Last Update 5 Jan 2026

Terms and Conditions

Welcome to Carelogix Nexus and Carelogix Note! We provide two AI-powered solutions: (1) Carelogix Nexus, a web-based platform designed for businesses, including healthcare practitioners, aged care and NDIS service providers and other service providers to analyse records, draft communications, summarise consults and gain insights into their documentation and records (Web Platform); and (2) Carelogix Note, a mobile application that uses speech-to-text technology to record meetings, assessments, AI assistance (including an AI chatbot and AI translation services) and verbal work, transforming them into summaries to alleviate the burden of manually capturing notes (Mobile Platform) (together, the Services).

In these Terms, when we say you or your, we mean you as an individual if you are accepting these Terms for yourself. If you are accepting these Terms on behalf of an entity (such as your employer) and you are authorised to do so, then you or your means that entity. When we say we, us, or our, we mean Carelogix Pty Ltd (ACN 682 018 695).

These terms and conditions (Terms) form our contract with you, and set out our obligations as a service provider and your obligations as a customer. You cannot use the Services unless you agree to these Terms.

Some capitalised words in these Terms have defined meanings, and each time that word is used in these Terms it has the same meaning. You can find a list of the defined words and their meaning at the end of these Terms.

Email: info@carelogix.com.au

OUR DISCLOSURES

Please read these Terms carefully before you accept. We draw your attention to:

our privacy policy (on the Platform) which sets out how we will handle your personal information;
clause 1.7 (Variations) which sets out how we may amend these Terms;
clause 3 (AI Systems) which sets out the limitations of the AI Systems provided as part of the Services;
clause 5 (Fees) which sets out important information about payments and recurring services, including whether you can cancel the Services and whether any of the Services auto-renew; and
clause 12 (Liability) which sets out exclusions and limitations to our liability under these Terms.

We may receive a benefit (which may include a referral fee or a commission) should you visit certain third party websites through a link in the Services, or for featuring certain goods or services on the Services.

These Terms do not intend to limit your rights and remedies at law, including any of your Consumer Law Rights.

1. Engagement and Term

1.1 These Terms apply from the time you agree to these Terms, until the date these Terms are terminated in accordance with their Terms (Term).

1.2 Subject to your compliance with these Terms, we will provide you with access to the Services.

1.3 Where we require access to your premises or computer systems in order to provide the Services, you agree to provide us with such access free from risk to the safety of our employees and contractors.

1.4 We will not be responsible for any other services unless expressly set out in these Terms or on our Platform.

1.5 If we provide you with access to any new or beta services, you acknowledge that because of the developmental nature of such services, you use them at your own risk and we have no obligation to maintain or provide error corrections. Any new or beta services we provide you with access to are for evaluation purposes only and not for production use, and we may discontinue those services at any time at our sole discretion.

1.6 Where you engage third parties to operate alongside the Services (for example, any third-party software systems you wish to integrate with the Services), those third parties are independent of us and you are responsible for (meaning we will not be liable for) the goods or services they provide, unless we expressly agree otherwise.

1.7 We may amend these Terms at any time, by providing written notice to you. By clicking “I accept” or continuing to use the Services after the notice or 30 days after notification (whichever date is earlier), you agree to the amended Terms. If you do not agree to the amendment, you should cease using the Services. If you have paid upfront for recurring access to any of the Services (excluding one-time purchases) and you would like to cancel them, please contact us in writing within 30 days of receiving notice to cancel that recurring access and we will issue you a refund of the tokens for such Services.

2. Services

2.1 We will not be responsible for any other services unless expressly set out in these Terms or on the Platform.

2.2 You acknowledge and agree that any information, advice, material or work provided by us as part of the Services does not constitute legal or financial advice.

2.3 The Services (including the AI Systems) do not provide medical advice, medical assessments, or professional healthcare guidance. The Services assist with administrative tasks and information organisation only. You must not use the AI Systems as a substitute for professional medical, legal, or other expert advice.

2.4 If we provide you with access to any new or beta services, you acknowledge that because of the developmental nature of such services, you use them at your own risk and we have no obligation to maintain or provide error corrections. Any new or beta services we provide you with access to are for evaluation purposes only and not for production use, and we may discontinue those services at any time at our sole discretion.

