Terms & Conditions

Effective Date: 5 September 2025

1. Acceptance of Terms

By using Site Passport ("the App"), you agree to these Terms & Conditions. If you do not agree, you must not use the App.

2. Purpose of the App

The App is designed to store and share work-related credentials, licences, and compliance documents. Users acknowledge that sharing information is the core function of the service.

3. User Responsibilities

• You must only upload information that you are legally entitled to share.
• You are responsible for the accuracy of the information you provide.
• You acknowledge that when you share information, others may view, download, or use it.

4. No Liability for Shared Information

We provide the platform for sharing information but are not liable for how other users access, use, or distribute your shared content.

5. Account Security

You are responsible for keeping your login credentials secure and for all activity under your account.

6. Prohibited Use

• Upload false, misleading, or unlawful information.
• Misuse the platform for fraudulent or unauthorised purposes.

7. Limitation of Liability

• To the maximum extent permitted by law, we exclude all warranties, express or implied, regarding the App.
• We are not liable for any loss, damage, or misuse of information arising from your use of the App.

8. Subscription and Payment (if applicable)

Certain features may require payment. Subscription fees are billed according to the plan you select.

9. Termination

We may suspend or terminate accounts that breach these Terms.

10. Governing Law

These Terms are governed by the laws of Australia. Any disputes shall be subject to the jurisdiction of Australian courts.

11. Ownership and License You Grant

You retain ownership of any information, documents, images, metadata, and other materials you upload or submit to Site Passport (collectively, "User Content"). By submitting User Content, you grant Site Passport and its affiliates a worldwide, non-exclusive, transferable, sublicensable, royalty-free, and irrevocable (to the maximum extent permitted by law) license to host, store, reproduce, modify, adapt, publish, translate, create derivative works from, distribute, publicly perform, and publicly display User Content and any data derived from it ("Derived Data") for the following purposes, subject to applicable law and our Privacy Policy:

• Operating, providing, maintaining, securing, and supporting the App and related services.
• Improving, testing, and developing new features, analytics, research, and quality assurance.
• Creating, using, and commercializing aggregated, anonymized, or de-identified insights (Derived Data).
• Marketing and promoting the App and partner offerings where permitted by law and your settings.

We may generate Derived Data by aggregating and/or de-identifying User Content and usage data. We own the Derived Data that we create, provided it does not reasonably identify a natural person, except as permitted by law or with explicit consent.

12. Sharing with Service Providers and Partners

You acknowledge and agree that Site Passport may share User Content and personal information with trusted service providers and commercial partners to operate, improve, and expand the App and to support commercial initiatives, including monetization of features and insights, subject to applicable law and our Privacy Policy. We require such parties to implement appropriate confidentiality and security obligations and only use data for permitted purposes. Where required by law, we will seek your consent and/or provide opt-outs for certain marketing uses.

13. Data Retention and Deletion

We may retain User Content and account data for as long as necessary to provide the App, comply with legal obligations, resolve disputes, and enforce our agreements. When you request deletion or close your account, we will remove your User Content from active systems within a reasonable period. Backups, logs, and archival copies may persist for a limited time. We may retain and use Derived Data and non-personal information after account closure, subject to applicable law.

14. Organisational Access and Permissions

If you use the App on behalf of an organization (for example, a company team or project), administrators and managers designated by that organization may have access to and control over User Content associated with the organization, including permissions, visibility, and retention. You represent and warrant that you have all necessary rights and authorizations to upload and share such information.

15. Legal Requests and Compliance

We may access, preserve, or disclose information if we believe it is reasonably necessary to comply with applicable laws, regulations, legal processes, or governmental requests; to enforce these Terms; to protect the safety, rights, or property of Site Passport, our users, or the public; and to detect, prevent, or address fraud, security, or technical issues.

