Terms of Service

#01Agreement and acceptance

These Terms of Service ("Terms") are a legal agreement between ACADEMYSHIP PTY LTD (ACN 698 283 448, ABN 89 698 283 448) of Unit 44, 3-7 Fetherstone Street, Bankstown NSW 2200, Australia ("Academyship", "we", "us") and the education Institution or organisation that subscribes to the ACADEMYSHIP platform ("Customer", "Institution", "you").

The Customer accepts these Terms through an authorised representative signing an Order Form or completing Academyship's institutional electronic acceptance process. The person accepting these Terms warrants that they have authority to bind the Customer.

Individual Users, including administrators, staff, students and guardians, use the service under the Customer's account and must comply with the provisions applicable to Users and with the Acceptable Use Policy. A User's ordinary access to or use of the service does not by itself make that User a party to these Terms or authorise that User to bind the Customer.

Other people may use particular features that an Institution makes available without holding a User account — for example, a visitor signing in, a member of the public making a booking or enquiry, an external Signer or reviewer, a Payer paying an Institution Charge, or a person using Public Verification to check a credential. Using those features does not make that person a party to these Terms, a purchaser of Academyship's services or a representative able to bind the Customer. Where a feature asks a person to give a specific authority or consent, such as a Payment Mandate or consent to sign an Electronic Record, that authority or consent is given for that transaction and recorded with it; it is not acceptance of these Terms.

#02Order of precedence and Module Schedules

The contractual agreement consists of the following documents. If they conflict, the following order applies, highest first:

1. a signed Order Form or government schedule;
2. the Data Processing Addendum for matters concerning Customer Data;
3. any Module Schedule that applies to the Customer under this section, for the subject matter of its module only;
4. these Terms; and
5. the Acceptable Use Policy.

A signed Order Form or government schedule prevails only to the extent it expressly overrides an identified provision.

The Privacy Policy, Cookie Policy, Accessibility Statement, Trust & Security page and other public statements describe Academyship's practices and provide important notices, but are not incorporated as contractual warranties unless an Order Form expressly states otherwise.

The same applies to guides and explanations written for students, staff, guardians, Payers and Signers, and to complaints information. Those documents are not contract-acceptance documents for the people who read them. Their informational status does not reduce any legal responsibility for their accuracy.

Module Schedules

Some modules have additional terms set out in a Module Schedule. A Module Schedule forms part of the agreement with a Customer only when it is identified by name and version in that Customer's Order Form, or in a module activation completed by an authorised Customer representative through Academyship's institutional acceptance process. Using or trialling a module does not by itself incorporate a Module Schedule.

Where a Module Schedule applies, it prevails over these Terms only for the subject matter of the module it identifies. It does not change these Terms for any other module, and the Data Processing Addendum continues to govern matters concerning Customer Data.

A later version of a Module Schedule applies to a Customer only when it is identified in a new or amended Order Form or accepted through the institutional acceptance process. Publishing a new version on Academyship's website does not by itself change the version that applies to a Customer.

The Module Schedules currently published are the Payments and Wallets Module Schedule (Part A of that page), the Payroll and STP Module Schedule and the Education Operations Module Schedule, each Version 1.0. The payer guide in Part B of the Payments and Wallets page, the Electronic Signatures notice, the Staff Privacy Guide, the Data Retention page and the Complaints page are informational and are not Module Schedules.

#03Definitions

Capitalised terms have the meanings given in these Terms and, for data-processing matters, the Data Processing Addendum. The Privacy Policy separately explains how Academyship handles personal information.

