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End-User License Agreement

Last updated: 6 November 2026

This End-User License Agreement (the "Agreement") is a legal agreement between you and Traceable Docs Pty Ltd (ACN 702 883 494), referred to as "we", "us", or "Traceable", governing your use of the Traceable application and website (the "Service"). By creating an account, accepting this Agreement during onboarding, or using the Service, you agree to be bound by it. If you do not agree, do not use the Service.

1. Licence

We grant you a limited, non-exclusive, non-transferable, and revocable licence to access and use the Service for your internal business purposes, subject to this Agreement.

2. Your account

You are responsible for the activity that happens under your account and for keeping your login credentials secure. You must provide accurate information and promptly update it if it changes.

3. Subscriptions, payment and cancellation

  • Billing: paid plans are billed in advance, per author seat (plus any add-ons you choose, such as additional organisations), monthly or annually. You pay by card through our payment processor, Stripe, or by invoice where we have agreed that in writing. A subscription renews automatically at the end of each billing period until it is cancelled, except a plan billed by invoice for a term agreed in writing, which ends on the agreed date, after which your organisation moves to the Free plan and nothing is deleted. Your organisation's country sets the currency you pay in: Australian dollars for Australia and New Zealand, US dollars elsewhere. It must be set before a first card payment.
  • Refunds: fees are non-refundable, including for a part-used billing period, except where the law requires otherwise.
  • One-off add-ons: some add-ons, such as the skill library, are paid for once rather than with your subscription. A one-off add-on belongs to the billing account it was bought for, covers every organisation on that account, and stays available while the account is on a paid plan. If the account moves to the Free plan it is paused, and it returns when the account moves to a paid plan again. A one-off fee is non-refundable, except where the law requires otherwise.
  • Changes: an increase in author seats, or a move to a higher plan, applies immediately and is charged pro rata for the rest of the current billing period. A reduction in seats, a move to a lower plan, or a change of billing interval takes effect at the next renewal.
  • Failed payments: if a card payment fails, your plan stays in effect for 14 days from the first failed payment, and your organisation's administrators are notified. If payment has not been made by then, your organisation becomes read-only until it is: you can still view and export your content and complete signatures on documents already in review, but you cannot author new content.
  • Cancellation: an administrator can cancel a card subscription at any time in Organisation settings. Cancellation takes effect at the end of the current billing period, after which your organisation moves to the Free plan. A plan billed by invoice is cancelled by contacting us.
  • Your records: cancelling or moving to a lower plan does not delete your records. Anything over the lower plan's limits stays available to read and export, though you cannot add more of it.
  • Taxes: prices are shown excluding GST. Australian customers are charged GST on top, at the applicable rate (currently 10%), worked out from the billing address. Customers outside Australia are not charged Australian GST.

4. Acceptable use

You agree not to:

  • use the Service in breach of any law or regulation,
  • attempt to gain unauthorised access to the Service, other accounts, or our systems,
  • interfere with or disrupt the integrity or performance of the Service,
  • reverse engineer, copy, or resell the Service except as permitted by law,
  • upload content that you do not have the right to use, or
  • post messages that are unlawful, harassing, abusive, or defamatory, or that share information you are not authorised to share.

5. Your content

You retain ownership of the content you create or upload. You grant us the rights needed to host, store, process, and display that content so we can provide the Service to you and your organisation. You are responsible for your content and for having the rights to use it.

Your content includes the messages you post in document discussions and conversations. They can be read by the members of your organisation who have access to the discussion or conversation, as described in section 8 of our Privacy Policy. An Admin of your organisation may remove any message in a discussion or conversation they can read. We do not monitor messages, but we may act on a report that a message breaches section 4.

Discussions and conversations are not controlled records. Messages are not reviewed, approved, signed, or released as controlled versions, as your documents are. Record any decision, requirement, or approval that your quality system or a regulator needs in the controlled documents themselves, not only in a message.

6. AI features

The Service includes AI features: the built-in Assistant, and AI applications you connect to the Service. They generate output automatically, and that output can be inaccurate or incomplete. AI output is not regulatory, legal, or other professional advice. You remain responsible for reviewing anything an AI feature produces before you rely on it, include it in your records, or submit it to anyone, including a regulator. The built-in Assistant uses a third-party AI model run with zero data retention and with no web access. We may change the model we use, provided it meets both of those conditions. Usage limits apply to AI features, including a daily limit on replies from the Assistant. An application you connect can post messages as you, marked with its name, and you are responsible for those messages as if you had posted them. How we handle the information involved is described in sections 6 and 7 of our Privacy Policy.

7. Our intellectual property

The Service, including its software, design, and branding, is owned by us and our licensors and is protected by intellectual property laws. Except for the licence granted to you, this Agreement does not give you any rights in the Service.

8. Availability and no warranty

We aim to keep the Service available and reliable, but we provide it on an "as is" and "as available" basis. To the extent permitted by law, we do not make warranties about the Service, including that it will be uninterrupted, error-free, or fit for a particular purpose. Nothing in this Agreement excludes rights or guarantees that cannot be excluded under applicable consumer law.

9. Limitation of liability

To the extent permitted by law, we are not liable for indirect, incidental, or consequential loss, and our total liability arising out of or in connection with the Service is limited to the amount you paid us for the Service in the twelve months before the event giving rise to the liability.

10. Termination

You may stop using the Service and close your account at any time. We may suspend or terminate your access if you breach this Agreement or if we reasonably need to. On termination, your licence ends, though sections that by their nature should survive will continue to apply.

Cancelling a subscription does not terminate this Agreement and does not delete your content. When the paid period ends, your organisation moves to the Free plan, as described in section 3, and you can go on using the Service on that plan.

When this Agreement itself ends, for example because you close your account or we terminate your access for a breach, you may sign in for 30 days afterwards for the sole purpose of exporting your content. Exporting it is your responsibility, as is determining and meeting any record-keeping or retention obligations that apply to you, including any required by your own quality system or by a regulator. The Service is not your archive of record for that purpose: after that period we do not undertake to keep your content, and any retention period you are subject to must be met from the records you have exported.

11. Privacy

Your use of the Service is also governed by our Privacy Policy, which explains how we handle your personal information.

12. Governing law

This Agreement is governed by the laws of Australia and the state or territory in which Traceable Docs Pty Ltd is based, and you submit to the non-exclusive jurisdiction of the courts there.

13. Changes to this Agreement

We may update this Agreement from time to time. When we do, we will revise the "Last updated" date above. When we make a material change, we will notify you within the Service at least 30 days before it takes effect. If you do not agree to a change, you may stop using the Service and close your account under section 10. Continuing to use the Service after a change takes effect means you accept the updated Agreement.

14. Contact us

If you have questions about this Agreement, contact us at privacy@traceabledocs.com.