Terms of Service

1. About these terms

These terms are an agreement between you and SafetyCulture Plus Pty Ltd (ABN 30 644 548 587), part of the Mitti group. We call ourselves "we" or "us". They cover safetydocs.app, the SafetyDocs app and the template library, which together we call SafetyDocs.

"You" means the person using SafetyDocs. If you create or manage an organisation, it also means that organisation, and you confirm you have authority to accept these terms for it.

SafetyDocs is built for use at work. These policies are part of these terms:

• Acceptable Use Policy
• Refund Policy
• Data Processing Addendum, where your organisation gives us personal information to process

Our Privacy Policy explains how we handle personal information. If you have a signed agreement with us, such as an Enterprise contract, it applies first where the two differ.

2. Accounts

You need to be 18 or older to create an account or an organisation. A younger worker, such as an apprentice, can join a job, sign a document or belong to an organisation where their employer has arranged it as part of their work.

Keep your account details accurate and your sign-in to yourself. Each account is for one person. You're responsible for what happens under your account unless someone else used it without your fault. Tell us straight away at security@safetydocs.app if you think that has happened.

3. Organisations and roles

An organisation holds its documents, jobs, contacts, records and plan. Admins decide who joins, what they can do, and which plan the organisation is on. On Enterprise, an organisation can also set custom roles and company-wide signing rules. An organisation is responsible for the people it lets in, and for what they do there.

When someone leaves an organisation, the organisation keeps the documents and records they added.

4. Joining a job

You don't need an account or a paid plan to join a job someone has shared with you, read its documents, or sign them. We won't ask you to pay for that. If you don't have an account, only these parts of the terms apply to you: this section, sections 16, 19, 22, 26 and 28, and the Acceptable Use Policy. The limits in section 23 don't apply to you, and nothing in these terms limits what you can claim if you're hurt, including workers' compensation.

The organisation that hosts the job chooses the documents on it, and whoever wrote a document is responsible for its content. These terms don't decide anyone's work health and safety duties. If you think a document on your job is wrong or unsafe, raise it with that organisation or your supervisor. Signing a document in SafetyDocs doesn't change who you work for, and doesn't take away any right you have at work, including the right to raise a safety concern or stop unsafe work.

5. Shared jobs and who owns what

A job can bring together people from many organisations. The organisation that hosts the job pays for what happens in it. Someone invited from another organisation counts against the host's limits, and doesn't need their own plan.

• Each organisation's documents stay its own. If a subcontractor adds its own SWMS to a host's job, it stays the subcontractor's document. It gives the host, and the people on that job, permission to read and use that version for that job, to keep it with the job's records, and to give it to a regulator, court, insurer or adviser, or use it in a claim.
• The job's records are the host's. The register, the signatures, the activity and the audit entries on a job belong to the host's records. People on a job see only what their role allows, as our Privacy Policy explains.
• After a job ends, you keep your own documents. A subcontractor, including one on a subbie pass, keeps its account and its own documents. A host keeps its records of the job. Neither can take back what the other has already been given for that job, as long as it's only used for that work, its records, and the purposes above.
• Comments and suggestions you make on someone else's document can be used by them in that document.

6. Plans and usage charges

SafetyDocs has a free plan and paid plans, billed monthly or annually through our payment provider, Stripe. Our site shows each plan's price and what it includes, and checkout shows what you'll pay before you confirm. Enterprise plans are set by a signed agreement.

You choose your currency at checkout. Australian dollar prices include GST. Prices in other currencies don't include tax, and you're responsible for any tax that applies where you are. Ask us if you need a tax invoice.

Paid plans include allowances for text messages, template credits and AI credits, which don't roll over. Text message and AI credit allowances reset monthly. Template credits reset with your billing period. Using more than your allowance can cost extra, at the rates shown on our site and under Plan and usage:

• Text messages past your allowance are charged per message. That includes invitations, reminders and requests to sign again.
• Template credits. When they run out on a paid plan, you can use extra credits at the overage rate, and we show you the price before you confirm. You can also buy credits up front, or buy a template once. The Free plan doesn't have overage.
• AI credits and template credits you buy are paid for up front, and they don't expire while your organisation has an account.

Usage charges are added to your next invoice. On an annual plan, that can be your yearly invoice.

Budgets and alerts. An Admin can set a monthly budget for usage charges under Plan and usage. We refuse a usage charge that would take you over it, though you can still buy credits up front. Admins are emailed at the percentages they choose, which start at 50%, 80% and 100%, once each per period. A budget counts list prices before tax, so your invoice can differ from it. Annual plans count budget months from their renewal date.

