Terms of Service
Effective date: 20/01/2026
Last updated: 20/05/2026
These Terms of Service ("Terms") govern your access to and use of the services provided by ValiDATA AI Pty Ltd (ABN 976 864 428 93) ("ValiDATA", "we", "us", or "our"), including the validata.ai website, the RCL Generator application, and any other software, products, tools, or services we make available (collectively, the "Services").
By accessing or using the Services, you agree to be bound by these Terms. If you are entering into these Terms on behalf of an organisation, you represent that you have authority to bind that organisation, and "you" refers to both you personally and that organisation.
If you do not agree to these Terms, you must not access or use the Services.
1. Definitions
In these Terms:
"Account" means the account you create to access the Services.
"Customer Data" means any data, content, or information you submit to, generate within, or transmit through the Services, including information about members, recipients, or third parties you upload for processing.
"Output" means letters, documents, text, or other content generated by the Services for you.
"Subscription" means a paid plan that grants you access to the Services for a defined period.
"User" means any individual who accesses the Services using your Account.
2. The Services
2.1 Description
ValiDATA provides AI-powered software products and consultancy services. This includes the RCL Generator, a multi-tenant software tool that generates letters and correspondence for golf clubs and similar organisations.
2.2 Modifications
We may add, modify, or remove features of the Services at any time. We will give reasonable notice of material changes that adversely affect paid subscribers.
2.3 Availability
We aim to keep the Services available at all times but do not guarantee uninterrupted access. The Services may be unavailable due to scheduled maintenance, updates, third party outages, or events beyond our reasonable control.
3. Account Registration
To access certain Services, you must create an Account. You agree to:
•    Provide accurate, current, and complete information;
•    Keep your login credentials confidential;
•    Notify us immediately of any unauthorised use of your Account;
•    Be responsible for all activity that occurs under your Account.
You must be at least 18 years old to create an Account. If you create an Account on behalf of an organisation, you warrant that you are authorised to do so.
4. Subscriptions, Fees and Payment
4.1 Fees
Subscription fees, billing cycles, and included features are set out on the pricing page for the relevant Service or in a separate written agreement. All fees are payable in Australian Dollars (AUD) unless stated otherwise. Fees are exclusive of GST unless explicitly stated as GST-inclusive. Where GST applies, it will be added to the price.
4.2 Payment processing
Payments are processed by Stripe Payments Australia Pty Ltd ("Stripe"). By providing payment details, you authorise us and Stripe to charge the applicable fees to your nominated payment method on the agreed billing cycle. Your use of Stripe is also subject to Stripe’s terms, available at stripe.com/au/legal.
4.3 Automatic renewal
Subscriptions automatically renew at the end of each billing cycle at the then-current rate unless cancelled before the renewal date. By subscribing, you authorise recurring charges until you cancel.
4.4 Failed payments
If a payment fails, we may suspend or terminate your access to the Services until payment is received. We may retry failed payments and notify you by email.
4.5 Price changes
We may change subscription prices on at least 30 days’ written notice. Changes take effect at the start of your next billing cycle. If you do not accept a price change, you may cancel your Subscription before it takes effect.
4.6 Taxes
You are responsible for any taxes, duties, or government charges applicable to your purchase, other than taxes on our income.
5. Free Trials
If we offer a free trial, the trial period and conditions will be set out at the time of sign-up. Unless cancelled before the trial ends, your Subscription will automatically convert to a paid plan and you will be charged the applicable fee.
6. Cancellation and Refunds
6.1 Cancellation
You may cancel your Subscription at any time through your Account settings or by contacting us. Cancellation takes effect at the end of your current billing cycle. You retain access to the Services until that date.
6.2 Refunds
Fees already paid are non-refundable except where required by law, including under the Australian Consumer Law. Nothing in these Terms excludes, restricts, or modifies any rights you have under the Australian Consumer Law that cannot be excluded.
6.3 Refund requests
If you believe you are entitled to a refund, contact us at [INSERT SUPPORT EMAIL] within 14 days of the relevant charge with details of your request.
