Terms of Service

1.1 These Terms of Service govern access to and use of Organise My Site, an online workshop management software platform for repair shops and related service businesses.

1.2 The Service is provided by WORKSHOP OS PTY LTD ABN/ACN 42 697 296 236 of 31 Ellenbrae Pl, Marangaroo WA 6064, trading as Organise My Site (Organise My Site, OMS, we, us, our).

1.3 These Terms apply to each customer, business, account owner, administrator, invited user and portal user who accesses or uses the Service.

1.4 By creating an account, starting a trial, using the Service, inviting users, enabling portal access, or continuing to use the Service after being notified of these Terms, you agree to these Terms.

1.5 If you use the Service on behalf of a business, company, partnership, trust or other organisation, you represent that you have authority to bind that organisation. In that case, you and your mean that organisation and its authorised users, unless the context requires otherwise.

1.6 If you do not agree to these Terms, you must not access or use the Service.

2.1 Account means the account used to access and administer the Service.

2.2 Account Owner means the person or business that creates, controls or pays for an Account, or any replacement account owner accepted by us.

2.3 Administrator means a user with administrative permissions in the Service.

2.4 Customer means the person or business subscribing to or using the Service.

2.5 Customer Data means data, content, files, images, records and information entered into, uploaded to, generated in, stored in or processed through the Service by or for a Customer, including workshop, customer, staff, vehicle, job, quote, approval, stock, parts, supplier, labour, invoice, portal, message, user and billing-related records.

2.6 End User means any employee, contractor, administrator, customer, portal user or other person who accesses the Service under or through a Customer Account.

2.7 Fees means subscription fees, user-seat fees, add-on fees, usage fees, implementation fees, taxes and other amounts payable for the Service.

2.8 Personal Information has the meaning given in the Privacy Act 1988 (Cth).

2.9 Service means the Organise My Site website, application, customer portal, dashboard, job-management, stock/parts, labour, invoicing, customer, supplier, permissions, reporting, support and related software features, documentation and services.

2.10 Subscription means a paid plan, free trial, discounted trial, beta access or other access arrangement for the Service.

3.1 The Service is intended for use by repair shops and related service businesses for internal business operations and customer-facing workflow support.

3.2 Unless we agree otherwise in writing, the Service is not intended for personal, household or domestic use.

3.3 Nothing in these Terms excludes, restricts or modifies any rights that cannot be excluded, restricted or modified under the Australian Consumer Law or other applicable law.

3.4 OMS is primarily targeted at Australian workshop businesses, but the Service may be accessible to users outside Australia. Unless we agree otherwise in writing, we do not actively market the Service to New Zealand, the United Kingdom, the United States, the European Union or other overseas markets at this stage. We may refuse, suspend or restrict access from countries, regions, users or use cases that we consider high-risk, sanctioned, unlawful, unsupported or unsuitable for the Service.

4.1 Organise My Site provides software tools to help workshops organise jobs, customers, vehicles, parts, labour, stock, suppliers, invoices, staff access, customer communications, customer portal access and operational reporting. Feature details may be described in the user manual, help materials, plan terms or in-app descriptions.

4.2 We may update, improve, modify, suspend, remove, replace or discontinue features from time to time. If a change materially reduces core paid functionality, we will take reasonable steps to notify affected Customers where practicable.

4.3 The Service is a workflow and record-management tool. Unless expressly agreed in writing, it is not:

(a) accounting, bookkeeping or tax software;

(b) legal, tax, financial, business, employment, insurance, safety, regulatory or compliance advice;

(c) a payment processing, banking, escrow, credit or financial transaction service;

(d) a substitute for professional judgement, workshop inspection, quality control, accounting review, legal compliance checks, workplace safety systems or customer-service processes.

4.4 You are responsible for checking the accuracy, suitability and lawfulness of records, prices, quotes, invoices, approvals, communications, stock levels, labour entries, reports, tax/GST treatment and other outputs generated, stored or sent through the Service.

4.5 The Service may be made available during beta or early public release. Beta, preview, trial or experimental features may be incomplete, changed, withdrawn or less reliable than general-release features and should not be used for critical operations unless you have appropriate backup processes.

4.6 The Service may help create invoices, receipts, job updates and related records. OMS may integrate with accounting or financial tools. OMS does not process payments between workshops and their customers and is not a banking, payment-processing, payroll, tax, accounting or financial-advice service.

