Terms of Service

These Terms apply to:

• individual users of the Platform;
• organisations, companies, and other entities that subscribe to or use the Platform; and
• any person accessing the Platform on behalf of an organisation.

If you use the Platform on behalf of an organisation, you represent and warrant that you have authority to bind that organisation to these Terms. In that case, "you" includes both you and that organisation.

PlanEase provides a digital platform to help users manage development-approval related workflows, project records, conditions, documents, collaboration, reporting, and associated operational processes.

The Platform may include features such as:

• project creation and management;
• condition tracking and status management;
• document upload, storage, display, and organisation;
• user and company access management;
• integrations with council, government, or third-party sources;
• automated parsing, extraction, summarisation, categorisation, linking, or presentation of documents or data; and
• notifications, communications, and workflow tools.

We may update, improve, remove, suspend, or change any part of the Platform at any time.

The Platform is a software tool only.

PlanEase does not provide:

• legal advice;
• planning advice;
• engineering advice;
• certification services;
• regulatory approval services; or
• professional compliance advice.

Any information presented through the Platform, including extracted conditions, document summaries, suggested statuses, linked references, workflow prompts, or third-party data, is provided for general information and operational assistance only.

You are solely responsible for obtaining your own legal, planning, engineering, certification, and professional advice where required.

You acknowledge and agree that:

• development approvals, conditions, obligations, notices, and related project requirements may be complex, technical, and subject to interpretation;
• the Platform may present incomplete, simplified, delayed, misclassified, or inaccurate information;
• automated extraction, parsing, or linking may contain errors;
• third-party source data may be unavailable, out of date, or incorrect; and
• final responsibility for interpreting and complying with approval conditions and legal or regulatory obligations remains entirely with you.

You must independently verify all information before relying on it for any legal, compliance, commercial, operational, or project decision.

You must be at least 18 years old and legally capable of entering binding contracts to use the Platform.

To use some parts of the Platform, you may need to create an account. You agree to:

• provide accurate and complete information;
• keep your account details up to date;
• maintain the confidentiality of your login credentials;
• not share access except where permitted within your organisation's authorised use; and
• notify us promptly of any unauthorised access or suspected security incident.

You are responsible for all activities conducted through your account unless caused by our proven breach of these Terms or our negligence.

If the Platform is used by or for an organisation:

• the organisation is responsible for the acts and omissions of its users;
• account owners, administrators, and authorised managers are responsible for assigning and managing access permissions appropriately;
• the organisation must ensure only authorised persons are given access; and
• users with administrative rights may be able to view, manage, edit, export, or remove organisation data and users.

We are not responsible for internal permission decisions made by your organisation or by your administrators.

You must not, and must not permit any other person to:

• use the Platform unlawfully or fraudulently;
• upload or submit content you do not have the right to use;
• upload malicious code, viruses, or harmful material;
• interfere with, disrupt, probe, or test the vulnerability of the Platform without authorisation;
• access data, accounts, or systems you are not authorised to access;
• scrape, harvest, or extract data from the Platform except as expressly permitted by us;
• reverse engineer, decompile, disassemble, or attempt to derive source code from the Platform, except to the extent such restriction is prohibited by law;
• use the Platform to build or support a competing product or service;
• circumvent technical or access controls;
• misuse automated features in a way that could create legal, operational, or data integrity risks; or
• use the Platform in a manner that could damage our systems, reputation, users, or services.

We may investigate suspected misuse and take any action we reasonably consider appropriate, including suspension or termination.

You may upload, submit, store, or input documents, text, metadata, project information, approvals, drawings, plans, communications, and other content through the Platform ("User Data").

You retain ownership of your User Data.

However, you grant us a non-exclusive, worldwide, royalty-free licence to host, copy, transmit, process, store, analyse, display, reformat, reproduce, and otherwise use your User Data:

• to provide and operate the Platform;
• to maintain security and service integrity;
• to back up, index, process, and display content;
• to develop, support, troubleshoot, and improve the Platform;
• to generate workflows, outputs, summaries, or system behaviour requested by you or your authorised users; and
• as otherwise permitted by our Privacy Policy and applicable law.