7. Acceptable Use
You must not use the Services to:
•    Violate any law, regulation, or third party right;
•    Send spam, phishing, or other unsolicited communications;
•    Upload or transmit malware, viruses, or harmful code;
•    Attempt to gain unauthorised access to our systems or other users’ accounts;
•    Reverse engineer, decompile, or disassemble any part of the Services;
•    Resell, sublicense, white-label, or commercially exploit the Services without our prior written consent;
•    Use the Services to develop a competing product;
•    Generate, store, or distribute content that is unlawful, defamatory, harassing, discriminatory, sexually explicit, infringing, or harmful to minors;
•    Use the Services in a way that could damage, disable, or impair the Services or interfere with other users;
•    Submit personal information of third parties without a lawful basis for doing so.
We may suspend or terminate your Account if you breach this clause.
8. Intellectual Property
8.1 Our IP
We retain all right, title, and interest in the Services, including all software, designs, trademarks, documentation, and prompts. We grant you a limited, non-exclusive, non-transferable, revocable licence to use the Services in accordance with these Terms and your Subscription.
8.2 Your IP
You retain all rights in your Customer Data. You grant us a worldwide, non-exclusive, royalty-free licence to host, process, transmit, copy, and display Customer Data solely to provide, maintain, and improve the Services.
8.3 Generated Output
Subject to your payment of applicable fees and compliance with these Terms, you own the Output generated for you by the Services. You acknowledge that similar or identical Output may be generated for other users from independent prompts and that we make no warranty as to the uniqueness of Output.
8.4 Feedback
If you provide us with suggestions, ideas, or feedback about the Services, we may use it without obligation, attribution, or compensation to you.
9. Customer Data and Privacy
Our handling of personal information is governed by our Privacy Policy, available at [INSERT PRIVACY POLICY URL]. We comply with the Privacy Act 1988 (Cth) and the Australian Privacy Principles.
You are responsible for ensuring you have all necessary rights, consents, and lawful bases to provide Customer Data to us, including any personal information of your members, recipients, or other third parties, and that doing so does not breach any law or third party right.
You agree to indemnify us for any claim arising from Customer Data you provide that breaches privacy law or third party rights.
10. AI-Generated Content
The Services use artificial intelligence, including third party large language models, to generate Output. You acknowledge and agree that:
•    AI-generated Output may contain errors, omissions, inaccuracies, or hallucinated information;
•    Output is not a substitute for professional legal, financial, medical, or other expert advice;
•    You are solely responsible for reviewing, verifying, and editing all Output before relying on it, distributing it, or sending it to any third party;
•    We make no representation or warranty that Output is accurate, complete, fit for purpose, or non-infringing;
•    The Services may use third party AI providers, and your use is subject to their applicable terms as notified to you.
11. Confidentiality
Each party agrees to keep confidential any non-public information disclosed by the other party that is marked or reasonably understood to be confidential. This obligation does not apply to information that is public through no fault of the receiving party, independently developed, lawfully received from a third party without restriction, or required to be disclosed by law.
12. Warranties and Disclaimers
12.1 Mutual warranties
Each party warrants that it has the authority to enter into these Terms.
12.2 Disclaimer
To the maximum extent permitted by law, the Services are provided "as is" and "as available", and we exclude all warranties, conditions, and representations not expressly set out in these Terms, including any implied warranties of merchantability, fitness for a particular purpose, or non-infringement.
12.3 Australian Consumer Law
Nothing in these Terms excludes, restricts, or modifies any consumer guarantee, right, or remedy under the Australian Consumer Law or other law that cannot be excluded, restricted, or modified. Where the Services are supplied to you as a consumer within the meaning of the Australian Consumer Law and we are entitled to limit our liability under section 64A of the Australian Consumer Law, our liability is limited at our option to:
•    in the case of services: resupplying the services or paying the cost of having the services resupplied; and
•    in the case of goods: replacing the goods, supplying equivalent goods, repairing the goods, or paying the cost of replacement or repair.