5.1 You must provide accurate account, billing and contact information and keep it up to date.

5.2 The Account Owner and Administrators are responsible for:

(a) inviting, removing and managing End Users;

(b) assigning roles and permissions;

(c) controlling customer portal access;

(d) deciding what Customer Data is entered, displayed, shared, exported or deleted;

(e) ensuring End Users comply with these Terms.

5.3 You are responsible for all activity under your Account except to the extent caused by our breach of these Terms, fraud, wilful misconduct or unlawful act.

5.4 Each End User should use their own login where reasonably practicable. You must keep login credentials confidential and must not share passwords or allow unauthorised access.

5.5 You must promptly notify us of any unauthorised access, suspected compromise, mistaken disclosure, security incident or loss of credentials affecting your Account or Customer Data.

5.6 We may require password resets, account verification, multi-factor authentication or other reasonable security controls where we consider it necessary to protect the Service, Customer Data, other customers or our systems.

6.1 If you enable a customer portal or invite customers or other third parties to access information through the Service, you are responsible for ensuring that the information shown is accurate, appropriate, authorised and not confidential to another person.

6.2 You must configure portal permissions carefully, including restrictions on internal notes, supplier costs, margins, unrelated customer records, staff information and commercially sensitive information.

6.3 You must not use the portal or customer-facing features to mislead customers, disclose another customer’s data, expose internal or confidential information unintentionally, send unlawful communications, or represent that a customer has approved work, pricing or terms when they have not.

6.4 You are responsible for obtaining and keeping any notices, consents, authorities and records required to communicate with your customers, collect their information, display portal information, issue quotes/invoices, request approvals or send messages through the Service.

7.1 OMS currently offers a 45-day trial. A payment card is required to start the trial. Unless you cancel before the trial ends, your paid monthly subscription automatically begins after the trial and you authorise OMS and its payment processor to charge your nominated payment method.

7.2 Current pricing is AUD 20 per month for the first owner user in a business account and AUD 15 per month for each invited user in that owner's business account, plus GST unless stated otherwise at sign-up or on an order form.

7.3 Subscriptions currently renew monthly and Fees are charged monthly in advance. OMS may offer yearly, promotional or other plans in future if stated at sign-up, on the pricing page or in written plan terms.

7.4 You authorise us and our third-party payment processor, currently Stripe, to charge your nominated payment method for subscription fees, additional users, upgrades, add-ons, GST and other agreed charges. OMS does not store full card details; card processing is handled by Stripe or another payment processor we nominate.

7.5 If payment fails or is overdue, we may retry payment, request updated payment details, suspend access, restrict features, downgrade access or terminate the Subscription after reasonable notice, unless immediate action is reasonably required to prevent loss, security risk or misuse.

7.6 Extra-user charges apply from the next billing period.

7.7 You are responsible for reviewing invoices and billing settings and telling us promptly if you believe a charge is incorrect.

7.8 We may change prices by giving reasonable prior notice. Price changes apply from the next renewal period unless we state otherwise. If a price change materially disadvantages you, you may cancel before it takes effect.

8.1 You may cancel your Subscription using the self-serve billing tools made available in the Service. You may also contact support at info@organisemysite.com.

8.2 Cancellation takes effect at the end of the then-current billing period unless we state otherwise or applicable law requires otherwise. If you cancel mid-month, you keep access until the end of that billing period.

8.3 Unless required by law or expressly stated in writing, Fees already paid are non-refundable and we do not provide refunds or credits for partial billing periods, unused features or removed users.

8.4 Nothing in these Terms excludes rights you may have under the Australian Consumer Law, including rights to remedies for major failures or other non-excludable guarantees.

9.1 As between you and us, you retain ownership of Customer Data.

9.2 You grant us a non-exclusive licence to host, copy, transmit, process, display, back up, analyse and use Customer Data as reasonably necessary to:

(a) provide, secure, support, maintain and improve the Service;

(b) communicate with you and your End Users;

(c) troubleshoot, prevent abuse and protect the Service;

(d) comply with law;

(e) enforce these Terms.

9.3 You are responsible for the accuracy, quality, completeness, lawfulness and suitability of Customer Data.

9.4 You must ensure you have all rights, notices, authorities and consents required to provide Customer Data to the Service, including Personal Information about customers, staff, suppliers, portal users, vehicles and jobs.

9.5 The Service is designed around predetermined workshop-management fields that are not intended to request sensitive information. You must not enter unnecessary Sensitive Information into the Service. If sensitive information is genuinely necessary for your lawful business purpose, you are responsible for ensuring you have obtained any required consent, have a lawful basis to collect it, and use appropriate safeguards. Sensitive Information includes health information, biometric information, criminal-record information and other sensitive information under privacy law.