7. Renewal and cancelling

A paid plan renews automatically at the end of each billing period, for the same length and at the current price, until it's cancelled. You authorise us to charge your payment method each time it renews.

An Admin can cancel at any time with Cancel plan under Organisation, then Plan and usage, or by contacting us. The paid plan stays active until the end of the period you've paid for, and you won't be charged again after that, apart from any usage charges already incurred. You can undo the cancellation until then.

When you change to a higher plan, checkout shows any amount due before you confirm. When you move to a lower plan, the change usually applies from your next billing period.

When a plan ends or drops to a lower one, your documents and signed records stay yours and stay available, and you can keep using templates you've added. Jobs you've already made private stay private. The lower plan's limits then apply, so you may not be able to start new jobs or private jobs, and older audit entries are hidden. We don't stop anyone reading or signing on a job because of a plan limit.

8. Failed payments

If a payment fails, we'll try again and may contact you. If it stays unpaid, we may move the organisation to the Free plan until it's paid. We won't delete your documents or signed records because a payment failed.

9. Price changes

We can change our prices. We'll tell Admins at least 30 days before a new price applies to you. It starts from your next billing period, or your next renewal on an annual plan. If you don't want to pay the new price, you can cancel before then.

10. Early access offer

Organisations registered, and emails added to our early-access list, by 31 December 2026 (Sydney time) are early access members. They get 30% off the Bronze, Silver and Gold plans, monthly or annual. The discount continues while the subscription continues, including when you move between those plans.

If your paid plan ends after 31 December 2026, a later subscription is at the standard price. The discount doesn't apply to template credits, AI credits, usage charges, or templates and packs bought once.

11. Template licence

When you add a template, we give your organisation a licence to use and adapt it for its own work. The licence isn't exclusive, and you can only transfer it with your business. We keep the rights in our template text. You keep the rights in what you add, and you can reuse your own material anywhere.

You can edit the template, brand it, and share the result with the people who need it for your work. That includes your crew and subcontractors, principal contractors and clients on your jobs, auditors, insurers and regulators, and people assessing your tender, in confidence.

You can't resell or publish templates, give them to another business to use as its own, or use them to build a competing product or to train an AI model. This applies to edited copies too.

Consultants and advisers: this licence covers your own business. If a client adds a template to its own organisation, you can adapt it there, as a member, for that client's work, but you can't take a copy for other clients. To prepare documents for your clients from your own templates, talk to us about a licence that covers it.

Your licence keeps going while your organisation has an account, and it continues for copies you downloaded or printed before your account closed, for use on your own work. A template bought once, or added with credits, isn't charged again if you remove it and add it back.

Old-store purchases you claim in the app are covered by this licence. Claiming doesn't need a paid plan or a card.

12. Templates are a starting point

Our templates are written by safety professionals for common work and for Australian work health and safety laws, including Victoria's occupational health and safety laws. Some industries, such as mining, have their own safety laws, so check those too. We plan to add templates for other countries. Until then, customers outside Australia can use the Australian templates, but they aren't written for other countries' laws, so you'll need to adapt them to the laws where you work.

A template can't know your site, your crew or your work. Before you use one, you need to:

• check it against your site's actual hazards, risks and conditions
• adapt it, and check it against the laws and codes that apply where you work
• consult your workers, their health and safety representatives and other duty holders, as your duties require
• get professional advice where you need it

We don't give legal or safety advice, and neither does our support team. Our help is general information.

Laws and codes change. We review the library and may update it, but a copy already in your organisation stays as it is unless you change it. You're responsible for keeping your documents current.

Using a template doesn't guarantee that a principal contractor, client or regulator will accept the result. If one rejects your document or fines you, that's generally your responsibility, unless a failure on our part caused it, in which case section 22 applies. Your work health and safety duties stay with you, and the law doesn't let you pass them to us or anyone else.

13. AI features

SafetyDocs can use AI to convert Word and PDF files into documents, to translate documents and, as we add them, to draft documents, suggest changes and review a document before it's published. AI only works on your content when someone in your organisation asks it to, or has turned on a step that does.

