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Terms of Service

Stratapilot Effective Date: 31 May 2026 Last Updated: 31 May 2026

1. Introduction and Acceptance​

These Terms of Service ("Terms") constitute a legally binding agreement between Stratapilot ABN [TO BE INSERTED] ("Stratapilot", "we", "us", or "our") and the entity or individual accessing or using the Stratapilot platform ("Platform").

By clicking "I Agree", completing the onboarding process, or accessing the Platform, you ("Customer") agree to be bound by these Terms and our Privacy Policy, which is incorporated by reference. If you do not agree, do not use the Platform.

If you are entering into these Terms on behalf of a body corporate, strata scheme committee, or other legal entity, you represent that you have the authority to bind that entity.

2. Definitions​

TermMeaning
PlatformThe Stratapilot software-as-a-service application and all associated services, APIs, and mobile apps
CustomerThe body corporate, strata committee, or organisation that subscribes to the Platform
End UserAny individual granted access to the Platform by the Customer (e.g., committee members, lot owners, caretakers)
SchemeA strata scheme or body corporate managed within the Platform
Scheme AdministratorA committee executive (Chairperson, Secretary, or Treasurer) who has administrative rights within a Scheme
SubscriptionThe recurring fee-based access arrangement between Stratapilot and the Customer
ContentAny data, files, documents, images, text, or other material submitted to the Platform
Confidential InformationNon-public information disclosed by either party that is marked confidential or that a reasonable person would understand to be confidential

3. The Platform​

3.1 Features​

Subject to these Terms and payment of applicable fees, Stratapilot grants the Customer and its authorised End Users a limited, non-exclusive, non-transferable right to access and use the Platform during the Subscription term. The Platform includes:

  • Authentication & Access Control — invite-only onboarding, email/password and Google Sign-In, role-based permissions (Committee Executive, Ordinary Member, Caretaker, Viewer)
  • Strata Scheme Management — scheme setup, lot registry, lot owner records, contact management
  • Document Management — file upload and storage, category-based organisation, visibility controls, by-law management
  • Polls & Voting — committee and general-meeting polls, YES/NO/ABSTAIN ballots, proxy appointments, automated PDF result documents
  • Elections — committee election management and candidate nominations
  • Levy Management — levy schedules, arrears tracking, payment plan management
  • Billing & Finance — billing requests, quotes, funding plans, financial reports
  • Pet Registration — registration submission, approval workflow, committee decisions
  • Task Tracking — action items linked to meetings and motions, assignee and status management
  • Reports & Complaints — submission of maintenance, by-law, noise, and common property reports with workflow management
  • Announcements — scheme-wide communications with expiry
  • Events & Meetings — AGM, EGM, and committee meeting scheduling, agenda management, video call URL support
  • Insurance Management — insurance policy tracking and documentation
  • Maintenance & Assets — maintenance requests and building asset management
  • Contractor Management — contractor records and engagement tracking
  • AI Assistant — document-aware AI chat assistant (powered by a third-party AI model provider)
  • Telegram Notifications — optional bot-based notification channel
  • Mobile PWA — owner portal progressive web app for lot owner access
  • Approval Workflows — configurable approval processes for requests
  • Admin Console — platform-level administration (Stratapilot staff only)
  • Subscription Management — plan selection, billing, and account management

3.2 No Self-Registration​

The Platform does not permit self-registration. All End User accounts are created exclusively via an invitation issued by a Scheme Administrator. The Customer is responsible for managing invitations and revoking access when End Users leave the scheme.

3.3 Modifications​

Stratapilot may add, modify, or remove Platform features at any time. Where changes materially reduce functionality included in the Customer's Subscription, Stratapilot will provide at least 30 days' notice via email to the Scheme Administrator.

4. Account Responsibilities​

4.1 Customer Obligations​

The Customer is responsible for:

  • Ensuring all End Users are authorised members of the relevant strata scheme;
  • Keeping login credentials secure and not sharing accounts;
  • Promptly revoking access for individuals who are no longer scheme members;
  • Ensuring End Users comply with these Terms;
  • Maintaining accurate scheme and lot owner information within the Platform;
  • Obtaining any consents required under applicable law before inputting personal information of third parties.

4.2 Scheme Administrator Responsibilities​

Scheme Administrators act as data controllers for their scheme's data within the Platform. They are responsible for:

  • Issuing invitations only to eligible scheme members;
  • Assigning appropriate roles and permissions;
  • Complying with strata management legislation applicable in their jurisdiction;
  • Ensuring that votes, resolutions, and records managed through the Platform comply with the relevant strata act.

4.3 End User Obligations​

End Users must:

  • Use the Platform only for lawful purposes related to their strata scheme participation;
  • Not impersonate another person or misrepresent their role;
  • Not submit false, misleading, or fraudulent information;
  • Not interfere with, disrupt, or attempt to gain unauthorised access to any part of the Platform;
  • Comply with Australian law and applicable strata legislation.

