Terms and Conditions

1. Other documents that form the agreement

Our Privacy Statement explains how we handle personal information.

If an association or other customer buys a subscription, its order form, proposal or written service schedule (Order Form) also forms part of the agreement. If documents conflict, the following order applies unless the Order Form clearly says otherwise:

the Order Form;
these Terms; and
policies or instructions displayed in the Service.

Nothing in an Order Form excludes a right that cannot lawfully be excluded.

2. Who may use the Service

You must be legally able to enter into these Terms and must use the Service in Australia unless we agree otherwise.

A person under 16 may use the Service only with the involvement and permission of a parent or guardian or through an appropriately supervised association or club process. A person under 16 must not create an account, register a decision or provide personal information without that involvement and permission.

Association and administration features may be used only by people authorised by the relevant organisation. You must give accurate information, keep account access secure and tell us promptly about suspected unauthorised access.

3. What Roolbot provides

Roolbot helps community-sport participants and administrators find, understand, register and review guidance drawn from approved rules, policies and competition material. Features may vary by plan, sport, association, device or stage of release.

Unless we expressly agree in an Order Form, the Service does not replace an association's competition-management system, formal dispute process, disciplinary process, child-safeguarding process or emergency communication channel.

We may label a feature as a demonstration, preview or beta. Demonstration data and device-local accounts are not production records and may be reset or removed.

4. Rules answers and decision authority

Roolbot uses automated retrieval and AI-assisted generation. An answer can be incomplete, outdated or wrong, even when it gives a source. You must read the cited source, consider the full facts and use reasonable independent judgment.

Unless the relevant association expressly states otherwise:

Roolbot provides guidance, not an official ruling;
the current published laws, competition rules, policies and formally issued association directions take priority over an answer;
an authorised umpire, referee, competition administrator, tribunal or governing body retains its powers and discretion; and
a registered decision records what a user submitted. Registration does not by itself make the answer binding on another person or organisation.

An association or club may expressly adopt a Roolbot answer, or a defined category of answers, as guidance that participants may rely on within its competition or activities. Whether to do so, the scope of that reliance, how the decision is communicated and any review or appeal process are matters for that association or club. Its adoption does not make Roolbot the relevant rules authority, transfer the association's decision-making responsibility to us, guarantee that an answer is error-free, or expand our liability beyond the obligations we have accepted under the agreement and liabilities that cannot lawfully be excluded. Nothing in this paragraph limits our responsibility for our own breach, negligence or other liability under applicable law.

Do not rely on Roolbot for emergencies, injury or medical decisions, child-safety or safeguarding reports, legal advice, player eligibility, disciplinary findings or any decision that may materially affect a person's rights without review by the properly authorised person. Use the sport's official escalation or emergency process.

5. Customer and association responsibilities

A subscribing association or other customer must:

nominate authorised administrators and manage their access;
provide current, complete and lawfully obtained rules and instructions;
identify which sources are authoritative and promptly tell us about changes;
review the Service's configuration and answers before representing them as official;
maintain its own governance, appeals, safeguarding and emergency processes;
have authority to provide all uploaded content and third-party personal information;
give privacy notices and obtain permissions required for its users, club contacts and junior participants; and
keep appropriate independent copies of material it must retain as an official record.

We are not responsible for an error caused by inaccurate, incomplete, conflicting or out-of-date customer material, except to the extent the law or our own failure makes us responsible.

6. Your content

Your Content means questions, documents, competition data, club or team details, contact details, feedback, instructions and other material submitted through your account or workspace.

You retain ownership of Your Content. You give us a non-exclusive, worldwide, royalty-free licence to host, copy, process, transmit, display and adapt Your Content only as reasonably needed to provide, secure, support and improve the Service, comply with law and perform the agreement. This licence lasts while we need the content for those purposes and is subject to our Privacy Statement and confidentiality obligations.

You confirm that:

you have the rights and authority needed to submit Your Content and grant this licence;
Your Content and our authorised use of it do not infringe another person's rights or breach law or confidence; and
you have not included unnecessary sensitive information or personal information about children.

We may remove or restrict content where reasonably necessary to address illegality, security risk, infringement, privacy harm or a breach of these Terms. Where practicable, we will explain the reason and allow a reasonable opportunity to respond.

7. Acceptable use

You must not, and must not help another person to:

use the Service unlawfully, deceptively, abusively or to harm another person;
impersonate someone, misrepresent authority or register a decision you are not entitled to register;
submit malicious code, attempt unauthorised access, evade a security or rate limit, or interfere with the Service;
scrape, crawl, harvest, mirror, frame, republish, copy or systematically extract any part of the Service, its interface, content, answers, data or user information except through an export or integration we expressly authorise;
test the Service for vulnerabilities without our written permission;
reverse engineer, decompile, disassemble, derive source code from, reproduce, imitate or copy the application, its design, workflows, software or protected features, or help another person do so, except to the limited extent the law permits that right despite these Terms;
use the Service or its output to build or train a competing model or database without our written permission; or
use an answer as the sole basis for a safety, safeguarding, disciplinary, eligibility or other high-impact decision about a person.

