Terms of Use

Effective date on publication · Version 1.1 (draft — pending legal review; v1.0 of 3 August 2026 remains current)

These are the terms for using Flowmatix — this website, the Flowmatix platform (visitor and contractor sign-in, maintenance and works management) and AI Reception, our AI phone receptionist. They are written in plain English on purpose. If you sign a separate services agreement with us, that agreement wins where the two differ.

1. What the service is

Flowmatix provides software for Australian business:

• The Flowmatix platform — visitor and contractor sign-in with inductions and compliance records, evacuation lists, and maintenance and works management, run from a web browser (including kiosk mode on a tablet).
• AI Reception — an AI phone receptionist that answers calls for your business, takes messages, captures enquiries and booking requests, and gives you a transcript of every call. Booking requests are routed to your team to confirm — nothing is committed without a person saying yes.

What each product does, and does not do, is described honestly on this site — including the security page's list of current limitations. We don't promise features that aren't listed there.

2. Using this website

This section covers flowmatix.com.au itself — anyone can browse it, whether or not they become a customer.

Permitted use

You're welcome to view the site, read and print pages for your own or your business's evaluation of our products, and contact us through the forms. That is a limited, revocable permission to use the website — it doesn't transfer any rights in our content or software.

Prohibited conduct

When using this website, don't:

• do anything unlawful, or use the site to infringe anyone's rights;
• attempt to probe, disrupt or overload the site, interfere with its security, or gain access to systems or data you're not authorised to access;
• submit forms with false or misleading details, impersonate another person or business, or send spam or bulk automated submissions through our forms;
• introduce malware or other harmful code;
• copy the site's content to pass off as your own, or misrepresent your affiliation with Flowmatix.

Content is general information

The content on this website — including articles, checklists, comparisons and resources — is general information about our products and about workplace operations. It isn't legal, compliance, safety or other professional advice, and it may not apply to your circumstances. Get your own advice before relying on it for compliance decisions.

AI-generated content & possible inaccuracies

Our products use AI, and AI makes mistakes. Transcripts, messages and enquiry summaries produced by AI Reception can contain errors — treat them as working records, not certified ones (see AI services — honest limits). Example conversations shown on this website are illustrative, not recordings of real calls. If we add AI-generated content or an AI assistant to this website, the same caveat applies: check important details before relying on them.

Third-party services & links

The site links to third-party websites and services (for example the OAIC, Google, Stripe and our providers' documentation). We don't control them, don't endorse everything on them, and aren't responsible for their content, availability or how they handle your information — their own terms and privacy policies apply.

Your submissions

When you send us an enquiry, demo request or other message through the site, make it accurate and lawful. You keep ownership of what you send; you give us permission to use it to respond to you, follow up as described in our Privacy Policy, and improve our products and site. How we handle the personal information in submissions is covered by the Privacy Policy, which forms part of these terms for that purpose.

Website availability & access

We may change, suspend or remove any part of this website at any time, and we don't promise it will always be available or error-free. We may block or restrict access to the website (for example, specific addresses or automated traffic) where we reasonably consider it necessary to protect the site or its users.

3. Your account

• Give us accurate account and billing details, and keep them current.
• Keep your credentials secure. You are responsible for activity under your account and for the people you authorise (use roles and, ideally, two-factor authentication).
• Tell us promptly at [email protected] if you suspect unauthorised access.

4. Acceptable use

Use the service lawfully and reasonably. In particular, don't:

• use it to break the law, or to collect personal information you have no right to collect;
• attempt to probe, disrupt or overload the service, or access another customer's data;
• resell or white-label the service without a written agreement with us;
• use AI Reception to make or receive calls that are deceptive, harassing or unlawful — or rely on it for emergency calls. AI Reception is not an emergency service and cannot call 000 for anyone.

We may suspend accounts that put the service or other customers at risk — see Suspension & termination.

5. Your data & your obligations

• Your data stays yours. Visitor records, contractor records, call transcripts, messages and operational data you collect through the service belong to you. We process them on your behalf, as described in our Privacy Policy.
• Your legal responsibilities stay yours too. You are responsible for having a lawful basis to collect personal information from your visitors, contractors and callers, and for your own notices and obligations to them (including under the Privacy Act, where it applies to you).
• You can export your data, and on termination we return or delete it — see below and the Privacy Policy.

6. Trials & pilots

• Platform free trial (14 days). Full features on the plan you pick. You add a card at signup; if you don't cancel before day 14, your paid subscription starts and the card is charged. Cancel any time before day 14 and you pay nothing.
• AI Reception pilot (30 days). Pilots run on your existing phone system on the terms agreed at your setup call — what calls it takes, what it says, and where messages land. At the end of the pilot you decide whether to continue on a paid plan.
• Trials and pilots are for genuine evaluation — one per business, and we may end a trial that's being abused.

