Terms of Service

1. Acceptance of Terms

CordoCare is operated by Equila Pty Ltd of Adelaide, South Australia (“CordoCare”, “we”, “us”, “our”). Equila Pty Ltd is the supplier of the Service and the party you contract with under these Terms.

By accessing or using CordoCare (“the Service”), you agree to be bound by these Terms of Service. If you are using the Service on behalf of an organisation, you represent that you have the authority to bind that organisation to these terms.

2. Description of Service

CordoCare provides cloud-based practice management software and a separate digital document store for NDIS and allied health providers. The software Service includes participant management, case notes, invoicing, compliance tools, reporting and related features. Document-store products are one-time purchases and do not include or require a software subscription unless a product page expressly says otherwise.

3. Account Registration

You must provide accurate, current, and complete information during registration. You are responsible for maintaining the confidentiality of your account credentials and for all activities that occur under your account. You must immediately notify CordoCare of any unauthorised use of your account.

4. Subscription and Billing

The Service is offered on a subscription basis. Fees are billed monthly or annually depending on your chosen plan. All prices are in Australian dollars (AUD) and include GST. Refunds are provided on a pro-rata basis if you cancel within 14 days of a billing cycle.

Pricing is subject to change. We will provide at least 30 days written notice before any price changes take effect. Continued use of CordoCare after a price change constitutes acceptance of the new pricing. We may adjust pricing to reflect market conditions, changes to NDIS funding arrangements, or improvements to the platform.

5. Digital Document Pack Purchases and Access

Document pack prices are stated in Australian dollars and include GST. Purchases are processed as one-time payments through Stripe. We use the buyer name and email supplied at checkout to provide transaction information and secure access. A CordoCare account is not required.

Standard files become available after payment is confirmed. The secure order library is available for 12 months from purchase and an eligible buyer may request a replacement access link during that period. Files already downloaded may continue to be used under the licence below. New versions appear alongside prior versions with a change log and do not silently overwrite a buyer's adopted copy.

6. Document Pack Licence and Adoption

One purchase licenses one legal provider entity for unlimited internal use by its employees and contractors. Completed operational records may be shared with participants, workers, auditors, funders and professional advisers where reasonably needed. Blank templates and source files must not be resold, publicly distributed, sublicensed or reused across unrelated provider clients. Contact us about multi-entity or consultant use.

Templates and guides are starting points. The buyer remains responsible for confirming applicability, customising organisation and service decisions, obtaining any required legal, clinical, employment or local advice, training staff, implementing the adopted workflow and maintaining real evidence. Purchase does not guarantee registration, compliance, funding or an audit result.

7. Optional Branding and Organisation Setup

When purchased, branding applies once to all document packs in the same order. Standard files remain available immediately. The service applies the identity information, logo and colours supplied by the buyer without deciding substantive legal, clinical or operational content. Delivery is targeted within five business days after complete information is received and includes one consolidated correction of supplied identity details.

8. Digital Product Problems, Refunds and Consumer Rights

Change-of-mind refunds are generally unavailable once digital access has been provided or personalisation work has begun. If a file is faulty, materially different from its description or otherwise does not meet a consumer guarantee, contact us so we can assess and provide the remedy required in the circumstances.

Nothing in these Terms excludes, restricts or modifies rights, consumer guarantees or remedies that cannot lawfully be excluded under the Australian Consumer Law.

9. Free Trial

New accounts receive a 14-day free trial after adding a valid payment card through Stripe Checkout. Nothing is charged during the trial. Unless you cancel before the trial ends, the selected monthly or annual subscription starts automatically and the saved payment method is charged. If payment fails or the subscription is cancelled, access may become restricted under these Terms.

10. Data Ownership and Retention

You retain all rights to your data. CordoCare does not claim ownership of any content you create, upload, or store through the Service. We process your data solely to provide the Service as described.

After your subscription ends (cancellation, expiry, or non-payment), your organisation's data stays in place. We do not automatically purge it on a fixed timetable and we do not send automated deletion reminder emails. You can resubscribe at any time and your workspace will be exactly as you left it.

You can ask us to permanently delete your organisation's data at any time by emailing keanu@cordocare.com from an email address on the account. We confirm the request in writing before acting on it. Once actioned, the organisation record and everything linked to it, including participant records, case notes, documents, invoices and user accounts, is removed from our live systems and cannot be restored. Export anything you are required to keep before you make the request.

11. AI Features

CordoCare includes AI-powered features such as case note drafting and plan review report generation. AI-generated content is provided as a draft and must be reviewed by a qualified professional before use. CordoCare does not guarantee the accuracy of AI-generated content and accepts no liability for decisions made based on AI outputs.

Built-in AI is active for all accounts through the OpenAI API with model-training data sharing disabled for CordoCare's dedicated production project. This is not a zero-retention service. Provider safety logs and temporary caches may remain, and CordoCare retains saved workspace records. Read our AI processing and retention notice for the provider agreement, data controls and information about external AI accounts you choose to connect.

12. Data Security and Access

Customer workspace access follows organisation membership, role and participant assignment rules. An organisation owner or administrator can approve a named support person for a limited in-app session in Settings > Security, choose read-only or read/write access and revoke the approval.

In-app approval does not remove privileged access to hosting, databases and backups. Automated processing needed to deliver the Service, AI requests you initiate and disclosures required by law are described separately in the Privacy Policy. Contact privacy@cordocare.com for current personnel and processing arrangements before submitting information that requires additional restrictions.

CordoCare uses encrypted connections, managed storage encryption and encrypted recovery archives. The organisation audit log records supported application changes and approved support-session requests. It is not a complete record of every ordinary participant read or infrastructure access, and these controls do not establish independent certification.

13. Acceptable Use

You agree not to:

• Use the Service for any unlawful purpose
• Share your account credentials with unauthorised persons
• Attempt to gain unauthorised access to the Service or its systems
• Use the Service to store information unrelated to disability services
• Reverse-engineer, decompile, or disassemble the Service

14. Limitation of Liability

To the maximum extent permitted by Australian law, CordoCare's total liability arising out of or in connection with the Service shall not exceed the total fees paid by you in the 12 months preceding the claim. CordoCare is not liable for indirect, incidental, special, consequential, or punitive damages.

15. Governing Law

These Terms are governed by the laws of the State of South Australia, Australia. Any disputes arising from these Terms shall be subject to the exclusive jurisdiction of the courts of South Australia.

16. Contact

For questions about these Terms, contact us at legal@cordocare.com
Equila Pty Ltd, Adelaide, South Australia