Fair use limits may apply even where a plan is described as supporting unlimited community users. We may apply reasonable technical limits to protect security, reliability and other customers. We will not use those limits to defeat the ordinary use of the purchased plan.

8. Plans, fees and GST

Website pricing is an invitation to enquire and may not include every implementation, customisation or payment cost. The binding plan, price, inclusions, start date and minimum term are stated in the Order Form accepted by the customer.

Unless the Order Form says otherwise:

fees are in Australian dollars;
GST is added where applicable;
monthly plans are billed monthly and may be cancelled before the next billing date, with cancellation effective at the end of the paid billing period;
an annual subscription is a fixed 12-month commitment for the full annual subscription price, whether paid upfront or by monthly instalments; and
a subscription does not automatically renew into another fixed annual term unless that renewal was prominently disclosed and accepted.

Monthly billing of an annual subscription is an instalment arrangement only. It does not make the subscription month-to-month or give the customer a right to cancel before the 12-month term ends. The full annual subscription price is committed when the annual subscription starts.

To the maximum extent permitted by law, annual subscription fees are non-refundable and all unpaid instalments remain payable for the full 12-month term if the customer stops using the Service or seeks to end access early because of a change of mind, seasonal or reduced use, changed circumstances, budget changes or a decision that the Service is no longer required. If the annual subscription was paid upfront, no unused portion is refunded for those reasons.

This annual-commitment policy does not limit any right or remedy that cannot lawfully be excluded, including rights under the Australian Consumer Law. It also does not prevent termination for our unremedied material breach under section 10 or any more favourable cancellation right expressly stated in the Order Form.

We may change the price of a month-to-month service by giving at least 30 days' notice. The customer may cancel before the change takes effect. We will not increase the agreed price during a fixed term unless the Order Form contains a clear adjustment mechanism permitted by law or the customer agrees.

Subscription payments may be collected and managed by a third-party payment provider. By supplying a payment method, the customer authorises us and that provider to charge the amounts and at the times disclosed in the Order Form. The payment provider handles payment credentials under its own terms and privacy policy. We do not intentionally receive or store complete card or bank-account credentials, but we receive transaction and payment-status information needed to manage the subscription. We remain responsible for the amounts we charge, correcting our billing errors and providing any remedy required by law.

The customer must keep its billing and payment information current. A payment-provider outage, refusal or processing error does not by itself cancel a subscription or remove an amount properly due, but we will give the customer a reasonable opportunity to use another payment method before suspending a paid Service, except where fraud or security risk requires urgent action.

Overdue undisputed amounts may result in suspension after reasonable notice and an opportunity to pay. We may charge reasonable recovery costs only where permitted by law and actually incurred.

9. Trials, changes and availability

A free trial or demonstration may be limited, changed or withdrawn at any time. We will use reasonable care in operating a paid Service but do not promise uninterrupted or error-free availability.

We may maintain, secure and improve the Service and change features over time. If a change materially reduces a core paid feature during a fixed term, we will give reasonable notice and, if we cannot provide a reasonable alternative, the customer may terminate the affected Service and receive a pro-rata refund of prepaid fees for the unused period.

We may urgently restrict a feature without advance notice to address security, legal, privacy or safety risk.

10. Suspension and termination

Either party may terminate:

as allowed by the applicable plan or Order Form;
for the other party's material breach if the breach is not remedied within 14 days after written notice, where it can be remedied; or
immediately if the other party becomes insolvent, uses the Service unlawfully, or creates a serious security, privacy or safety risk.

We will use a proportionate response and, where practicable, give notice before suspending access. We will not suspend an entire organisation merely for a minor breach by one user where a narrower response is reasonably available.

On termination, the right to use the affected paid features ends. Accrued payment obligations and provisions that by nature should continue will survive, including intellectual property, confidentiality, consumer rights, liability, dispute and governing-law provisions.

Before the end of a subscription, the customer should request any available export of Your Content it needs. We handle deletion and retention under the Privacy Statement and applicable law.

11. Intellectual property

We and our licensors own the Service, including its software, design, branding, workflows and material we create, but not Your Content or third-party rules documents.

No right to copy, reproduce, scrape, mirror, reverse engineer, decompile, disassemble, imitate or create a derivative of the application or a substantial part of it is granted except where these Terms expressly permit it or the law provides a right that cannot be excluded.

During an active subscription, we grant the customer and its authorised users a limited, non-exclusive, non-transferable right to use the Service for their community-sport and internal administration purposes in accordance with the agreement.