13. Limitation of Liability
13.1 Excluded losses
To the maximum extent permitted by law, we are not liable for any indirect, incidental, special, consequential, or punitive loss, or for loss of profits, revenue, data, goodwill, anticipated savings, or business opportunity, whether arising in contract, tort (including negligence), statute, or otherwise.
13.2 Liability cap
Our aggregate liability arising out of or in connection with these Terms, whether in contract, tort (including negligence), statute, or otherwise, is limited to the total fees paid by you to us in the 12 months preceding the first event giving rise to the claim.
13.3 Application
The limitations in this clause apply to the maximum extent permitted by law and do not limit any liability that cannot lawfully be limited or excluded, including under the Australian Consumer Law.
14. Indemnity
You agree to indemnify and hold us harmless from any third party claim, loss, liability, damage, or expense (including reasonable legal fees) arising from or in connection with:
•    Your breach of these Terms;
•    Your Customer Data, including any claim that it infringes a third party right or breaches privacy law;
•    Your use of, or any third party’s use of, Output;
•    Your use of the Services in violation of law or third party rights.
15. Suspension and Termination
15.1 By you
You may terminate your Account at any time as set out in clause 6.
15.2 By us
We may suspend or terminate your Account or access to the Services immediately if:
•    You breach these Terms and do not remedy the breach within 14 days of written notice, or immediately for breaches incapable of being remedied;
•    You fail to pay fees when due;
•    We are required to do so by law or by a third party provider;
•    Continued provision of the Services would in our reasonable opinion expose us to liability or harm.
15.3 Effect of termination
On termination, your right to use the Services ends. You may export your Customer Data for 30 days following termination. After that period, we may delete Customer Data, subject to any legal retention obligation. Clauses that by their nature should survive termination will survive, including clauses 8, 9, 11, 13, 14, and 17.
16. Changes to These Terms
We may update these Terms from time to time. Material changes will be notified by email or through the Services at least 30 days before they take effect. Continued use of the Services after changes take effect constitutes acceptance of the updated Terms. If you do not accept a change, your remedy is to cancel your Subscription.
17. Governing Law and Jurisdiction
These Terms are governed by the laws of Queensland, Australia. The parties submit to the non-exclusive jurisdiction of the courts of Queensland and the Commonwealth of Australia.
18. Dispute Resolution
Before commencing legal proceedings, other than for urgent injunctive relief, the parties will attempt in good faith to resolve any dispute by negotiation. If a dispute is not resolved within 30 days of written notice, either party may refer it to mediation under the Resolution Institute Mediation Rules.
19. General
19.1 Entire agreement
These Terms, together with any document expressly incorporated by reference, including our Privacy Policy, are the entire agreement between the parties on this subject and supersede all prior agreements and representations.
19.2 Assignment
You may not assign these Terms without our prior written consent. We may assign these Terms to a successor entity or affiliate on notice to you.
19.3 Subcontractors
We may engage subcontractors and third party providers (including hosting providers, AI model providers, and payment processors) to deliver the Services. We remain responsible for their acts and omissions in connection with the Services.
19.4 No waiver
A failure or delay to enforce any right under these Terms is not a waiver of that right.
19.5 Severability
If any provision of these Terms is held invalid or unenforceable, the remaining provisions continue in full force.
19.6 Force majeure
Neither party is liable for delays or failures caused by events beyond its reasonable control, including natural disasters, internet outages, acts of government, or third party service failures.
19.7 Relationship
These Terms do not create a partnership, joint venture, agency, or employment relationship between the parties.
19.8 Notices
Notices to us should be sent to info@validata.ai. Notices to you may be sent to the email address associated with your Account.
20. Contact

 

If you have questions about these Terms, contact us:
ValiDATA AI Pty Ltd
ABN: 976 864 428 93
Email: info@validata.ai
Address: Suite 302 13/15 Wentworth Ave, Sydney NSW 2000
Website: https://validata.ai