Terms and conditions

The agreement between Workplace Automate and the businesses that subscribe to it.

Effective date: 15 October 2026

1. About these terms

These terms are an agreement between Workplace Automate Pty Ltd (ACN 702 669 832) of Perth, Western Australia (we, us, our) and the business that subscribes to Workplace Automate (you, your). They apply when you sign up, accept them online, or pay for a subscription, whichever comes first.

The person who accepts these terms confirms they have authority to bind the business.

If there is any inconsistency, these terms prevail over anything else, except a written agreement signed by both of us that says it varies them.

2. Meaning of some words

Platform: the Workplace Automate software, apps and websites we provide, including updates.
Option: the part of the platform you subscribe to: HR, Safety, or both.
Users: the people you give a login to, including employees, managers, contractors and candidates.
Your data: everything you and your users put into the platform, including information about your people.
Library: the HR documents, templates, forms and guidance we supply in the platform.
Business day: a day other than a Saturday, Sunday or public holiday in Perth.

3. Your subscription

We grant you a non-exclusive, non-transferable right to use the platform for your own business, for the option you subscribe to, during your subscription.

Your subscription is monthly, or yearly if you choose yearly billing. It renews automatically for the same period unless you cancel under section 23.

Every feature within your option is included in your subscription fee. We do not charge extra for added features within your option.

We keep improving the platform and may add, change or retire features. We will not make a change that materially reduces the core functions of your option during a period you have paid for, and we will tell you before a significant change.

4. Users

Your subscription fee is set by your option and the number of users, in bands. Logins for your payroll provider and for an external auditor you invite are free and do not count towards your users.

If you add users beyond the band you have paid for, you move to the next band. For the rest of your current period you pay only the difference, for the days remaining.

Each login is for one person and must not be shared. When someone leaves, you archive them, which frees their place.

5. Fees and payment

Fees are in Australian dollars and exclude GST, which is added. You see your price before you pay.

Subscription fees are payable in advance for each period, by card through our payment provider or by invoice. Invoices are due within 14 days unless the invoice says otherwise.

If an invoice is unpaid, we will remind you in writing. If it is still unpaid 14 days after its due date, we may suspend access under section 22 until it is paid. Your data is kept safe during a suspension.

Fees already paid are not refundable, except as set out in these terms or where the Australian Consumer Law requires.

6. Price changes

We may change our prices. We will give you at least 30 days’ written notice before a price increase applies to you. If you do not want to continue at the new price, you can cancel before it takes effect.

7. Set-up services

When you sign up you choose how your platform is set up:

Do it yourself: free, using our guided videos and instructions.
We set it up: a one-off fee, based on the number of employees, for us to load your employees and your documents into the platform from the information you give us.
Quoted set-up: for more than 50 employees, or work outside the standard scope, as set out in our written quote.

To set up your platform we rely on you giving us complete and accurate information in the format we ask for. We are not responsible for delays or errors caused by missing or incorrect information.

A set-up fee can be refunded in full if you cancel before we start the set-up work. Once work has started, it is not refundable, except where the Australian Consumer Law requires.

Set-up does not include reviewing your documents for legal compliance, or advice about your obligations (see section 14).

8. Your responsibilities

You remain responsible for your business’s legal obligations, including under the Fair Work Act 2009, modern awards and enterprise agreements, work health and safety laws, taxation and superannuation laws, and privacy law. The platform helps you meet them. It does not meet them for you.

In particular, you are responsible for:

having a lawful basis to collect and use the information you put into the platform, including sensitive information such as health records, and telling your people how you handle it (for example, in a collection notice and your own privacy policy);
the accuracy of your data, including pay rates, hours and entitlements;
deciding who in your business has which role and what they can see;
keeping logins secure, removing people who should no longer have access, and telling us promptly if you suspect unauthorised access;
your users’ use of the platform, and making sure they follow these terms; and
the decisions you make about your people. The platform records and supports them; it does not make them.

9. Acceptable use

You must not, and must not let anyone else:

use the platform unlawfully, or to harass, discriminate against or harm anyone;
upload anything malicious, or try to get around the platform’s security or another business’s data;
copy, resell, sublicense or reverse engineer the platform or the library, or use them to build a competing product;
overload the platform or scrape it with automated tools; or
use the AI features in a way that breaks section 13.

10. Your data

You own your data. You give us a licence to host, copy, process and display it only to provide and support the platform for you, to keep it secure, and as the law requires.

We do not sell your data, use it to market to your people, or use it to train artificial intelligence models.

We may use information about how the platform is used, with no personal or business details in it, to run, secure and improve the platform.

11. Privacy and security

Our privacy policy explains how we handle personal information. For information about your people, we act on your behalf, and we will:

use it only to provide the platform to you, and as the law requires;
keep the platform’s records in Australia;
protect it with reasonable security measures, including role-based access enforced by the database, authenticator codes for management logins, encryption, daily backups, and independent security testing and monitoring;
make sure our staff and service providers who handle it are bound by confidentiality, and remain responsible for our service providers;
delete tax file numbers, bank and superannuation details from the platform once payroll has applied them; and
help you respond to a request from one of your people to access or correct their information.

12. Data breaches

If we become aware of a data breach affecting your data, we will tell you without undue delay, give you the information we have, take reasonable steps to contain it, and work with you on any assessment and notification the Notifiable Data Breaches scheme requires. Nothing in these terms stops either of us notifying the Office of the Australian Information Commissioner, or anyone else, where the law requires.

13. AI features

Some features use artificial intelligence: an assistant that points administrators to documents and explains HR processes, and tools that turn your own forms and letters into templates. They are available to your administrator, and you can switch the assistant off.

