Terms of Service

Version 2026-05-16 · Last updated: 16 May 2026

These Terms of Service ("Terms") govern your use of SecureRoster — the mobile app and admin web app (together, the "Service") — operated by VQS Capital Pty Ltd (ABN 69 682 623 990) ("we", "us"). They form a contract between you (as an individual user) and us, and where the user is an authorised admin signing up an organisation, also between that organisation ("the Org") and us.

1. Acceptance

By creating an account, accepting an invitation, or otherwise using the Service, you agree to these Terms and our Privacy Policy. If you do not agree, do not use the Service.

2. Accounts and roles

• The first person to sign up an organisation becomes the super admin (the Org owner). Subsequent accounts are created by admins or super admins, or via invitation code.
• Each account is for a single named individual. Account sharing is prohibited.
• You are responsible for keeping your login credentials confidential and for all activity under your account.
• We recommend enrolling in two-factor authentication for any admin, manager or super admin account.
• Notify your admin or us immediately if you suspect unauthorised use of your account.

3. Subscription and billing

Use of the Service by an Org requires a paid subscription, except during any free trial period.

• Free trial: new Orgs receive a 14-day free trial from the date the super admin's account is created. No payment is required during the trial.
• Subscription: after the trial, the Org must select a paid tier to continue using the Service. Tiers are based on the number of active guards.
• Payment: billing is monthly in advance unless an annual plan has been selected. Payment is collected via our payment processor.
• Plan changes: only the super admin may upgrade, downgrade or cancel the subscription. Upgrades take effect immediately; downgrades take effect at the next billing period.
• Non-payment: if payment fails we move the account to a 7-day grace period during which use continues. After the grace period the account becomes read-only (existing data accessible, no new records). After a further 30 days the account is disabled and may be deleted per §10.
• Refunds: subscription fees are non-refundable except where required by Australian Consumer Law.

4. Acceptable use

You will use the Service only for legitimate work-related purposes within the security industry. You will not:

• Upload misleading or fraudulent licence photos, identity documents, or banking details.
• Falsify sign-on, sign-off, or panic events.
• Attempt to access accounts, organisations or data that do not belong to you.
• Reverse-engineer, copy, scrape, or redistribute the Service.
• Use the AI help chat to attempt to bypass safety guardrails, prompt-inject the system, or generate content unrelated to the Service.
• Upload viruses, malware, or content that infringes the rights of others.
• Use the Service to harass, defame, or unlawfully record individuals (including the patron watchlist feature, which must be used in accordance with applicable privacy and recording laws in your state).

5. Content you provide

• You retain ownership of photos, documents and information you upload (your "Content").
• By uploading, you grant us and your employer a non-exclusive, worldwide, royalty-free licence to store, display, process and back up your Content for the purpose of operating the Service.
• You represent that you have the right to upload each item of Content, including any required consents for photos or recordings of third parties.

6. Credential accuracy

You are responsible for the accuracy of the licence numbers, expiry dates, banking details, tax file number, and photos you provide. Expiry alerts in the Service are a convenience and do not replace your obligation to maintain valid credentials under state security industry legislation.

7. AI help chat

The admin web app includes an AI-powered help assistant. You acknowledge:

• Answers are generated by a third-party large language model (Google Gemini) and may be incorrect.
• The assistant has no access to your organisation's data. Do not rely on it for record lookups.
• Do not paste sensitive information (TFNs, banking details, incident specifics, patron details) into the chat. On the free Google AI Studio tier, Google may use messages to improve its models.
• Use of the help chat is rate-limited.

8. Service availability

• We aim to keep the Service available with high uptime but do not guarantee uninterrupted access. The Service may be unavailable due to maintenance, outages, third-party provider issues, or factors beyond our control.
• Scheduled maintenance is announced in advance to admin contacts where possible.
• You should maintain independent records of any business-critical information (we recommend monthly exports of timesheets and incidents).

9. Integrations

When you connect a third-party integration (e.g. Xero, MYOB), you authorise us to exchange data with that integration as described in our Privacy Policy. You are responsible for the terms of your relationship with the integration provider.

10. Termination

• We may suspend or terminate your access if you breach these Terms.
• A super admin may delete the Org account from Settings → Delete account. Individual users may request deletion from their super admin or from us. Deletion is subject to the retention obligations described in the Privacy Policy.
• On termination of the subscription, Org data is retained for 30 days to allow re-activation, then deleted, except records we must retain by law (audit log, statutory tax / Fair Work records, compliance reports).
• You may export your data at any time during a subscription via the in-app export tools (Reports, Timesheets, Paysheets).

11. Disclaimers and liability

The Service is provided "as is" and "as available" without warranties of any kind, except those that cannot be excluded under Australian Consumer Law. Nothing in these Terms excludes, restricts or modifies any consumer guarantee, right or remedy you have under the Australian Consumer Law that cannot be lawfully excluded.

To the maximum extent permitted by law, our total liability to you for any claim arising from or in connection with the Service is limited to the fees you (or your Org) paid to us in the 12 months preceding the claim. We are not liable for any indirect, incidental, special or consequential damages, lost profits, or lost data.

The Service does not replace your statutory obligations as an employer or licensed security operator. You remain responsible for compliance with the Security Industry Act 1997 (NSW), Fair Work Act 2009 (Cth), and equivalent state and territory legislation.

12. Indemnity

You indemnify us against any claim, loss or damage arising from your breach of these Terms, your misuse of the Service, or your upload of Content that infringes a third party's rights or applicable law.

13. Governing law

These Terms are governed by the laws of New South Wales, Australia. Disputes are subject to the exclusive jurisdiction of the courts of New South Wales.

14. Changes

We may update these Terms. Material changes are communicated through the Service and by email to admin contacts. Continued use after the change takes effect means you accept the updated Terms.

15. Contact

General support: support@secureroster.com.au

Privacy & legal: privacy@secureroster.com.au

Security disclosures: security@secureroster.com.au