CivDocs - Construction Management Software for Civil Contractors

1. ACCEPTANCE OF TERMS

By accessing or using CivDocs ("the Service", "we", "us", "our"), you agree to be bound by these Terms and Conditions ("Terms"). If you disagree with any part of these Terms, you may not access the Service.

These Terms apply to all users of the Service, including but not limited to:

Organization administrators ("Admins")
Supervisors
Employees
Visitors to our website

2. DEFINITIONS

"Service" means the CivDocs platform, including all features, functionality, and services provided through our website and applications.

"Organization" means a company or entity that has created an account on CivDocs.

"User" means any individual who accesses or uses the Service, including Admins, Supervisors, and Employees.

"Account" means your registered account with CivDocs.

"Content" means all data, information, text, files, images, documents, and other materials uploaded, stored, or transmitted through the Service.

"Subscription" means a paid plan (Bronze, Silver, or Gold) that provides access to the Service.

"Trial Period" means any free trial period offered by CivDocs.

3. NATURE OF THE SERVICE (IMPORTANT – NO RELIANCE)

3.1 Informational & Productivity Tool Only

CivDocs is a software platform for recording, organising, and displaying information entered by Users.

CivDocs:

does not provide financial, legal, safety, accounting, payroll, tax, or compliance advice
does not verify the accuracy, completeness, or legality of any information entered
does not act as a system of record for regulatory, WHS, payroll, or statutory purposes

All outputs generated by the Service (including reports, invoices, timesheets, analytics, AI outputs, and documents) are provided for informational purposes only.

3.2 No Reliance

You acknowledge and agree that:

you must not rely on CivDocs as a substitute for professional judgment
all decisions made using information from the Service are made at your own risk
you are solely responsible for verifying all outputs before relying on them for any purpose

4. ACCOUNT REGISTRATION AND SECURITY

4.1 Account Creation

You must provide accurate, current, and complete information during registration
You must be at least 18 years old or have parental consent
You are responsible for maintaining the confidentiality of your account credentials
You are responsible for all activities that occur under your account

4.2 Organization Accounts

Organizations are created by Admins
Admins can invite Users to join their Organization
Each User must accept an invitation to join an Organization
Users can belong to multiple Organizations
Admins are responsible for managing Users within their Organization

4.3 Role-Based Access

Admins: Full access to all features within their Organization, including billing, user management, and all data
Supervisors: Access to management features, reporting, and oversight capabilities
Employees: Access to personal features such as timesheets, prestarts, and logbook entries

4.4 Account Security

You must immediately notify us of any unauthorized use of your account
We are not liable for any loss or damage arising from unauthorized access to your account
You are responsible for ensuring Users within your Organization comply with these Terms

5. SUBSCRIPTION AND BILLING

5.1 Subscription Plans

CivDocs offers three subscription tiers:

Bronze: Up to 5 users, 10 machines
Silver: Up to 10 users, 15 machines
Gold: Up to 75 users, 125 machines

Each plan is available on a monthly or annual billing cycle.

5.2 Payment Terms

Subscriptions are billed in advance on a recurring basis
Payment is processed through Stripe, our third-party payment processor
All prices are in Australian Dollars (AUD) unless otherwise stated
Prices are subject to change with 30 days' notice to existing subscribers

5.3 Free Trial

We may offer a free trial period for new Organizations
During the trial period, you have full access to the Service
At the end of the trial period, you must subscribe to continue using the Service
If you do not subscribe, your account may be suspended or terminated

5.4 Payment Failure

If payment fails, we will attempt to notify you
We may suspend or terminate your access to the Service if payment is not received
You remain responsible for all charges incurred prior to suspension or termination

5.5 Cancellation

You may cancel your subscription at any time through your account settings
Cancellation takes effect at the end of your current billing period
No refunds are provided for partial billing periods
Upon cancellation, you will lose access to the Service at the end of your billing period

5.6 Plan Changes

You may upgrade or downgrade your plan at any time
Upgrades take effect immediately; downgrades take effect at the end of your current billing period
Prorated charges or credits may apply when changing plans

5.7 Refunds

Refunds are provided at our sole discretion
No refunds for partial billing periods unless required by law
Refund requests must be submitted within 30 days of the charge

6. USER CONTENT, DATA & RECORDS (CLARIFIED)

6.1 User Responsibility for Content

All Content is user-generated.