• Customer / Institution — the education institution or organisation that subscribes to the platform. "Customer" and "Institution" are used interchangeably in these Terms.
• Order Form — an ordering document, online checkout, quote, proposal, signed agreement, plan selection or schedule describing the services, Fees, term, limits or special terms, whether signed or accepted through Academyship's online ordering process.
• Customer Data — data the Institution and its Users submit to, or that is generated for the Institution within, the platform.
• Tenant — the isolated workspace and database provisioned for an Institution.
• User — an individual authorised by the Institution to access the platform, including administrators, staff, students and guardians. A User is not, by virtue of that access, a party to these Terms.
• Active Student — a student record counted for billing under section 11.
• AI Features — optional AI-assisted features offered within the platform, which apply to a Customer only where enabled and, where an Order Form applies, as included in that Order Form.
• Sensitive Information — personal information treated as sensitive or special-category information under applicable law, including health information, disability information, racial or ethnic origin, religious beliefs, sexual orientation and biometric information used for identification.
• Regulated Identifiers — TFNs, Unique Student Identifiers (USIs), state student identifiers, passport numbers, visa identifiers and similar identifiers subject to additional legal handling requirements.
• Personal Data Breach — a security breach leading to accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to Customer Personal Data.
• Fees — the amounts the Customer pays Academyship for the service under the applicable plan or Order Form, including the subscription, usage and service charges described in section 8. Fees do not include Institution Charges.
• Institution Charges — amounts an Institution charges its students, guardians, Payers or other people for the Institution's own education, goods or services, such as tuition and course fees, instalments, excursion and event charges, booking charges, canteen orders and meal plans, and library fines, whether or not the platform is used to record, invoice or collect them. Institution Charges are not Fees, and paying one does not purchase Academyship's services.
• Payer — a person who pays, or authorises a payment of, an Institution Charge or an amount added to a Wallet Balance using the platform's payment features, such as a student, parent, guardian, sponsor or employer. A Payer does not become a party to these Terms by paying.
• Connected Account — an account that an Institution holds with Academyship's payment-service provider, Stripe, and connects to the platform so that the Institution can accept payments of Institution Charges through the platform's payment features.
• Payment Mandate — an authority a Payer gives, through their bank or payment-service provider, for an Institution to request future payments from the Payer's account (for example, a PayTo agreement), on the terms shown to the Payer when they give it.
• Wallet Balance — a stored balance recorded in the platform for a student or other User, such as a canteen or campus-card balance, that can be used to pay Institution Charges where the Institution has enabled that feature.
• Generated Credential — a certificate, statement of attainment, transcript, letter, student or identity card, or similar document that the platform produces from an Institution's templates and records.
• Public Verification — an optional feature that, where an Institution enables it, allows anyone holding a valid verification link or code to check limited details of a Generated Credential without signing in, as described in section 12. It is not a searchable public profile.
• Electronic Record — a document or other record created, presented, sent, signed or kept in electronic form using the platform, including the evidence the platform records about a signing process.
• Signer — a person asked through the platform to sign, approve or acknowledge an Electronic Record, whether or not that person is a User.
• Module Schedule — a document, identified by name and version, that sets out terms specific to a particular module or group of features and applies to a Customer only as described in section 2.
• Institutional Records — records an Institution creates or keeps using the platform to carry out its own functions, such as enrolment, attendance, assessment, results, credential, behaviour and welfare, visitor, complaint, library, canteen, payment, employment and payroll records. Institutional Records are Customer Data.

#04Eligibility — institutions only

Academyship is offered only to education institutions and organisations for their business and educational purposes. Individual students and parents cannot purchase Academyship, and the service is not offered for personal, domestic or household use. By subscribing, you confirm that you are an eligible institution or organisation acquiring the service in that capacity.

#05Users, accounts and minors

The Institution creates, invites or authorises its Users, including student and guardian accounts. Academyship does not sell subscriptions directly to individual students or parents and does not contract directly with minors through ordinary platform use.

Student and guardian access is created, authorised and managed by the Institution. The Institution is responsible for obtaining any notices, permissions or consents required for its Users, assigning appropriate roles, managing student access and meeting its educational, safeguarding and duty-of-care responsibilities where applicable, and removing access when no longer required.

Before linking a guardian or other representative to a student, the Institution is responsible for confirming that person's authority and for giving them access only to the records and functions the Institution has authorised for that relationship. A family relationship or a matching email address is not by itself proof of authority. The Institution must apply any custody, court-order, safeguarding or adult-learner restriction that it knows of.

A student's age does not affect the Institution's obligation to configure access appropriately. Adult students at universities, RTOs and other Institutions are not treated as children or assumed to be subject to school-style supervision merely because they use a student account.

#06Account security and administrators

The Institution appoints one or more administrators to manage its workspace, Users, roles, settings and billing. The Institution is responsible for keeping account credentials secure, for the acts and omissions of its Users, and for promptly deactivating access that is no longer required. Individual accounts should not be shared where individual accounts are available. Notify us at security@academyship.com.au of any suspected unauthorised access.

#07Scope of services and modules

Academyship is a configurable, cloud-hosted, multi-tenant education and institution management platform for universities, colleges, registered training organisations, schools and other education and training organisations. Depending on the Customer's plan and configuration, it can support academic and course administration, student operations and portals, finance and payment features, staff operations and payroll, documents and electronic signing, credentials, and institutional compliance processes.

Not every module is available to every Customer. The features available to you depend on your plan, configuration, region, module availability, release status and Order Form. A module forms part of the Customer's service only when it is included in the Customer's plan or Order Form or activated by an authorised Customer representative, and a Module Schedule applies only as described in section 2. The platform supports processes that the Institution carries out; section 12 explains the functions that remain the Institution's. We may make optional modules available; some optional modules and usage-based services (for example, Payroll actions and SMS) carry additional Fees or third-party costs as described in the Order Form, the DPA, or on our pricing materials.

#07AWhite-label and Institution branding

Where included in the applicable plan or Order Form, Academyship may permit the Customer to replace or suppress specified Academyship-facing branding in approved areas of the Services and apply its own authorised name, logo, colours, email identity and other branding. White-label configuration does not transfer ownership of the Services or Academyship intellectual property, does not make the Customer the operator, developer, host or legal provider of the underlying platform, and does not change the parties’ contractual, privacy, security or data-processing responsibilities. It does not change subscription limits, support scope, service levels or responsibilities unless the Order Form expressly states otherwise, and gives the Customer no right to use Academyship branding outside the licence expressly provided.

The Customer warrants that it has all rights required to use the branding it supplies and is responsible for its accuracy, legality, accessibility and compliance with third-party rights. Customer branding must not mislead Users about the provider, ownership, hosting, security, certifications or legal responsibilities associated with the Services. The Customer must also maintain accessible colour contrast, readable text, visible focus and other accessibility requirements for Customer-selected colours and assets; accurate privacy notices, collection notices, support details and safeguarding information; access to required legal, privacy, accessibility, security and child-safety information; and must review all white-label configuration before publishing it to Users.

