The agreement between you and ProvidHQ — plain English, fair, and legally sound under Australian law.
The short version: Use ProvidHQ lawfully, pay your subscription on time, and you own all the data you put in. We provide the service in good faith. AI-generated content must be reviewed by you before use — you remain professionally responsible. Either party can end the agreement with reasonable notice. Australian law governs everything.
These Terms of Service ("Terms") form a legally binding agreement between you ("you", "your", "the Customer") and ProvidHQ ("we", "us", "our"), operated from Melbourne, Victoria, Australia.
By creating an account, using the ProvidHQ application or website, or clicking "I agree", you confirm you have read, understood and agree to these Terms. If you are accepting on behalf of an organisation, you confirm you have authority to bind that organisation.
You must be at least 18 years old to use ProvidHQ.
ProvidHQ provides a software-as-a-service (SaaS) platform that enables NDIS providers to generate AI-assisted progress notes, manage invoicing using the NDIS price guide, and maintain compliance records ("the Service").
We reserve the right to modify, improve or discontinue features of the Service with reasonable notice. We will not remove core features that your subscription plan is based on without giving you at least 30 days' notice.
You must provide accurate, current and complete information when creating your account. You are responsible for:
We are not liable for loss or damage arising from your failure to maintain the security of your account credentials.
You own all data you enter into ProvidHQ. We process it solely to deliver the Service to you. We claim no intellectual property rights over your data.
You are responsible for:
Important: ProvidHQ is a tool to assist with NDIS documentation — it is not a registered NDIS software system and does not replace your obligations as a provider. You remain solely responsible for the accuracy, completeness and appropriateness of all records submitted to the NDIA or the NDIS Commission.
ProvidHQ uses artificial intelligence to generate progress notes and other documentation. You acknowledge and agree that:
Paid plans are billed in advance on a monthly or annual basis in Australian Dollars (AUD) including GST. Prices are as displayed on our pricing page at the time of purchase.
Customers who subscribe during our launch period are eligible for locked-in launch pricing as advertised. This price is guaranteed for as long as your subscription remains active and in good standing. If you cancel and later resubscribe, launch pricing will not apply.
We may change standard pricing with at least 30 days' written notice. Launch pricing customers are not affected by standard price increases.
You may cancel your subscription at any time through your account settings or by emailing billing@providhq.com.au. Cancellation takes effect at the end of your current billing period — you retain access until then.
We do not offer pro-rata refunds for partial periods, except where required by the Australian Consumer Law (ACL).
Our services come with guarantees under the Australian Consumer Law that cannot be excluded. Nothing in these Terms excludes, restricts or modifies any right or remedy you may have under the ACL. Where a remedy is available under the ACL, we will provide it.
We offer a 14-day free trial with access to paid features. No credit card is required to start. At the end of the trial, you must select a paid plan to continue using paid features. We reserve the right to limit or end free trials at any time for accounts that abuse the trial terms.
You agree not to use ProvidHQ to:
We may suspend or terminate accounts that breach these conditions without notice where necessary to protect the Service or other users.
ProvidHQ, its name, logo, software, design and documentation are owned by us and protected by intellectual property law. We grant you a non-exclusive, non-transferable, revocable licence to use the Service for your internal business purposes during your subscription.
You retain all intellectual property rights in data you enter into the Service. You grant us a limited licence to process that data solely to deliver the Service.
We aim to provide a reliable service but cannot guarantee uninterrupted availability. We may need to take the Service offline for maintenance, updates or circumstances beyond our control. We will endeavour to notify you of planned downtime in advance.
We are not liable for losses caused by Service unavailability, except as required by the Australian Consumer Law.
To the maximum extent permitted by law (and subject to the Australian Consumer Law):
These limitations do not apply to liability for death, personal injury, fraud, or any liability that cannot be excluded under the Australian Consumer Law.
You agree to indemnify and hold harmless ProvidHQ and its operators from any claims, losses, costs or expenses (including reasonable legal fees) arising from:
By you: You may cancel your account at any time via account settings or by emailing us.
By us: We may suspend or terminate your account with immediate effect if you breach these Terms, or with 30 days' notice if we discontinue the Service.
Effect of termination: Upon termination, your access ends. Your data will be retained for 30 days after termination (so you can export it), then permanently deleted, unless legal retention is required.
These Terms are governed by the laws of Victoria, Australia. Both parties submit to the non-exclusive jurisdiction of the courts of Victoria.
Before commencing legal proceedings, both parties agree to attempt to resolve disputes in good faith through direct negotiation for at least 30 days.
We may update these Terms from time to time. We will notify you of material changes by email at least 14 days before they take effect. Your continued use of the Service after the effective date constitutes acceptance of the updated Terms.
For questions about these Terms: hello@providhq.com.au
For billing queries: billing@providhq.com.au