Terms and Conditions

These Terms and Conditions ("Terms") govern your access to and use of PlotBot, an AI-powered property invoice management platform ("the Service") operated by PlotBot ("we", "us", "our").

By creating an account, you confirm that you have read, understood, and agree to be bound by these Terms and our Privacy Policy. If you do not agree to these Terms, you must not use the Service.

These Terms constitute a legally binding agreement between you and PlotBot. They are governed by the laws of New South Wales, Australia.

PlotBot is a software platform that uses artificial intelligence to help property developers and investors manage invoices, documents, and tax-related classifications across the property lifecycle.

The Service may include features such as AI-powered document extraction, tax classification suggestions, property-based organisation of expenses, email-based document ingestion, integration with third-party accounting and banking services, and read-only collaborator access.

PlotBot is a document management and organisation tool. It does not provide tax advice, financial advice, legal advice, or any form of professional advisory service. See Section 7 for important disclaimers.

Account Registration. To use PlotBot, you must create an account and provide accurate, complete, and current information. You are responsible for maintaining the accuracy of your account information and for keeping your login credentials secure.

Account Security. You are responsible for all activity that occurs under your account. You must notify us immediately if you become aware of any unauthorised use of your account.

One Account Per Person. Each account is for individual use. You may not share your login credentials with others. If you wish to provide access to another person (such as an accountant), you may do so through the collaborator features described in Section 4.

You may invite collaborators (such as your accountant or financial advisor) to access your PlotBot account in a read-only capacity. Collaborators can view your property data, invoices, and classifications but cannot modify, delete, or export your information.

You are fully responsible for all actions taken by any collaborator you invite, including any access to or use of your data. By inviting a collaborator, you represent that you have obtained any necessary consents for them to view the information contained in your account, including any personal information of third parties that may appear in your documents.

Plans. PlotBot offers a free tier with usage limits (such as a limited number of properties) and paid subscription plans billed on a monthly or annual basis. Details of current plans and pricing are available on our website.

Billing. Paid subscriptions are billed in advance for each billing cycle (monthly or annually). All prices are in Australian Dollars and are inclusive of GST where applicable.

Automatic Renewal. Subscriptions automatically renew at the end of each billing cycle unless you cancel before the renewal date. We will not charge you for the next billing cycle if you cancel before it begins.

Cancellation. You may cancel your subscription at any time through your account settings. Cancellation takes effect at the end of the current billing cycle. You will continue to have access to paid features until the end of the period you have already paid for.

No Refunds. Fees are non-refundable once a billing cycle has commenced. If you cancel mid-cycle, you will not receive a pro-rata refund for the unused portion of that cycle.

Price Changes. We may change our pricing from time to time. We will give you reasonable notice of any price changes by email before they take effect. If you do not agree to the new pricing, you may cancel your subscription before the next billing cycle.

Free Tier. The free tier provides access to the same features as paid plans but with usage limits. We reserve the right to modify the scope and limits of the free tier at any time.

Ownership. You retain full ownership of all documents, property information, and other content you upload or enter into PlotBot. We do not claim any ownership interest in your data.

Licence to Provide the Service. By uploading content to PlotBot, you grant us a limited, non-exclusive licence to process, store, and transmit your data solely for the purpose of providing the Service to you. This licence terminates when your account is deleted.

AI Improvement. You also grant us the right to use anonymised and de-identified patterns derived from your document processing to improve PlotBot's AI extraction and classification accuracy. This data does not contain personally identifiable information, document contents, or financial details, and is never shared with third parties or contributed to external datasets. This right survives account deletion, but only in relation to data that has been fully anonymised and de-identified. Full details are set out in Section 5 of our Privacy Policy.

No Data Export. PlotBot does not currently provide a bulk data export feature. You are responsible for maintaining your own copies of any documents or records you submit to PlotBot. We recommend that you retain your original documents independently of the Service.

Data Deletion. If you delete your account, all of your data will be permanently and immediately deleted. This includes all uploaded documents, extracted data, property records, and account information. This deletion is irreversible and no recovery is possible. PlotBot does not retain backups of your data after account deletion. You should ensure you have saved any records you need before deleting your account.

Service Discontinuation. In the unlikely event that PlotBot ceases operations, we will provide you with reasonable notice by email and a reasonable period of time to download or save your data before the service is shut down.

No Professional Advice. PlotBot uses artificial intelligence to extract data from documents and to suggest tax classifications. These AI-generated outputs are provided as suggestions only. PlotBot does not provide, and nothing in the Service should be construed as, tax advice, financial advice, legal advice, accounting advice, or any other form of professional advisory service.