9.6 We may use aggregated, anonymised or de-identified information derived from use of the Service to improve the Service, monitor reliability, detect abuse, develop benchmarks and produce business insights, provided that information does not identify you, your End Users, your customers or any individual.

10.1 We will handle Personal Information in accordance with our Privacy Policy. The current Privacy Policy, Terms, pricing, app/login page and any public help or user manual materials are available through the Organise My Site website at www.organisemysite.com or through links in the Service.

10.2 You must comply with all privacy laws that apply to your use of the Service, including the Privacy Act 1988 (Cth) where applicable.

10.3 You are responsible for privacy notices and consents required from your staff, customers, suppliers and portal users in relation to your collection, use and disclosure of Personal Information through the Service.

10.4 We may use third-party providers to host, store, process, transmit, analyse, secure, support or back up Customer Data. Our Privacy Policy or product documentation should identify material provider categories and any relevant overseas disclosure information.

10.5 If you become aware of a privacy, data security or suspected eligible data breach incident involving the Service, you must notify us promptly and cooperate with reasonable investigation, containment, notification and remediation steps.

10.6 If we become aware of a security incident affecting Customer Data, we will take reasonable steps to investigate and respond and, where legally required or otherwise appropriate, notify affected Customers without undue delay having regard to the circumstances.

11.1 We will use commercially reasonable technical and organisational measures designed to protect Customer Data against unauthorised access, loss, misuse, interference and disclosure.

11.2 No online service is completely secure, uninterrupted or error-free. You acknowledge that security incidents, outages, bugs, human error, internet failures, third-party service failures and data loss can occur.

11.3 We currently use Firebase Storage, Firestore, Firebase services and Google Cloud services to host and operate the Service. The current hosting region is australia-southeast2. We may also use third-party providers for payment processing, email delivery, analytics, authentication, infrastructure, error monitoring and related operations.

11.4 Known material provider categories currently include Firebase/Google Cloud for hosting and database services, Stripe for payments, Resend for automated emails, and basic Google Analytics for product and usage analytics. OMS may also use accounting integrations, with Xero expected first and QuickBooks, MYOB or similar services potentially added later. Third-party providers may process Customer Data or Personal Information as reasonably necessary to provide, secure, improve, analyse, bill for or communicate about the Service.

11.5 You are responsible for keeping your own records and exports to the extent required for legal, accounting, tax, warranty, insurance, operational or business-continuity purposes. Customers can export data module-by-module where export functionality is available. Current export formats include CSV and Excel. OMS does not currently promise PDF, JSON or whole-account export unless those options are expressly made available in the Service or agreed in writing.

11.6 OMS does not currently promise any fixed daily, weekly or other backup frequency, restore time, retention period or export format unless expressly stated in the Service, product documentation or a written plan term. We do not promise that deleted data can be restored.

11.7 After cancellation or termination, we currently intend to retain Customer Data in active systems for 60 days before deletion or de-identification, unless a longer period is required or permitted by law, security, dispute resolution, backup rotation or legitimate business recordkeeping needs.

11.8 We may impose reasonable technical limits on data exports, restoration requests and support requests, including limits needed to protect the Service or other customers.

12.1 The Service may allow you to send or trigger automated emails and other communications, including receipts, invoices, invoice notices and job update emails. Current OMS functionality does not include SMS, marketing/promotional messages, quote approvals or reminders unless those features are later released and enabled.

12.2 You are responsible for:

(a) ensuring recipient details are accurate;

(b) having permission or another lawful basis to send each communication;

(c) ensuring content is accurate, lawful and not misleading;

(d) complying with the Spam Act 2003 (Cth), privacy laws, consumer laws and any industry-specific rules that apply to your communications;

(e) honouring unsubscribe, opt-out and communication-preference requests where required.

12.3 We may limit, suspend or block communications that we reasonably consider unlawful, abusive, misleading, spam-like, high-risk or harmful to the Service, recipients, other customers or our reputation.

13.1 You and your End Users must not:

(a) use the Service unlawfully, fraudulently, unsafely, abusively or in a way that infringes another person's rights;

(b) upload malware, harmful code, spam, phishing material, illegal content or abusive material;

(c) attempt to gain unauthorised access to the Service, another account or another customer's data;

(d) interfere with, disrupt, overload, scan, scrape, reverse engineer or compromise the Service;

(e) use the Service to send unsolicited marketing or communications in breach of law;

(f) misrepresent invoices, quotes, job records, pricing, stock, customer approvals, warranty information or business information;

(g) process information you are not authorised to process;

(h) copy, resell, sublicense, rent, timeshare or provide the Service to third parties except as expressly allowed;

(i) remove proprietary notices or attempt to derive source code except to the extent permitted by law;

(j) use the Service to build a competing product or benchmark the Service for publication without our written consent;

(k) use the Service to manage stolen, unlawful, controlled or unsafe goods.