3. AI Systems

3.1 You acknowledge and agree that we may use Artificial Intelligence (AI) Systems in the provision of our Services. Our use of AI Systems may include data analysis, providing you with information and analytics through the AI chatbot, improving and optimising our services and for quality assurance purposes.

3.2 You should be aware of the limitations of the information our AI Systems use to provide you with the Services. You acknowledge and agree that:

(a) while safeguards are built into the AI Systems that we use as part the Services, we do not specifically curate data inputted into AI Systems and/or the data used by our AI System (including Your Data);

(b) AI systems may produce inaccurate, incomplete or misleading outputs;

(c) due to the nature of machine learning, outputs of the AI Systems may not be unique across users and the AI Systems may generate the same or similar output for other users;

(d) where the Mobile Platform provides translation services, these are automated translations that are not NAATI certified or professionally verified. You acknowledge that translations may be inaccurate and should not be relied upon for critical communications;

(e) we do not guarantee the accuracy, completeness, or currency of any data provided by the AI Systems and we have not verified the accuracy, relevance, and application of the information to your or your customer’s personal circumstances;

(f) all AI generated content must be reviewed, verified, and approved by appropriately qualified personnel before being relied upon or used in any professional capacity; and

(g) you remain fully responsible for all professional decisions, recommendations, and actions taken based on or incorporating AI generated outputs.

3.3 Although we use AI Systems, we agree that we will not use any of your confidential information, Personal Information, Your Data or any other data or information provided by you to train, develop, improve or enhance any artificial intelligence or machine learning models, algorithms or systems, whether owned by us or any third party.

3.4 You remain solely responsible for verifying the accuracy of all AI-generated content and ensuring compliance with your professional standards and regulatory requirements.

4. Account

4.1 You must create an Account through the Web Platform to access and use the Services. Account creation, management, and authentication occur exclusively through the Web Platform. The Mobile Application provides access to Services only after successful account setup and authentication through the Web Platform.

4.2 You may sign up as an individual user if you are a sole business user, or sign up as a team collaboration account if you have more than 1 person who will use our Services.

4.3 If you have a team collaboration Account, you may invite Authorised Users to access and use the Services under your Account. You are responsible for ensuring that your Authorised Users comply with these Terms. You may change who your Authorised Users are at any time through your Account, and what access rights or permissions they have when using the Services. Any limitations on the number of Authorised Users you can have will be set out in your Account or on the Services.

4.4 While you have an Account with us, you agree to (and to ensure your Authorised Users agree to):

(a) keep your information up-to-date (and ensure it remains true, accurate and complete);

(b) keep usernames and passwords secure and confidential, and protect them from misuse or being stolen; and

(c) notify us if you become aware of, or have reason to suspect, any unauthorised access to your Account or any logins linked to your Account.

4.5 If you close your Account, you and your Authorised Users will lose access to the Services.

5. Tokens and Payment

5.1 We operate the Services on a token-based subscription system. You will receive a set number of tokens per month based on your subscription tier, as set out in your Account.

5.2 Once you have used all the allocated tokens, you may purchase additional tokens to access the Services.

5.3 You can only process the subscription payments or purchase of additional tokens through our web application.

5.4 You must pay all amounts due under these Terms in accordance with these Terms or as set out on our Web Platform (as applicable).

5.5 Details of the Services, including tokens, features, limitations, fees, subscription tier, and billing cycles (for recurring services) are set out on our Web Platform. For recurring services, you will be billed on a regular basis, as set out on our Web Platform, at the beginning of each billing cycle. All other Paid Services must be paid for at the time you order the Service.

5.6 Tokens have no cash value or any other value outside the Services. You must not sell, transfer, trade, gift or otherwise exchange tokens with other users or third parties.

5.7 We will clearly display the number of tokens remaining in your Account. The number of tokens required for particular features may vary and we determine this based on a variety of factors, including feature complexity, computational requirements and data analysis depth, which may not always be able to be determined in advance of an interaction. Accordingly, the number of tokens you need to access a particular feature may change at any time and will be set out on the Web Platform.

