Terms of service

1. About Us

Tradie Forms Australia (ABN 97 663 623 050) operates this website and provides the Tradie Forms platform. Throughout these terms, 'we', 'us', 'our', and 'Tradie Forms' refer to Tradie Forms Australia. 'You' and 'your' refer to you, the user of our service.

This service is not affiliated with any Australian state or territory government, regulator, or statutory authority. Tradie Forms Australia is an independent tool for licensed tradespeople and businesses.

2. Acceptance

By using our website and services, you agree to be bound by these terms. If you don't agree, you must stop using the service immediately.

We may update these terms at any time. We'll notify you of significant changes, and continued use means you accept the updated terms.

3. About the Service

Tradie Forms is a web-based platform that helps Australian tradies complete compliance, operational, and custom business forms. The service includes form filling, an AI assistant, user accounts, PDF generation, cloud storage, team workspaces, saved details, address helpers, PDF tools, and subscription management.

You are solely responsible for ensuring compliance with all applicable laws, regulations, and licensing requirements in your jurisdiction. The service does not guarantee regulatory compliance or acceptance by government agencies.

We strive to maintain continuous service availability but make no guarantees about uptime or uninterrupted access.

4. User Accounts and Responsibilities

To access certain features, you must create an account. You are responsible for:

• Providing accurate and current information
• Maintaining the security of your account credentials
• All activities that occur under your account
• Managing your form saving preferences and understanding the implications
• Verifying all information generated by this tool before use
• Ensuring compliance with applicable trade and regulatory requirements in your jurisdiction
• Being appropriately licensed or authorised for the trade work and documentation you complete, where licensing applies
• Understanding that this tool is for convenience only and does not replace professional judgment
• Seeking professional advice when uncertain about compliance matters
• Not relying solely on this tool for regulatory compliance
• Only giving the AI assistant information you are authorised to share, including customer, worker, and job information

You are solely responsible for the accuracy and compliance of all trade work and documentation. This service does not provide professional advice.

You may delete your account anytime through your profile settings.

5. Subscription and Payment

Free Plan: Limited to 3 PDF downloads per calendar month. Form fill, preview, saved details management, and available storage features are included.

Solo plan: Unlimited PDF downloads, saved details, smart address search, PDF tools, and related premium features. Billed monthly or annually.

Team Plan: Solo features for a shared workspace, including up to 4 included members (extra team members may be billed separately).

Payment Methods: Subscription fees can be paid through available payment methods on our site, which may change from time to time. We currently use Stripe for secure payment processing. We do not store complete payment card details on our servers.

Billing: Subscriptions are billed in advance on a recurring basis. You authorise us to charge your payment method for all applicable fees.

Price Changes: We may modify subscription prices at any time. Existing subscribers will be notified at least 30 days in advance, with changes taking effect on your next billing cycle.

Failed Payments: If payment fails, we may suspend your account until resolved. Repeated failures may result in termination.

Cancellation: You may cancel anytime through your billing dashboard. Cancellations take effect at the end of your current billing period.

Taxes: You are responsible for all applicable taxes and fees. Prices may not include taxes, which will be calculated at checkout.

6. Data and Privacy

Form Data Processing: We process and store form data, including customer and job information, to provide form filling, cloud saving, PDF generation, connected job imports, and the AI assistant.

Form Saving and Cloud Autosave: We store completed forms and may save the current state of in-progress forms to your account. This feature:

• Allows you to view, reopen, edit, and download saved forms
• Lets you recover or continue an in-progress form across devices
• Lets you turn cloud autosave off through account settings, stopping future draft updates
• Stores forms and drafts until you delete them or they are removed under our retention practices
• Applies the same security measures as other account data

Account Information: When you create an account, we collect and store your email address, saved details, account preferences, and subscription details. This information is stored securely on our servers with appropriate security measures.

Usage Analytics: We collect usage statistics including form interactions, feature usage, download activity, error tracking, and performance metrics to improve our service. This data is anonymised where possible and used in accordance with our Privacy Policy.

AI Assistant: If you choose to use the AI assistant, we process the chat messages, current form context, attachments, voice audio and transcripts, and information from saved details or connected job software that you ask it to use. We use Vercel AI Gateway and its selected language, vision, and transcription providers to provide this feature. Assistant chats are stored until you clear them using New chat. See our Privacy Policy for details about processing, retention, overseas recipients, and your choices.

Payment Information: Payment data is processed and stored by Stripe, our PCI-compliant payment processor. We do not store complete payment card details on our servers. We may store billing addresses and transaction history for accounting purposes.

Technical Data: We automatically collect IP addresses, user agent data, device information, and browser details for security, fraud prevention, and service optimisation purposes.

Communications: We may send you emails related to account verification, billing notifications, service updates, and support communications. You may opt out of non-essential communications.

Data Retention: We retain your account data for as long as your account is active or as needed to provide services. Saved forms and drafts are retained until you delete them, or for a reasonable period after account closure where needed for security, legal, backup, or dispute-resolution purposes.