Academyship may retain or display contractual, legal, privacy, security, accessibility, child-safety, account, support and regulatory notices where reasonably required, including notices Academyship reasonably determines are necessary for compliance, safety, security, account administration or support. Academyship may reject, disable, suspend or require correction of branding that infringes rights, creates a security or impersonation risk, is misleading, reduces accessibility, interferes with required notices, creates technical instability or violates the Acceptable Use Policy.

The available branding controls, Fees, implementation services, custom-domain support and limitations are defined by the applicable plan or Order Form.

#07BSMS messaging and sender identities

Academyship provides SMS delivery using AWS End User Messaging SMS. Where supported, registered and available, messages sent without an Institution-specific sender identity may display the sender ID “Academyship”. Display and delivery depend on the destination country, telecommunications carrier, regulatory requirements and the relevant origination identity. Academyship may temporarily use “Academyship”, another approved sender identity or an available origination identity where an Institution’s custom sender ID is unavailable, pending approval, suspended, rejected or unsupported for the destination.

An Institution may request an approved custom alphanumeric sender ID under a paid add-on. A one-time setup fee applies as stated in the applicable pricing, Order Form or written quote and covers Academyship’s configuration, verification, registration and administration work. SMS credits, carrier fees, registration fees, setup fees and message-segment charges are separate from the ordinary subscription unless expressly included. Long messages, Unicode characters and some templates may use multiple billable SMS segments. Available branding controls, sender-ID scope and any implementation services are governed by the applicable plan or Order Form.

Approval and activation are subject to AWS, carrier and regulatory requirements. Payment of a setup fee does not guarantee approval, availability, delivery or display on every device, carrier or destination network. Sender IDs are country-specific and may require separate registration, evidence or approval for different countries, AWS accounts or AWS Regions. For Australian recipients, the sender ID must be registered through the applicable Australian and AWS registration process. Sender-ID approval is not a certification, trademark decision or guarantee of delivery.

Academyship may reject or require modification of a proposed sender ID that is misleading, unlawful, infringing, confusing, technically invalid or likely to create a security or impersonation risk. Carrier filtering, replacement, labelling, delay or blocking is outside Academyship’s complete control. Alphanumeric sender IDs ordinarily support outbound messaging only and generally cannot receive replies. An Institution must not tell recipients to reply STOP to an alphanumeric sender ID unless the applicable sending configuration actually supports inbound replies, and must provide another effective opt-out or contact method where required.

A custom sender ID does not transfer ownership of Academyship’s messaging infrastructure and does not make Academyship responsible for the Institution’s message content, consent, recipients or legal compliance. Academyship may suspend SMS sending or a sender identity where required by law, AWS, a carrier, a regulator, security concerns, abuse reports or excessive complaint rates.

The Institution is responsible for:

• warranting that it has all rights to use the requested sender ID, name, trademark or brand, and providing accurate registration information and supporting documents;
• being responsible for the lawfulness of its messages, recipient selection, notices, consents, opt-outs, keeping recipient mobile numbers accurate, and compliance with the Spam Act 2003, privacy law, telecommunications rules and Institution-specific obligations;
• identifying the Institution clearly in messages where required; including an effective unsubscribe or opt-out mechanism for marketing messages; and respecting opt-outs and suppression lists;
• not sending misleading, fraudulent, harassing, discriminatory, illegal or harmful content, and not using SMS for emergencies where delivery cannot be guaranteed;
• not including unnecessary Sensitive Information, passwords, TFNs, payment-card data or confidential records in SMS content; and
• reviewing message templates, recipients and sender identity before sending.

#08Subscriptions, trials, billing and taxes

Subscriptions may be offered on monthly or annual billing cycles as set out in your Order Form or plan selection. Fees are payable in Australian dollars and are exclusive of GST unless stated otherwise; GST is added where applicable and a tax invoice is issued. You are responsible for taxes other than our income tax.

You authorise Academyship to charge a nominated payment method only where that payment method is included in your Order Form, or to invoice you for Fees when due. Academyship uses Stripe Payments Australia Pty Ltd (A.C.N. 160 180 343) to process payments of Fees, for which Academyship is the merchant. Stripe's role differs by function, is governed by Stripe's own terms and is described in the Subprocessor Register. Trials, where offered, provide limited access for an evaluation period and convert to a paid plan or end as described at signup; no credit card is required to start a trial unless stated. Usage-based charges (for example, SMS credits and Payroll actions) are billed as described in the applicable materials. Overage and top-up prices, where they apply, are published or set out in your Order Form; we do not apply automatic usage charges without a mechanism you can control, except where clearly disclosed.

Types of Fees

Depending on the Customer's plan and Order Form, Fees may include the types below. Each applies only where the applicable plan, published pricing or Order Form provides for it, at the price and on the basis stated there.

Before the Customer buys or tops up usage credits, Academyship will tell the Customer how the credits are used up, whether they expire or roll over, whether unused credits are refundable on cancellation, and how failed or undelivered usage is treated. Academyship will not charge a usage-based Fee that is not disclosed in the applicable plan, published pricing or Order Form.