5.8 Cancellation: All recurring Services continue for the agreed Service term (that you selected when purchasing the Service) (Service Term). At the end of each Service Term, provided you have paid all fees owing, your recurring Services will be automatically renewed for the same term. If you wish to cancel your recurring Services, you must provide us with 30 days’ written notice via the Web Platform or by contacting us. Your cancellation will take effect at the end of your current Service Term. Unused tokens do not carry forward beyond cancellation and are not refundable.

5.9 Our payments methods will be set out at the time you purchase the Services. If you choose to pay your fees using one of our third-party payment processors, you may need to accept their terms and conditions (if this is the case, these will be set out at the time you make payment).

5.10 You must not pay, or attempt to pay, any fees due under these Terms or as a result of your use of the Services by fraudulent or unlawful means. If you make payment by debit or credit card, you must be the authorised card holder. If payment is made by direct debit, by providing your bank account details and accepting these Terms, you authorise our nominated third-party payment processor to debit your bank account, and you confirm that you are either the holder or an authorised signatory of that bank account.

5.11 If any fees due under these Terms or as a result of your use of the Services are not paid on time, we may:

(a) suspend your access to the Services; and

(b) charge interest on any overdue payments at a rate equal to the Reserve Bank of Australia’s cash rate, from time-to-time, plus 2% per annum, calculated daily and compounding monthly.

5.12 You are responsible for paying any levies or taxes associated with your use of the Services, for example sales taxes, value-added taxes or withholding taxes (unless we are required by law to collect these on your behalf).

6. Licence

6.1 During the Term, we grant you and your Authorised Users a right to use our basic Services in accordance with these Terms. This right cannot be passed on or transferred to any other person.

6.2 When you purchase our Paid Services, your access rights will vary based on the type of service. For one-time purchases, we grant you and your Authorised Users the right to access the purchased Service until the earlier of the specified duration of access, the termination of these Terms or your cancellation of the specific Service. For recurring services, we grant you and your Authorised Users a right to access the relevant Services only for the duration that you continue to pay for the Service, subject to these Terms. These rights cannot be passed on or transferred to any other person.

6.3 You must not (and you must ensure that your Authorised Users do not):

(a) access or use the Services in any way that is improper or breaches any laws, infringes any person's rights (for example, intellectual property rights and privacy rights), or gives rise to any civil or criminal liability;

(b) interfere with or interrupt the supply of the Services, or any other person’s access to or use of the Services;

(d) use any unauthorised or modified version of the Services, including but not limited to for the purpose of building similar or competitive software or for the purpose of obtaining unauthorised access to the Services;

(e) attempt to access any data or log into any server or account that you are not expressly authorised to access;

(f) use the Services in any way that involves service bureau use, outsourcing, renting, reselling, sublicensing, concurrent use of a single user login, or time-sharing;

(g) circumvent user authentication or security of any of our networks, accounts or hosts or those of any third party; or

(h) access or use the Services to transmit, publish or communicate material that is, defamatory, offensive, abusive, indecent, menacing, harassing or unwanted.

7. Availability, Disruption and Downtime

7.1 While we strive to always make the Services available to you, we do not make any promises that these will be available 100% of the time. The Services may be disrupted during certain periods, including, for example, as a result of scheduled or emergency maintenance.

7.2 The Services may interact with, or be reliant on, products or services provided by third parties, such as cloud hosting service providers. To the maximum extent permitted by law, we are not liable for disruptions or downtime caused or contributed to by these third parties.

7.3 We will try to provide you with reasonable notice, where possible, of any disruptions to your access to the Services.

8. Intellectual Property and Data

8.1 We own all intellectual property rights in the Services. This includes how the Services look and function, as well as our copyrighted works, trademarks, inventions, designs and other intellectual property. You agree not to copy or otherwise misuse our intellectual property without our written permission (for example, to reverse engineer or discover the source code of our intellectual property), and you must not alter or remove any confidentiality, copyright or other ownership notice placed on the Services.

8.2 We may use any feedback or suggestions that you give us in any manner which we see fit (for example, to develop new features), and no benefit will be owed to you as a result of any use by us of your feedback or suggestions.