• It's still your content. What you send and what comes back belong to you, as section 14 describes.
• AI gets things wrong. A conversion can drop or change content. A translation can change a safety instruction's meaning. A draft can miss a hazard or misstate the law. Check the result before you publish it, and have someone who reads the language check a translation where you can. We don't promise the output is accurate, complete, or right for your site.
• AI review isn't a sign-off. An AI review step is an extra check on a document's completeness and clarity. It doesn't replace a competent person's review, and it can't be the only approval of a safety document.
• Who sees it. We send your content to AI providers through OpenRouter, and we only use providers that don't keep it or train on it. We keep our own copy of what's sent and returned, to check quality. Our Privacy Policy and sub-processors list have the details.
• Don't use it to decide about people. You can't use AI output as the only basis for a decision that significantly affects someone, such as their employment or their right to work on a site.

AI runs use AI credits. Our help centre explains how they're counted. Failed runs, retries and repair attempts don't use credits.

14. Your content

Documents, files, messages and information your organisation adds stay yours. You give us permission to store, copy, process, send and show them as needed to run SafetyDocs for you. That includes making PDFs, sending what you ask us to send, converting and translating when you ask, and using our service providers to do it.

We check and improve AI conversions and translations using the requests and responses we keep, as our Privacy Policy describes. We don't sell your content, and we don't use it to train AI models. We can use combined, de-identified information about how SafetyDocs is used, which doesn't identify you or your organisation, to run and improve it.

You're responsible for having the right to add what you add, and for its accuracy.

Scanning uploads. We scan every upload for known malware before we process it or anyone can open it, so a new file can take a few minutes to be ready. We don't serve a file that's flagged as unsafe, or that we couldn't scan, and we delete its stored copies. Scanning can't catch everything, and it can occasionally flag a safe file.

15. People's details in your content

Your organisation decides whose details go into SafetyDocs and what it does with them, including when it adds people to Contacts, invites them to a job, asks them for a licence, puts them in a document, or shares their details with another organisation. For that information, we act on your organisation's instructions. Your organisation needs to:

• be allowed to collect, use and share those details, and only use what the work needs
• tell people how their details are handled, where the law requires it. Our invitations and sign-on screen help with this, but they don't replace your own obligations
• deal with people's requests about their information, with our help where you need it
• take care with health or injury details, and photos of people

Messages about a job, including invitations and reminders, are sent at your organisation's direction and say who they're from. Keep them to the job. Don't use them for advertising, and don't send them to people you have no work reason to contact.

16. Signing and records

What a signature means. When someone signs in SafetyDocs, it records that they said they read a particular version of a document and would follow it. SafetyDocs keeps the version they signed and the details they gave, so a later change can't rewrite the record.

What it doesn't prove. Each signature shows how the person was known at the time: signed in to an account, details matching an invitation, or details given on site. None of these proves who was holding the phone. A signature doesn't show that someone understood a document, that they're competent, or that the work was done safely. Whether a signature and a record meet a legal or contractual requirement is for you to judge. SafetyDocs signatures aren't designed for documents that need a witness, a deed, or a particular form of signing under law.

In-person signing. If your organisation signs someone on using its own phone or a site tablet, the record says so. The person must be there, and must sign for themselves. Your organisation is responsible for the device, and for making sure each person's details aren't left on it for the next person.

When documents change. Your organisation decides when a change is significant enough for people to sign again. SafetyDocs can suggest this and show who needs to sign. Earlier signatures stay on record, marked as being for an older version. Check that the people who need to know about a change have seen it.

Corrections. A signature shows what someone gave at the time. If it's wrong, your organisation or we can attach a note, rather than change what was signed.

Your records are yours. Your organisation can reach its signed records on any plan, and take a copy, including after a job ends or the plan changes. You may need to keep some safety records for years. A SWMS, for example, generally has to be kept until the high-risk construction work is finished, and for at least two years after a notifiable incident.

How long we keep signed records. We keep each signed record for at least seven years after it was signed, whatever your plan, unless the law requires us to delete it. The version signed, and the job's audit entries for it, are kept with it. Other audit entries last up to 365 days, so ask us for a copy of anything else you need after an incident.

Holding records. If you're dealing with an incident, an investigation or a legal claim, tell us and we'll hold the records you name, so they aren't deleted until you tell us the hold has ended.

When an organisation is deleted. We wait 30 days before removing its signed records from the organisation's reach, so a deletion can be reversed, and they then stay stored for the rest of their seven years, for the organisation to request and for the people who signed them.

If you signed for someone else. If you sign a document on another organisation's job, your account keeps a reference to what you signed, for whom and when, and you can open that version. That holds even if the job ends, you leave the job, or that organisation is deleted.