Data Security: We implement appropriate technical and organisational measures to protect your personal information against unauthorised access, alteration, disclosure, or destruction.

7. Acceptable Use

You agree not to:

• Reverse engineer, decompile, or attempt to extract source code
• Circumvent usage limits, security measures, or access controls
• Use the service for any unlawful purpose or in violation of regulations
• Share account credentials with others or allow unauthorised access
• Access or attempt to access other users' saved forms or data
• Interfere with, disrupt, or overload the service's operation
• Attempt to gain unauthorised access to our systems or other users' accounts
• Use automated tools, bots, or scripts to access the service
• Distribute malware, viruses, or other harmful code
• Violate any applicable laws, regulations, or third-party rights
• Use the service to generate fraudulent or misleading documentation
• Provide personal information to the AI assistant without the authority, permission, or other lawful basis to do so
• Resell, redistribute, or sublicence access to the service

Enforcement: Violation of these terms may result in immediate account suspension or termination, legal action, and you may be held liable for any damages or losses incurred.

8. Disclaimers

The service is provided "as is" and "as available" without warranties of any kind, either express or implied. We make no representations or warranties in relation to this service or the information and materials provided.

We disclaim all warranties, including that the service will be uninterrupted, error-free, secure, accurate, or meet your specific requirements. We make no warranties about regulatory compliance, compatibility, or third-party services.

No Professional Advice: This service does not constitute professional trade, legal, regulatory, or technical advice. The tool is designed for convenience only and does not replace the need for professional expertise, compliance verification, or regulatory consultation.

Regulatory Compliance: We make no warranties that the use of this service or any generated forms will ensure compliance with applicable trade and regulatory requirements in your jurisdiction, Australian Standards, or any other applicable laws or requirements. You are solely responsible for ensuring compliance.

Third-Party Content: Any third-party content, links, or references provided through the service are for informational purposes only. We do not endorse or warrant the accuracy of such content.

Results Disclaimer: We do not guarantee any specific results from using the service. The effectiveness and suitability of generated forms depend on your professional expertise and specific circumstances.

AI Assistant: AI-generated responses, transcripts, summaries, field suggestions, and other outputs may be inaccurate, incomplete, or unsuitable for your circumstances. The AI assistant does not make compliance decisions, provide professional advice, sign forms, or lodge forms with a regulator, council, or portal. You must review and verify every AI-assisted change and the final form or PDF before you use, sign, submit, or rely on it.

9. Liability Limits

We are not liable for any direct, indirect, incidental, special, consequential, or punitive damages, including loss of profits, data, business opportunities, regulatory fines, business interruption, legal fees, reputation damage, or any other commercial losses.

This limitation applies regardless of the legal theory on which the claim is based, whether in contract, tort (including negligence), strict liability, or otherwise, and even if we have been advised of the possibility of such damages.

Liability Cap: Our total liability for all claims shall not exceed the total amount you paid for the service in the 12 months preceding the claim.

Time Limitation: Any claim against us must be commenced within one (1) year after the cause of action accrues, or such claim will be permanently barred.

Essential Terms: These limitations are fundamental elements of the agreement between us. The service would not be provided without these limitations, and they reflect the allocation of risk between the parties.

Consumer Rights: Nothing in these terms limits or excludes any consumer rights under Australian Consumer Law that cannot be limited or excluded. Where such rights apply, our liability is limited to the extent permitted by law.

10. Indemnification

You agree to indemnify, defend, and hold harmless us, our affiliates, directors, officers, employees, and agents from and against any and all claims, demands, losses, liabilities, damages, judgments, awards, costs, and expenses (including reasonable attorneys' fees) arising out of or relating to:

• Your use of the service or any generated forms or documentation
• Any saved forms or stored data in your account
• Your violation of these terms or any applicable laws or regulations
• Any inaccurate, incomplete, or misleading information you provide
• Any claims by third parties related to your trade work or documentation
• Any regulatory non-compliance in your professional activities
• Any breach of data protection, privacy, or confidentiality obligations
• Any unauthorised access to or use of your account
• Any payment disputes, chargebacks, or billing issues
• Your violation of any third-party rights or intellectual property
• Any negligent or wrongful acts or omissions in your professional capacity

Defence Obligation: We may, at our option, assume the exclusive defence and control of any matter subject to indemnification, and you agree to cooperate fully with our defence of such claims.

11. Service Changes and Termination

Service Changes: We reserve the right to modify, suspend, or discontinue the service (or any part thereof) at any time, with or without notice, for any reason including maintenance, security, legal compliance, or business reasons.

Account Termination: We may suspend or terminate your account immediately, without prior notice, if you:

• Violate these terms or our acceptable use policy
• Engage in fraudulent, abusive, or illegal activities
• Pose a security risk or threaten the integrity of our systems
• Fail to pay subscription fees when due
• Provide false or misleading information

Effect of Termination: Upon termination, your right to use the service ceases immediately. We may delete your account data, including any saved forms, and you remain liable for all obligations incurred prior to termination.