You may quote or share an individual answer for legitimate match or association purposes if you keep the source and qualification with it. You must not suggest that Roolbot, a sponsor or a governing body endorsed a modified answer.

If you give us product feedback, we may use it without restriction or payment, but we will not publicly identify you without permission.

12. Confidentiality and privacy

Each party must protect the other party's non-public information using reasonable care and use it only to perform the agreement. This does not cover information that is public without breach, already lawfully known, independently developed or lawfully received from another source.

A party may disclose confidential information where required by law after giving notice where legally permitted.

We handle personal information as described in our Privacy Statement. A customer remains responsible for its own privacy obligations and for deciding what information its authorised users may submit. If the parties sign a separate data-processing or privacy schedule, that schedule prevails for its subject matter.

13. Third-party services and sponsors

The Service depends on third-party hosting, APIs, AI, identity, email, payment and other connection or integration services. Those services may have their own terms and can affect availability. We remain responsible for our obligations under this agreement and cannot avoid a non-excludable obligation merely because we use a contractor.

We do not permit any third-party API, connection or integration provider to use Your Content, personal information, questions, answers or other Roolbot customer data to train or fine-tune its own or any general AI or machine-learning model. Providers may process that information only as needed to supply, secure, support and monitor their contracted service, subject to appropriate contractual, confidentiality and security controls.

Sponsor placements may appear around the Service. A placement is not an endorsement, and sponsors do not control rules answers. Third-party links are provided for convenience; the third party is responsible for its own site, products and privacy practices.

14. Australian Consumer Law

Nothing in these Terms excludes, restricts or modifies a consumer guarantee, right or remedy under the Competition and Consumer Act 2010 (Cth), the Australian Consumer Law or another law where that would be unlawful.

Our 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 be compensated for any other reasonably foreseeable loss or damage. If a failure is not major, you are entitled to have problems with the service rectified in a reasonable time and, if this is not done, to cancel your contract and obtain a refund for the unused portion of the contract.

15. Liability

To the maximum extent permitted by law:

neither party is liable to the other for indirect or consequential loss that was not reasonably foreseeable when the agreement was made;
each party's liability is reduced to the extent the other party's act or omission caused or contributed to the loss; and
for a business customer, our total aggregate liability arising from the Service in a 12-month period is limited to the fees paid or payable for the affected Service in that period.

The business-customer cap does not apply to fraud, wilful misconduct, death or personal injury caused by negligence, breach of confidentiality, infringement of the other party's intellectual property, a party's payment obligations, or liability that cannot lawfully be limited.

Nothing in this section makes a user responsible for an error in an answer merely because the Service uses AI, and nothing excludes our responsibility to exercise due care and skill where the law requires it.

16. Indemnity for customer-controlled risks

A business customer indemnifies us against a third-party claim to the extent it is caused by the customer's unlawful Your Content, lack of authority to provide that content, or deliberate material breach of section 7. The indemnity does not apply to the extent the claim was caused by our breach, negligence, unlawful conduct or failure to take reasonable steps to reduce the loss.

We will promptly notify the customer of a claim and allow reasonable participation in its defence. We will not settle a claim in a way that admits customer fault or imposes a non-monetary obligation on the customer without consent.

17. Changes to these Terms

We may update these Terms for future use of the Service. We will give reasonable advance notice of a material change affecting an existing paid subscription.

A change will not retrospectively remove accrued rights. If a change materially disadvantages a customer during a fixed term and is not required by law or needed to address an urgent security or safety risk, the customer may reject it and terminate the affected Service with a pro-rata refund of prepaid fees for the unused period.

18. Complaints and disputes

Please first use our contact form, describe the issue and give us a reasonable opportunity to resolve it. Each party will act reasonably and try to resolve a business dispute through good-faith discussion before starting court proceedings, except where urgent relief is needed.

This section does not prevent a consumer from using a regulator, tribunal, court or other right available under law.

19. General terms

Neither party may assign a paid agreement without the other's consent, which must not be unreasonably withheld. We may assign the agreement as part of a genuine sale or restructure if the successor assumes our obligations and the assignment does not materially reduce the customer's rights.

We are not liable for delay caused by an event beyond reasonable control, but we must take reasonable steps to reduce the effect and resume performance. This does not excuse payment already due or remove a right arising under the Australian Consumer Law.

If part of the agreement is unenforceable, it is read down or severed to the minimum extent necessary. A delay in enforcing a right is not a waiver. The agreement records the whole agreement about the Service, but does not exclude representations that cannot lawfully be excluded.

These Terms are governed by the laws of Victoria, Australia. The parties submit to the courts of Victoria and courts entitled to hear appeals from them, subject to any non-excludable right to bring a claim elsewhere.

20. Contact

Altra Software Solutions Pty Ltd
ABN 35 167 699 121