Terms of Service

1. About these Terms

These Terms of Service (“Terms”) apply to the website, demonstrations, ERPy services, implementation work, integrations, support and related services supplied by AI Software Solutions Pty Ltd (ABN 70 694 116 642, ACN 694 116 642).

In these Terms, “we”, “us” and “our” refer to AI Software Solutions Pty Ltd. “ERPy” refers to our business AI platform and related software, configurations, interfaces, integrations and services. “Customer” or “you” means the person or organisation using the website or receiving our services.

2. Acceptance

By using our website, requesting or using a demonstration, creating or using an ERPy account, accepting a quotation or proposal, paying an invoice, or otherwise using our services, you agree to these Terms to the extent they apply to the relevant service.

If a signed agreement, proposal, statement of work or other written contract between you and us contains terms that conflict with these website Terms, the specifically agreed written terms will prevail to the extent of the inconsistency.

3. Our services

Our services may include:

• ERPy Connect: connecting ERPy to suitable existing business systems;
• ERPy + ERPNext: implementation of ERPNext together with ERPy;
• ERPy Custom: tailored integrations, workflows, automations and governance;
• consulting, configuration, implementation, data migration, training and support;
• demonstration environments and proof-of-concept work; and
• other software or technical services agreed in writing.

The exact scope, deliverables, timeframes, fees and responsibilities for paid work will normally be set out in a quotation, proposal, invoice, statement of work or other written agreement.

4. ERPy is not limited to ERPNext

ERPNext is an important supported platform, but it is not a prerequisite for every ERPy deployment. Where suitable integrations are available, ERPy may connect to other authorised ERP, accounting, inventory, CRM, eCommerce, POS, messaging or business systems.

Availability of an integration depends on the relevant third-party platform, its APIs, permissions, technical limits, commercial terms and continued availability.

5. Customer authorisation and connected systems

You must only connect systems, accounts and data that you are authorised to access and use. You are responsible for obtaining any permissions, consents or approvals required from your organisation, staff, customers, suppliers or other relevant parties.

A connection to one platform does not automatically authorise access to another platform. Each integration may require separate authentication, OAuth authorisation, API credentials, permissions or scopes.

You must not ask us or ERPy to bypass access controls, impersonate another person, access data without authority, or perform an action that would breach law, contract or third-party platform terms.

6. Accounts, credentials and security

You are responsible for safeguarding usernames, passwords, authentication factors, devices and credentials issued to or controlled by you. You must notify us promptly if you suspect unauthorised access or compromise.

We may suspend access where reasonably necessary to investigate security concerns, protect systems or data, comply with law, prevent misuse, or address a material breach. Where practicable and lawful, we will provide notice or explain the reason for the suspension.

7. Demo and test environments

• Demo accounts and test environments may be temporary, reset, suspended or removed.
• Unless we expressly agree otherwise, do not place confidential, sensitive or production personal information into public or shared demonstration environments.
• Demo data may be synthetic, incomplete or altered and must not be relied upon as production business records.
• Features shown in demonstrations may change before or during a commercial deployment.

8. AI outputs and human review

ERPy may use artificial intelligence to interpret requests, retrieve information, generate text, summarise records, suggest next steps, prepare proposed actions or assist with workflows.

AI outputs may be incomplete, inaccurate, outdated or unsuitable for a particular purpose. You must use appropriate human judgement and verification, particularly for financial, legal, employment, regulatory, safety-critical or other consequential decisions and actions.

Where an ERPy deployment supports execution of business actions, the availability of validation, approval and audit controls depends on the relevant implementation and agreed configuration. You remain responsible for ensuring appropriate business oversight and internal controls.

9. Acceptable use

You must not use our website or services to:

• break the law or infringe the rights of another person;
• gain or attempt to gain unauthorised access to systems, accounts or data;
• introduce malicious code, disrupt infrastructure or interfere with service availability;
• circumvent security controls, permissions, usage limits or authentication requirements;
• reverse engineer, copy or extract proprietary ERPy software except to the extent such restriction is prohibited by law;
• use ERPy to deceive, defraud, harass or cause unlawful harm; or
• use a demonstration environment as a production system unless we have expressly agreed to that use.

10. Third-party services

ERPy may depend on or integrate with third-party products and services such as ERPNext, accounting platforms, POS providers, eCommerce platforms, AI providers, hosting services, messaging providers, authentication services and APIs.

Third-party services are governed by their own terms, privacy policies, availability, pricing and technical limitations. We do not control those services and cannot guarantee that a third party will maintain a feature, API, integration, price or level of availability.

Unless expressly included in our written quotation, third-party licence fees, subscriptions, transaction charges, API charges, AI usage charges, messaging fees and other external costs are payable by the Customer.

11. Changes to third-party integrations

A third-party provider may change or discontinue an API, permission model, authentication method, pricing structure or feature. If this materially affects an ERPy integration, additional work may be required to restore or redesign the integration.

We will discuss material additional work and any associated charges before undertaking work outside the agreed scope, except where urgent action is reasonably necessary to protect security or prevent material damage.

12. Fees, quotations and payment

Fees, payment schedules, deposits, milestones and recurring charges will be set out in the applicable quotation, proposal, invoice or written agreement.

Unless otherwise stated, prices are in Australian dollars. GST will be applied where required by law. You must pay valid invoices by the stated due date.

Work outside the agreed scope, including new integrations, additional workflows, material changes, data remediation or third-party changes, may require a revised quotation or approved variation.

13. Cancellations and refunds

Cancellations, change-of-mind requests, project termination, deposits, staged work and refunds are dealt with under the applicable quotation or contract and our Cancellation & Refund Policy.

