Terms of Use.

1. About These Terms

aedile is operated by Aedile FC Pty Ltd (ACN 698 740 206), based in Queensland, Australia. In these terms, "aedile", "we" and "us" refer to Aedile FC Pty Ltd. "You" means the person using the service and, where that person acts for an organisation, the organisation that holds the account.

By creating an account, accepting an invitation to use an account, purchasing a subscription or otherwise using the aedile application, you agree to these terms. If you use aedile for an organisation, you confirm that you are authorised to use the service for that organisation. If you enter into a subscription on behalf of an organisation, you confirm that you have authority to bind that organisation to these terms.

If you do not agree to these terms, do not use the service.

2. The Service

aedile is a fire safety record-keeping software platform for building owners and occupiers. The service allows customers to upload and hold fire safety documents and other information relating to their buildings.

aedile can:

• store records and uploaded documents;
• read uploaded documents using automated systems;
• extract information contained in those documents;
• organise information into a building record;
• track dates and obligations described by the records held;
• highlight information or dates based on those records and the rules configured in the platform;
• send notifications;
• maintain an audit trail; and
• generate reports and summaries from information supplied to aedile.

The service is intended to make fire safety records easier to organise, review and retrieve.

3. What aedile Is Not

This section is fundamental to the service. aedile is a record-keeping, document-processing and information-presentation tool. aedile does not inspect your building or any fire safety installation.

aedile does not:

• inspect, test, service, repair or maintain fire safety installations;
• attend a building to determine its physical condition;
• verify whether work described in a document was actually performed;
• verify whether information supplied by a contractor, technician or other person is true;
• authenticate signatures, licences, certificates or other source documents;
• certify a building or installation;
• determine whether a building complies with legislation, regulation, codes or standards;
• determine whether a building is safe;
• determine whether an owner or occupier has discharged a legal obligation;
• replace an inspection, test, service or assessment by a qualified person; or
• provide legal, engineering, fire safety or other professional advice.

The Record and the Building Are Different Things

Information shown in aedile describes the records held in aedile. A status such as "up to date", a reminder, a highlighted date, an extracted field, a report or any other output from aedile must be understood in that context.

For example, a record shown as up to date means that the information held by aedile satisfies the record-based criteria configured in the platform. It does not mean that aedile has inspected the building or determined that the building, installation or underlying work is compliant, safe, properly maintained or free from defects.

A missing or incorrect source document can result in a missing or incorrect record. A document can also contain inaccurate, incomplete or false information that aedile is not able to independently detect.

Your Legal Responsibilities Remain Yours

Building owners and occupiers may have obligations under legislation, regulations, codes, standards and other requirements, including, where applicable:

• the Fire Services Act 1990 (Qld);
• the Building Fire Safety Regulation 2008 (Qld);
• the Queensland Development Code, including MP 6.1;
• AS 1851:2012; and
• other requirements applying to a particular building or fire safety installation.

Using aedile does not transfer, replace or discharge those obligations. You remain responsible for understanding the requirements that apply to your building, arranging required inspections, testing, servicing, maintenance and training, obtaining appropriate professional advice where required, and ensuring that information supplied to aedile is complete and current.

If you are uncertain about a legal or technical obligation, obtain advice from the Queensland Fire Department or an appropriately qualified professional.

4. Your Account

You are responsible for:

• providing accurate account information;
• keeping account information reasonably current;
• maintaining the confidentiality and security of your sign-in credentials;
• activity carried out through accounts under your control;
• deciding who is invited into your organisation;
• assigning appropriate user roles;
• removing access when a person should no longer have it; and
• notifying aedile promptly if you reasonably suspect unauthorised access.

You must not share credentials in a way that undermines account security or allows someone to use the service without appropriate authorisation. aedile may require reasonable security measures as a condition of continued access to the service.

5. Trials, Subscriptions and Payment

Current subscription options and prices are published on the pricing page. Prices, plan structures and available features may change from time to time. The pricing page applicable when you subscribe will describe the subscription being purchased.

Trials

aedile may offer a free or discounted trial. The duration of a trial and any conditions applying when the trial ends will be stated at sign-up.

Payment

Payments are processed by Stripe. By purchasing a subscription, you authorise the applicable recurring subscription charges disclosed when you subscribe. aedile does not store your full card details.