Your Data

8.3 We do not own any of Your Data, but when you enter or upload any of Your Data into the Services, you grant us the right to access, analyse, backup, copy, store, transmit, and otherwise use Your Data for the duration of your use of the Services (and for a reasonable period of time afterwards). We do not access, view or analyse Your Data except in the following circumstances:

(a) when you specifically provide Your Data to us for technical support purposes (such as sharing screenshots or information when reporting issues);

(b) to the extent necessary to diagnose problems with, improve, develop and protect the Services (such as automated backup and storage processes); or

8.4 You acknowledge and agree that because of the nature of the internet, the processing and transmission of Your Data by us may occur over various networks.

8.5 You are responsible for (meaning we are not liable for):

(a) the integrity of Your Data on your systems, networks or any device controlled by you or your Authorised Users; and

(b) backing up Your Data.

8.6 When you use the Services, we may create anonymised statistical data from Your Data and usage of the Services (for example, through aggregation). Once anonymised, we own that data and may use it for our own purposes, such as to provide and improve the Services, to develop new services or product offerings, to identify business trends, and for other uses we communicate to you. This may include making such anonymised data publicly available, provided it is not compiled using a sample size small enough to make underlying portions of Your Data identifiable.

8.7 If you do not provide Your Data to us, it may impact your ability to receive the Services.

Data Retention and Deletion

8.8 We will retain Your Data for the duration of your use of the Services and for a period of 6 months after termination of these Terms, unless:

(a) you request earlier deletion of Your Data (subject to our legal and regulatory obligations);

(b) we are required by law or regulation to retain Your Data for a longer period; or

8.9 For healthcare providers, aged care and NDIS providers, you acknowledge that:

(a) you remain responsible for complying with applicable healthcare record retention requirements, including requirements under the relevant health records legislation, NDIS Practice Standards, and relevant professional body guidelines;

(b) our retention periods may not align with your professional or regulatory obligations, and you must maintain your own records as required by law;

(c) upon termination, we will delete Your Data, unless retention is required by law. You agree to export Your Data prior to the termination of this Agreement.

8.10 We will use commercially reasonable efforts to securely delete Your Data at the end of the applicable retention period, except where retention is required by law or for the establishment, exercise or defence of legal claims.

8.11 This clause 8 will survive the termination or expiry of these Terms.

9. Confidential Information

9.1 While using the Services, you may share confidential information with us, and you may become aware of confidential information about us. You agree not to use our confidential information, and to take reasonable steps to protect our confidential information from being disclosed without our permission, and we agree to do the same for your confidential information. This also means making sure that any Authorised Users, employees, contractors, professional advisors or agents of ours or yours only have access to confidential information on a ‘need-to-know basis’ (in other words, the disclosure is absolutely necessary), and that they also agree to not misuse or disclose such confidential information.

9.2 However, either you or we may share confidential information with legal or regulatory authorities if required by law to do so.

9.3 This clause 9 will survive the termination or expiry of these Terms.

10. Privacy

10.1 Each Party agrees to comply with the legal requirements of the Australian Privacy Principles as set out in the Privacy Act 1988 (Cth) (as if it is an “APP entity” as defined in the Privacy Act 1988 (Cth)) and any other applicable legislation or privacy guidelines.

10.2 This clause applies if you are a healthcare provider, aged care or NDIS provider. If you or your authorised users share, upload or otherwise provide us with access to Personal Information (including but not limited to patient consultations and patient medical records) via the Services or any other means, you warrant and agree:

(a) to obtain valid consent to share patient Personal Information with us, or to use the Mobile Platform when providing services to a patient or otherwise using the Services to collect patient Personal Information, including informing your patients that the Mobile Platform will be used to record the patient consultation;

(b) only use the Personal Information in accordance with your or your Authorised User’s patient’s instructions and for the sole purpose for which it was disclosed;

(c) at all times comply with your professional obligations with respect to the Personal Information of patients that you or your Authorised Users receive, collect and share; and

(d) immediately provide us with evidence to satisfy your, or your authorised user’s, compliance with this clause following our request.

10.3 This clause applies if you are not a healthcare provider, aged care or NDIS provider. You agree to:

(a) obtain valid consent where required by applicable law or regulation to share client or project information with us, or to use the Mobile Platform when providing services to clients;

(b) only use information processed through the Mobile Platform in accordance with your client's instructions and for the sole purpose for which it was disclosed;

(c) at all times comply with your professional obligations and applicable industry regulations with respect to client information that you or your authorised users receive, collect and share; and

(d) immediately provide us with evidence to satisfy your compliance with this clause following our request.