Survival: Sections relating to payment obligations, indemnification, limitation of liability, and governing law shall survive termination of these terms.

12. Intellectual Property

Our Intellectual Property: The service, including all software, text, graphics, user interfaces, visual interfaces, photographs, trademarks, logos, sounds, music, artwork, and computer code, is owned by us or our licensors and is protected by copyright, trademark, and other intellectual property laws.

Limited Licence: Subject to these terms, we grant you a limited, non-exclusive, non-transferable, revocable licence to access and use the service for your personal and commercial trade and business purposes. This licence does not include any right to:

• Resell, redistribute, or sublicence the service
• Modify, adapt, or create derivative works
• Reverse engineer, decompile, or disassemble the service
• Remove or alter any proprietary notices
• Use our trademarks or branding without permission

User Content: You retain ownership of any content you create using the service, including form data and professional information. However, you grant us a limited licence to process and store this data as necessary to provide the service, including storing saved forms when you enable that preference and sending AI assistant inputs to our service providers when you choose to use that feature. You confirm that you have the rights and permissions needed for us and those providers to handle that content for these purposes.

Feedback: Any feedback, suggestions, or improvements you provide regarding the service may be used by us without compensation or attribution.

13. Third-Party Services

Third-Party Dependencies: Our service integrates with and depends on various third-party services:

• Stripe: Payment processing and subscription management
• Clerk: User authentication and account management
• PostHog: Analytics, error tracking, and performance monitoring
• Convex: Backend data and real-time sync
• Google Maps: Address and location features (where enabled)
• Vercel AI Gateway and AI providers: AI assistant responses, image understanding, and voice transcription
• Cloud Infrastructure: Hosting and data storage services

Third-Party Terms: Your use of these integrated features is subject to the respective third-party terms of service and privacy policies. We are not responsible for the availability, performance, or policies of these third-party services.

Service Dependencies: If any third-party service becomes unavailable or changes its terms in a way that affects our service, we may need to modify or discontinue affected features.

External Links: The service may contain links to external websites or resources. We are not responsible for the content, accuracy, or availability of such external sites.

14. Professional Requirements

Professional Licensing: By using this service, you represent and warrant that you are a appropriately licensed or authorised tradesperson or business for the work and forms you complete in Australia, and that your licence is current and in good standing.

Regulatory Compliance: You acknowledge and agree that:

• You are solely responsible for ensuring all trade work and documentation complies with applicable regulations
• You will verify all information generated by this tool before use
• You will not rely solely on this tool for regulatory compliance
• You will seek professional advice when uncertain about compliance matters
• You understand this tool is for convenience only and does not replace professional judgment

Professional Standards: You agree to maintain professional standards in your use of the service and any forms generated, including accuracy, completeness, and adherence to industry best practices.

Continuing Education: You are responsible for staying current with changes to trade regulations and standards, standards, and best practices that may affect your use of the service.

15. Security

Account Security: You are responsible for maintaining the confidentiality of your account credentials and for all activities that occur under your account. You must notify us immediately of any unauthorised use of your account.

Data Protection Measures: We implement appropriate technical and organisational measures to protect your personal information, including:

• Encryption of data in transit and at rest
• Regular security assessments and updates
• Access controls and authentication measures
• Monitoring for unauthorised access attempts
• Secure data backup and recovery procedures

Security Incidents: In the event of a security incident that may affect your data, we will notify you in accordance with applicable laws and our incident response procedures.

User Security Obligations: You agree to use strong passwords, keep your software updated, and follow security best practices when accessing the service.

Reporting Security Issues: If you discover any security vulnerabilities or incidents, please report them to us immediately at support@tradieforms.com.au.

16. Governing Law

Governing Law: These terms are governed by and construed in accordance with the laws of New South Wales, Australia, without regard to conflict of law principles.

Jurisdiction: You irrevocably submit to the exclusive jurisdiction of the courts of New South Wales, Australia, and waive any objection to proceedings in such courts on the grounds of venue or forum non conveniens.

Dispute Resolution: Before initiating any legal proceedings, you agree to first attempt to resolve disputes through good faith negotiations by contacting our support team.

Class Action Waiver: You agree that any dispute resolution proceedings will be conducted only on an individual basis and not in a class, consolidated, or representative action.

17. Severability

If any provision of these terms is found to be unenforceable or invalid, that provision shall be limited or eliminated to the minimum extent necessary so that the remaining terms remain in full force and effect.

Our failure to enforce any right or provision of these terms shall not constitute a waiver of such right or provision.

18. Changes to Terms

These terms constitute the entire agreement between you and us regarding the service and supersede all prior agreements and understandings.

We reserve the right to modify these terms at any time. Material changes will be communicated via email or through the service interface. Continued use of the service after changes constitutes acceptance of the modified terms.

19. Contact

For questions about these Terms of Service, contact us at support@tradieforms.com.au.