You represent and warrant that:

• you have all necessary rights, consents, and authority to upload and use the User Data in the Platform;
• your use of the Platform and User Data does not infringe any third-party rights or violate any law; and
• the User Data you submit is not knowingly false, misleading, malicious, or unlawful.

The Platform may use automated tools to process or generate outputs from data or documents, including by:

• extracting text or conditions from files;
• classifying or structuring content;
• linking documents to conditions, stages, or workflows;
• summarising content;
• generating reminders, progress states, or draft outputs; and
• presenting recommendations or operational prompts.

Automated outputs may be incomplete, inaccurate, or unsuitable for your intended use.

You must independently review and verify all automated outputs before using them.

We do not warrant that any automated output is accurate, complete, legally valid, compliant, or fit for purpose.

The Platform may rely on or display data, documents, links, metadata, or services from third parties, including councils, government sources, consultants, file sources, maps, communication providers, or other systems.

We do not control those third parties and are not responsible for:

• their availability;
• their data quality;
• changes to their systems;
• errors in their content;
• broken links or inaccessible documents; or
• losses arising from your reliance on their material.

Third-party services may be subject to separate terms and privacy practices.

The Platform may use third-party hosting, infrastructure, storage, security, authentication, analytics, communication, and processing providers, including cloud service providers.

You acknowledge that your data may be stored and processed using managed infrastructure and service providers selected by us, subject to our Privacy Policy and applicable law.

If the Platform or any part of it is provided on a paid basis:

• you must pay all applicable fees, charges, taxes, and amounts specified by us or agreed with you;
• fees may be charged on a subscription, per-user, per-project, usage-based, or other basis;
• invoices must be paid by the due date specified;
• unless otherwise stated, fees are exclusive of GST and other applicable taxes;
• we may suspend access for overdue accounts; and
• except as required by law, fees are non-refundable.

We may change pricing, billing structures, or plans by giving reasonable notice.

We may offer trial, beta, pilot, pre-release, or early access features.

Those features may be unstable, incomplete, changed, or withdrawn at any time and may be subject to additional terms.

To the maximum extent permitted by law, beta and trial features are provided "as is" and without warranties.

We own or license all intellectual property rights in the Platform, including:

• software;
• source and object code;
• workflows;
• designs;
• interfaces;
• branding;
• trade marks;
• databases;
• documentation; and
• all improvements, modifications, and derivative works of the Platform.

Except for the limited rights expressly granted under these Terms, no rights are granted to you.

You must not remove, alter, or obscure any copyright, trade mark, or proprietary notices.

If you provide suggestions, feedback, comments, ideas, or improvement requests relating to the Platform, you grant us a perpetual, irrevocable, worldwide, royalty-free right to use and exploit that feedback without restriction or compensation to you.

Our collection, use, disclosure, and handling of personal information is described in our Privacy Policy.

By using the Platform, you acknowledge that we may handle personal information in accordance with our Privacy Policy and applicable law.

Each party may receive confidential information from the other in connection with the Platform.

You must keep our confidential information confidential and only use it as necessary to use the Platform lawfully.

We will take reasonable steps to protect your confidential information, but you acknowledge that internet-based services cannot be guaranteed to be completely secure.

This clause does not apply to information that:

• is publicly available through no fault of the receiving party;
• was already lawfully known to the receiving party;
• is independently developed without use of the confidential information; or
• must be disclosed by law or court order.

We take reasonable technical and organisational steps to protect the Platform and data under our control. However:

• no system is completely secure;
• we do not guarantee the Platform will be free from loss, corruption, attack, downtime, or unauthorised access; and
• you are responsible for maintaining your own security practices, including password security, device security, and internal access controls.

We aim to make the Platform available on an ongoing basis, but we do not guarantee uninterrupted or error-free operation.

The Platform may be unavailable because of:

• maintenance;
• upgrades;
• third-party outages;
• internet or infrastructure failures;
• security incidents; or
• events outside our reasonable control.

Any support arrangements, response times, or service commitments must be set out separately in writing if they apply.

Nothing in these Terms excludes, restricts, or modifies any guarantee, right, or remedy that cannot lawfully be excluded, restricted, or modified under the Australian Consumer Law or any other applicable law.