AI Accuracy. AI-generated outputs may contain errors, omissions, or inaccuracies. You are solely responsible for reviewing, verifying, and accepting or rejecting any data extraction or classification suggested by PlotBot before relying on it for any purpose, including but not limited to tax returns, ATO compliance, financial reporting, or business decisions.

Professional Verification. We strongly recommend that you engage a qualified accountant, tax agent, or other appropriate professional to verify all tax classifications, GST eligibility determinations, capital deduction calculations, and any other financially significant outputs generated by PlotBot before relying on them.

No Liability for AI Errors. To the maximum extent permitted by law, PlotBot accepts no liability for any loss, damage, penalty, fine, or other adverse consequence arising from reliance on AI-generated outputs, including incorrect tax classifications, inaccurate data extractions, or any other errors in the Service's automated processing.

PlotBot may allow you to connect to third-party services, such as accounting software and banking data providers. These integrations are optional and are initiated by you.

When you connect a third-party service, your data will be shared with that service to the extent necessary to provide the integration. PlotBot ensures that data is transmitted securely to the third-party service. However, once your data has been received by a third-party service, it is governed by that service's own terms of service and privacy policy. PlotBot is not responsible for the handling, storage, or security of your data by any third-party service after transmission.

You should review the terms and privacy policies of any third-party service before connecting it to PlotBot.

You agree to use PlotBot only for its intended purpose of managing property-related invoices, documents, and financial records. You must not:

• –use the Service for any unlawful purpose or in violation of any applicable Australian law;
• –upload content that is illegal, fraudulent, defamatory, or that infringes the rights of any third party;
• –attempt to gain unauthorised access to any part of the Service, other users' accounts, or any systems or networks connected to the Service;
• –attempt to reverse-engineer, decompile, or otherwise extract the source code of the Service or its AI models;
• –use the Service to send spam, unsolicited communications, or commercial messages through any PlotBot email functionality;
• –use the Service in any way that could damage, disable, overburden, or impair the Service or interfere with any other party's use of the Service;
• –misrepresent your identity or impersonate any person or entity.

PlotBot's Property. The Service, including all software, design, AI models, workflows, branding, and documentation, is owned by PlotBot or its licensors and is protected by Australian and international intellectual property laws. Nothing in these Terms grants you any right, title, or interest in the Service itself, other than the limited right to use it in accordance with these Terms.

Your Content. As stated in Section 6, you retain ownership of all content you upload or enter into PlotBot.

Feedback. If you provide us with suggestions, ideas, or feedback about the Service, you grant us a non-exclusive, royalty-free, perpetual, irrevocable licence to use that feedback for any purpose, including to improve the Service, without any obligation to you.

If you are a "consumer" as defined under the Australian Consumer Law (Schedule 2 of the Competition and Consumer Act 2010 (Cth)), certain consumer guarantees apply to the services we provide and cannot be excluded by these Terms.

Our services come with guarantees that cannot be excluded under the Australian Consumer Law. For major failures with the service, you are entitled to cancel your service contract with us and to a refund for the unused portion, or to compensation for its reduced value. You are also entitled to be compensated for any other reasonably foreseeable loss or damage. If the failure does not amount to a major failure, you are entitled to have problems with the service rectified in a reasonable time, and if this is not done, to cancel the contract and obtain a refund for the unused portion of the contract.

Nothing in these Terms is intended to exclude, restrict, or modify any rights or remedies you may have under the Australian Consumer Law to the extent that such exclusion, restriction, or modification is prohibited by law.

To the maximum extent permitted by law, and subject to Section 11 (Consumer Guarantees):

PlotBot's total aggregate liability to you for all claims arising out of or in connection with these Terms or your use of the Service is limited to the total amount of fees you have paid to PlotBot in the twelve (12) months immediately preceding the event giving rise to the claim.

PlotBot is not liable for any indirect, incidental, special, consequential, or punitive damages, including but not limited to loss of profits, loss of data, loss of business opportunity, or penalties or fines imposed by any regulatory authority (including the ATO), arising out of or in connection with your use of the Service, even if we have been advised of the possibility of such damages.

Without limiting the above, PlotBot is not liable for any loss or damage arising from reliance on AI-generated outputs without independent professional verification, the acts or omissions of any third-party service you connect to PlotBot, any interruption, suspension, or unavailability of the Service, or your failure to maintain your own copies of documents and records.

PlotBot provides you with a unique email address to which you can forward invoices and other documents for processing. By forwarding emails to this address, you acknowledge that PlotBot will process the full content of those emails, including email body text, attachments, sender and recipient information, and any other content or metadata contained in the email.