Automatic Renewal

Paid subscriptions renew automatically for successive billing periods until cancelled unless the subscription terms presented at sign-up expressly state otherwise. You can cancel a subscription at any time. Unless required otherwise by law, cancellation takes effect at the end of the paid subscription period and access continues until that period ends.

Failed Payments

If a payment fails, aedile or its payment provider may retry the payment. If an amount remains unpaid, aedile may notify you and may suspend access to paid functionality until the account is brought up to date. Where reasonable, we will give you an opportunity to correct a failed payment before suspension.

Refunds

Nothing in these terms limits any refund, cancellation or other remedy you are entitled to under the Australian Consumer Law or another law that cannot be excluded. Subject to those rights, subscription fees are generally not refundable merely because you stop using the service or cancel partway through a paid subscription period. aedile may provide a refund or credit in other circumstances where we consider it appropriate.

Price Changes

If the price of an existing recurring subscription changes, aedile will give reasonable notice before the new price is charged. The new price will not be applied retrospectively to a period already paid for.

6. Your Content and the aedile Platform

Your Content

You retain ownership of documents, information and other content you provide to aedile. You give aedile a limited, non-exclusive licence to host, copy, process, extract information from, display and transmit that content only to the extent reasonably required to:

• provide the service;
• store and organise your records;
• process documents using the AI service;
• generate outputs you request;
• operate and secure the platform;
• provide support; and
• comply with applicable law.

This licence continues only for as long as reasonably required for those purposes and ends when the relevant content is deleted from aedile's systems, subject to ordinary backup cycles and information that aedile is legally entitled or required to retain.

You are responsible for ensuring that you have the right to upload and use the content you provide. Do not upload information or documents that you are not lawfully entitled to possess or provide to aedile.

Third-Party Personal Information

Your records may contain information about contractors, technicians and other people. You are responsible for ensuring that your collection and provision of that information is lawful and appropriate for your use of the service. The way aedile handles personal information is described in the Privacy Policy.

The aedile Platform

Your subscription gives you a limited right to access and use the aedile service for its intended purpose while your account and subscription remain valid. Ownership of the aedile platform does not transfer to you. aedile and its licensors retain their rights in the software, code, interface, design, platform architecture, branding, documentation and other intellectual property used to provide the service. Nothing in these terms gives you ownership of that intellectual property.

7. AI-Assisted Extraction

aedile uses automated systems, including an AI service, to read documents and extract information. Automated extraction can contain errors. Factors such as handwriting, poor image quality, unusual layouts, damaged documents, incomplete information or ambiguous wording may affect extraction accuracy.

aedile may flag information that the system has read with low confidence, but the absence of a low-confidence flag does not guarantee that extracted information is correct. You are responsible for reviewing extracted information against the original document before relying on it. The original uploaded document is retained with the record while that document is held in the active account.

aedile's AI processing reads and organises information. It does not independently determine whether the information in the source document is true, whether work described in it occurred, or whether the building or installation complies with any requirement.

Under the commercial terms on which aedile uses its AI service, content submitted for document extraction is not used to train AI models.

8. Acceptable Use

You must use aedile lawfully and in a way that does not interfere with the service or other customers. You must not:

• attempt to gain unauthorised access to another organisation's account, records or data;
• bypass or attempt to defeat authentication, permissions or other security controls;
• probe, scan or test the service for vulnerabilities without written authorisation;
• introduce malware, malicious code or harmful content;
• deliberately interfere with or overload the service;
• use automated systems in a way that places unreasonable load on document processing or other platform functions;
• scrape, harvest or extract information from other customers or parts of the service you are not authorised to access;
• use aedile to store or distribute unlawful material;
• impersonate another person or misrepresent your authority;
• resell, sublicense or provide commercial access to the service unless aedile has agreed to it;
• reverse engineer the service except to the extent a law gives you a right that cannot be excluded; or
• use the service to infringe another person's rights.

aedile may take reasonable steps to prevent misuse and protect the service, customers and information held on the platform. This can include restricting or suspending access where we reasonably believe there is a material security risk, unlawful use, unauthorised access or serious breach of these terms.

9. Availability and Changes

aedile is designed to be a dependable record-keeping service, but no online service can guarantee continuous or error-free operation. Access may occasionally be interrupted because of maintenance, updates, faults, security incidents, internet or telecommunications failures, failure of third-party infrastructure or services, or events outside aedile's reasonable control.

aedile may add, improve, replace or retire features as the platform develops. We will not use this right as a basis to arbitrarily remove the essential benefit of a paid subscription. Where a change materially reduces core functionality available to an existing paid customer, aedile will take reasonable steps to give advance notice where practicable and will comply with any rights or remedies required by law.

