Terms of Service

Last Updated: July 1, 2026

Please read these Terms of Use ("Terms") carefully before using the StaffLoop application (the "Service"). These Terms constitute a binding agreement between you ("User"), your employing organisation (the "Subscriber"), and StaffLoop, operated by Siva Tech Services Pty Ltd (ABN 61 680 000 640) ("Provider").

1. Agreement to Terms

By accessing or using the Service, you agree to be bound by these Terms. If you disagree with any part of the terms, then you may not access the Service.

2. SaaS Platform Model

StaffLoop provides a software platform for rostering and care management. We are not a care provider and do not employ the staff using the platform. The Subscriber (your employer) is solely responsible for:

• Ensuring the accuracy of all data entered into the system. This includes the manual creation of shifts, adjustments made via "Drag and Drop" roster management, and any manual overrides of shift times or locations. The Subscriber is solely responsible for verifying the final roster for errors or conflicts.
• Compliance with industry regulations, labour laws, and other applicable legislation (including NDIS compliance, Fair Work Act, and Award interpretations).
• Managing user access, roles (RBAC), and specific data permissions within their tenant.
• Establishing appropriate policies for messaging, file sharing, and data retention.
• Biometric Verification: If utilizing facial recognition, the Subscriber is responsible for obtaining any required employee consents and for the overall integrity of the verification process. StaffLoop provides the matching technology but is not liable for verification errors, false matches, or spoofing attempts.
• Kiosk Management: The Subscriber is responsible for the physical security and monitoring of Kiosk devices. Kiosks are stationary devices and may be configured with different geofencing and timing rules compared to personal mobile devices.
• Inventory and Operational Management: If utilizing inventory modules, the Subscriber is solely responsible for maintaining accurate stock levels, tracking supplier orders, and managing catering or operational assets. StaffLoop is not liable for stockouts, ordering errors, or financial discrepancies.

NDIS Pricing & Catalog Disclaimer: The NDIS Service Catalog and associated pricing limits provided within the Platform are for reference purposes only. Pricing limits are subject to change by the NDIA. The Platform allows Tenants to override, modify, and manage their own service catalog and pricing. You acknowledge and agree that you are solely responsible for ensuring your service pricing complies with the relevant NDIS Pricing Arrangements and Price Limits. StaffLoop accepts no responsibility or liability for any pricing errors, non-compliance, or financial losses resulting from the use of the Service Catalog or custom pricing configurations.

Critical Care Services Disclaimer: StaffLoop is a scheduling and workforce management tool only. We do not provide care services, clinical advice, or medical treatment. We are not responsible for the quality, safety, or outcomes of any care or services delivered by workers using the platform. The Subscriber is solely responsible for:

• Verifying worker qualifications, credentials, and fitness to work
• Ensuring appropriate supervision and duty of care
• Managing clinical governance and incident reporting
• Compliance with NDIS Quality and Safeguards requirements (where applicable)
• All employment obligations including Fair Work Act compliance

Timesheets, Supplementary Hours & Award Interpretation Disclaimer: StaffLoop may provide tools to assist in tracking time (timesheets), calculating supplementary hours, and applying award templates (such as the SCHADS award). These features are provided on a best-effort basis and rely entirely on the data configured by the Subscriber. You acknowledge that you are strictly responsible for reviewing, auditing, and correcting all timesheets and award interpretations before finalizing payroll. StaffLoop accepts no liability for payroll errors, underpayments, or compliance breaches resulting from the use of these tools.

Worker Classification & Sham Contracting Disclaimer: StaffLoop allows Subscribers to record worker engagement types (Full-Time, Part-Time, Casual, ABN Contractor) and associated pay rates, loadings, and tax statuses (e.g., GST eligibility). You acknowledge and agree that you are solely responsible for legally classifying workers in accordance with the Fair Work Act 2009 (Cth) (including Section 357 regarding sham contracting), Australian Taxation Office (ATO) employee vs. contractor rulings, and relevant Modern Awards. StaffLoop provides worker engagement options for operational scheduling and cost estimation only, and accepts no legal responsibility or liability for worker misclassification, sham contracting claims, regulatory penalties, or back-pay obligations.