SafetyDocs isn't a backup. Keep copies of anything you're required to keep, and make them before you close your organisation. Where the product doesn't give you what you need, ask us and we'll help you get your information out.

17. Credentials and permits

Credentials. People can upload tickets, licences and insurance for a job, and organisations can ask for them. We store what's uploaded and any expiry date given. We don't check that a credential is genuine or current, or that someone is competent to do the work. An expiry reminder is a help, not a guarantee, and it won't always reach you. Your organisation is responsible for checking the credentials it relies on, and for only asking for what the work needs.

Permits to work. SafetyDocs can hold a permit, show who needs to act on it, and record their approval and sign-on. It doesn't know what's happening on site. It can't check that a permit's conditions have been met, or that it's safe to start work. Your organisation is responsible for issuing, supervising, and closing its permits.

Keep a way of working that doesn't depend on SafetyDocs for safety-critical steps, such as isolating plant or responding to an emergency. A network or service outage shouldn't be able to put anyone at risk.

18. Integrations and API

Enterprise plans can connect SafetyDocs to other systems. If your organisation does that, it's instructing us to send and receive its information through that connection. The other system's provider is your organisation's own provider, and we're not responsible for it. Keep your API keys secret, and follow the limits and documentation we give you. We can change or suspend a connection if it puts SafetyDocs or other people's information at risk, and we'll tell you first where we reasonably can.

19. Acceptable use and our content

Follow the Acceptable Use Policy. In particular, don't fake a record, such as signing for someone else, or adding someone to a job or a document when they weren't involved.

SafetyDocs, its templates, its software and our website content belong to us or our licensors. Apart from the licences in these terms, you get no rights in them. If you send us feedback, we can use it without owing you anything.

Some features rely on services run by other companies, and sign-in and checkout open their pages. We're not responsible for those companies' own sites and services, but that doesn't limit our responsibilities to you under section 22.

20. Confidentiality and security

Each of us will keep the other's non-public information confidential, use it only for this agreement, and protect it with reasonable care. This doesn't cover information that's public through no fault of the person receiving it, or that the law requires someone to disclose.

We protect your information as our Security page describes. If we become aware of a security incident that affects your personal information, we'll tell you as the Data Processing Addendum and the law require.

21. Availability and changes to SafetyDocs

We work to keep SafetyDocs available and secure, but we can't promise it will always be available or free of errors, and we don't offer an uptime guarantee on self-serve plans. We may change, add or remove features as the product develops.

If we stop offering SafetyDocs, or remove something that materially reduces what you paid for, we'll give you at least 30 days' notice where we can, and a chance to get your documents and records out. We'll refund the unused part of any period you've paid for, as our Refund Policy describes.

Features on the way. We're still building some of what these terms cover: signing and sign-on registers, in-person signing, job documents and reminders, job activity messages and photos, document approval and document requests, credentials, permits, AI drafting and review, signing rules, and integrations and an API. These terms apply to a feature once it's available to you. Our site and Plan and usage show what your plan includes.

22. Your rights under the Australian Consumer Law

Our goods and services come with guarantees that cannot be excluded under the Australian Consumer Law. For major failures with the service, you are entitled:

• to cancel your service contract with us; and
• to a refund for the unused portion, or to compensation for its reduced value.

You are also entitled to choose a refund or replacement for major failures with goods. If a failure with the goods or a service does not amount to a major failure, you are entitled to have the failure rectified in a reasonable time. If this is not done you are entitled to a refund for the goods and to cancel the contract for the service and obtain a refund of any unused portion. You are also entitled to be compensated for any other reasonably foreseeable loss or damage from a failure in the goods or service.

Nothing in these terms excludes, restricts or changes those guarantees, or any other right that the law says can't be excluded. That includes any similar right you have under the laws of another country.

23. Liability

This section applies as far as the law allows, and it doesn't limit section 22.

Your use at work. Where a consumer guarantee applies to goods or services that aren't of a kind usually bought for personal, domestic or household use, and it's fair and reasonable for us to rely on this limit, our liability for failing to meet the guarantee is limited to:

• for services, supplying them again or paying the cost of having them supplied again
• for goods, replacing or repairing them, or paying the cost of doing so

Losses neither of us covers. Neither you nor we are liable to the other for indirect or consequential loss, or for loss of profit, revenue or business opportunity. This doesn't reduce your obligation to pay fees, or either side's liability for fraud, or for using the other's intellectual property or confidential information without permission.

