governed by the laws of Victoria, Australia, and the parties submit to the non-exclusive jurisdiction of the courts of Victoria. If a dispute arises, the parties will try to resolve it by discussion before starting proceedings.

17.Contact

If you have questions about these Terms, contact us at support@cliniccomply.com.au.