7. Fees & billing

• Prices are as published on this site at the time you sign up, in Australian dollars, excluding GST; GST is added where applicable.
• Billing is processed by Stripe, monthly or annually per your plan. Your card details go to Stripe directly and are never stored on our servers.
• Promotional and founding rates apply as published at the time of the offer — including any lock-in period stated in the offer. When a locked period ends, the then-current standard rate applies; we'll tell you before it changes.
• We may change prices with at least 30 days' notice; changes take effect at your next billing cycle after the notice period.
• No lock-in contracts. You can cancel any time from your billing portal; your service runs to the end of the period you've paid for. Fees already paid are non-refundable except where the Australian Consumer Law requires otherwise, or where section 13 (material changes) gives you a refund of unused fees.

8. AI services — honest limits

AI Reception is good, and we want you to judge it on real calls — that's why pilots exist. But AI has limits, and we'd rather state them than have you discover them:

• Transcripts can contain errors. Speech recognition occasionally mishears a word, a name or a number. Treat transcripts as a working record, not a certified one.
• Confirm before you commit. Booking and appointment requests captured by AI Reception are requests for your team to confirm with the caller. Don't act on high-stakes details without checking them.
• It can decline or hand off. AI Reception is designed to say "I don't know" and take a message rather than guess, and to hand callers to a human where you've configured it — but no AI is perfect on every call.
• How call data is processed (including the AI providers involved and where they process it) is set out plainly in our Privacy Policy.

9. Availability & support

We work hard to keep the service available and we run it on infrastructure we monitor, but we do not promise uninterrupted service and these terms include no uptime guarantee or service-level agreement. We may do maintenance (aiming for low-traffic windows) and we'll communicate about significant outages. Support is by email at [email protected] — a real person who knows the system replies.

10. Intellectual property & trademarks

We own the Flowmatix software, the AI Reception service, and this site's content. The "Flowmatix" name and logo identify our business — don't use them in a way that suggests endorsement or affiliation without our written permission. You get a non-exclusive, non-transferable right to use the service while your subscription is active, and the limited permission in section 2 to use this website. You own your data (section 5). If you send us feedback or suggestions, we can use them to improve the product without owing you anything — and without ever claiming your data.

11. Liability & indemnity

Your rights under the Australian Consumer Law come first. Nothing in these terms excludes, restricts or modifies any consumer guarantee, right or remedy you have under the Competition and Consumer Act 2010 (Cth) or other law that cannot be excluded.

Beyond those non-excludable rights: the service is provided as described, without other warranties. To the extent permitted by law, we are not liable for indirect or consequential loss (lost profits, lost business, lost data beyond our obligation to take reasonable care of it), and our total liability for claims connected with the service in any 12-month period is capped at the amount you paid us for the service in that period. Where liability cannot be excluded but can be limited, we may resupply the service or refund the affected fees.

You remain responsible for decisions made using the service — including acting on transcripts, sign-in records and compliance alerts, which are tools to help your processes, not a substitute for them.

A narrow indemnity. If a third party brings a claim against us because you used the service in breach of these terms or the law, or because you collected personal information through the service without a lawful basis or the notices you were required to give, you agree to cover the reasonable losses and costs we incur from that claim. This indemnity is reduced to the extent we caused or contributed to the claim, and it never applies to our own breach of these terms, negligence or wilful misconduct.

12. Suspension & termination

• You can leave any time — cancel from your billing portal; service runs to the end of the paid period.
• We can suspend or terminate for material breach of these terms, non-payment, or use that threatens the service or other customers. Except where the risk is immediate, we'll warn you first and give you a chance to fix it.
• After termination, we return or delete your data as described in the Privacy Policy and any services agreement. Ask us for an export before you close the account and we'll help.

13. Changes to these terms

We may update these terms from time to time. The effective date and version at the top show the current version. For material changes we'll notify account holders by email at least 30 days before they take effect; continued use after that means the updated terms apply. If a material change disadvantages you and you don't agree with it, cancel before it takes effect and we will refund the unused portion of any fees you have prepaid for the period after your cancellation.

14. Governing law

These terms are governed by the laws of Victoria, Australia, and you and we submit to the non-exclusive jurisdiction of the courts of Victoria and the Commonwealth of Australia.

15. Contact

Flowmatix
Email: [email protected]
Flowmatix Aus Pty Ltd · Registered in Australia · ABN 31 701 379 731