Labour Spend Analytics & Non-Payroll Software Disclaimer: StaffLoop is a workforce scheduling, time-tracking, and operational analytics platform ONLY. StaffLoop is not a registered Single Touch Payroll (STP) software provider, tax agent, or payroll calculation engine. All rate calculations, award interpretations, casual loadings, superannuation estimates, and GST on-costs rendered within the Platform are computed strictly for operational budgeting, shift cost forecasting, and timesheet exports. Subscribers are strictly responsible for conducting independent payroll verification, tax withholding (PAYG), superannuation guarantee (SG) contributions, and executing final payroll inside dedicated, compliant payroll systems (e.g., Xero, QuickBooks, MYOB). StaffLoop assumes zero liability for payroll calculations, overpayments, underpayments, tax liabilities, or statutory interest.

Data Deletion & Record-Keeping Disclaimer: The Service provides configurable data management controls, including automated and manual deletion of shift records (e.g., supplementary shift cleanup). Where the Subscriber enables or initiates deletion of any records through these controls, the Subscriber assumes full responsibility for ensuring compliance with all applicable record-keeping obligations, including but not limited to the Fair Work Act 2009 (Cth) (which requires employment records to be retained for 7 years), NDIS Quality and Safeguards requirements, and any other applicable legislation. StaffLoop accepts no liability for regulatory penalties, audit failures, or legal consequences arising from Subscriber-initiated data deletions.

Invoicing & Claims Disclaimer: The Service includes features to assist in generating invoices and NDIS claim files ("Financial Tools"). These tools rely entirely on the data entered by the Subscriber (e.g., price books, shift times, participant plans). You acknowledge that you are solely responsible for verifying the accuracy, compliance, and tax implications of all invoices and claims generated. StaffLoop is not responsible for rejected claims, audit failures, or financial losses resulting from incorrect data entry or misuse of the Financial Tools.

3. Software Updates, OTA Delivery, and Mobile/Kiosk Behaviour

The Service may deliver web application updates, feature changes, bug fixes, and security patches over the air ("OTA") to native mobile and kiosk apps. OTA updates apply the web bundle inside the native app and do not replace App Store / Play Store binary updates. You acknowledge that:

• StaffLoop may update the web application without requiring a store release.
• OTA updates may change the user interface, feature availability, or operational behaviour of the app.
• Some updates may be applied automatically when the app starts, resumes, or when a kiosk device is idle and eligible for an update.
• You are responsible for maintaining compatible native app versions where a store release is required for plugin, permission, or wrapper changes.

Some parts of the Service may rely on third-party infrastructure and subprocessors (for example, cloud hosting, notifications, analytics, mapping, or error reporting providers). Those providers may process limited operational data in other jurisdictions as required to provide the Service.

4. Accounting & Payroll Integrations

The Service allows integration with third-party accounting, payroll, and point-of-sale software (e.g., Xero, QuickBooks Online, MYOB, Zoho Books, Square) ("Third-Party Services").

• Data Accuracy: You acknowledge that StaffLoop transfers data (such as timesheets and employee details) to these Third-Party Services based on your instructions. We do not verify the accuracy, completeness, or compliance of the data once it leaves our system.
• Subscriber Responsibility: You are solely responsible for verifying all payroll and accounting data within the Third-Party Service before processing payments. StaffLoop is not liable for overpayments, underpayments, or tax errors resulting from the integration.
• Availability: We do not guarantee the continued availability of any specific integration. Third-Party Services may update their APIs or terms at any time, which may require us to modify or discontinue an integration.
• Third-Party Terms: Your use of Third-Party Services is governed by their respective terms and privacy policies.

5. User Account and Access

Account Registration: You may be invited to create an account by your Subscriber (employer). You must provide accurate, current, and complete information during the registration process.

Account Security: You are responsible for safeguarding your login credentials. You agree not to disclose your password to any third party. You must notify your administrator immediately upon becoming aware of any breach of security or unauthorized use of your account.

Account Suspension & Restrictions: Your Subscriber or StaffLoop may suspend or terminate your access at any time for breach of these Terms or for operational reasons. Your Subscriber's administrators also have the right to configure specific restrictions, such as limiting your access to certain locations, clients, or features.

Multi-Tenant Access: If you are invited to work with multiple organisations (tenants) on the platform, each tenant relationship is independent. Your access, permissions, and employment relationship are determined solely by each respective Subscriber. StaffLoop is not responsible for disputes between you and any Subscriber, or for any conflicts arising from your engagement with multiple tenants.