Institution Charges are separate

Institution Charges are not Fees. Where a Customer uses the platform's payment features to collect Institution Charges, the payment is processed by Stripe for the Institution through its Connected Account. The features are designed so that the Institution's Connected Account is the seller of record for the underlying charge. The payment methods available to a Payer, such as card or PayTo, depend on the Institution's configuration and its arrangements with the payment-service provider.

The Institution decides the amount of an Institution Charge, and any refund, credit or waiver of it, under its own terms and the law. Academyship charges the Customer for using payment features only where the plan, published pricing or Order Form says so, and any such charge is a Fee. The Institution's obligations for Institution Charges, Payment Mandates and Wallet Balances are in section 12.

#09Term, renewal and cancellation

The subscription term and billing cycle are stated in the applicable plan or Order Form.

• A monthly subscription continues month to month until cancelled in accordance with the applicable cancellation process.
• An annual subscription continues for the selected annual term.
• An Enterprise subscription may have a fixed or multi-year term stated in the Order Form.

Where a subscription renews automatically, Academyship will clearly disclose the renewal arrangement before purchase and provide reasonable advance notice of renewal and any price change. The Customer may prevent renewal through the account process or by giving notice using the method stated in the Order Form or, if no method is stated, by written notice under section 32.

Cancellation ordinarily takes effect at the end of the current paid term. Academyship will not increase the Fees for a paid term already underway unless a signed Order Form expressly permits the adjustment or the change is required by law.

When a cancellation takes effect, the Customer's ordinary use of the service ends and the export period in section 23 begins. Fees for the period before cancellation that are properly due remain payable. Unused prepaid usage credits are treated as stated in the applicable plan, published pricing or Order Form, without limiting section 10.

Cancelling other arrangements

Cancelling the Customer's subscription is different from cancelling an arrangement between an Institution and a Payer or User, such as a booking, a meal plan, an instalment plan for Institution Charges or a Payment Mandate. Those arrangements are changed or cancelled under the Institution's own terms and, for a Payment Mandate, the process of the Payer's bank or payment-service provider. Cancelling a Payment Mandate stops future payment requests under it but does not by itself cancel an amount the Payer owes the Institution. Cancelling or waiving an Institution Charge does not permit further payment requests for that charge.

Before the Customer's subscription ends, the Customer must make arrangements that comply with the law and its own terms for any active bookings, meal plans, instalment plans, Payment Mandates and Wallet Balances that depend on the platform, and must tell the Payers and Users affected.

#10Refunds and Australian Consumer Law

Except where required by law, stated in an Order Form, or agreed by us, Fees are non-refundable once paid, and cancellation takes effect at the end of the current paid period rather than giving a pro-rata refund. Nothing in these Terms limits any right or remedy you have under the Australian Consumer Law (Schedule 2 to the Competition and Consumer Act 2010 (Cth)) or other law that cannot lawfully be excluded, and we will not rely on any term in a way that would be an unfair contract term.

This section concerns Fees. A refund of an Institution Charge is decided by the relevant Institution under its own terms and the law, including any consumer guarantees that apply to the Institution's supply.

#11Active-student counting

Where Fees are based on Active Students, the applicable plan or Order Form states:

• which student statuses are included;
• which statuses are excluded;
• whether billing uses a periodic snapshot, peak count, average count or another stated measurement;
• the measurement date or billing period;
• any included grace band; and
• how overages are handled.

Academyship will calculate Active Students using the published or agreed billing rule and make the relevant count available to an authorised Customer administrator. The Customer may dispute a count within 30 days after the relevant invoice, and Academyship will investigate and correct any confirmed error.

Applicant-only, deleted and properly archived records are not counted unless the applicable plan or Order Form expressly states otherwise. A record that remains in an active or billable status may continue to count until the Customer changes that status.

#12Customer responsibilities and authority

You are responsible for your Customer Data and for having the authority, permissions and lawful basis to collect, upload and process it through the platform, including any consents required from students, guardians, staff and other individuals. You are responsible for configuring the platform (including roles, permissions and sensitive fields), for the lawful use of Payroll, TFN, USI and RTO-related features, and for your own record-keeping, safeguarding and compliance obligations. You must provide accurate account and billing information.

Where you provide services to children or young people, you must also, to the extent applicable to you:

• comply with the child-safety, safeguarding, child-protection and online-safety laws that apply to you;
• maintain the policies, codes of conduct, screening and suitability checks, training and reporting processes that those laws or your regulator require;
• authorise your Users appropriately, verify identity where appropriate, and assign suitable roles and permissions;
• supervise your staff-to-student and student-to-student communications on the platform in accordance with your own communications and safeguarding policies;
• receive, escalate and respond to safeguarding concerns raised by or about your Users;
• determine which of your people are mandatory reporters and make the reports to police, child-protection authorities, regulators and other bodies that the law requires of you; and
• not configure or use the platform in a manner that creates an unreasonable child-safety risk.

These obligations rest with you. Academyship provides tools that can support them but does not assume them, is not your safeguarding function, and does not determine whether you or your people are mandatory reporters. Our approach and the division of roles are described in the Child Safety & Online Safety Statement.