16. Additional Acceptable Use Requirements

• No scraping, bulk extraction, or reverse engineering of the App except as allowed by law.
• No uploading of sensitive personal data without proper authorization and legal basis.
• No interference with security features, access controls, or rate limits.
• No use that infringes intellectual property, privacy, or contractual rights of others.

17. Third-Party Services

The App integrates with third-party services (for example, identity, storage, payments, or OCR). Your use of those services may be subject to their own terms and privacy policies. We are not responsible for the content or practices of third-party services.

18. Subscriptions, Billing, and Changes

Fees, taxes, billing cycles, and plan features are described on our pricing pages. We may change pricing or features with notice. Unless otherwise stated, fees are non-refundable except where required by law or our posted refund policies. You are responsible for any applicable taxes.

19. Service Changes and Availability

We may modify, suspend, or discontinue the App or any feature at any time. We aim to provide reliable availability but do not guarantee uninterrupted or error-free operation.

20. Disclaimers

To the maximum extent permitted by law, the App is provided "as is" and "as available" without warranties of any kind, whether express, implied, or statutory, including fitness for a particular purpose and non-infringement.

21. Limitation of Liability

To the maximum extent permitted by law, Site Passport and its affiliates will not be liable for indirect, incidental, special, consequential, exemplary, or punitive damages, or for loss of profits, revenues, data, or goodwill. Our total aggregate liability for all claims relating to the App will not exceed the greater of (a) the amounts you paid to us in the 12 months preceding the claim or (b) AUD $100.

22. Indemnification

You agree to defend, indemnify, and hold harmless Site Passport and its affiliates, officers, employees, and agents from and against any claims, liabilities, damages, losses, and expenses (including reasonable legal fees) arising out of or related to your User Content, your use of the App, or your violation of these Terms or applicable law.

23. Changes to These Terms

We may update these Terms from time to time. We will post the updated version with a new effective date. Your continued use of the App after changes become effective constitutes acceptance of the updated Terms.

24. Contact

Questions about these Terms or our data practices? Please contact us via the support channel listed in the website footer.

25. Security

We implement appropriate technical and organizational measures designed to protect information against accidental or unlawful destruction, loss, alteration, unauthorized disclosure, or access. However, no method of transmission over the Internet or method of electronic storage is completely secure, and we cannot guarantee absolute security. You are responsible for maintaining the security of your account credentials and for promptly notifying us of any suspected compromise.

26. Data Breach Notification

If we become aware of a data incident that is likely to result in serious harm, we will take reasonable steps to investigate, mitigate, and notify affected individuals and/or regulators in accordance with applicable law. Our obligations in this section are subject to law enforcement, national security, and regulatory directives.

27. Australian Consumer Law

Nothing in these Terms excludes, restricts, or modifies any consumer guarantees, rights, or remedies you may have under the Australian Consumer Law that cannot be excluded, restricted, or modified. Where our liability under the Australian Consumer Law cannot be excluded but can be limited, our liability is limited to, at our election, the resupply of the services or the cost of having the services resupplied.

28. Severability

If any provision of these Terms is found to be invalid or unenforceable, that provision will be enforced to the maximum extent permissible, and the remaining provisions of these Terms will remain in full force and effect.

29. Assignment and Transfer

You may not assign or transfer these Terms or any rights or obligations under them without our prior written consent. We may assign or transfer our rights and obligations under these Terms, in whole or in part, without restriction, including in connection with a merger, acquisition, corporate reorganization, or sale of assets.

30. Force Majeure

We will not be liable for any delay or failure to perform resulting from causes outside our reasonable control, including acts of God, natural disasters, pandemics, war, terrorism, riots, labor conditions, governmental actions, Internet or telecommunications failures, or power outages.

31. Entire Agreement

These Terms, together with any referenced policies (including our Privacy Policy and applicable plan terms), constitute the entire agreement between you and Site Passport regarding the App and supersede all prior or contemporaneous understandings, communications, or agreements. No waiver of any provision will be effective unless in writing and signed by us.