10. Suspension and Ending the Agreement

Ending Your Account

You may cancel your subscription or close your account in accordance with the functions available in the service or by contacting support@aedile.com.au. You should export records you wish to retain before the account is closed.

Suspension by aedile

aedile may suspend some or all access where reasonably necessary because of:

• material breach of these terms;
• extended non-payment;
• a material security risk;
• suspected unauthorised or unlawful use;
• conduct that threatens the service or another customer; or
• a legal requirement.

Where the issue can reasonably be corrected and there is no urgent security or legal reason to act immediately, we will ordinarily give notice and a reasonable opportunity to correct the issue.

Closing an Account

aedile may terminate an account for a material breach that is not remedied within a reasonable period after notice, or immediately where the breach cannot reasonably be remedied or continued access would create a material security, legal or operational risk. Where reasonably practicable and lawful, aedile will allow an opportunity to export customer records before final account deletion. What happens to information after closure is described in the Privacy Policy.

11. Liability and Australian Consumer Law

Rights That Cannot Be Excluded

Nothing in these terms excludes, restricts or modifies a right, guarantee, condition, remedy or liability that cannot lawfully be excluded, restricted or modified. This includes rights that may apply under the Australian Consumer Law. Where the Australian Consumer Law applies, you may have consumer guarantees relating to the service. These rights operate independently of these terms.

The Nature of the Service

Subject to rights that cannot lawfully be excluded, you acknowledge the limitations described in these terms, including that aedile:

• is a record-keeping and information-presentation service;
• does not inspect or assess the physical condition of a building;
• does not determine compliance;
• relies on information and documents supplied by customers and other sources;
• uses automated document extraction that can contain errors; and
• requires customers to review extracted information before relying on it.

Responsibility for the Building and Source Information

To the extent permitted by law, aedile is not responsible for loss caused by:

• the physical condition of a building or fire safety installation;
• a failure to carry out an inspection, service, test, maintenance activity, training activity or other legal obligation;
• inaccurate, incomplete, fraudulent or misleading information in a source document supplied to aedile;
• a document or record that was not supplied to aedile;
• a customer failing to keep its records current;
• reliance on automatically extracted information that has not been reasonably reviewed against its source document; or
• use of aedile as a substitute for professional advice or an inspection that the circumstances require.

These exclusions do not apply to the extent that the relevant loss was caused by aedile's breach of a guarantee or other obligation that cannot lawfully be excluded.

Indirect Loss

To the extent permitted by law, aedile is not liable for indirect or consequential loss that was not reasonably foreseeable as a result of the relevant breach. Nothing in this paragraph limits liability where the law does not permit that liability to be limited.

Liability Cap

Subject to the rights and liabilities that cannot lawfully be limited or excluded, aedile's aggregate liability arising out of or in connection with the service is limited to the total subscription fees paid by you to aedile during the 12 months immediately before the event giving rise to the claim. If you have used a free service and paid no subscription fees during that period, this clause does not operate to exclude liability that cannot lawfully be excluded. The limitations in this section are intended to operate only to the maximum extent permitted by law.

12. Governing Law and Disputes

These terms are governed by the laws of Queensland, Australia. The parties submit to the jurisdiction of the courts of Queensland and courts entitled to hear appeals from them.

If a dispute arises, we encourage you to contact support@aedile.com.au first so that both parties can try to resolve the issue directly. Nothing in this section prevents either party from seeking urgent court orders where reasonably necessary, or exercising a right available under applicable consumer protection law.

13. Changes to These Terms

aedile may update these terms where reasonably necessary to reflect changes to the service, new functionality, changes to law or regulatory requirements, changes to service providers or technical arrangements, security requirements, or reasonable changes to the way aedile operates.

The current terms will be published on this page with an updated "Last Updated" date. If a change materially affects the rights or obligations of an existing account holder, aedile will take reasonable steps to give advance notice, including by email where appropriate. A material change will not apply retrospectively to create liability for conduct that occurred before the change.

If you continue using the service after an updated version takes effect, the updated terms will apply to your continuing use, subject to any rights you have under applicable law.

14. Contact

Questions about these terms can be sent to support@aedile.com.au.