Terms and Conditions

1. Introduction

These Terms and Conditions ("Terms") govern the access to and use of the FlowX platform ("Platform"), operated by Flow Platforms Pty Ltd ("FlowX", "we", "us", "our"). By accessing or using the Platform, you ("User", "you", "your") agree to be bound by these Terms. If you do not agree, you must not use the Platform.

2. Definitions & Interpretation

In these Terms, unless the context otherwise requires:

• "Club Account" means an account created by an authorised representative of a club, association, organisation, or entity for the purpose of managing members, compliance and related administrative tasks.
• "Services" means the software-as-a-service functionality provided through FlowX, including compliance tracking, expiry reminders, member management, policy management and acknowledgements, child safety and incident records, training modules, volunteer rostering, notifications and administrative tools.
• "Subscription Fees" means the fees payable by Users to access the Services according to their selected plan.
• "Account" means an individual user account or Club Account created to access the Platform.
• "Content" means all text, data, images, documents, media, or other materials uploaded, submitted, generated, or transmitted by Users through the Platform.
• "Compliance Data" means information relating to licences, certifications, Blue Card / WWCC details, coaching accreditations, expiry dates, or other regulatory requirements entered by Users into the Platform.
• "Data" means any personal information, club information, financial information, or other records stored, uploaded, processed, or generated on the Platform.
• "FlowX", "we", "us", "our" means Flow Platforms Pty Ltd, the operator of the FlowX platform.
• "Intellectual Property" means all proprietary rights in and to the Platform, including software, branding, trademarks, logos, algorithms, templates, documentation, and designs.
• "Payment Services" means any payment collection, invoicing, renewal, or financial transaction functionality integrated within the Platform, whether through third-party providers or native tools.
• "Platform" means the FlowX website and web application, and any features we introduce from time to time.
• "User", "you", "your" means any individual or entity accessing or using the Platform, including authorised representatives of clubs and organisations.
• "User Content" means all information, documents, text, data, or other material provided by Users, including member lists, compliance records, incident reports, policies, rosters, reports, or any other material uploaded or generated by Users.
• "Third-Party Services" means software, tools, integrations, payment processors, communication providers, or external platforms used in connection with the Platform.

3. Acceptance of Terms

By creating an account or otherwise accessing the Platform, you accept these Terms. FlowX may amend these Terms from time to time. Continued use constitutes acceptance of updated Terms.

4. Eligibility & Registration

Only authorised representatives of clubs and organisations may create Club Accounts. You warrant that all information provided is true, accurate, and complete. Accounts are non-transferable and you are responsible for maintaining the confidentiality of login details.

5. Services Provided by FlowX

FlowX provides tools for compliance tracking, renewal reminders, policy management, child safety records, training and rostering. FlowX does not guarantee uninterrupted or error-free operation of the Services.

6. User Obligations

Users must comply with all applicable laws, including privacy, child safety, and data protection requirements. You must not misuse, interfere with, or attempt to gain unauthorised access to the Platform.

7. Fees & Payment

Subscription Fees are payable in accordance with the pricing displayed at the time of subscription. Fees are exclusive of GST unless otherwise stated. Refunds will only be provided where required by law. FlowX may adjust pricing at its discretion, with notice to Users.

8. Intellectual Property Rights

All intellectual property in the Platform, including but not limited to software, trademarks, and branding, is owned by or licensed to FlowX. Users retain ownership of their own content and data but grant FlowX a non-exclusive licence to use it for the purpose of providing the Services.

9. Data Protection & Privacy

FlowX collects and processes personal data in accordance with its Privacy Policy. While FlowX implements security measures, it cannot guarantee complete security of data transmitted over the internet.

10. Your Responsibilities

FlowX helps your club organise compliance records, but your club remains responsible for meeting its legal obligations, including checking that Working with Children checks, Blue Cards and other credentials are valid with the issuing authority. Reminders are provided for convenience and may be delayed or not delivered.

11. Limitation of Liability

To the maximum extent permitted by law, FlowX shall not be liable for any indirect, incidental, special, or consequential loss or damage. FlowX's total liability in connection with the Services is limited to the Subscription Fees paid in the preceding 12 months.

12. Indemnity

You indemnify and hold harmless FlowX from any claims, losses, damages, or expenses arising from your use of the Services, breach of these Terms, or violation of law.

13. Suspension & Termination

FlowX may suspend or terminate access to the Services immediately if you breach these Terms or misuse the Platform. Upon termination, your right to access the Services ceases and FlowX may delete associated data in accordance with its policies.

14. Force Majeure

FlowX shall not be liable for any failure or delay due to events beyond its reasonable control, including natural disasters, government actions, internet outages, or strikes.

15. Governing Law & Jurisdiction

These Terms are governed by the laws of Queensland, Australia. The parties submit to the exclusive jurisdiction of the courts of Queensland.

16. General Provisions

These Terms constitute the entire agreement between the parties regarding the Services. If any provision is found invalid, the remaining provisions shall remain in full force. You may not assign your rights without prior written consent of FlowX.