6. Geolocation Tracking and Distance Calculation

The Service includes features that require the collection of your geolocation data. When you clock in for a shift, the Service will record your location. If "GPS Tracking" is enabled for a shift, the Service will continuously monitor your location path until you clock out. This is used for service verification, safety, and mileage calculation.

GPS Accuracy and Limitations: The accuracy of GPS data depends on device capabilities, signal strength, environmental conditions, and third-party services. GPS coordinates may be inaccurate in areas with poor satellite coverage, indoors, or in urban canyons.

Audio Indicators: To ensure transparency and safety, the Service may emit audible tones or "beeps" from your device to indicate that background location tracking is active, has resumed, or has encountered a diagnostic event. These sounds are operational indicators and do not signify unauthorized surveillance.

Distance Calculation Disclaimer: When GPS tracking is enabled, the Service calculates travel distance using third-party mapping services (including Mapbox Map Matching API) to estimate road-based distances. These calculations are approximate and may not reflect exact routes taken due to limitations in GPS accuracy, map data currency, or routing algorithms. Distance calculations should be treated as estimates and may be subject to verification by your Subscriber.

By using these features, you consent to the collection and use of your geolocation data for these purposes. Location data is shared with your Subscriber's administrators.

7. Messaging and Communications

The Service provides in-app messaging, chat, and "Admin Broadcast" features for work-related communication. By using these features:

• You agree that all messages are property of your Subscriber and may be monitored, reviewed, and exported by administrators.
• Admin Broadcasts: Administrators may send organization-wide or targeted broadcast messages. You agree to read and adhere to operational directives sent via this channel.
• You agree to use messaging for professional, work-related purposes only and not to send harassing, offensive, or inappropriate content.
• You acknowledge that messages are not private and are subject to your Subscriber's policies.
• Not for Medical Records: You acknowledge that the internal chat feature is for operational coordination (e.g., confirming shift times, logistics). It is not an Electronic Medical Record (EMR) system. Critical clinical information, medical handover notes, or incidents must be recorded in the designated patient management or incident reporting systems as per your Subscriber's clinical governance policies, not in chat.

8. File Uploads and Attachments

The Service allows you to upload documents, images, and other files. By uploading content:

• You grant your Subscriber a license to access, store, and use the content for business purposes.
• You represent that you have the right to upload the content and that it does not violate any third-party rights.
• You agree not to upload malicious files, illegal content, or material that violates intellectual property rights.
• You acknowledge that uploaded files are subject to your Subscriber's retention and deletion policies.

9. Electronic Signatures & Employment Agreements

The Service provides functionality for Subscribers to send documents (e.g., Employment Contracts, Onboarding Agreements, Policies) to users for electronic signature ("E-Signature").

• Platform Role: StaffLoop acts solely as a facilitator for the capture and storage of these signatures. We do not provide legal advice regarding the validity or enforceability of any specific agreement.
• Subscriber Responsibility: The Subscriber is solely responsible for ensuring that the content of the employment or onboarding agreements complies with applicable laws and that the method of signature is legally appropriate for the specific type of document in their jurisdiction.
• Identity Verification: While we capture audit traits (such as login credentials and timestamps), the Subscriber is responsible for verifying the identity of the signatory.
• "Click-to-Accept": Users will be asked to tick a checkbox and click a "Sign & Accept" button. You agree that this action constitutes your rigorous intent to be bound by the terms of the document you are signing and has the same legal effect as a handwritten signature.

10. Push Notifications and Alerts

The Service provides notifications via email, SMS, and push notifications regarding shift assignments, compliance expiries, and operational updates. You acknowledge that:

• Reliability: Notifications are provided on a "best effort" basis. Delivery is not guaranteed and may be affected by network availability, device settings (e.g., "Do Not Disturb" modes, battery optimization), carrier filters, or third-party service outages (AWS, Apple, Google).
• Responsibility: The notification system does not absolve you or your staff of the professional responsibility to manually check rosters and compliance status. Failure to receive a notification does not excuse a staff member from attending a assigned shift or maintaining valid documents.
• Costs: While we manage platform costs, standard text messaging rates or data charges may apply to you or your staff depending on carrier plans.

You can manage notification preferences through your app settings. However, opting out of operational alerts may impact your ability to receive timely work-related information.

11. Calendar Synchronization

The Service allows you to synchronize your roster with external calendar applications (e.g., Google Calendar, Apple Calendar, Outlook). You acknowledge that:

• Data Transfer: Enabling sync transfers your shift details (times, locations, subjects) to these third-party providers. Their use of this data is governed by their own privacy policies.
• Sync Delay: There may be delays in background synchronization. Your primary source of truth for shift timing is always the StaffLoop application.

