Legal

Terms of Service

Last updated: 15 July 2026

Important: These terms set out the basis on which AspireOS is provided as an Australian software service, and they contain important limitations on our liability and warranties (see sections 15–17). They are written in plain English for clarity and are not legal advice. Please read them in full.

1. Agreement

These terms are a binding agreement between you (the practice, organisation or individual using AspireOS, “you” or the “Customer”) and AspireOS Pty Ltd (ACN 700 311 780) (“we”, “us”, “our” or “AspireOS”). By creating an account, accessing or using AspireOS, you agree to these terms. If you use AspireOS on behalf of a practice or organisation, you confirm you are authorised to bind it, and “you” includes that entity. You must be at least 18 years old and able to form a binding contract. If you do not agree, do not use AspireOS.

2. Definitions

  • Service — the AspireOS software, websites, applications, APIs and related services.
  • Customer Data — data you or your Users enter or upload, including patient and client records.
  • Users — the people you authorise to access the Service under your account.
  • Our Personnel — our directors, officers, employees, agents, contractors, developers and suppliers. The protections in these terms (including sections 15–17) apply to us and to Our Personnel.
  • AI Features — features that generate suggestions or content using automated models (see section 8).

3. The service & licence

The Service is practice-management software that helps you run administrative and operational aspects of an allied-health practice. Subject to these terms, we grant you a limited, non-exclusive, non-transferable, revocable right to access and use the Service for your internal business purposes while these terms apply. We may add, change, or remove features from time to time. All rights not expressly granted are reserved.

4. Accounts & security

You are responsible for your account and for all activity under it, for keeping credentials secure, for configuring access appropriately, and for the acts and omissions of your Users. You must provide accurate information and keep it current. Tell us promptly at admin@aspireos.io if you suspect unauthorised access. We may require multi-factor authentication and may act on instructions given through your account.

5. Your data & your responsibilities

You retain ownership of Customer Data. As between you and us, you are the party responsible for that data: you represent and warrant that you have the right to collect, use, store and disclose it through the Service, that you have obtained all necessary patient and third-party consents, and that you comply with all laws and professional obligations applicable to you — including the Privacy Act 1988 (Cth) and the Australian Privacy Principles, health-records legislation, AHPRA and professional-body requirements, and any applicable Medicare, DVA or NDIS rules. You are responsible for the accuracy, quality and legality of Customer Data and for how you use the outputs of the Service. We process Customer Data to provide the Service as described in our Privacy Policy.

6. Acceptable use

You must not, and must not permit any User or third party to:

  • use the Service unlawfully, or to store or transmit data you have no right to hold;
  • attempt to breach security, access another practice’s data, or probe, scan or test the Service without our written consent;
  • disrupt or degrade the Service, introduce malware, or place unreasonable load on it;
  • reverse-engineer, decompile, copy, resell, sublicense, or create derivative works of the Service or its APIs, except to the extent this restriction is prohibited by law;
  • remove proprietary notices, or use the Service to build a competing product; or
  • use the Service in breach of any applicable healthcare, privacy, consumer, spam or export law.

7. Clinical responsibility & no medical advice

AspireOS is an administrative and operational tool. It is not a medical device, is not certified or registered as one, and does not provide medical, clinical, diagnostic or treatment advice. The Service does not practise medicine or allied health and is not a substitute for professional clinical judgement.

  • All clinical decisions, assessments, diagnoses, documentation and patient care remain the sole professional responsibility of your registered practitioners.
  • You are responsible for verifying the accuracy and completeness of any record, note, dosage, measurement, code or calculation before relying on it.
  • The Service is not for emergencies. It must not be used for urgent, emergency or life-threatening situations — call 000 or your local emergency service.
  • You assume all professional and clinical risk arising from your use of the Service and your reliance on any output.

8. AI features

AI Features (including the “AspireAi” assistant) generate suggestions, drafts and summaries using automated models. These outputs may be inaccurate, incomplete or misleading, and must be independently reviewed and verified by a qualified person before any use or action. AI Features operate on a confirm-before-act basis for actions that change data. You must not rely on AI Features for clinical, diagnostic, legal, financial, billing or compliance decisions. We do not warrant the accuracy, reliability or suitability of any AI output, and to the extent permitted by law we are not liable for decisions made in reliance on it.

9. Claims, billing & funding

Where the Service helps you prepare invoices or Medicare, DVA, NDIS, private-health or other claims, you are responsible for the accuracy, completeness, eligibility and lawfulness of every claim and invoice you submit, including item numbers, funding rules, consent and supporting documentation. The Service is an aid, not a guarantee of payment or compliance. We are not responsible for rejected, delayed, incorrect, over- or under-claimed amounts, or for any audit, recovery, penalty or sanction arising from your billing or claiming.

10. Payments & subscriptions

Fees, billing cycles and any trial terms are as set out at sign-up or in your order. Payment processing may be handled by Stripe or another provider under their terms. Unless stated otherwise, fees are exclusive of GST where applicable, are payable in advance, and are non-refundable except where required by law. We may change fees on reasonable notice. Late or failed payment may result in suspension or termination.