13.2 The Service is not designed for, and must not be used as, a safety-critical system or for medical, aviation, emergency, defence, weapons or explosives, controlled goods, financial advice, legal advice, tax advice, payroll, banking, payment processing or other highly regulated use cases.

13.3 You must not use the Service to store unnecessary sensitive personal information, including health information, biometric information, government identifiers, financial account credentials, criminal records, information about children, or other sensitive information unless we expressly agree in writing and appropriate safeguards are in place.

13.4 We may suspend or restrict access if we reasonably believe there has been a breach of this clause, a security risk, non-payment, unlawful use, threatened harm to the Service or other users, or conduct that may expose us to legal or reputational risk.

14.1 The Service may connect with, rely on, link to, or interoperate with third-party services, including Stripe, Firebase/Google Cloud, Resend, basic Google Analytics, accounting systems such as Xero, QuickBooks or MYOB, authentication providers, supplier systems or customer-support tools. Xero is expected to be the first accounting integration introduced, with other accounting integrations potentially added later.

14.2 Third-party services are governed by their own terms and policies. We are not responsible for third-party services except to the extent required by law or expressly agreed in writing.

14.3 We do not guarantee that integrations will remain available, error-free or unchanged.

14.4 If you enable an integration, you authorise us to exchange Customer Data with that integration as reasonably necessary for the integration to operate.

15.1 We will use reasonable efforts to provide the Service and respond to support requests, but we do not guarantee uninterrupted, error-free or constant availability unless a separate written service level agreement applies.

15.2 We may perform maintenance, updates, security work, emergency fixes or changes that affect access to the Service.

15.3 We may provide support through email at info@organisemysite.com, in-app tools, documentation or other channels we nominate.

15.4 Any target response times, uptime statements or availability statements are targets only unless expressly stated as binding service levels in an order form or service level agreement.

16.1 We and our licensors own all intellectual property rights in the Service, including software, designs, workflows, interfaces, branding, documentation, templates, databases, know-how, analytics, improvements and derivative works.

16.2 Subject to these Terms and payment of applicable Fees, we grant you a limited, non-exclusive, non-transferable, revocable right to access and use the Service for your internal business operations during your Subscription.

16.3 You must not copy, reproduce, adapt, modify, create derivative works from, commercially exploit or otherwise use the Service except as permitted by these Terms or law.

16.4 If you provide feedback, ideas, suggestions or requests, we may use them without obligation to you, provided we do not disclose your Confidential Information in doing so.

17.1 Each party may receive Confidential Information from the other.

17.2 A party receiving Confidential Information must use reasonable care to protect it and must not disclose it except:

(a) as required to perform obligations or exercise rights under these Terms;

(b) to employees, contractors, advisers and service providers who need to know and are subject to confidentiality obligations;

(c) as required by law, court order, regulator or stock exchange rule;

(d) with the disclosing party’s consent.

17.3 Confidentiality obligations do not apply to information that is public, independently developed without breach, lawfully obtained from another source, or required to be disclosed by law.

18.1 Each party warrants that it has authority to enter into these Terms.

18.2 We will provide the Service with due care and skill as required by applicable law.

18.3 To the maximum extent permitted by law, the Service is provided on an “as is” and “as available” basis.

18.4 We do not warrant that the Service will be uninterrupted, error-free, secure, free from data loss, fit for every workshop process, compliant with every industry requirement, or compatible with every device, browser, integration, accounting method or workflow.

18.5 You remain responsible for workshop operations, customer service, job quality, pricing, tax, accounting, legal compliance, staff management, safety, insurance, warranty decisions and business decisions.

19.1 Nothing in these Terms excludes, restricts or modifies any consumer guarantee, right or remedy under the Competition and Consumer Act 2010 (Cth), the Australian Consumer Law, or any other law that cannot be excluded, restricted or modified.

19.2 Where permitted by law, our liability for breach of a non-excludable guarantee is limited, at our option, to resupplying the services or paying the cost of resupplying the services.

20.1 To the maximum extent permitted by law, neither party is liable for indirect, special, incidental, punitive, exemplary or consequential loss, including loss of profit, revenue, goodwill, opportunity, production, data, customers, contracts, business interruption or reputational harm.