12. Acceptable Use

You agree not to misuse the Service. You must not:

• Attempt to tamper with, disable, or circumvent any security or location-tracking features.
• Provide false or misleading information, including falsifying clock-in/clock-out times or locations.
• Use the Service for any unlawful purpose.
• Attempt to access data belonging to other tenants or users.
• Use the Service to transmit spam, malware, or harmful code.
• Reverse engineer, decompile, or attempt to extract source code from the Service.
• Use automated tools or bots to access the Service without authorization.

13. Free Trials

If you register for a "Free Trial", StaffLoop will make the Service available to you on a trial basis free of charge until the earlier of (a) the end of the free trial period (typically 14 days), or (b) the start date of any paid subscription.

As-Is: During the free trial, the Service is provided "AS-IS" without any warranty or service level commitment.

Data Deletion: Any data you enter into the Service during your free trial will be permanently lost unless you purchase a subscription before the end of the trial period. We reserve the right to delete trial data 30 days after the trial expires if no subscription is active.

14. Subscription, Billing, and Account Management (For Subscribers)

Subscription Plans: The Service is offered on a subscription basis. Your Subscriber's plan determines available features, user limits, and pricing.

Payment Terms: Subscriptions are billed in advance on a recurring monthly or annual basis and automatically renew at the end of each billing period unless cancelled before the renewal date. We will send a renewal reminder via email at least 7 days before each renewal. Payment is due upon invoice unless otherwise agreed in writing.

No Refunds: All payments made to StaffLoop are non-refundable. You may cancel your subscription at any time, and no further charges will apply for subsequent billing periods. You will remain responsible for all fees and charges incurred during the current billing period, whether on a monthly or annual plan. Upon cancellation, you will retain access to your account and services until the end of the current paid billing period.

Plan Changes: Subscribers may upgrade or downgrade their plan at any time. Upgrades take effect immediately; downgrades take effect at the next billing cycle.

Usage Limits & Quotas: Each plan includes limits on users, client profiles, storage, and features. Exceeding limits may result in additional charges or temporary service restrictions. StaffLoop reserves the right to enforce quotas programmatically.

Client Management & Archiving: StaffLoop Superadministrators reserve the right to suspend or archive tenant clients and associated data in the event of continuous non-payment, significant plan downgrades (downsizing), or breach of these terms, following a reasonable notice period.

Cancellation & Suspension: Subscribers may cancel at any time. No refunds are provided for partial billing periods. Upon cancellation, access to the Service terminates at the end of the current billing period. Failure to pay invoices may result in service suspension after 14 days' notice.

15. Service Level and Availability

Uptime Commitment: We strive to maintain 99.5% uptime on a monthly basis, excluding scheduled maintenance.

Scheduled Maintenance: We may perform scheduled maintenance with 48 hours' advance notice via email or in-app notification. Emergency maintenance may occur without notice.

Service Interruptions: We do not guarantee uninterrupted access. Service may be temporarily unavailable due to maintenance, technical issues, or circumstances beyond our control.

Disaster Recovery: We maintain automated backups with point-in-time recovery (PITR) enabled on all primary databases, continuous replication within the Sydney region for file storage, and infrastructure-as-code deployments enabling rapid environment recovery. Our target Recovery Point Objective (RPO) is 24 hours and Recovery Time Objective (RTO) is 4 hours for critical platform services.

Support: Support is available via email at contact@staffloop.com.au. Response times vary by subscription tier and issue severity.

Security: This site is protected by reCAPTCHA and the Google Privacy Policy and Terms of Service apply.

16. Data Ownership and Export

Your Subscriber retains ownership of all data entered into the Service. Upon request, we will provide data export in standard formats (e.g., Excel, CSV). Data export is available at any time through the platform's export features.

17. Intellectual Property

The Service, including its software, design, trademarks, and documentation, is owned by StaffLoop and protected by intellectual property laws. You receive a limited, non-exclusive, non-transferable license to use the Service in accordance with these Terms.

