Terms of Service

Effective 8 September 2026 · Version 2026-09-08

1. Who we are

CommitteeHQ is a committee and event management platform operated by Out West AI Pty Ltd (ABN 84 695 421 615) ("we", "us"), an Australian company based in North West Queensland. These terms are a contract between Out West AI Pty Ltd and the organisation that creates a CommitteeHQ account (the "Organisation"), and they bind each individual who uses the platform on the Organisation's behalf.

2. Accounts and the Organisation

A person who registers and creates an Organisation warrants that they are authorised to bind that Organisation — typically as an office bearer or with committee approval. Individual user accounts are personal: credentials must not be shared, and each committee member should hold their own login.

Because committees change hands, control of an Organisation's CommitteeHQ account follows the Organisation, not the individual who created it. If your committee's office bearers change, the Organisation's authorised administrators may reassign access; a departing office bearer has no personal claim to the Organisation's account or data.

3. Free trial

New Organisations receive a 30-day free trial with full access to their chosen plan. No payment method is required to start a trial, and we will never charge a card that was never provided.

Before your trial ends we will email your Organisation's administrators. If a payment method is on file, your subscription begins and the card is charged at the end of the trial. If no payment method is on file, your account is locked, not deleted: your data is retained for 3 months from the lock date, during which you can subscribe and pick up where you left off. After that retention period the Organisation's data may be permanently deleted.

4. Subscriptions, fees and GST

Paid plans are billed monthly in Australian dollars through our payment provider, Stripe. Advertised prices exclude GST; GST is added at checkout where applicable and itemised on your invoice. Plan limits and features are described on our pricing page; we may enforce those limits within the platform.

You can change plans at any time. Upgrades take effect immediately with a prorated charge; downgrades restrict access to features and limits of the new plan. You can cancel at any time, effective at the end of the current billing period — no further charges are made after cancellation takes effect.

Paying by invoice. An Organisation that cannot hold a card — for example one whose bank account requires two signatories — may instead pay twelve months at a time by bank transfer against a tax invoice we issue. The invoice is the monthly price multiplied by twelve, plus GST, payable within 14 days. Access continues while the invoice is being paid and, once paid, the plan runs to the end of the invoiced period. A renewal invoice is issued 30 days before that period ends; if it remains unpaid 14 days after the period ends, the account is locked (not deleted) until it is paid.

5. Your data and our responsibilities

The Organisation owns the data it stores in CommitteeHQ — member records, event plans, financial records, compliance documents and everything else. We claim no ownership of it and use it only to provide the service, as described in our Privacy Policy.

The Organisation is responsible for having a lawful basis for the personal information it stores about its members and volunteers — including obtaining any consents required for information about people under 18 — and for keeping that information accurate.

5A. Your members' data — how we handle it for you

When an Organisation stores information about its members, volunteers, vendors, sponsors or contractors in CommitteeHQ, the Organisation decides what is collected, what it is used for and who in the committee may see it. We process that information only on the Organisation's instructions and only to provide the service. This section is our data-handling agreement with the Organisation; there is no separate document to sign.

What we do with it. We store it, show it to the people the Organisation's role settings allow, send the emails and app notifications the Organisation's users trigger, produce the reports and PDFs they ask for, and back it up nightly. We do not sell it, use it for advertising, or use it to train models. Our staff open an Organisation's data only to support that Organisation or to fix a fault, and every such access is logged.

Who else handles it. Email is delivered by Bush Telegraph (an Out West AI service). Push notifications go through Google's Firebase Cloud Messaging, which sees a device token and the message, not the member record. Card payments are handled by Stripe, which never receives member data. If the Organisation connects Xero, the invoice and bank data it chooses to sync goes to Xero under the Organisation's own Xero terms. We will tell Organisations about any new service of this kind by updating this page and the version number below.

How it is protected. Every record is scoped to its Organisation and cannot be reached from another. Access follows the roles the Organisation assigns; financial pages and platform administration require two-factor authentication. Uploaded files are checked against a malware scanner before they are accepted. Changes to records are written to an audit log the Organisation can inspect. Connections are encrypted in transit.

If something goes wrong. If we become aware of unauthorised access to, or loss of, an Organisation's data, we will tell that Organisation's administrators promptly and no later than 72 hours after we confirm it, with what we know and what we are doing about it, so the Organisation can meet its own obligations under the Notifiable Data Breaches scheme.

Members' rights. A member who wants to see, correct or delete information the Organisation holds about them should ask the Organisation, which controls that record; we will help the Organisation respond. A user of CommitteeHQ can delete their own account from their profile at any time.

When it ends. The Organisation can export its data at any time (section 8). After cancellation we keep it for 3 months in case the Organisation returns, then delete it; earlier deletion is available on written request.

6. Acceptable use

You must not use CommitteeHQ to store or distribute unlawful content, to send unsolicited bulk communications, to infringe others' rights, or to attempt to access other organisations' data. We may suspend accounts that put the platform or other customers at risk, and will tell you when we do unless the law prevents it.

7. Availability and support

We aim for high availability but do not guarantee uninterrupted service. Planned maintenance is scheduled outside peak Australian hours where practicable. Support is provided by email at support@committeehq.com.au; see our support page.

7A. The mobile app

The CommitteeHQ app for phones and tablets is part of the service and these terms apply to it. It is designed to keep working without mobile coverage and to send what you entered when it can. Anything held on a device and not yet sent is not part of the Organisation's records until it reaches us, and the app says so plainly when that is the case. Nothing is purchased inside the app: subscriptions are managed on the website. Push notifications are delivered through Google's Firebase service, which has its own terms; you can turn them off in the app or on your device.

8. Data export and account closure

You may export your Organisation's data at any time using the platform's export and download tools. On cancellation, your data is retained for 3 months so you can reactivate or complete exports, then may be permanently deleted. You may request earlier deletion in writing.

9. Liability

Nothing in these terms excludes rights that cannot be excluded under the Australian Consumer Law. Otherwise, to the maximum extent permitted by law, our total liability for any claim arising out of the service is limited to the fees your Organisation paid in the 12 months before the claim arose, and we are not liable for indirect or consequential loss. CommitteeHQ helps you track compliance obligations, but responsibility for meeting them — licensing, incorporation, taxation and reporting requirements — remains with the Organisation.

CommitteeHQ is not legal, financial, accounting or governance advice. It records what your committee tells it and applies the rules your committee configures; it does not replace your constitution, your auditor, or your obligations under the Associations Incorporation Act 1981 (Qld) or equivalent legislation. In particular, whether a meeting had a quorum, whether a motion carried, and whether a payment was authorised remain your committee's decisions and responsibility, whatever the software displays.

10. Changes to these terms

We may update these terms from time to time. Material changes will be notified to Organisation administrators by email at least 30 days before they take effect. Continued use after the effective date constitutes acceptance; each version is identified by the version date at the top of this page.

11. Governing law

These terms are governed by the laws of Queensland, Australia, and the parties submit to the non-exclusive jurisdiction of the courts of Queensland.

12. Contact

Questions about these terms: support@committeehq.com.au, or write to Out West AI Pty Ltd (ABN 84 695 421 615), Julia Creek, QLD 4823, Australia.