Institution Charges, Payment Mandates and Wallet Balances

Where the Customer uses the platform to record, invoice or collect Institution Charges, or to operate Wallet Balances, the Customer must:

• ensure that each Institution Charge is lawful, accurate, authorised under the Customer's arrangements with the Payer or student, and clearly described, including any GST;
• not impose, or configure the platform to impose, a surcharge or fee that is prohibited by law or by the card-scheme, payment-network or payment-service-provider rules that apply to the payment, including the card no-surcharge rules that apply in Australia from 1 October 2026, and not present a prohibited surcharge under another name, such as a processing or convenience fee;
• request a recurring or future payment only under a valid Payment Mandate or other authority the Payer has given for that purpose, and only within its terms; and stop requesting payments when that authority is cancelled, paused or ends, or when the Institution Charge is cancelled, waived or paid. Acceptance of the Customer's general terms, or the recording of a Payer's bank details, is not by itself a Payment Mandate;
• decide refunds, credits, waivers and Payer disputes about Institution Charges under its own terms, the law and the payment-service provider's rules; not require a Payer to give up a right to dispute a payment with their bank or card issuer; and not treat a good-faith dispute or refund request as misconduct merely because the Customer disagrees with it;
• before a Wallet Balance can be funded, tell students and Payers the rules for using, limiting, refunding and closing it, including what happens when a student leaves or the Customer stops using the platform, and not describe a Wallet Balance as a bank deposit, insured, held in trust or held in escrow unless that is true; and
• keep Payer and payment records accurate and reconcile payments, refunds and balances.

Academyship remains responsible for operating the payment features with due care and skill and in accordance with these Terms and the DPA, and for its own conduct. Academyship does not decide whether an Institution Charge is owed or refundable.

Generated Credentials, Public Verification and content

Where the Customer uses the platform to issue Generated Credentials, the Customer:

• warrants that it is authorised to issue each Generated Credential and to use every name, logo, seal, signature, accreditation or regulator mark and other branding that appears on it;
• must check the holder's identity and the enrolment, completion, results and other facts a Generated Credential states before issuing it;
• must correct, reissue, supersede or revoke an inaccurate or invalid Generated Credential through its own lawful processes, and keep the credential's status in the platform current; and
• must not represent, or configure a Generated Credential to suggest, that a document produced by the platform proves regulatory recognition, accreditation or endorsement, or that Academyship has verified its contents. QR codes, security designs and Public Verification can help others check a credential, but they do not by themselves prove that the credential is authentic, accurate or recognised.

Where the Customer enables Public Verification, anyone holding a valid verification link or code can see limited details of the Generated Credential: the holder's name, the credential number and type, the course, the issue date, the issuing Institution and the credential's current status. The Customer is responsible for having lawful authority to make those details available in this way and for telling credential holders about it.

The Customer warrants that it has the rights needed to upload, reproduce, adapt and share the learning resources, assessment materials, images and other content it uses in the platform. Where the Customer imports training-product or other information from an external register or source, it is responsible for checking that the information is current, correctly versioned and used within any licence terms before relying on it.

Electronic Records and signing

Where the Customer uses the platform to send Electronic Records for signing, the Customer is responsible for the content and purpose of each document; for deciding whether electronic signing is suitable for that document under the laws that apply; for identifying each Signer appropriately and confirming their capacity and authority to sign, including when a person signs for a child or an organisation; for obtaining any consent to electronic communication that the law requires; and for offering an alternative where the law or its own policy requires one. Academyship provides the signing workflow and records evidence about each signing process, which forms part of Customer Data. That evidence supports, but does not by itself establish, a signature's validity or enforceability.

The Institution's own functions

The platform supports processes that the Institution carries out. Academyship does not become the Institution's educator, assessor or credential issuer; the employer of its staff; a registered tax agent or BAS agent; a bank; a food business or canteen operator; a clinical, counselling or emergency-monitoring service; or the Institution's safeguarding function, merely because the platform includes a module that supports that activity.

Where these activities apply to it, the Institution remains responsible for:

• educational, assessment, progression, credential, disciplinary and appeal decisions, and reporting to education regulators;
• its obligations as an employer, including employment terms, pay, award and agreement interpretation, leave, tax withholding, superannuation and reporting to the Australian Taxation Office, and checking payroll calculations and approving pay runs before relying on them;
• food safety, allergen and dietary management, and the operation of any canteen or food service. A dietary flag recorded in the platform is not a guarantee that food is safe for a particular person;
• the safety of its premises, events and activities, including visitor management. A visitor record is not a background check or child-safety clearance;
• behaviour, wellbeing and safeguarding decisions, including deciding who may see sensitive records and responding to alerts. Automated notifications are not emergency monitoring or clinical triage; and
• the accuracy, retention and lawful disclosure of its Institutional Records, including their retention after the agreement ends.

Academyship remains responsible for providing the service in accordance with these Terms and with due care and skill, for the security of the platform under section 17 and the DPA, for its own conduct, and for complying with the laws that apply to Academyship. Nothing in this section excludes a liability that cannot lawfully be excluded.

#13Acceptable use

Your use of the platform, and your Users' use, must comply with our Acceptable Use Policy, which forms part of these Terms. Breach of that policy is a breach of these Terms.