20.2 To the maximum extent permitted by law, we are not liable for loss caused by your failure to check or maintain records, invoices, quotes, approvals, pricing, stock levels, labour entries, reports, exports, portal permissions or communications.

20.3 To the maximum extent permitted by law, our total aggregate liability arising out of or in connection with the Service and these Terms is limited to the greater of:

(a) the Fees paid by you to us for the Service in the 6 months before the event giving rise to the claim; and

(b) AUD 500.

20.4 The limitation in clause 20.3 does not apply to liability that cannot be limited by law, or to our fraud, wilful misconduct or deliberate breach of confidentiality.

20.5 The parties agree that the Fees reflect the allocation of risk in these Terms.

21.1 You indemnify us, our officers, employees, contractors and suppliers against claims, losses, damages, liabilities, costs and expenses arising from:

(a) your breach of these Terms;

(b) your Customer Data;

(c) your use of the Service in breach of law;

(d) your dealings with your customers, suppliers, staff or portal users;

(e) your configuration of roles, permissions, portal access, invoices, communications or workflows;

(f) your misuse of the Service or unauthorised access caused by your failure to secure credentials;

(g) any claim that Customer Data or your instructions infringe another person’s rights.

21.2 This indemnity is reduced to the extent the claim is caused or contributed to by our breach of these Terms, negligence, fraud, wilful misconduct or breach of law.

21.3 We will take reasonable steps to mitigate losses and will not settle an indemnified claim in a way that imposes a material admission or non-monetary obligation on you without your consent, not to be unreasonably withheld.

22.1 You may stop using the Service at any time, but Fees remain payable in accordance with these Terms.

22.2 We may suspend or terminate access if:

(a) payment is overdue;

(b) you breach these Terms and do not remedy the breach within a reasonable period after notice, where the breach is capable of remedy;

(c) your use creates a security, legal, operational or reputational risk;

(d) required by law, regulator, court order or third-party provider;

(e) we discontinue the Service or your plan, with reasonable notice where practicable;

(f) we reasonably believe immediate action is needed to prevent harm, unauthorised access, data loss, legal breach or misuse.

22.3 On termination, your right to use the Service ends.

22.4 We may retain, export, delete or de-identify Customer Data after termination in accordance with our Privacy Policy, backup practices, legal obligations and published retention settings.

22.5 You should export required records before cancellation or termination where export functionality is available. We may provide a limited post-termination export period if stated in the Service, product documentation or written plan terms.

22.6 We may retain copies of Customer Data in backups for a limited period after deletion from active systems, subject to backup rotation, security, legal and technical requirements.

23.1 We may update these Terms from time to time.

23.2 If changes are material, we will take reasonable steps to notify you, such as by email, in-app notice, website notice or account notice.

23.3 Updated Terms will apply from the effective date stated in the notice or published version.

23.4 Continued use of the Service after the effective date means you accept the updated Terms. If a material change disadvantages you, you may cancel before the change takes effect.

24.1 We may send notices by email, in-app message, website notice, invoice message or other contact details associated with your Account.

24.2 You may contact us, including for support, legal notices and privacy matters, at info@organisemysite.com.

24.3 You are responsible for keeping contact details current.

25.1 These Terms are governed by the laws of Western Australia.

25.2 The parties submit to the non-exclusive jurisdiction of the courts of Western Australia and courts entitled to hear appeals from those courts.

25.3 Before commencing court proceedings, either party must give written notice of the dispute and the parties must attempt in good faith to resolve it within 20 business days, except where urgent injunctive relief, debt recovery, protection of intellectual property or confidentiality, or another urgent remedy is required.

26.1 You must not assign, novate or transfer your rights or obligations without our prior written consent. We may assign, novate or transfer these Terms as part of a restructure, sale, merger, financing, corporate transaction or transfer of the Service, provided this does not materially reduce your rights.

26.2 If any part of these Terms is invalid or unenforceable, the remainder continues in effect.

26.3 Failure to enforce a right is not a waiver.

26.4 These Terms, together with the Privacy Policy, pricing page, order form, written plan terms and any documents expressly incorporated by reference, form the agreement between the parties.

26.5 If there is an inconsistency, the following order applies unless expressly stated otherwise:

(a) signed order form or special terms;

(b) data processing or service level addendum, if any;

(c) these Terms;

(d) pricing page or plan terms;

(e) Privacy Policy;

(f) website, help-centre or marketing materials.

26.6 A party is not liable for delay or failure to perform caused by events beyond its reasonable control, except for payment obligations.