Terms and Conditions

Last updated: June 2026 · Version: 2026-06-23

These Terms and Conditions ("Terms") govern your access to and use of the Manage Associations platform and services ("Platform"). The Platform is operated by Zeus ICT Services Pty Ltd t/a Manage Associations (ABN: 47 654 725 434) ("we", "us", "our").

By accessing or using the Platform you agree to be bound by these Terms and our Privacy Policy.

If you do not agree to these Terms, you must not use the Platform.

1. Acceptance of Terms

Your use of the Platform constitutes acceptance of these Terms. If you use the Platform on behalf of an organisation, you warrant that you are authorised to bind that organisation to these Terms.

2. Definitions

• "Platform" means the Manage Associations website, software, tools, features and associated services.
• "Organisation" means an association, incorporated body, club, society or similar entity.
• "Office Bearer" means a User holding a governance role.
• "Member" means a person or entity recorded as a member.
• "User" means any person accessing the Platform.
• "Manage Events" means the related platform operated by us that provides identity and sign-in.
• "Content" means all data, documents, records and information uploaded or created.

3. The Platform's Role

3.1 A tool, not a governance authority

The Platform provides tools to assist governance. We are not a regulator, auditor, or adviser. All decisions remain the responsibility of your Organisation.

3.2 No professional advice

All templates, reminders, AI outputs and tools are aids only and must not be relied upon as professional advice.

4. Your Account

4.1 Sign-in and the Manage Events relationship

Manage Associations and Manage Events are both operated by us as a single integrated service. Manage Events provides your identity and sign-in (single sign-on); Manage Associations stores your governance records and provides the governance features. Because both are operated by us, your information and Content move between them as needed for identity, account administration and service delivery. Your Manage Associations subscription is separate from any Manage Events subscription — suspending or cancelling one does not affect the other. If the sign-in service is temporarily unavailable, you may be unable to access the Platform until it is restored.

4.2 Registration

You must provide accurate, current and complete information when creating or maintaining an account, and keep it up to date. You are responsible for the accuracy of the records you and your Organisation maintain on the Platform.

4.3 Account security

You are responsible for keeping your sign-in credentials secure and for all activity that occurs under your account. You must notify us promptly of any unauthorised access or suspected breach of security.

4.4 Eligibility and authority

You must be at least 18 years old and have the legal capacity to enter into these Terms. If you act on behalf of an Organisation, you warrant that you are authorised to do so and to bind it to these Terms. We may refuse, suspend or terminate an account at our discretion, including on the grounds set out in clause 21.

5. Governance Records and Their Validity

The Platform records governance activity but does not determine legal validity. You remain responsible for:

• quorum and voting validity
• procedural compliance
• member eligibility
• legal requirements

You should maintain independent certified records.

6. AI-Assisted Features

AI features provide draft outputs only. You must review all outputs before relying on them.

We are not liable for inaccuracies in AI-generated content.

7. Meeting Recording and Transcription

You are responsible for:

• obtaining informed consent
• complying with applicable laws
• disclosing third-party processing

We do not verify consent.

8. Compliance and Reminders

Reminders and calculated dates are aids only.

You remain responsible for:

• meeting deadlines
• verifying compliance obligations

Email delivery is not guaranteed.

9. Public and Shared Links

Some features let you share content through a link that does not require the recipient to sign in. Anyone who holds such a link may access its contents.

Shared links can be withdrawn at any time by an organisation administrator or by us. Once a link is withdrawn it will no longer work, and the recipient will see a notice that the link has been withdrawn. The underlying content is not deleted — only the link is cancelled.

Withdrawing a link does not recall content that has already been viewed, downloaded or forwarded. You remain responsible for choosing who you share links with.

10. Your Data and Privacy

We handle personal information in accordance with our Privacy Policy, the Privacy Act 1988 (Cth) and the Australian Privacy Principles.

10.1 Security

We implement reasonable security measures but do not guarantee the Platform is free from unauthorised access or breaches.

10.2 Your responsibilities

You are responsible for:

• obtaining consents
• complying with privacy laws
• handling access and correction requests

11. Data Retention

We may retain Content for a limited period after termination for backup, legal or operational purposes. After that period, we may delete it.

We do not guarantee ongoing storage after termination.

12. Acceptable Use

You must not, and must not permit others to:

• breach any applicable law or regulation in your use of the Platform;
• upload or transmit Content that is unlawful, defamatory, harmful, offensive, or that infringes the rights of others;
• impersonate any person or entity, or misrepresent your affiliation with any person or entity;
• upload or transmit viruses or malicious code, or attempt to breach or test the security of the Platform;
• scrape, harvest, data-mine, copy or extract data from the Platform except as expressly permitted;
• reverse engineer, decompile, disassemble or attempt to derive the source code of the Platform;
• interfere with, disrupt or place an unreasonable load on the Platform or its infrastructure;
• use the Platform to harass, abuse, threaten or harm any person; or
• circumvent, disable or attempt to bypass any fees, access controls or usage limits.

We may suspend or terminate access for any breach of this clause.

13. Third-Party and Related Services

The Platform integrates with:

• Related platforms operated by us (including Manage Events)
• Third-party providers (AI, transcription, email, payments, etc.)

Your use of third-party services is subject to their terms.

We are not responsible for third-party services.

14. Content and Ownership

You retain ownership of your Content.

14.1 Licence to us

You grant us a worldwide, non-exclusive, royalty-free and sublicensable licence to host, store, reproduce, display and process your Content — including through our hosting, transcription and other processing providers — as necessary to provide, secure, maintain and improve the Platform.

14.2 Content removal

We may remove or disable access to Content that we reasonably consider breaches these Terms or any law, or that exposes us or others to liability.