Overall limit. Each side's total liability to the other under this agreement, for all claims arising in any 12-month period, is limited to the greater of A$500 and the fees your organisation paid us in the 12 months before the claim arose. This doesn't limit your obligation to pay fees, or liability that can't legally be limited.

Shared responsibility. Our liability is reduced to the extent that you caused or contributed to a loss. That includes not adapting a template to your site, not checking AI output, relying on a document after you knew it had a problem, relying on a credential or a permit without checking it, or not keeping records you were required to keep.

24. Suspending or closing

You can stop using SafetyDocs at any time. An Admin can delete the organisation under Organisation, then General. An organisation with a paid plan still running can't be deleted, so cancel the plan first. Unused credits are lost when an organisation is deleted. To close your personal account, email privacy@safetydocs.app.

We can suspend or close an account or organisation if it seriously or repeatedly breaks these terms, if it's needed to protect someone or SafetyDocs, or if the law requires it. We'll tell you why and give you at least 14 days to fix the problem, unless the risk or the law means we can't wait. A suspension stays limited to what's needed to deal with the problem, and wherever we can, we'll keep workers able to read and sign on a job that's under way.

If we close your account because of your serious breach, we don't refund fees already paid unless the law requires it. If we close it for any other reason, we refund the unused part of any period you've paid for. Unless the law stops us or there's a security risk, we'll give you a reasonable chance to get your documents and records out first.

Our Privacy Policy explains what happens to information afterwards. Sections that are meant to continue, including 11, 14, 20, 22, 23 and 26, keep applying.

25. Changes to these terms

We may update these terms when our product, the law or our business changes. We'll tell you at least 30 days before a change that materially affects you, by email to Admins and on this page, unless the law or a security risk requires a faster change. Adding a feature on the way isn't a change that needs this notice, as long as it doesn't reduce your rights.

If a change materially reduces your rights, you can cancel before it takes effect and we'll refund the unused part of any period you've paid for. If you keep using SafetyDocs after the change takes effect, the new terms apply. Any change only applies going forward.

26. Disputes and governing law

If there's a problem, tell us first at support@safetydocs.app. We'll try in good faith to sort it out with you, and we'll give you a response within 30 days. This doesn't stop anyone going to a court, tribunal or regulator, or seeking urgent relief.

These terms are governed by the laws of New South Wales, Australia. You and we can bring proceedings in the courts of New South Wales, and in any other court that has jurisdiction under the law. Consumer and privacy rights that the law of your own country gives you still apply.

27. General

If part of these terms can't be enforced, the rest still applies. If either of us doesn't enforce a right straight away, that doesn't give it up. Neither of us is responsible for a delay or failure caused by something reasonably outside our control, though you still have your rights under section 22.

We can transfer this agreement to a related company, or to a business that takes over SafetyDocs, as long as your rights aren't reduced. We'll tell you if we do. You can transfer it with your business, if you tell us first. These terms, with the policies listed in section 1, are the whole agreement between us about SafetyDocs.

We can send you notices by email, in the app, or on our site. Send notices to us at the address below.

28. Outside Australia

SafetyDocs is run from Australia and these terms were written for Australia. If you're elsewhere, the following also applies.

New Zealand. You and we are both in trade, and you acquire SafetyDocs in trade. We agree that the Consumer Guarantees Act 1993 doesn't apply, and that sections 9, 12A, 13 and 14(1) of the Fair Trading Act 1986 don't apply, as far as the law allows. This doesn't affect the Fair Trading Act's rules on unfair contract terms.

United Kingdom and the European Economic Area. SafetyDocs is offered to businesses. Nothing in these terms limits liability for death or personal injury caused by negligence, or for fraud, or any other liability that can't be limited by law. Our Privacy Policy sets out extra rights you may have.

United States. Implied warranties are excluded to the extent the law allows. Some states don't allow certain exclusions or limits, so some of section 23 may not apply to you.

Canada. Nothing in these terms limits any rights you have under laws that can't be excluded, including consumer protection laws, and article 1474 of the Civil Code of Québec. You and we have expressly asked that these terms be in English. Vous et nous avons expressément demandé que ces conditions soient rédigées en anglais.

29. Contact us

Email support@safetydocs.app or call 1300 306 604 (within Australia), Monday to Friday, 8:30 am to 5 pm AEST. From overseas, please email.

Post: SafetyCulture Plus Pty Ltd, PO Box 578, Townsville QLD 4810, Australia.