Volunteer Management System, Terms and Conditions

These terms are between your organisation and SuggiCare Pty Ltd (Care Infrastructure), an Australian company and apply to your use of the Volunteer Management System, whether purchased on its own or as part of a bundle.

A hosted system for recruiting, onboarding, scheduling, communicating with and reporting on volunteers, with compliance record keeping and reporting features, accessed through a web browser.

We aim for high availability and perform maintenance with notice where practical. We do not promise uninterrupted service.

Volunteer numbers and features are as shown for your plan or bundle band. If you exceed your band we will contact you to move you to the correct plan.

You are the owner of your organisation's data and, for privacy law purposes, you decide how volunteer information is used. We handle it on your instructions to provide the service.

You must have a lawful basis to collect and enter volunteer information, and must tell your volunteers how their information is used. You are responsible for the accuracy of records you enter.

Where the system stores compliance information such as police checks, working with children checks or vaccination records, you remain responsible for verifying documents and for meeting your own regulatory obligations. The system records and reminds; it does not certify.

We apply access controls, row level data separation between organisations, encryption in transit, audit logging and regular security review. You must keep credentials secure, remove access for people who leave, and tell us promptly of any suspected unauthorised access.

We will notify you without undue delay if we become aware of an eligible data breach affecting your data, and will work with you on notifications required under the Privacy Act 1988 (Cth).

Fees are payable in advance through our payment provider. Australian customers are billed in Australian dollars; customers outside Australia are billed in United States dollars.

Prices shown for Australian customers include GST where GST applies. Prices for customers outside Australia are exclusive of any local taxes, duties or withholdings, which are your responsibility.

If a payment fails we may suspend the service after giving you notice and a reasonable chance to fix it. We may change fees on 30 days written notice; you may cancel before the change takes effect.

Refunds are handled in accordance with the Australian Consumer Law. Outside those rights, fees already paid for a period of service are not refundable, though you keep access for the period you have paid for.

Unless the product terms below say otherwise, the service runs month to month and you may cancel at any time from your account or by contacting us. Cancellation takes effect at the end of the paid period.

We may suspend or end the service if you breach these terms and do not fix the breach within 14 days of written notice, if required by law, or if your use puts the safety, security or lawful operation of the platform at risk.

On cancellation you may export your data for 30 days. After 90 days we may delete it, other than records we must keep by law.

You agree to use the service lawfully, to keep your login details secure, and not to attempt to access another organisation's data, interfere with the service, or use it to send unlawful, misleading or harassing material.

You are responsible for the accuracy of what you or your people publish through the service, and for holding any consents needed from the individuals whose information you enter.

Nothing in these terms excludes, restricts or modifies any right or remedy, guarantee, warranty or other term or condition implied or imposed by the Competition and Consumer Act 2010 (Cth), including the Australian Consumer Law, or any other law where to do so would be unlawful.

Our services come with guarantees that cannot be excluded under the Australian Consumer Law. Where the law allows us to limit our liability for a failure to comply with a consumer guarantee, our liability is limited to supplying the service again, or paying the cost of having the service supplied again.

If a failure with the service amounts to a major failure, you are entitled to cancel your service contract with us and to a refund for the unused portion, or to compensation for its reduced value. You are also entitled to be compensated for any other reasonably foreseeable loss or damage.

To the extent permitted by law, and subject to your rights under the Australian Consumer Law, our total liability to you for all claims connected with the service in any 12 month period is limited to the fees you paid us for that service in that period.

To the extent permitted by law, neither party is liable to the other for indirect or consequential loss, loss of profit, loss of revenue, loss of goodwill, or loss of anticipated savings.

Nothing in this clause limits liability for death or personal injury caused by negligence, for fraud, or for any liability that cannot be limited at law.

We handle personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles, and in line with our Privacy Policy, which forms part of these terms.

Customer data is stored in Australia, in Amazon Web Services infrastructure located in Sydney. We do not sell personal information.

You remain the owner of the information you or your people enter. We use it to provide the service, to keep it secure, to meet our legal obligations, and to produce aggregated statistics that do not identify any individual or organisation.

You may ask us for a copy of your data, ask us to correct it, or ask us to delete it, by contacting us. We keep records for as long as we are required to by law.

These terms are governed by the laws of Queensland, Australia. You and we submit to the non exclusive jurisdiction of the courts of Queensland and of the Commonwealth of Australia.

If a dispute arises, both parties agree to first raise it in writing and to try in good faith to resolve it within 20 business days before starting court proceedings. This does not stop either party seeking urgent relief from a court.

If any part of these terms is unenforceable, that part is severed and the rest continues to apply.

We may update these terms to reflect changes to the service or to the law. We will give you at least 30 days notice of a change that materially reduces your rights, by email or in the product, and you may cancel before it takes effect.

The version and effective date at the top of this document show which terms apply to you. Earlier versions are available on request.