#14Customer data ownership and licence

As between you and us, you own your Customer Data. You grant us a non-exclusive, worldwide licence to host, copy, process, transmit, display and otherwise use identifiable Customer Data solely to provide, secure, support, maintain and administer the Service, comply with law, and follow your instructions. Service improvement uses Aggregated or De-identified Data in accordance with the DPA. We do not sell Customer Data, do not use Student Data for advertising, and do not use Customer Data to train general-purpose AI models.

#15Confidentiality

Each party may receive the other's confidential information. The receiving party will use it only to perform under these Terms, protect it with reasonable care, and disclose it only to personnel and contractors who need it and are bound by confidentiality. This does not apply to information that is public through no fault of the receiving party, independently developed, or required to be disclosed by law. Customer Data is the Institution's confidential information.

#16Privacy and data processing

Academyship's processing of Customer Data is governed contractually by the Data Processing Addendum. Academyship's Privacy Policy separately explains its information-handling practices and provides notices to individuals. The Privacy Policy is not incorporated as a contractual warranty unless an Order Form expressly states otherwise.

#17Security and shared responsibility

Academyship maintains the technical and organisational safeguards described in Annex II of the Data Processing Addendum and summarised on the Trust & Security page. Academyship is responsible for the security of the platform and managed infrastructure. The Customer is responsible for its Users, credential management, role assignments, Institution-controlled configuration, Customer Data and Institution-selected Integrations.

Academyship hosts its core production platform and Customer Data in Sydney, Australia (ap-southeast-2). Limited processing outside Australia may occur through disclosed telecommunications delivery, Stripe-hosted payment services, Customer-selected Integrations or authorised access, subject to applicable privacy, contractual and security safeguards.

Academyship will enforce HTTPS, require TLS 1.2 or later, keep its production databases (Amazon RDS) and internal services private and not publicly accessible, and provide each Institution with a dedicated tenant database.

Neither party can eliminate all security risk. Each party must promptly notify the other of a suspected Security Incident relevant to the service and cooperate reasonably in responding to it.

#18Third-party services and integrations

You may connect third-party services you control (Integrations). Those services are governed by their own terms and privacy practices, not these Terms, and you are responsible for authorising the data flow. We are not responsible for third-party services you select, and enabling an Integration is at your risk. Subprocessors that we appoint to deliver the service are addressed in the DPA, not this section.

Where the platform offers a link that adds an event or booking to an external calendar, such as Google Calendar, Microsoft Outlook, Yahoo Calendar or an ICS calendar file, using the link sends the selected details to the provider the person chooses. The link does not connect the platform to that calendar account, and the calendar provider is not a Subprocessor appointed by Academyship.

#19AI-assisted features

AI Features are available by plan and configuration, and not every AI Feature is available to every Institution. Each Institution may enable, disable or restrict AI Features through its configuration and role permissions. Academyship does not use Customer Data or Student Data to train general-purpose AI models. AI Features are limited to the Customer’s Tenant and the requesting User’s permissions.

Academyship's approved AI provider for Customer Data is Amazon Bedrock, which Academyship configures in the AWS Asia Pacific (Sydney) Region (ap-southeast-2) with cross-region inference disabled. Academyship's software also contains support for other model providers, including a fallback path that can operate where configured. No other AI provider is approved to process Customer Data unless it is listed in the Subprocessor Register and any notice required by the Data Processing Addendum has been given.

The AI Features Academyship currently makes available comprise the institutional AI assistant, tenant knowledge and cross-module search, summarisation, drafting, report assistance, document analysis, administrative recommendations and action previews. Where included in the Customer's plan, they may also include assistance with drafting documents for signing and with reviewing Generated Credential templates and proposing corrections. Access is limited to authorised staff roles that the Institution permits for the feature and underlying data. Outputs are answers, summaries, proposed text, analysis, recommendations, proposed changes or previews. Academyship AI does not autonomously change a record, send a communication or take another action: an authorised User must expressly confirm any action through the ordinary permission-controlled platform function.

Some AI Features propose a change that takes effect when an authorised User approves it. For example, a proposed correction to a credential template may, once approved, be used to regenerate the affected Generated Credentials. Approval makes the change the Institution's decision; it does not guarantee that the change is accurate or appropriate. Any charge for AI usage, including regeneration, applies only as described in section 8. The detailed inventory is in the Responsible AI Statement.

AI outputs may be incomplete, inaccurate or inappropriate for the intended context. The Customer must ensure that an authorised person reviews an AI output, including an AI-drafted document or a proposed correction, before relying on it, sending it for signature or placing it into an official record. AI output is not legal, tax, financial or other professional advice, and an AI-drafted agreement, policy, payroll explanation or compliance document needs review by a suitably qualified person.

AI Features must not be the sole basis for a significant educational, disciplinary, admission, employment, financial or wellbeing decision. Any institution-specific model fine-tuning or customisation using Customer Data requires a separate written opt-in and is disabled by default.

The Institution is responsible for deciding whether to enable, disable or restrict AI Features, assigning roles, training staff, providing any required notices, avoiding unnecessary Sensitive Information in prompts, and reviewing outputs before use. Academyship identifies the applicable controls, data sources and action capability for each AI Feature.