Nothing in these Terms or that policy limits any refund, remedy or other right that cannot lawfully be excluded.

14. Customer content and data

As between you and us, you retain ownership of the business data, documents and other content you supply to us or make available through authorised connected systems, subject to any rights of third parties.

You grant us the limited rights reasonably necessary to host, transmit, access, transform and process that content for the purpose of providing, securing and supporting the agreed services.

You are responsible for the legality, accuracy and quality of information you provide and for ensuring you have the right to provide it.

15. Privacy

Our handling of personal information is described in our Privacy Policy. Where a Customer controls personal information processed through ERPy, that Customer may also have separate privacy obligations to individuals whose data is involved.

16. Confidentiality

Where either party receives non-public business, technical or commercial information from the other in connection with a project, each party should use reasonable measures to protect that information and use it only for the agreed purpose, except where disclosure is authorised, already public, independently known, or required by law.

More detailed confidentiality obligations may be included in a proposal, NDA, statement of work or other written agreement.

17. Intellectual property

AI Software Solutions Pty Ltd retains ownership of ERPy, our proprietary software, source code, prompts, configurations, documentation, branding, designs, methods, templates and other intellectual property created or owned by us, except where a written agreement expressly states otherwise.

Customer-specific data remains subject to section 14. Where we develop custom deliverables for a Customer, ownership and licensing of those deliverables will be governed by the applicable quotation or written agreement.

ERPNext and other third-party or open-source software remain subject to their respective licences. We do not claim ownership of ERPNext or third-party software merely because ERPy integrates with it.

18. Feedback

If you voluntarily provide product feedback, suggestions or improvement ideas, you allow us to use that feedback to improve our products and services without an obligation to pay compensation, provided we do not thereby acquire ownership of your confidential information or underlying business data.

19. Service availability, maintenance and change

We aim to provide reliable services but do not guarantee uninterrupted or error-free availability. Services may be affected by maintenance, internet connectivity, hosting providers, third-party APIs, security events, outages or circumstances outside our reasonable control.

We may improve, replace or modify ERPy features over time. For paid Customer deployments, we will not intentionally remove a material contracted deliverable during an agreed fixed scope without discussing the impact with the Customer.

20. Backups and business continuity

Backup responsibilities depend on the deployment and will be stated in the relevant agreement where material. Customers should maintain appropriate independent records and continuity procedures for critical business data and should not rely on an AI interface as the sole record of important transactions or decisions.

21. Australian Consumer Law and non-excludable rights

Nothing in these Terms excludes, restricts or modifies any guarantee, condition, warranty, right or remedy that cannot lawfully be excluded, restricted or modified, including rights that may apply under the Australian Consumer Law.

Where the Australian Consumer Law applies, services may carry statutory guarantees, including that services are provided with due care and skill, are fit for an agreed purpose in applicable circumstances, and are supplied within a reasonable time where no time is fixed.

22. Warranties

Except for rights and guarantees that cannot lawfully be excluded, we do not promise that ERPy or any third-party integration will be uninterrupted, error-free, suitable for every use case, or capable of replacing professional judgement.

Any specific performance commitment, service level, implementation outcome or warranty must be expressly stated in the applicable written agreement to form part of the contracted scope.

23. Liability

To the maximum extent permitted by law, neither party will be liable to the other for indirect, special or consequential loss that was not reasonably foreseeable at the time the relevant agreement was made, except to the extent such liability cannot lawfully be excluded or limited.

Any additional agreed liability cap, indemnity or risk allocation for a particular implementation will be set out in the applicable quotation, proposal or written agreement.

This section does not exclude liability for fraud, wilful misconduct, or any liability that cannot lawfully be excluded.

24. Suspension and termination

Either party may end a service in accordance with the applicable quotation, subscription arrangement, project agreement or Cancellation & Refund Policy.

We may suspend or terminate access where reasonably necessary because of material non-payment, material breach, unlawful use, security risk, misuse of connected systems, or where continued provision of the service would breach law or third-party platform requirements.

Where practicable, we will provide reasonable notice and an opportunity to address a remediable breach before terminating a paid service, unless urgent suspension or termination is reasonably required for security, legal or operational reasons.

25. Effects of termination

On termination, access to hosted ERPy services may cease. Any outstanding fees for work already completed remain payable, subject to applicable law and any agreed refund rights.

Data export, deletion, transition assistance or retention after termination will depend on the relevant deployment, the applicable agreement, our Privacy Policy and reasonable technical requirements.

26. Unfair contract terms

These Terms are intended to operate fairly and transparently. Nothing in these Terms is intended to create or rely on an unfair contract term where the Australian Consumer Law protections for standard form consumer or small-business contracts apply.

If a provision is found to be unlawful, void or unenforceable, it will be read down where possible or severed to the minimum extent necessary, and the remainder of the Terms will continue to operate.

27. Changes to these Terms

We may update these website Terms as our products, integrations, business model or legal requirements change. The current version will be published on this page with its latest update date.

Material changes will not retrospectively alter a separately agreed fixed-scope contract unless both parties agree or the change is required by law.

28. Governing law and jurisdiction

These Terms are governed by the laws of Queensland, Australia and applicable Commonwealth laws of Australia. Subject to any rights to bring proceedings elsewhere that cannot lawfully be excluded, the parties submit to the courts and tribunals of Queensland and courts entitled to hear appeals from them.

29. Contact details

AI Software Solutions Pty Ltd
ABN 70 694 116 642 · ACN 694 116 642
Unit 40C, 41 Gotha Street
Fortitude Valley QLD 4006
Australia

Email: au@aisoftwaresolutions.org
WhatsApp / Phone: +61 451 574 715
Website: aisoftwaresolutions.org

Last updated: 3 November 2026