What the AI produces may be wrong or incomplete. A person must check it before it is used.
AI output must never be the only basis for a decision about a person’s employment, pay, discipline or safety.
Do not enter names or personal details into the AI features. They are for questions about process and for blank templates.
What you enter is used only to produce the result for you, and is not used to train AI models.

14. Documents, templates and content: not advice

The library and other content in the platform are written by an HR and IR specialist and reviewed as the law changes, but they are general in nature. They are not legal advice, and they are not human resources, industrial relations or work health and safety advice for your particular circumstances.

You must check that a document suits your business, your award or agreement and the situation before you use it, and adapt it where needed.
For a significant matter, such as a dismissal, a dispute, a serious incident or a complex entitlement question, you should get independent professional advice.
We are not responsible for changes you make to a document, or for documents you upload yourself.

Advice tailored to your business is a separate service, under a separate agreement.

15. Reminders, records and electronic signatures

Reminders, expiry tracking, due dates and dashboards are aids. Emails and notifications can be delayed or missed, so you remain responsible for checking what is due, such as licences, inductions, reviews and visas.

Signatures collected in the platform are electronic. You are responsible for deciding whether an electronic signature is appropriate for a particular document, as some documents have special requirements.

The platform keeps your records while you subscribe, including archived records of people who have left. You are responsible for keeping the records the law requires you to keep, including after your subscription ends (see section 24).

16. Availability and support

We aim to keep the platform available at all times, but we do not guarantee it will be uninterrupted or error free. We may need to carry out maintenance, and where it is planned and significant, we will try to do it outside business hours and tell you beforehand.

We provide support by email during business hours in Western Australia.

The platform may connect with other services you choose, such as payroll software. Those services are provided under their own terms, and we are not responsible for them.

17. Intellectual property and feedback

We own the platform, the library and everything in them other than your data. You may use library documents in your business during your subscription. Documents you have already issued to your people, such as signed contracts, are yours to keep.

If you give us suggestions or feedback, we may use them to improve the platform without any obligation to you.

18. Confidentiality

Each of us will keep the other’s confidential information confidential, and use it only for the purposes of this agreement, unless the information is public, the other party agrees, or the law requires disclosure. This continues after the agreement ends.

19. Australian Consumer Law

Nothing in these terms excludes, restricts or modifies any right or remedy you have under the Australian Consumer Law that cannot lawfully be excluded. Where we are allowed to limit our liability for a failure to comply with a consumer guarantee, our liability is limited, at our option, to supplying the services again or paying the cost of having them supplied again.

20. Liability

To the extent the law allows:

neither of us is liable to the other for loss of profit, revenue or opportunity, or for indirect or consequential loss; and
each party’s total liability to the other under or in connection with this agreement, in any 12-month period, is limited to the fees you paid us in the 12 months before the event that gave rise to the claim.

These limits do not apply to your obligation to pay fees, or to fraud or wilful misconduct.

A party’s liability is reduced to the extent the other party, or its users, caused or contributed to the loss.

21. Indemnities

We will indemnify you against a third-party claim that your use of the platform, in line with these terms, infringes that party’s intellectual property rights.

You will indemnify us against a third-party claim arising from your data being collected or used unlawfully by you, or from your breach of section 9.

22. Suspension

We may suspend access to the platform, after giving you notice where it is reasonable to do so:

if an invoice remains unpaid 14 days after its due date and after our written reminder;
to deal with a security threat or a risk to other businesses or to the platform; or
if the platform is being used unlawfully or in breach of section 9.

We will restore access as soon as the reason for the suspension is resolved. Your data is kept safe during a suspension.

23. Ending the subscription

You can cancel at any time by giving us 30 days’ written notice before your next renewal date. Your subscription then ends at the end of that period, and you keep access until then.

Either of us may end this agreement by written notice if the other:

materially breaches it and does not fix the breach within 30 days of being asked to; or
becomes insolvent, or stops carrying on business.

We may also end this agreement for any reason by giving you 60 days’ written notice. If we do, we will refund any fees you have paid for the period after it ends.

24. What happens when it ends

Your access ends, and any unpaid fees for the period before it ended become payable.
For 30 days afterwards, you can ask us to help you export your data. Please export everything you need, including signed documents and the records the law requires you to keep, before your subscription ends.
After those 30 days we delete your data, except where the law requires us to keep it. Backup copies are overwritten in the normal backup cycle.
Sections 10, 14, 17 to 21, 24, 26 and 27 continue to apply.

25. Changes to these terms

We may update these terms. We will give you at least 30 days’ written notice of a change that is significant or not in your favour. If you do not agree to it, you can end your subscription before the change takes effect, and we will refund any fees you have paid for the period after it ends.

26. Disputes

If a dispute arises, either of us can give the other written notice of it, and senior people from each side will try in good faith to resolve it within 20 business days. If they cannot, either of us may refer it to mediation in Perth before starting court proceedings. This does not stop either of us seeking urgent relief from a court.

27. General

This agreement is governed by the laws of Western Australia, and each of us submits to the courts of Western Australia.
Notices must be in writing and can be sent by email: to us at the address on our website, and to you at the email address of your account administrator.
We may use subcontractors and service providers, and we remain responsible for them.
Neither of us is liable for a delay or failure caused by events beyond its reasonable control.
You may not transfer this agreement without our consent, which we will not unreasonably withhold. We may transfer it to a business that takes over the platform, if we tell you.
If part of these terms is unenforceable, the rest still applies. A failure to enforce a right is not a waiver of it.
These terms, with your sign-up details and any written quote, are the whole agreement between us about the platform.