10.4 To the maximum extent permitted by law, you are liable for, and agree to indemnify us and hold us harmless in respect of any Liability that we may suffer, incur or otherwise become liable for, arising from or in connection with breach of this clause by you or your authorised users.

10.5 This clause 10 will survive the termination or expiry of these Terms.

11. Consumer Law Rights

11.1 In some jurisdictions, you may have guarantees, rights or other remedies provided by law (Consumer Law Rights), and these Terms do not restrict your Consumer Law Rights. We will only be bound by your Consumer Law Rights and the express wording of these Terms.

11.2 Subject to your Consumer Law Rights, we do not provide a refund for a change of mind or change in circumstance.

11.3 If you accept these Terms in Australia, nothing in these Terms should be interpreted to exclude, restrict or modify the application of, or any rights or remedies you may have under, any part of the Australian Consumer Law (as set out in Schedule 2 of the Competition and Consumer Act 2010 (Cth)).

11.4 This clause 11 will survive the termination or expiry of these Terms.

12. Liability

12.1 To the maximum extent permitted by law, we will not be liable for, and you release us from liability for, any Liability caused or contributed to by, arising from or in connection with:

(a) your computing environment (for example, your hardware, software, information technology and telecommunications services and systems);

(b) your lack of human oversight for the outputs of the AI Systems; or

12.2 Regardless of whatever else is stated in these Terms, to the maximum extent permitted by law:

(a) neither we or you are liable for any Consequential Loss;

(b) a party’s liability for any Liability under these Terms will be reduced proportionately to the extent the relevant Liability was caused or contributed to by the actions (or inactions) of the other party, including any failure by the other party to mitigate its loss;

(c) (where the Services are not ordinarily acquired for personal, domestic or household use or consumption) in respect of any failure by us to comply with relevant Consumer Law Rights, our Liability is limited (at our discretion) to supplying the Services again or paying the cost of having the Services supplied again; and

(d) our aggregate liability to you for any Liability arising from or in connection with these Terms will be limited to the amount of any fees paid by you to us during the 12 months immediately preceding the event giving rise to the Liability, or if you have not paid for the Service, to AU$1,000.

12.3 This clause 12 will survive the termination or expiry of these Terms.

13. Suspension and Termination

Suspension

13.1 We may suspend your access to the Services where we reasonably believe there has been any unauthorised access to or use of the Services (such as the unauthorised sharing of login details for the Services). If we suspend your access to the Services, we will let you know within a reasonable time of doing so, and we will work with you to resolve the matter, or if it cannot be resolved, then we may terminate these Terms and your access to the Services will end.

Termination

13.2 We may terminate these Terms (meaning you will lose access to the Services, and any recurring Services will be cancelled) if:

(a) you fail to pay your fees when they are due;

(b) you or your Authorised Users breach these Terms and do not remedy that breach within 14 days of us notifying you of that breach;

(d) we decide to discontinue the Services, in which case we will provide you with at least 90 days’ written notice and if you have paid upfront for ongoing access to any of the Services (excluding one-time purchases) we will issue you a refund for such tokens; or

(e) you experience an insolvency event (including but not limited to bankruptcy, receivership, voluntary administration, liquidation, or entering into creditors’ schemes of arrangement).

13.3 You may terminate these Terms if:

(a) we breach these Terms and do not remedy that breach within 14 days of you notifying us of that breach; or

(b) we breach these Terms and that breach cannot be remedied, and if you have paid fees for recurring Services upfront, you will be issued a refund of any unused part of the tokens.

13.4 You may also terminate these Terms at any time by notifying us through your Account or to our email for notices (as set out in clause 15.8), and if you have purchased any recurring services, termination will take effect at the end of your current Services period.

13.5 Upon termination of these Terms, we will retain Your Data (including copies) in accordance with clause 8.

13.6 Termination of these Terms will not affect any other rights or liabilities that we or you may have.

13.7 This clause 14 will survive the termination or expiry of these Terms.

14. General

14.1 Assignment: You may not transfer or assign these Terms (including any benefits or obligations you have under these Terms) to any third party without our prior written consent. We may assign or transfer these Terms to a third party, or transfer any debt owed by you to us to a debt collector or other third party.