5. Acceptable Use​

You must not use the Platform to:

  • Violate any law or regulation, including the Privacy Act 1988 (Cth) or applicable strata management legislation;
  • Upload, store, or transmit content that is defamatory, harassing, obscene, or infringes third-party intellectual property rights;
  • Transmit malware, viruses, or any code intended to disrupt or damage the Platform;
  • Attempt to reverse engineer, decompile, or extract source code from the Platform;
  • Scrape, crawl, or systematically extract data from the Platform without written consent;
  • Resell, sublicense, or otherwise make the Platform available to parties outside your Scheme without Stratapilot's written consent;
  • Use the AI assistant to generate or disseminate illegal, harmful, or discriminatory content;
  • Submit fraudulent levy payments, voting records, or financial data.

6. Subscription and Billing​

6.1 Subscription Plans​

Stratapilot offers subscription plans based on the number of lots in a scheme, features required, or both. Details of current plans are available at www.stratapilot.com.au/pricing.

6.2 Fees and Payment​

  • Subscription fees are invoiced in advance on a monthly or annual basis as selected during signup.
  • All fees are quoted and payable in Australian dollars (AUD) and are exclusive of GST unless stated otherwise.
  • GST will be added where applicable under the A New Tax System (Goods and Services Tax) Act 1999 (Cth).
  • Payment is due within 14 days of invoice date unless otherwise agreed in writing.

6.3 Late Payment​

If payment is not received by the due date, Stratapilot may:

  • Charge interest at a rate of 2% per month on overdue amounts; and/or
  • Suspend access to the Platform after providing 7 days' written notice.

6.4 Price Changes​

Stratapilot will provide at least 60 days' written notice of any price increase. Price increases take effect at the start of the next Subscription renewal period following the notice period.

6.5 Refunds​

Fees paid in advance are non-refundable except where required by Australian Consumer Law or where Stratapilot has materially breached these Terms.

6.6 Taxes​

The Customer is responsible for all taxes, levies, or duties imposed by any governmental authority on the Platform fees, excluding taxes based on Stratapilot's net income.

7. Intellectual Property​

7.1 Stratapilot IP​

The Platform (including all software, algorithms, user interfaces, designs, and documentation) is owned by or licensed to Stratapilot. These Terms do not transfer any ownership of Stratapilot's intellectual property to the Customer.

7.2 Customer Content​

The Customer retains ownership of all Content submitted to the Platform ("Customer Content"). The Customer grants Stratapilot a limited, non-exclusive licence to host, process, and display Customer Content solely for the purpose of providing the Platform. This licence terminates upon deletion of the Customer Content or termination of the Subscription.

7.3 Feedback​

If the Customer provides suggestions or feedback about the Platform, Stratapilot may use such feedback without restriction or compensation.

7.4 Aggregated Data​

Stratapilot may use anonymised, aggregated, non-identifiable data derived from Platform usage to improve the Platform and its services, provided such data cannot reasonably be used to identify any individual or the Customer's scheme.

8. Data and Privacy​

8.1 Privacy Policy​

Our collection, use, and disclosure of personal information is governed by our Privacy Policy.

8.2 Data Processing​

The Customer is the data controller for personal information of its End Users and scheme members. Stratapilot acts as a data processor on behalf of the Customer. Stratapilot processes such data only in accordance with the Customer's instructions (as expressed through use of the Platform) and applicable law.

8.3 Data Security​

Stratapilot implements commercially reasonable technical and organisational security measures including TLS encryption, bcrypt password hashing, role-based access controls, and pre-signed URL file access. However, no system is completely secure. The Customer remains responsible for ensuring its End Users maintain secure credentials.

8.4 Notifiable Data Breaches​

If Stratapilot becomes aware of a data breach likely to result in serious harm to End Users, Stratapilot will notify the Customer without undue delay and cooperate in any required notification to the Office of the Australian Information Commissioner (OAIC) under Part IIIC of the Privacy Act 1988.

8.5 Data Export and Deletion​

Upon termination of the Subscription:

  • The Customer may export its data for up to 90 days after termination.
  • After 90 days, all Customer Content and End User personal information will be permanently deleted from production systems.
  • Stratapilot will provide reasonable assistance to facilitate data export upon request.

9. AI Assistant​

9.1 Third-Party Model Provider​

The AI assistant feature is powered by a third-party AI model provider (e.g., OpenAI or Anthropic). When you use the AI assistant, your message and relevant document excerpts are transmitted to that provider for processing. Please refer to our Privacy Policy and the applicable provider's terms for details.

9.2 No Advice​

The AI assistant is a productivity tool only. Responses generated by the AI assistant do not constitute legal, financial, strata management, or professional advice. You should consult a qualified professional before making decisions based on AI assistant output.

9.3 Accuracy​

AI assistant outputs may be inaccurate, incomplete, or outdated. Stratapilot does not warrant the accuracy of any AI-generated content. Users are responsible for independently verifying important information.

10. Confidentiality​

Each party agrees to:

  • Keep the other party's Confidential Information confidential;
  • Use Confidential Information only for the purposes of these Terms;
  • Disclose Confidential Information only to employees, contractors, or agents who need to know it and are bound by equivalent confidentiality obligations.