Razi voice typing uses speech-recognition capabilities supplied by the User’s browser, operating system or device and is not an Amazon Bedrock feature or an autonomous AI service. Academyship does not receive or store raw audio through Razi; it receives and processes only the resulting text after a User inserts it into an Academyship field, in the same way as manually entered Customer Data. The applicable provider may process speech under its own privacy terms and technical configuration. Availability and accuracy depend on the User’s browser, device, language, permissions and network conditions. Users must review transcribed text before saving or relying on it. Razi does not make decisions or perform autonomous actions, and an Institution may control Razi availability where the relevant configuration exists.

#20Service changes and deprecation

We may improve, change or discontinue features. We will not make a change that materially reduces the core functionality of your paid plan during a paid term without reasonable notice. Where we offer a feature labelled beta, preview or early access, it is provided "as is", may change or be withdrawn, and may be excluded from certain commitments; we only label a feature this way where it genuinely is at that stage. We will give reasonable advance notice before deprecating a material feature.

#21Availability, support and maintenance

Academyship provides service availability, support and maintenance in accordance with the applicable plan and Order Form. A specific uptime commitment, service credit or response target applies only where expressly stated in an Order Form or published service schedule applicable to the Customer.

Academyship may perform maintenance and will use reasonable efforts to give advance notice of scheduled maintenance that is expected to materially affect service availability. Emergency maintenance may occur without advance notice where necessary to protect security, integrity or availability.

#22Backups and restoration

Academyship will maintain daily backups with 30 daily recovery points, 15 weekly recovery points and 7 monthly recovery points, together with recovery procedures for the platform in Sydney, Australia (ap-southeast-2).

Backups support platform recovery and are not a substitute for the Customer's own records-management obligations. Customers can use Academyship's authorised export functions to retain copies needed for their business, regulatory or continuity purposes.

Where a platform incident causes loss or corruption of Customer Data, Academyship will use its documented recovery procedures and provide reasonable information and assistance to affected Customers.

#23Export, termination assistance and deletion

During the subscription, authorised Customer administrators can export Customer Data through Academyship's available export functions.

Following termination or expiry, Academyship will make Customer Data available for authorised export for at least 60 days unless a different period is stated in an Order Form or required by law. During that period, access may be limited to export and transition functions.

After the export period, Academyship will delete Customer Data from active systems in the ordinary course and cause backup copies to expire through the documented backup lifecycle, subject to legal holds and legal retention requirements. That deletion will cover associated uploaded files, derived previews, search indexes and AI-related indexes where applicable.

The Customer is responsible for completing its exports during the available period. Academyship may provide additional transition assistance at its then-current professional-services rates where agreed in writing.

The export period is a transition period, not a records-retention service. Unless an Order Form provides for continued hosting, the Customer is responsible for keeping any Institutional Records it must retain after the agreement ends, such as assessment, credential, payment and employment records, for any longer period the law requires of it.

Academyship will not withhold access to an otherwise available Customer Data export solely because of a good-faith billing dispute, although it may suspend ordinary production use in accordance with section 29.

#24Intellectual property and feedback

We and our licensors own all intellectual property rights in the platform, its software, documentation and branding. Except for the rights expressly granted, no rights are transferred. You retain your rights in Customer Data and your branding; you grant us permission to display your name and logo within your own workspace and, only with your prior consent, as a reference customer. If you give us feedback, we may use it to improve our products without obligation to you, but we will not identify you as its source without consent.

#25Warranties and consumer guarantees

We warrant that we will provide the service with due care and skill. Certain guarantees under the Australian Consumer Law cannot be excluded. To the extent our service is a supply to which those guarantees apply, nothing in these Terms excludes, restricts or modifies them. Where permitted, our liability for a breach of a non-excludable guarantee is limited, at our option, to re-supplying the service or paying the cost of having it re-supplied.

#26Disclaimers

Except as expressly stated in these Terms and as required by law, the service is provided "as is" and we do not make other warranties, including implied warranties of merchantability or fitness for a particular purpose. We do not warrant that the service will be uninterrupted or error-free, or that AI outputs will be accurate. This section does not exclude any rights or guarantees that cannot lawfully be excluded.

#27Liability

To the maximum extent permitted by law, each party's aggregate liability arising out of or in connection with the Agreement during any rolling 12-month period is limited to the Fees paid or payable by the Customer for the Service during the 12 months immediately preceding the event giving rise to the claim.

The cap does not apply to:

• liability that cannot lawfully be limited or excluded;
• fraud or wilful misconduct;
• the Customer's obligation to pay Fees properly due; or
• a liability for which a signed Order Form expressly provides a different cap.

To the maximum extent permitted by law, neither party is liable for indirect or consequential loss, loss of profit, loss of revenue, loss of goodwill or loss of anticipated savings, except to the extent such loss is payable to a third party under an indemnity that applies under the Agreement.

For a failure to comply with a non-excludable consumer guarantee, Academyship's liability is limited, where the law permits, to supplying the services again or paying the reasonable cost of having them supplied again.

Nothing in this section excludes or limits rights or remedies that cannot lawfully be excluded or limited.