14.2 Disputes: Neither we or you may commence court proceedings relating to any dispute, controversy or claim arising from, or in connection with, these Terms (including any question regarding its existence, validity or termination) (Dispute) unless we and you first meet (in good faith) to resolve the Dispute. Nothing in this clause will operate to prevent us or you from seeking urgent injunctive or equitable relief from a court of appropriate jurisdiction.

If the Dispute is not resolved at that initial meeting:

(a) where you are resident or incorporated in Australia, refer the matter to mediation, administered by the Australian Disputes Centre in accordance with Australian Disputes Centre Guidelines for Commercial Mediation; or

(b) where you are not resident or incorporated in Australia, refer the matter to arbitration administered by the Australian Centre for International Commercial Arbitration, with such arbitration to be conducted in Sydney, New South Wales, before one arbitrator, in English and in accordance with the ACICA Arbitration Rules.

14.3 Events Outside Our Control: We will not be liable for any delay or failure to perform our obligations (including the Services), if such delay or failure is caused or contributed to by an event or circumstance beyond our reasonable control.

14.4 Governing law: These Terms are governed by the laws of New South Wales, and any matter relating to these Terms is to be determined exclusively by the courts in New South Wales and any courts entitled to hear appeals from those courts.

14.5 Illegal Requests: We reserve the right to refuse any request for or in relation to the Services that we deem inappropriate, unethical, unreasonable, illegal or otherwise non-compliant with these Terms.

14.6 Marketing: You agree that we may send you electronic communications about our products and services. You may opt-out at any time by using the unsubscribe function in our electronic communications.

14.7 Nature of Legal Relationship: These Terms do not create, and should not be interpreted so as to create, a partnership, joint venture, employment or agency relationship between us and you.

14.8 Notices: Any notice you send to us must be sent to the email set out at the beginning of these Terms. Any notice we send to you will be sent to the email address registered against your Account.

14.9 Publicity: You agree that we may, with your written consent, advertise or publicise the fact you are a customer of ours, for example on the Web or Mobile Platform or in our promotional material, and you grant us a right to display and use your logo and branding solely for that purpose.

15. Definitions

15.1 Account means an account accessible to the individual or entity who signed up to the Services, under which Authorised Users may be granted with access.

15.2 AI Systems means any machine-based system that can, for given sets of objectives, generate outputs such as predictions, recommendations, decisions, or content that can influence the environment it interacts with, and includes generative AI tools, large language models, chatbots, and AI-assisted productivity tools.

15.3 Authorised User means a user that you have invited to use the Services through your Account.

15.4 Consequential Loss includes any consequential loss, special or indirect loss, real or anticipated loss of profit, loss of benefit, loss of revenue, loss of business, loss of goodwill, loss of opportunity, loss of savings, loss of reputation, loss of use and/or loss or corruption of data, whether under statute, contract, equity, tort (including negligence), indemnity or otherwise. However, your obligation to pay us any amounts for access to or use of the Services (including the Services) will not constitute “Consequential Loss”.

15.5 Liability means any expense, cost, liability, loss, damage, claim, notice, entitlement, investigation, demand, proceeding or judgment (whether under statute, contract, equity, tort (including negligence), indemnity or otherwise), howsoever arising, whether direct or indirect and/or whether present, unascertained, future or contingent and whether involving a third party or us or you or otherwise.

15.6 Personal Information means any information or opinion about an identified individual, or an individual who is reasonably identifiable, whether the information or opinion is true or not, and whether the information or opinion is recorded in a tangible form or not.

15.7 Services means the services we provide to you, as detailed at the beginning of these Terms.

15.8 Your Data means the information, materials, logos, documents, qualifications and other intellectual property or data supplied by you and your Authorised Users when receiving the Services or stored by or generated by your use of the Services, including any Personal Information collected, used, disclosed, stored or otherwise handled in connection with the Services. Your Data does not include any data or information that is generated as a result of your usage of the Services that is a back-end or internal output or an output otherwise generally not available to users of the Services.