11. Third-party services

Optional integrations and dependencies (for example payments, messaging/SMS, claiming, AI model providers, video/telehealth, calendar and storage) are provided by third parties under their own terms and privacy practices. We do not control and are not responsible for third-party services, their availability, or their acts or omissions, and your use of them is at your own discretion and risk.

12. Availability, maintenance & backups

We work to keep the Service available and reliable but do not warrant that it will be uninterrupted, error-free or secure, and we provide no uptime guarantee unless separately agreed in writing. We may perform scheduled or emergency maintenance and may modify or discontinue features. We take reasonable steps to protect and back up Customer Data, but you remain responsible for keeping your own records and for exporting data you need to retain.

13. Intellectual property

We and our licensors own all intellectual property rights in the Service, including its software, brand, design and content. These terms grant you a licence to use the Service only; they do not transfer any ownership. You keep all rights in Customer Data. If you give us feedback, you grant us a perpetual, royalty-free licence to use it to improve the Service.

14. Confidentiality

Each party may receive confidential information of the other. Each party will protect the other’s confidential information using reasonable care, use it only to perform under these terms, and not disclose it except to personnel who need it and are bound by confidentiality, or as required by law.

15. Disclaimers & Australian Consumer Law

To the fullest extent permitted by law, the Service is provided “as is” and “as available”, and we and Our Personnel disclaim all warranties, representations and guarantees of any kind, whether express, implied or statutory, including as to accuracy, reliability, fitness for a particular purpose, title, non-infringement, and that the Service will meet your requirements or be error-free or secure.

Nothing in these terms excludes, restricts or modifies any consumer guarantee, right or remedy under the Australian Consumer Law (ACL) or other law that cannot lawfully be excluded. Where we are permitted to limit our liability for breach of a non-excludable guarantee, our liability is limited (at our option) to re-supplying the relevant services or paying the cost of having them re-supplied.

16. Limitation of liability

Subject to section 15, to the maximum extent permitted by law: (a) neither we nor Our Personnel are liable for any indirect, incidental, special, consequential or punitive loss, or for loss of profits, revenue, goodwill, anticipated savings, business, or loss, corruption or inability to access data, however arising; and (b) our and Our Personnel’s total aggregate liability arising out of or in connection with the Service or these terms, whether in contract, tort (including negligence), statute or otherwise, is limited to the total fees you actually paid us for the Service in the twelve (12) months before the event giving rise to the liability (or, if no fees were paid, AUD $100). These limits apply to the benefit of us and Our Personnel and survive termination.

17. Indemnity

You agree to indemnify, defend and hold harmless us and Our Personnel from and against all claims, liabilities, losses, damages, penalties, costs and expenses (including reasonable legal costs) arising out of or in connection with: (a) Customer Data and your use of the Service; (b) your clinical decisions and patient care; (c) your invoicing, claiming or funding activities; (d) your breach of these terms or of any law; or (e) your infringement of any third party’s rights. This indemnity survives termination and is in addition to, and does not limit, our other rights.

18. Suspension

We may suspend or restrict access immediately if we reasonably believe it is necessary to protect the Service, Customer Data or others (for example on suspected security compromise, unlawful use, or non-payment). We will restore access once the issue is resolved where practicable.

19. Term & termination

These terms apply while you use the Service. You may stop using the Service and close your account at any time. We may suspend or terminate access for material or repeated breach, non-payment, or where required by law, and may terminate on reasonable notice for convenience. On termination you may export Customer Data for a reasonable period, after which it may be deleted in line with our retention practices and the Privacy Policy. Sections that by their nature should survive (including 5, 13–17 and 22) survive termination.

20. Force majeure

Neither party is liable for failure or delay caused by events beyond its reasonable control, including outages of third-party services or infrastructure, network or power failures, natural events, industrial action, or acts of government.

21. Changes

We may update these terms from time to time; we will post the new version here and update the date above. For material changes we will take reasonable steps to notify you. Continued use after changes take effect means you accept them. If you do not accept a change, stop using the Service.

22. Governing law & disputes

These terms are governed by the laws of Victoria, Australia, and each party submits to the non-exclusive jurisdiction of the courts of Victoria and the courts able to hear appeals from them. Before starting proceedings (except for urgent relief), the parties will try in good faith to resolve any dispute by discussion.

23. General

  • Entire agreement: these terms (with any order and our Privacy Policy) are the entire agreement and supersede prior discussions.
  • Severability: if any part is unenforceable, the rest continues in effect.
  • Waiver: a failure to enforce a term is not a waiver of it.
  • Assignment: you may not assign these terms without our consent; we may assign them to a successor or affiliate.
  • Relationship: the parties are independent contractors; nothing creates a partnership, agency or employment.
  • Notices: we may give notice via the Service or your account email; you may reach us at the address below.

24. Contact

Questions about these terms? Contact AspireOS Pty Ltd at admin@aspireos.io or via our contact page.