14.3 Backups

You are solely responsible for maintaining independent backups of important records.

15. Intellectual Property

We own all intellectual property in the Platform (other than your Content). You are granted a limited, non-exclusive, non-transferable right to use it in accordance with these Terms.

15.1 Feedback

If you give us suggestions, ideas or feedback about the Platform, we may use them without restriction or any obligation to you.

16. Fees and Subscriptions

Your Manage Associations subscription is billed by us and is separate from any Manage Events subscription.

All fees are in Australian dollars (AUD) and, where applicable, include or are subject to GST.

We may change fees on reasonable notice.

Optional add-ons (such as meeting transcription) may be billed separately; if an add-on fee is unpaid, we may suspend that feature.

Payments may be processed by third-party payment processors. We do not store full payment card details and are not responsible for processor errors, chargebacks or settlement delays.

Fees are non-refundable except to the extent required by law, including under the Australian Consumer Law.

17. Availability

We do not guarantee uninterrupted access.

Features may be modified or discontinued.

18. Beta Features and Fair Use

We may release beta features which:

• may be incomplete
• may change or be withdrawn

We may impose reasonable usage limits to protect the Platform.

19. Disclaimers and Limitation of Liability

19.1 "As is" basis

The Platform is provided "as is" and "as available", without warranties of any kind, whether express or implied, including any implied warranties of merchantability, fitness for a particular purpose, accuracy or non-infringement.

19.2 Australian Consumer Law

Nothing in these Terms excludes, restricts or modifies any consumer guarantee, right or remedy you may have under the Australian Consumer Law or any other law that cannot lawfully be excluded. Where our liability for breach of a non-excludable guarantee can be limited, it is limited (at our option) to resupplying the services or paying the cost of having them resupplied.

19.3 Excluded loss

To the maximum extent permitted by law, we are not liable for any indirect, consequential, incidental, special or punitive loss, or for any loss of profits, revenue, goodwill, data or business opportunity.

19.4 Liability cap

To the maximum extent permitted by law, our total aggregate liability arising out of or in connection with the Platform and these Terms is limited to the greater of (a) resupplying the services, or (b) the total fees you paid for the Platform in the 12 months before the event giving rise to the liability.

19.5 Governance and third-party matters

To the maximum extent permitted by law, we are not liable for loss arising from: your governance decisions or the validity of any meeting, vote, election or resolution; compliance failures or missed deadlines; the accuracy of AI-generated drafts; recording or consent failures; undelivered reminders or emails; the exposure of shared links; or the acts, omissions or availability of third-party services.

20. Indemnity

You agree to indemnify and hold us harmless from and against all claims, losses, liabilities, damages, costs and expenses (including reasonable legal costs) arising from or in connection with:

• your use of the Platform;
• your breach of these Terms;
• your Content;
• your governance decisions;
• your breach of any law; or
• any privacy or consent failure.

We will notify you of any claim to which this indemnity applies. You may control the defence and settlement of the claim, provided that any settlement imposing an obligation on us requires our prior written consent.

21. Termination

You may stop using the Platform at any time.

We may suspend or terminate your access at any time, including for:

• breach of these Terms;
• unlawful conduct;
• non-payment;
• security concerns; or
• misuse of the Platform.

On termination, your right to use the Platform ceases. You are responsible for exporting your records before termination takes effect. No refunds are provided on termination except to the extent required by law. We may retain Content after termination as described in clause 11.

22. Support

We do not guarantee support response times unless agreed in writing.

23. Force Majeure

We are not liable for delays or failures caused by events beyond our control.

24. Changes to Terms

We may update these Terms. Continued use constitutes acceptance.

25. Governing Law

These Terms are governed by the laws of Western Australia and Australia.

If you access the Platform outside Australia, you are responsible for compliance with local laws.

26. Dispute Resolution

Before starting legal proceedings, the parties agree to first try to resolve any dispute through good-faith negotiation. If the dispute is not resolved within a reasonable time, the parties agree to attempt to resolve it by mediation in Perth, Western Australia, administered by a mediator agreed between them or, failing agreement, appointed by the Resolution Institute. Nothing in this clause prevents a party from seeking urgent injunctive or interlocutory relief from a court.

27. Survival

Any provision that by its nature should survive termination — including the clauses on Content and Ownership, Intellectual Property, Disclaimers and Limitation of Liability, Indemnity, Dispute Resolution and Governing Law — survives termination of these Terms.

28. Severability

If any provision of these Terms is found to be invalid or unenforceable, that provision is severed to the minimum extent necessary and the remaining provisions continue in full force and effect.

29. Entire Agreement

These Terms and our Privacy Policy constitute the entire agreement between you and us in relation to the Platform and supersede any prior representations, understandings or agreements.

30. No Waiver

A failure or delay by us to exercise a right under these Terms is not a waiver of that right, and a single or partial exercise does not prevent any further exercise.

31. Relationship of the Parties

Nothing in these Terms creates any partnership, joint venture, agency or employment relationship between you and us.

32. Notices

We may give you notices through the Platform, by email to the address associated with your account, or by posting on our website. You may contact us as set out in clause 35. Notices are taken to be received when sent, unless the sender knows or reasonably ought to know that the notice was not delivered.

33. Assignment

We may assign or transfer these Terms, in whole or in part, as part of a business restructure, merger or sale. You may not assign or transfer your rights under these Terms without our prior written consent.

34. Interpretation

Headings are for convenience only and do not affect interpretation. Words such as "including" are not words of limitation. A reference to legislation includes any amendment or replacement of it.

35. Contact

Questions can be raised via our Contact page.