You are solely responsible for:

the accuracy, completeness, and legality of all Content
ensuring Content complies with all applicable laws and obligations
maintaining appropriate internal controls and review processes

CivDocs does not review, audit, certify, or validate Content.

6.2 Not a System of Record

CivDocs is not a system of record.

You acknowledge that:

CivDocs is not intended to be the authoritative source for WHS, payroll, tax, or compliance records
you must maintain independent records where required by law
CivDocs may contain incomplete, inaccurate, or outdated information

6.3 Data Retention & Deletion

Data is retained while your subscription remains active
Upon termination, you may request access to your personal information by contacting us at support@civdocs.com.au. We will respond within a reasonable timeframe as required by applicable law
After this period, CivDocs may permanently delete your data
CivDocs does not guarantee long-term retention or archival storage

6.4 Backups & Data Loss

CivDocs relies on third-party infrastructure providers for data storage and backups.

To the maximum extent permitted by law:

CivDocs makes no guarantees regarding backup frequency or recovery
CivDocs is not liable for data loss, corruption, or unavailability
you are responsible for maintaining your own backups of critical data

6.5 Ownership of Content

You retain all ownership rights to Content you upload to the Service
You grant us a worldwide, non-exclusive, royalty-free license to use, store, and process your Content solely to provide the Service

6.6 Prohibited Content

You agree not to upload, store, or transmit Content that:

Violates any applicable law or regulation
Infringes on intellectual property rights
Contains viruses, malware, or harmful code
Is defamatory, harassing, or discriminatory
Contains sensitive personal information without proper authorization
Violates privacy rights of third parties

6.7 Content Monitoring

We reserve the right to monitor Content for compliance with these Terms
We may remove or suspend access to Content that violates these Terms
We are not obligated to monitor Content but may do so at our discretion

7. AI ASSISTANT (CRANK.AI) — STRICT LIMITATION

7.1 Read-Only Decision Support

Crank.ai is a read-only decision-support tool.

It:

analyzes existing data within your Organization only
does not modify, create, or delete data
does not perform automated actions
does not access external or third-party datasets

7.2 No Accuracy Guarantee

AI-generated outputs:

may be incorrect, incomplete, or misleading
are generated based solely on the data available at the time
do not guarantee accuracy, correctness, or suitability for any purpose

7.3 No Reliance on AI Output

You acknowledge and agree that:

AI outputs must not be relied upon for pricing, quoting, safety decisions, WHS compliance, financial commitments, or contractual obligations
all AI outputs must be independently verified before use
CivDocs is not liable for any loss arising from reliance on AI-generated content

7.4 AI Data Storage

AI conversations and outputs may be stored to provide context and continuity
You may delete AI conversation threads at any time

7.5 Data Usage for AI

Your data is used solely to generate insights within your Organization
Data is processed using OpenAI's API and is subject to OpenAI's privacy policy
We do not use your data to train general AI models or share it with third parties for AI training

11. LIMITATION OF LIABILITY (REINFORCED)

11.1 Disclaimer of Warranties

THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, EITHER EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, OR NON-INFRINGEMENT.

11.2 Exclusion of Liability

To the maximum extent permitted by law, CivDocs is not liable for:

decisions made based on information from the Service
inaccuracies in reports, invoices, pre-starts, timesheets, or AI outputs
internal misuse, fraud, or misconduct by Users within an Organization
WHS incidents, compliance failures, or regulatory breaches
loss of data, profits, contracts, or business opportunities

11.3 Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, CIVDOCS SHALL NOT BE LIABLE FOR:

INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES
LOSS OF PROFITS, REVENUE, DATA, OR BUSINESS OPPORTUNITIES
ERRORS OR OMISSIONS IN THE SERVICE
INTERRUPTIONS OR CESSATION OF THE SERVICE
UNAUTHORIZED ACCESS TO OR USE OF YOUR ACCOUNT OR DATA

11.4 Liability Cap

To the maximum extent permitted by law, CivDocs' total liability is limited to the fees paid by you in the 12 months preceding the claim.

11.5 Australian Consumer Law

Nothing in these Terms limits rights under the Australian Consumer Law.

16. PLANT, SAFETY & WHS FEATURES (CRITICAL)

16.1 No Safety Enforcement

CivDocs does not:

enforce safety procedures
prevent machine use
verify inspections
determine fitness for operation
ensure compliance with WHS laws

Pre-start checklists, fault logs, and reports are records only, based entirely on user input.

16.2 Responsibility for Safety