#28Indemnities

You will indemnify us against third-party claims to the extent they arise from your Customer Data or your use of the service in breach of these Terms or law, except to the extent caused by us. We will indemnify you against third-party claims that the platform (used in accordance with these Terms) infringes that third party's Australian intellectual property rights, except to the extent the claim arises from Customer Data, your configuration, Integrations, or use outside these Terms. Each indemnity is conditional on prompt notice, reasonable cooperation, and the indemnifying party having control of the defence and settlement (which must not impose non-indemnified obligations on the other party). These indemnities are subject to the liability provisions in section 27, and to any different cap expressly agreed in a signed Order Form.

#29Suspension

We may suspend access, in whole or part, where reasonably necessary to address a genuine security risk, a legal requirement, non-payment, or a material breach of these Terms or the Acceptable Use Policy. Except in an emergency or where prohibited by law, we will give notice and, where reasonably possible, an opportunity to resolve the issue before suspending. We will restore access promptly once the cause is resolved. Suspension does not extend your paid term.

Before suspending for non-payment of Fees, Academyship will take reasonable account of the effect on people who rely on the Customer's use of the platform, such as upcoming payroll, safeguarding records, Wallet Balances, active Payment Mandates and records that students or staff need. Where reasonably practicable, Academyship will limit such a suspension to ordinary production use. Academyship will not hold Customer Data or Wallet Balances as security for unpaid Fees or set off a Wallet Balance against Fees, and section 23 continues to protect exports during a good-faith billing dispute. This section does not promise uninterrupted availability.

#30Termination and survival

Either party may terminate for material breach that is not cured within 30 days of written notice (or immediately where the breach cannot be cured, or, to the extent the law permits, if the other party becomes insolvent). You may terminate for convenience at the end of your term as described in section 9. On termination, your right to use the service ends, and the export and deletion process in section 23 applies. Sections that by their nature should survive — including data ownership, confidentiality, intellectual property, liability, indemnities, and governing law — survive termination.

#31Changes to these Terms

Academyship reviews these Terms at least annually and when a material legal, product, security, hosting, AI, vendor or business change requires an update.

Academyship may make non-material changes by publishing the updated Terms. For a material change affecting the Customer's rights or obligations, Academyship will provide reasonable advance notice.

A material change will not apply retrospectively. Where a material adverse change is proposed during a fixed paid term, it will take effect at renewal unless the change is required by law, necessary to address an urgent security risk or expressly accepted by the Customer. Where renewed acceptance is legally or contractually required, Academyship will request it through the institutional acceptance process.

Prior versions can be requested from legal@academyship.com.au.

#32Notices

Legal notices to us should be sent to legal@academyship.com.au and to ACADEMYSHIP PTY LTD, Unit 44, 3-7 Fetherstone Street, Bankstown NSW 2200, Australia. We give notices to you by email to your account contacts or by posting in the platform. Notices are taken to be received when sent, unless the sender knows delivery failed.

#33Governing law, complaints and disputes

These Terms are governed by the laws of New South Wales, Australia, and the parties submit to the non-exclusive jurisdiction of the courts of New South Wales, unless a signed Order Form or government contract lawfully specifies otherwise.

Complaints and disputes

A Customer with a complaint about the service, or a dispute about Fees, should raise it with Academyship at support@academyship.com.au or, for a formal notice, under section 32. A Customer disputing an Active Student count may use the process in section 11.

Other concerns have their own routes: privacy matters under the Privacy Policy; security vulnerabilities under the security disclosure policy; child-safety and online-safety concerns under the Child Safety & Online Safety Statement; accessibility feedback under the Accessibility Statement; and support requests through the Support page.

A Payer, student, guardian, staff member or other person with a complaint about an Institution's decision, charge or record should raise it with that Institution, which is responsible for its own complaint process. A Payer may also use the dispute process of their bank, card issuer or payment-service provider. Where the concern is about Academyship's platform or conduct, or the Institution itself is involved in a safety or access problem, the person may contact Academyship directly.

Nothing in these Terms prevents a Customer, User, Payer or other person from contacting emergency services, police, a regulator, an ombudsman or an external dispute-resolution body, from making a disclosure protected by law, from seeking urgent relief from a court, or from exercising a right that cannot lawfully be excluded.

#34Government and public-sector customers

A government or public-sector customer may require additional or overriding terms. Where agreed in a signed Order Form or schedule, those terms override specified clauses of these Terms to the extent stated, including provisions on governing law, liability, data handling and record-keeping, as lawfully required.

#35General

These Terms, the DPA, the applicable Order Form, any Module Schedule that applies under section 2, the Acceptable Use Policy and any signed schedules constitute the entire contractual agreement between the parties on their subject matter. The Privacy Policy, Cookie Policy, Accessibility Statement, Trust & Security page and other informational statements do not form contractual warranties unless expressly incorporated by a signed Order Form. If any provision is unenforceable, it is severed and the rest continues. A failure to enforce a right is not a waiver. Neither party may assign the agreement without the other's consent, except to a related entity or in connection with a merger or sale of substantially all assets, subject to the assignee assuming these Terms. There are no third-party beneficiaries except as expressly stated.

#36Change history

#37Related documents

Privacy Policy Acceptable Use Policy Data Processing Addendum & Subprocessor List Subprocessor Register Responsible AI Statement Child Safety & Online Safety Cookie Policy Accessibility Statement Report a Security Issue Support Trust & Security