Terms of service

These Terms of Service govern your use of CareClaim, a software platform provided by Care Claim Pty Ltd (ACN 698 073 648), trading as CareClaim. By creating an account or otherwise using CareClaim, you agree to these Terms. If you do not agree, please do not use CareClaim.

About CareClaim

CareClaim is a software-as-a-service platform that helps NDIS providers calculate SCHADS Award pay, generate NDIS bulk-upload claim files, manage rosters, track compliance and run related back-office workflows.

CareClaim is a tool to support your business. CareClaim does not provide legal, accounting, tax, payroll, industrial relations or NDIS-compliance advice.

Eligibility and your account

To use CareClaim, you must:

• Be at least 18 years old
• Be authorised to bind any business you represent
• Operate an NDIS provider business or related activity in Australia
• Provide accurate account information and keep it up to date

You are responsible for safeguarding your account credentials and for all activity that occurs under your account.

Free trial

We offer a 14-day free trial. During the trial you have access to your selected tier's features. No payment is required to start a trial. If you do not subscribe at the end of the trial, your account is paused and your data is preserved as described in the data section below.

Subscriptions and billing

Plans and pricing

CareClaim offers tiered subscription plans. Current pricing is published at careclaim.com.au. We may add new plans or change the features within a plan from time to time.

Billing cycle

Subscriptions are billed monthly or annually in advance. Your first paid period begins at the end of your free trial unless cancelled.

Payment

You authorise us (or our payment provider, Stripe) to charge the payment method you nominate for each billing period until you cancel. Card details are handled by Stripe; we do not store full card numbers.

Price changes

We may change prices. We will give you at least 30 days notice of any price increase before it takes effect on your account. You may cancel before the increase applies if you do not wish to continue.

Refunds

We do not provide pro-rata refunds for partial periods. If you cancel mid-period, you keep access until the end of that period.

Participant count and tier caps

Each subscription tier has a soft cap on active participants. If your participant count exceeds your tier's cap, we will notify you and ask you to upgrade at the start of the next billing cycle. We will not lock the account or block work in progress.

Your data

Ownership

You own the data you enter into CareClaim. We do not claim ownership over it.

Our right to process

You grant us a limited, revocable licence to process your data only to operate, maintain and improve CareClaim, and to provide support to you. We do not use your data for advertising, profile building or training AI models.

Your responsibilities

You are responsible for:

• The accuracy of the data you enter
• Having lawful authority to enter and process information about participants, workers and other individuals
• Complying with the Privacy Act 1988 (Cth), the NDIS Practice Standards and any other laws applicable to your business
• Notifying participants and workers of how their information will be handled, as required by the Australian Privacy Principles

Third-party integrations

CareClaim offers optional integrations with third-party services — currently Xero. If you choose to connect one, you authorise CareClaim to share the relevant data with that service at your direction (for example, sending finalised pay runs and claims to Xero to be recorded as bills and invoices). These integrations are off until you enable them, and you can disconnect at any time. Your use of the third-party service is governed by that provider's own terms, and we are not responsible for how it handles your data once it leaves CareClaim.

Data export and deletion

You can export your full data (shifts, pay runs, claims, participants, workers, audit log) from within the application at any time during your subscription.

After cancellation, your data is preserved for 90 days. During this window you can export it. After 90 days, your data is permanently deleted, except where retention is required by law.

SCHADS pay calculations

CareClaim calculates pay based on the SCHADS Award rates current at the time of calculation. The pay engine is subject to automated testing and ongoing review.

NDIS claims

CareClaim generates bulk-upload CSV files mapped to the NDIS Support Catalogue at current price-guide rates. You are responsible for:

• Reviewing all line items before submission
• Submitting claims to the NDIA via the myplace portal or other authorised means
• The accuracy, eligibility and lawfulness of every claim you submit

We do not act as your agent in dealings with the NDIA and do not submit claims on your behalf.

Acceptable use

You agree not to:

• Use CareClaim to engage in any unlawful activity
• Misrepresent participant data or NDIS claims
• Attempt to interfere with the operation of CareClaim, or attempt to access another tenant's data
• Reverse-engineer, decompile or attempt to extract source code (except as permitted by law)
• Resell or sub-license CareClaim without our written consent

Service availability

We make best efforts to keep CareClaim available, but we do not provide a specific uptime guarantee. We may carry out maintenance from time to time and will give reasonable notice where possible. We may also make changes to the service from time to time, including adding, modifying or removing features.

Suspension and termination

We may suspend or terminate your account if:

• You materially breach these Terms
• You fail to pay an outstanding invoice for more than 14 days after due date
• We are required to do so by law

You may cancel your subscription at any time from within the application. Cancellation takes effect at the end of the current billing period.

Intellectual property

We retain all rights, title and interest in CareClaim — including the software, its design and any associated documentation. Nothing in these Terms grants you any ownership interest in CareClaim itself.

Confidentiality

Each party agrees to keep confidential any non-public information of the other party that it receives, except as required to perform under these Terms or by law.

Disclaimer of warranties

To the extent permitted by law, CareClaim is provided "as is" and "as available". We do not warrant that the service will be uninterrupted, error-free or fit for any particular purpose beyond what is described at careclaim.com.au.

Nothing in these Terms excludes or limits any consumer guarantee, right or remedy under the Australian Consumer Law that cannot lawfully be excluded.

Limitation of liability

To the maximum extent permitted by law, our total aggregate liability arising out of or related to your use of CareClaim is limited to the amount you paid us in the 12 months preceding the event giving rise to the liability.

We are not liable for indirect, incidental, special, consequential or punitive damages — including lost profits, lost revenue, lost data or business interruption — even if we have been advised of the possibility of those damages.

This section does not limit any liability that cannot be limited under Australian law.

Indemnity

You agree to indemnify CareClaim against any third-party claim arising from:

• Your breach of these Terms
• Your unlawful or negligent acts or omissions
• Inaccurate data you have entered or claims you have submitted

We agree to indemnify you against any third-party claim arising from our gross negligence or wilful misconduct in operating CareClaim.

Privacy

Our handling of personal information is described in our Privacy Policy.

Changes to these Terms

We may revise these Terms from time to time. If we make material changes, we will notify you by email at least 30 days before the change takes effect. The "Last updated" date at the top of these Terms shows when they were most recently revised. Your continued use of CareClaim after the change takes effect constitutes acceptance.

Governing law and disputes

These Terms are governed by the laws of Victoria, Australia. The parties submit to the exclusive jurisdiction of the courts of Victoria for any dispute arising under or in connection with these Terms.

Before commencing any legal proceeding, the parties agree to attempt in good faith to resolve any dispute by direct discussion for at least 14 days.

General

If any provision of these Terms is held to be invalid or unenforceable, the remaining provisions continue in full force. Our failure to enforce any provision is not a waiver of that provision. You may not assign or transfer your rights under these Terms without our written consent. We may assign these Terms in connection with a merger, acquisition or sale of assets, on notice to you.

Contact

For questions about these Terms:

Care Claim Pty Ltd ACN 698 073 648
Email: nick@careclaim.com.au