Where a statutory guarantee applies and we are permitted to limit our liability, our liability is limited, at our option, to:

• supplying the services again; or
• paying the cost of having the services supplied again.

To the maximum extent permitted by law, except as expressly stated in these Terms, the Platform is provided "as is" and "as available".

We disclaim all warranties, representations, and guarantees, whether express, implied, statutory, or otherwise, including any implied warranties of:

• merchantability;
• fitness for a particular purpose;
• title;
• non-infringement;
• uninterrupted access;
• accuracy;
• completeness; or
• suitability for compliance or project outcomes.

To the maximum extent permitted by law, neither we nor our officers, employees, contractors, or affiliates will be liable for any:

• indirect loss;
• consequential loss;
• special loss;
• incidental loss;
• punitive loss;
• loss of profits;
• loss of revenue;
• loss of business opportunity;
• loss of goodwill;
• loss of anticipated savings;
• loss, corruption, or inaccuracy of data; or
• project delay, compliance issue, approval issue, or regulatory issue,

arising out of or in connection with the Platform, these Terms, or your use of or inability to use the Platform, even if advised of the possibility of such loss.

To the maximum extent permitted by law, our total aggregate liability arising out of or in connection with the Platform or these Terms is limited to the greater of:

• the total fees paid by you to us for the Platform in the 12 months before the event giving rise to the claim; or
• AUD $100.

You indemnify us and our officers, employees, contractors, and affiliates against any loss, claim, liability, damage, cost, or expense (including reasonable legal costs) arising from or in connection with:

• your breach of these Terms;
• your misuse of the Platform;
• your User Data;
• your infringement of any third-party rights;
• your failure to obtain required rights, consents, or permissions; or
• your reliance on the Platform without appropriate independent verification.

We may suspend your access to all or part of the Platform immediately if we reasonably believe:

• you have breached these Terms;
• your use poses a security, legal, or operational risk;
• fees are overdue;
• we are required to do so by law; or
• your use may harm the Platform, other users, or third parties.

Where reasonably practicable, we will try to notify you.

You may stop using the Platform at any time.

We may terminate or disable your access immediately by notice if:

• you materially breach these Terms and do not remedy the breach within a reasonable time if capable of remedy;
• you repeatedly breach these Terms;
• you become insolvent or subject to external administration;
• continuing to provide the Platform would create material legal, security, or operational risk; or
• we discontinue the relevant service.

Upon termination:

• your right to access and use the Platform ends immediately;
• we may disable accounts and access credentials;
• some data may remain in backups, logs, audit records, or retained systems for legal, security, accounting, or operational reasons; and
• clauses that are intended to survive termination will continue.

After suspension or termination, we may retain or delete User Data in accordance with our operational practices, legal obligations, backup cycles, contractual commitments, and Privacy Policy.

Unless expressly agreed otherwise in writing, you are responsible for exporting any data you require before termination or account closure.

We may modify the Platform and these Terms from time to time.

If we make material changes to these Terms, we may notify you by posting updated Terms, through the Platform, by email, or by another reasonable method.

Your continued use of the Platform after the effective date of updated Terms constitutes acceptance of those updated Terms.

We are not liable for delay, failure, or interruption caused by events beyond our reasonable control, including internet failures, cloud outages, utility failures, acts of government, cyber incidents, industrial disputes, natural disasters, war, or civil unrest.

You must not assign, transfer, novate, or otherwise deal with your rights or obligations under these Terms without our prior written consent.

We may assign, transfer, novate, subcontract, or otherwise deal with our rights and obligations under these Terms without your consent.

These Terms, together with any applicable subscription terms, order forms, service schedules, and our Privacy Policy, form the entire agreement between you and us in relation to the Platform and supersede prior discussions or understandings on that subject matter.

If any provision of these Terms is held to be invalid, illegal, or unenforceable, the remaining provisions continue in full force and effect.

A failure or delay by us to exercise a right does not waive that right.

These Terms are governed by the laws of Queensland, Australia.

You and we submit to the exclusive jurisdiction of the courts of Queensland and courts entitled to hear appeals from them.

If you have questions about these Terms, please contact:

PlanEase Pty Ltd
Email: support@planease.net