18. Limitation of Liability

To the maximum extent permitted by law, StaffLoop shall not be liable for:

• Any indirect, incidental, special, consequential, or punitive damages.
• Loss of profits, data, use, goodwill, or other intangible losses.
• Damages resulting from your access to or inability to access the Service.
• Errors or omissions in data entered by your Subscriber or users.
• Decisions made by your Subscriber based on data from the Service.
• Inaccuracies in GPS location data, distance calculations, or route estimations. GPS tracking and distance calculations rely on device hardware, third-party services (including Mapbox), and environmental factors beyond our control. We do not guarantee the accuracy of geolocation data or calculated distances, which should be treated as approximations.
• Delay or failure of notifications. We are not liable for any missed shifts, compliance breaches, or operational disruptions resulting from the failure or delay of push notifications, SMS, or emails.
• Disputes arising from payroll calculations, mileage reimbursements, or billing based on GPS data. Your Subscriber is responsible for verifying and validating all data before making payroll or financial decisions.
• Personal injury, bodily harm, illness, or death of any person (including clients, patients, staff, or third parties) arising from the use or misuse of the Service, actions or inactions of workers scheduled through the platform, failure of Subscribers to verify worker credentials, clinical decisions or care outcomes, or accidents occurring during shifts or travel.
• Staff and worker conduct, competence, or actions. The Subscriber is responsible for employing, supervising, and managing their workforce in accordance with all applicable laws and professional standards.
• Quality of care or services delivered by workers using the platform. StaffLoop is a scheduling tool only and does not provide, supervise, or guarantee care services.
• Third-party service failures including but not limited to AWS, Google, Apple, Mapbox, or telecommunications providers.
• Financial losses, lost revenue, or business interruption arising from Service outages, data inaccuracies, or reliance on platform features.

Our total liability to you for any claim arising out of or relating to these Terms or the Service shall not exceed the amount paid by your Subscriber for the Service in the 12 months preceding the claim.

19. Indemnification

You agree to indemnify and hold StaffLoop harmless from any claims, damages, losses, or expenses (including legal fees) arising from your violation of these Terms, your use of the Service, or your violation of any rights of a third party.

20. Termination

Termination by You: You may terminate your account and these Terms at any time by using the "Delete Account" feature within the Application (My Profile > Security). Upon initiation, your login access will be permanently revoked. You acknowledge that your records will be retained for 7 years for regulatory compliance, as detailed in our Privacy Policy.

Termination by Us: We or your Subscriber may terminate or suspend your access to the Service immediately, without prior notice or liability, for any reason whatsoever, including without limitation if you breach the Terms.

Upon termination, your right to use the Service will immediately cease. All provisions of the Terms which by their nature should survive termination shall survive, including ownership provisions, warranty disclaimers, indemnity, and limitations of liability.

21. Modifications to Terms

We reserve the right to modify these Terms at any time. We will notify Subscribers of material changes via email or in-app notification at least 30 days before the changes take effect. Your continued use of the Service after changes constitutes acceptance of the modified Terms.

22. Dispute Resolution

Any disputes arising from these Terms or the Service shall first be attempted to be resolved through good faith negotiation. If negotiation fails, disputes shall be resolved through binding arbitration in accordance with the rules of the Australian Centre for International Commercial Arbitration (ACICA), conducted in **Melbourne, Victoria**, Australia.

23. Governing Law

These Terms shall be governed and construed in accordance with the laws of **Victoria, Australia**, without regard to its conflict of law provisions. You and StaffLoop agree to submit to the **exclusive jurisdiction** of the courts located in **Melbourne, Victoria** to resolve any legal matter arising from these Terms or your use of the Service.

24. Severability

If any provision of these Terms is found to be unenforceable or invalid, that provision shall be limited or eliminated to the minimum extent necessary so that these Terms shall otherwise remain in full force and effect.

25. Force Majeure

Neither party shall be liable for any delay or failure in performance resulting from causes beyond its reasonable control, including but not limited to natural disasters, pandemics, epidemics, government actions or orders, wars, terrorism, civil unrest, power outages, internet or telecommunications failures, failures of third-party cloud or infrastructure providers, or cyberattacks. The affected party shall notify the other party promptly and use reasonable efforts to mitigate the impact of the event.

26. Entire Agreement

These Terms constitute the entire agreement between you and StaffLoop regarding the Service and supersede all prior agreements and understandings, whether written or oral.

27. Contact Information

For questions about these Terms, please contact:

• Email: contact@staffloop.com.au
• Business Name: Siva Tech Services Pty Ltd trading as StaffLoop
• ABN: 61 680 000 640