Confidentiality obligations do not apply to information that: (a) is or becomes publicly available through no fault of the receiving party; (b) is independently developed; (c) is already known to the receiving party; or (d) is required to be disclosed by law.

11. Warranties and Disclaimers​

11.1 Stratapilot Warranties​

Stratapilot warrants that:

  • The Platform will perform materially as described in the documentation;
  • Stratapilot will use commercially reasonable efforts to maintain Platform availability, targeting 99.5% uptime (excluding scheduled maintenance);
  • Stratapilot will comply with applicable Australian privacy law.

11.2 Disclaimer​

To the maximum extent permitted by law, the Platform is provided "as is" and "as available". Stratapilot does not warrant that:

  • The Platform will be error-free, uninterrupted, or free from security vulnerabilities;
  • The Platform will meet the Customer's specific requirements;
  • Any outputs (including AI assistant responses or automated documents) will be legally valid or compliant with strata legislation;
  • Third-party integrations (Google, Telegram, AI providers) will be continuously available.

Nothing in these Terms excludes rights under the Australian Consumer Law (Schedule 2 to the Competition and Consumer Act 2010 (Cth)) that cannot be excluded.

12. Limitation of Liability​

12.1 Exclusion of Consequential Loss​

To the maximum extent permitted by law, Stratapilot is not liable for any indirect, incidental, special, punitive, or consequential loss, including loss of profit, loss of data, loss of business opportunity, or reputational damage, arising out of or in connection with the Platform.

12.2 Cap on Liability​

Stratapilot's total aggregate liability to the Customer for all claims arising under or in connection with these Terms is limited to the total fees paid by the Customer to Stratapilot in the 12 months immediately preceding the event giving rise to the claim.

12.3 Essential Terms​

The limitations in this section apply to the fullest extent permitted by law and reflect a fair allocation of risk between the parties.

13. Indemnification​

The Customer agrees to indemnify and hold harmless Stratapilot and its officers, directors, employees, and agents from and against any claims, damages, losses, liabilities, costs, and expenses (including reasonable legal fees) arising from:

  • The Customer's or End Users' use of the Platform in violation of these Terms;
  • Content submitted by the Customer or End Users that infringes a third party's rights;
  • The Customer's failure to obtain required consents for personal information of third parties;
  • Any breach of applicable strata legislation by the Customer in connection with Platform use.

14. Term and Termination​

14.1 Term​

These Terms commence when the Customer first accesses the Platform and continue until the Subscription is terminated.

14.2 Termination by Customer​

The Customer may terminate its Subscription at any time by providing written notice. Termination takes effect at the end of the current billing period.

14.3 Termination by Stratapilot​

Stratapilot may terminate or suspend the Customer's Subscription:

  • Immediately — if the Customer breaches Section 5 (Acceptable Use), Section 4 (Account Responsibilities), or if required by law;
  • With 30 days' notice — for any other material breach not cured within 14 days of written notice;
  • With 60 days' notice — if Stratapilot discontinues the Platform.

14.4 Effect of Termination​

Upon termination:

  • All End User access to the Platform is revoked.
  • Customer data is subject to the retention and deletion provisions in Section 8.5.
  • All fees accrued through the termination date remain payable.
  • Sections 7, 10, 11, 12, 13, 15, and 16 survive termination.

15. Governing Law and Disputes​

15.1 Governing Law​

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

15.2 Dispute Resolution​

Before commencing formal proceedings, the parties agree to attempt to resolve any dispute in good faith through direct negotiation for at least 30 days after one party gives written notice of the dispute to the other. If the dispute is not resolved within that period, either party may pursue their available legal remedies.

16. General​

16.1 Entire Agreement​

These Terms, together with the Privacy Policy and any order forms or statements of work agreed in writing, constitute the entire agreement between the parties with respect to the Platform and supersede all prior arrangements, representations, and understandings.

16.2 Amendments​

Stratapilot may update these Terms from time to time. Material changes will be notified by email to Scheme Administrators at least 30 days before taking effect. Continued use of the Platform after the effective date of an update constitutes acceptance of the revised Terms.

16.3 Assignment​

The Customer may not assign or transfer any rights under these Terms without Stratapilot's prior written consent. Stratapilot may assign these Terms in connection with a merger, acquisition, or sale of assets.

16.4 Severability​

If any provision of these Terms is found to be unenforceable, that provision will be modified to the minimum extent necessary to make it enforceable, and the remaining provisions will continue in full force.

16.5 Waiver​

Failure to enforce any provision of these Terms is not a waiver of the right to enforce it later.

16.6 Force Majeure​

Neither party is liable for failure to perform its obligations if prevented by events beyond its reasonable control, including natural disasters, government actions, infrastructure failures, or internet service disruptions, provided the affected party promptly notifies the other.

16.7 Notices​

Notices under these Terms must be in writing and sent by email to:

Contact​

Stratapilot Email: support@stratapilot.au Website: www.stratapilot.com.au

These Terms of Service are intended as a starting point and should be reviewed by a qualified Australian commercial lawyer before commercial use.