You are solely responsible for the content of emails you forward to PlotBot. You should take care not to forward emails containing personal information of third parties that is not necessary for the Service, unless you have appropriate authority or consent to do so.

Suspension by PlotBot. If we reasonably believe that you have breached these Terms, we may suspend your access to the Service and notify you of the reasons for the suspension. You will have the opportunity to respond to the notice and, where appropriate, to rectify the breach. If the breach is not rectified within a reasonable period, or if the breach is of a nature that cannot be rectified, we may terminate your account.

Appeal. If your account is suspended, you may contact us to appeal the suspension. We will review your appeal and respond within a reasonable timeframe.

Termination by You. You may terminate your account at any time by deleting your account through the account settings. Upon deletion, all your data will be permanently and irreversibly deleted as described in Section 6.

Effect of Termination. Upon termination (whether by you or by us), your right to access and use the Service ceases immediately. Sections 7 (AI Disclaimers), 10 (Intellectual Property), 11 (Consumer Guarantees), 12 (Limitation of Liability), and 16 (Governing Law) survive termination.

Availability. We will use reasonable efforts to maintain the availability of the Service, but we do not guarantee uninterrupted, error-free, or secure access. The Service may be temporarily unavailable due to maintenance, updates, or circumstances beyond our control.

Modifications. We may modify, update, or discontinue features of the Service from time to time. Where a modification materially reduces the functionality of a feature you are using, we will endeavour to give you reasonable notice. Continued use of the Service after a modification constitutes your acceptance of the change.

No Unilateral Variation of Material Terms. We will not unilaterally vary these Terms in a way that materially reduces your rights or increases your obligations without providing you with reasonable notice by email and the opportunity to cancel your subscription before the changes take effect.

These Terms are governed by the laws of New South Wales, Australia.

If a dispute arises between you and PlotBot in connection with these Terms or the Service, the parties agree to follow this process:

Step 1 — Informal Resolution. You agree to first contact us and attempt to resolve the dispute informally. We will make reasonable efforts to address your concern within 30 days.

Step 2 — Mediation. If the dispute is not resolved informally within 30 days, either party may refer the dispute to mediation administered by a mediator agreed upon by the parties, or if the parties cannot agree, a mediator appointed by the Resolution Institute (or its successor body). The mediation will take place in Sydney, New South Wales, unless the parties agree otherwise. Each party will bear its own costs of mediation, and the costs of the mediator will be shared equally.

Step 3 — Court Proceedings. If the dispute is not resolved through mediation within 60 days of the mediator's appointment, either party may commence proceedings in the courts of New South Wales, Australia. You agree to submit to the non-exclusive jurisdiction of the courts of New South Wales.

Nothing in this section prevents either party from seeking urgent interlocutory relief from a court of competent jurisdiction.

Your use of the Service is also governed by our Privacy Policy, which explains how we collect, use, store, and protect your personal information. The Privacy Policy forms part of these Terms. By using the Service, you consent to the collection and use of your information as described in the Privacy Policy.

We may update these Terms from time to time. When we make material changes, we will notify you by email. The updated Terms will take effect from the date specified in the notification.

If you do not agree to the updated Terms, you may cancel your subscription and delete your account before the changes take effect. Your continued use of the Service after the updated Terms take effect constitutes your acceptance of the changes.

We will not make material changes to these Terms without providing you with reasonable notice.

Entire Agreement. These Terms, together with the Privacy Policy, constitute the entire agreement between you and PlotBot in relation to the Service and supersede all prior agreements, representations, and understandings.

Severability. If any provision of these Terms is found to be invalid, illegal, or unenforceable by a court of competent jurisdiction, that provision will be severed and the remaining provisions will continue in full force and effect.

Assignment. You may not assign or transfer your rights or obligations under these Terms without our prior written consent. We may assign our rights and obligations under these Terms to a successor entity in connection with an acquisition, merger, or sale of all or substantially all of our assets, provided that the successor entity agrees to be bound by these Terms. We will notify you of any such assignment.

Waiver. A failure by either party to exercise or enforce any right or provision of these Terms does not constitute a waiver of that right or provision.

Force Majeure. PlotBot is not liable for any failure or delay in performing its obligations under these Terms to the extent that such failure or delay is caused by circumstances beyond its reasonable control, including but not limited to natural disasters, government actions, internet or telecommunications failures, cyberattacks, or pandemic.

Notices. All notices from PlotBot to you will be sent to the email address associated with your account. You are responsible for ensuring that your email address is current and accurate.

If you have any questions about these Terms, please contact us at: