Terms of Service & Privacy Policy

Last Updated 31 March 2025.

Terms of Service

Thank you for using systemHUB®(“We” or “Us” or “Our”) and we want to ensure you (“Customer” or “you” or “your” or “user”) enjoy what we offer by understanding our Terms of Service (“Terms”). Our Terms go over your use of, and access to, our software platform, website, and related features associated with both (“Services”).

By using our Services, you (A) agree to be bound by our Terms, our Privacy Policy and our Terms of Use Policy (combined referred to as “Agreement”); and (B) attest that you are 18 years of age or older, and (C) if you are agreeing on behalf of a corporation, governmental organisation, or other legal entity, you have the right, power and authority to enter into this Agreement on behalf of such legal entity.

Please note, even if you’re using our Services on behalf of your employer, you’re still individually agreeing to our Terms on behalf of that employer.

If you do not agree to the terms of this Agreement, then systemHUB will not provide you with access to the Services.

1. Your Property & Permissions

Chances are when using our platform and Services, you’re going to be uploading and entering a lot of information such as your own intellectual property (IP), processes, content, sensitive data, and so on (“Your Property”).

To be clear, Your Property is yours and will always be yours, irrespective of the fact it is stored using our Services. Our Terms don’t allow us any right to access Your Property, except for the limited rights that enable us to offer the Services.

In order to provide our Services we must perform regular, ongoing actions such as hosting your data, saving and backing up data, and allowing it to be shared when you generate a share link in the system.

Our Services also include helpful features such as document previewing, tagging, commenting, sharing and searching. Because of these features, our systems will need to access, store and scan Your Property.

Because you’re using our Services, you’re giving us permission to do those sorts of actions which are part and parcel of our Services offering. This permission also extends to the trusted third parties we work with.

During the term of the Agreement, you may download copies of your content at any time. After the effective date of cancellation or termination, we shall have no obligation to maintain or provide any of Your Data and shall thereafter, unless legally prohibited, delete all of your Data in our systems or otherwise in our possession or under our control.

2. Your Responsibilities

While our Services provide a regular backup of data, we highly recommend you download important systems on a regular basis (e.g. monthly) via the print PDF and/or print manuals feature to mitigate any possible loss which may be unforeseeable.

You should take care to never add someone else’s content (e.g. copying or plagiarising) in any medium using our Services unless you have the specific right to do so. Please be sure you comply with our Terms of Use Policy because even though you may be using our Services, it doesn’t negate someone else’s copyright of that content.

If we have a reason to do so, we may review your content for compliance; however, this review doesn’t form part of our Services. Take note that we take no responsibility or liability for the content added to your account, how it’s used, or where it’s shared.

Keep in mind that because our Services allow you to tag people into your content within the platform and generate share-links for those outside the platform, it’s important that you carefully consider what you share and with whom.

Naturally, you’re responsible for maintaining the security of your account, including keeping login credentials private and your contact details up to date. You are solely responsible for maintaining the confidentiality of account information and passwords. You and your Authorised Users agree not to share passwords or log in information.

You are fully responsible for all usage and activity on your account or the accounts of any Authorised Users, regardless of whether the activities were undertaken by you, an Authorised User or a third party.

If you suspect unauthorised access, you agree to notify us immediately. We’re not liable for any losses due to unauthorised use of your account. systemHUB® will not be liable for any loss or damage arising directly or indirectly from your failure to maintain the security of your account and password or for unauthorised access to your account.

3. Artificial Intelligence (AI)

Our Services include AI-powered features such as document generation, process suggestions, task automation, and the training of digital agents. These tools rely on your input (e.g., uploaded documents, process notes, or prompts) to deliver relevant content.

By using these features, you understand and agree to the following:

AI Content is Informational Only: AI-generated outputs may not be accurate, complete, or legally compliant. They should not be considered professional advice. You must independently verify outputs and consult qualified professionals where required.
User Conduct with AI Tools: You must not:
- Violate any laws or regulations;
- Create or share harmful, misleading, deceptive, or plagiarised content;
- Infringe on privacy or intellectual property rights;
- Circumvent safety features or abuse the system in any way.
Third-Party AI Providers: To deliver AI functionality, we may share necessary content with trusted third-party AI providers (e.g., OpenAI). These providers process your data solely for generating outputs and are subject to privacy and security commitments. Data may be transferred outside your country (e.g., to the USA).
Data Ownership & Usage: You retain ownership of your inputs and AI-generated outputs. You grant us a non-exclusive, limited license to use, store, and process this content solely to provide and improve our Services.
Review & Compliance: We may access your content (where necessary) to ensure legal compliance, enforce our terms, investigate abuse, or remove harmful content. We may suspend accounts that breach these terms.
Use at Your Own Risk: We are not liable for inaccurate, disturbing, or inappropriate AI-generated outputs. You use these tools at your own discretion and risk.

Please refer to our Privacy Policy below for more detail on how we collect, share, and protect data used in AI-powered features.

4. Testing Services

Because we’re always looking to improve our Services, there will be times when we release features or elements that are still in the testing phase.

These features or elements may change or be removed as a result of our testing but will not hinder the core Services provided. Just please keep this in mind when using our Services.

5. Our Property

Our Services are protected by all the relevant copyrights, trademarks, and applicable laws. Your subscription, use, engagement, and agreement to use our Services does not grant you any special title of, rights in, or the ability to represent or resell: our Services, anybody else’s IP or content within the platform, systemHUB® or SYSTEMology® trademarks, logos and/or any other of our brand features.

Keep in mind that any feedback, comments or suggestions provide to us, in any form, may be taken and implemented into our Services without any obligation to you, and therefore become part of Our Property.

6. Copyright

If we receive any notice of alleged copyright infringement for content you are storing in our Services we will comply with the law and if required delete anything you have saved in our platform or Services which have infringed upon another’s copyright.

If there are repeated infringements associated with any user or account, we will terminate the infringer’s account completely.

If you have any concerns about copyright infringement, please contact us at support[at]systemHUB.com

7. Recurring Billing and Payment

For monthly/annual systemHUB subscribers, we’ll automatically bill you from the date you subscribed, and on each periodic renewal date until cancellation.

You can upgrade or downgrade your account at any time, simply contact us at support[at]systemHUB.com for assistance. Just keeping in mind your user and storage needs.

Remember you can unsubscribe at any time and as such we don’t provide refunds unless a situation arises where we must do so by law.

If your account is overdue or remains unpaid, we have the right to suspend your account or restrict access to it until your account is up to date.

We reserve the right to change the fees associated with our Services at any time, but will always provide you with advance notice in the platform and via email if and when applicable.

a) SYSTEMology training program/s such as the Business Systems Accelerator (also known as “BSA”, “Accelerator”), the Systems Champion Academy (also known as “SCA”, “Systems Champion Certification”, “SCC”), and SYSTEMologist Certification (also known as “Certification”) are sold at an annual contract price.

We’ll automatically bill you from the date you enrolled into the training program, and on each period renewal date until the annual contract price is paid off or until cancellation.

Monthly Terms: If you select the month-to-month subscription for our Services, your subscription renews automatically each month until terminated by you.
Annual Terms: If you select the yearly subscription for our Services, the Term shall be for a one (1) year period without the right to terminate for convenience during such 1-year minimum commitment. The annual subscription fee is non-refundable. Upon the anniversary of your one-year subscription, your subscription will automatically renew for subsequent one-year periods, unless you cancel your subscription per the terms below.

b) Credit Card Authorisation: To use our Services, you will be required to designate a payment method and provide your credit card information. All subscription fees will be charged automatically to the credit card on file, annually in advance for annual subscriptions, and monthly on the monthly anniversary of the date of registration for monthly subscriptions.

You hereby authorise systemHUB to automatically charge your designated credit card for the Subscription Fees in advance as set forth in this Agreement and as selected during registration for the systemHUB Service without any further authorisation from you.

You acknowledge this Agreement will remain in effect until You cancel such authorisation. If your card cannot be charged, your access to Services may be suspended and you will need to update your card information in order to resume use.

For cancellations, please see the section below.

8. Cancellation, Termination and Discontinuation

a) Cancellation
If you want to cancel your systemHUB (platform only) subscription, you can at any time with 7 days notice prior to your next renewal date, by contacting us at support[at]systemHUB.com.

Annual systemHUB (platform only) subscription contracts can be cancelled at any time, but as mentioned above, no refunds will be given unless we must do so by law. Users can access their cancelled account up until the date of original expiry.

b) SYSTEMology training programs, such as the Business Systems Accelerator (also known as “BSA”, “Accelerator”), the Systems Champion Academy (also known as “SCA”, “Systems Champion Certification”, “SCC”), and SYSTEMologist Certification (also known as “Certification”) are sold at an annual contract price.

For those who take the option to repay their annual contract on a monthly basis over a 12-month period, for any SYSTEMology training program/s (such as the Business Systems Accelerator – also known as “BSA”, “Accelerator”, the Systems Champion Academy – also known as “SCA”, “Systems Champion Certification”, “SCC”, and SYSTEMologist Certification – also known as “Certification”), you can choose to stop attending the training program/s at any time, but your repayments are still your obligation until the annual contract price has been paid off in full.

We don’t provide refunds unless a situation arises where we must do so by law, or under the terms of our SYSTEMology Client Training Guarantee. Attendees can continue to access their training material/sessions up until the original date of expiry.

c) Termination
At any time we have the right to terminate access to our Services with notice if:

(i) you breach any of our Terms,

(ii) you use our Services in a way which is detrimental and/or harmful to others, or

(iii) you haven’t paid your account in more than 30 days.

In any of these situations, we’ll contact you with at least 2 weeks’ notice and give you the chance to download Your Property from our Services. After such notice is given, we will terminate your account.

The only time where we will not provide you with any notice before we terminate your account is when:

(i) your breach of our Terms is substantial,

(ii) our company or Services become compromised, or

(iii) we are instructed to do so by the Law.

d) Discontinuation
There may come such a time when we decide to discontinue our Services for some unforeseen situation. In this circumstance, we’ll contact you with at least 2 weeks’ notice and give you the chance to download Your Property from our Services.

If we choose to discontinue your service, we will provide a refund for any unused portion of pre-paid Complete Annual subscriptions if discontinuation of Services ever occurs.

9. Limitation of Liability

We are only responsible for any reasonable losses which were a foreseeable result of a direct failure of us breaching our contract with you; however, local consumer laws and rights supersede this paragraph.

Where applicable, we are not liable for, whether the use of our Services is personal or for commercial use:

i) Any special, indirect or consequential damages, or

ii) Any loss of profits, business, data or use, or

iii) Any interruption of business or opportunity.

Other than what is governed by law, our liability is limited to you to the amount of US$50 or the full reimbursement of the amount you’ve paid under your current subscription, whichever is greater.

10. Dispute Resolution

We’re always here for our clients so be sure to first address any issues you have directly to us. If you have a concern, please contact us at support[at]systemHUB.com so we can resolve any possible disputes informally via email.

If you feel we haven’t been able to resolve the dispute in a timely or satisfactory manner, under consumer law you can take your dispute to your local court.

11. Controlling Law

These Terms are governed by the state of Victoria in Australia, except where local consumer laws are different for another country.

12. Modifications to Terms

There may be times when we have to revise our Terms to comply with:

(a) changes in the law,

(b) new regulations, or

If we ever have to modify our Terms, we will advise you with at least 2 weeks’ notice in the platform and via email. If for any reason you don’t like our updated Terms, please ensure you cancel your subscription before they take effect. Otherwise, by continuing your subscription to our Services, you are agreeing to our Terms.

Privacy Policy

We’re excited to have you a part of our systemHUB revolution of freeing business owners worldwide! In this section, we are going to explain how we collect, use and handle the information you provide us when using our website, software and services (“Services”).

1. Personal Information

In order to provide our Services to you, we have to collect some personal information from you. That information is used in association with your account (such as your name, email address, phone number, and payment details) in order to be able to provide our Services to you, contact you, and provide you with the best service.

At any time, you have the right to change or delete your personal information by logging into your systemHUB account.

2. Usage Data

In order to improve upon and develop new features for our Service, we collect usage data on how you use our Services (such as access, activities, and so on).

We may also obtain information about the type of device you use in order to access our Services (such as IP addresses, browser type, the device used, and so on).

3. Cookies and Tags

In order to promote our Services, we may use technology such as Cookies and Pixel Tags so we can remember things like your username and also better understand how you’re using our Services.

You are welcome to update the settings in your web browser to “not accept cookies” but this could possibly hinder your ability to use our Services.

4. Marketing

When you register or subscribe to our platform or Services, we may send out marketing material that we feel will benefit you or your company. You can opt-out of these marketing materials at any time, just click the “Unsubscribe” link within the material.

5. Third Parties

There may be times where we have to share information with certain trusted third parties (such as IT and customer support) in order to fulfil our Services, but please note that we never sell your information to advertisers or other third parties.

6. Sharing Links

systemHUB comes with the feature to generate an external shared link so you can share certain data with those who are not within your company account. Just remember that once you do this, the information is now ‘shared’ so be careful with who you share it with.

7. Admin Users

systemHUB comes with the feature to have some users be “Admins” with higher access levels across the company account. This means that your content and data may be visible to them, and shareable by them, so be sure you choose your Admin Users carefully.

8. Security

Our platform and Services are monitored by our team who are dedicated to keeping your information secure. The data you store with us is held within our secure servers, backed up and protected.

You’re responsible for maintaining the security of your account, including keeping login credentials private and your contact details up to date. You are solely responsible for maintaining the confidentiality of account information and passwords. You and your Authorised Users agree not to share passwords or log in information.

If you suspect unauthorised access, you agree to notify us immediately. We’re not liable for any losses due to unauthorised use of your account. systemHUB will not be liable for any loss or damage arising directly or indirectly from your failure to maintain the security of your account and password or for unauthorised access to your account.

9. Storage and Retention of Data

The data you store with us is held on our services but could be located around the globe (meaning even outside of your country).

We will keep your data for up to 60 days after you have either cancelled or we have terminated your account. Beyond this time frame, the data will no longer be accessible to restore. Please note, we will not delete information whereby we are required by law to keep it.

10. systemHUB Structure Changes

If ever a time comes where we reorganise, merge, or sell our assets, your information is likely to be transferred as part of that change. If this was to ever happen, we will advise you with at least 2 weeks’ notice via platform messaging and via email.

You agree that the systemHUB Service may be made available in free or paid versions at different levels, and that not all features and functionality of the systemHUB service may be available in each version or level, which may be changed from time to time.

We reserve the right to update or revise our Privacy Policy from time to time. If there are substantial changes to the policy, we will advise you via email.

10. AI Features & Data Handling

To support features like automated document creation, process suggestions, and digital agent training, we use artificial intelligence (AI) technologies. Here’s how we handle your data when using these features:

1. Data We Process for AI Features We may collect and process:

Uploaded documents and content;
AI prompt inputs and generated outputs;
Metadata such as timestamps and user activity logs.

2. Why We Use It We use this data to:

Generate relevant AI responses and content;
Improve and personalise your experience;
Ensure functionality of AI tools;
Derive anonymised insights to improve systemHUB™️.

3. Third-Party AI Providers To deliver these features, we may share relevant data with trusted third-party AI providers such as OpenAI. These providers:

Process data solely to provide requested outputs;
Are contractually bound to not retain or reuse your data for unrelated purposes;
May store or process data in overseas locations (e.g., the USA).

4. Anonymisation & Minimisation We make best efforts to anonymise or minimise personal data before sending it to AI systems. However, what you submit (e.g., full names or client data) may still contain personally identifiable information, so please take care in what you enter.

5. Your Rights & Controls You may:

Opt out of AI features (contact support[at]systemHUB.com);
Request deletion of data related to AI interactions;
Access or update personal information;
Review or manage your privacy preferences in your account settings.

Terms of Use

You agree to only use one company per account. This means an account holder cannot grant access to our Services to another company via their account.

For example, a company can grant access to their staff and team members. However, this same company cannot grant their individual clients’ access to our Services.

If you have a unique situation that warrants your account allowing access to another company, such as a Franchisor who has a handful of sole-proprietor Franchisees, we may allow you the right to grant access to a certain number of outside users within the one company account. However, this is not to be assumed and is reviewed on a case by case basis, so please contact support[at]systemHUB.com for help on whether this can be done for you.

‘Access’ excludes the option for the company and their staff to ‘share’ data using the generated share-links in the platform.

You agree not to misuse our Services or to assist anyone else in doing so, such as:

provide fraudulent information to overcome our Terms of Service, Privacy Policy, or Terms of Use;
try to tamper with any non-public components of our platform and Services;
evade storage or user limitations as per your account subscription;
sell our Services, unless specifically authorised to do so;
use our Services as a way to store anything false or deceptive (such as identity fraud or phishing);
violate any law by storing and sharing illegal content, including unlawful pornography and violence;
use our Services as a way to infringe upon the rights of others;
do anything which will cause harm or be detrimental to our website, platform, Services, staff, and representatives.

systemHUB has been purposely designed for small businesses with up to a maximum of 100 team members. Features, plans and support are all tailored to suit this business size.

Once you grow beyond 100 users please be sure to reach out to our team so that we can recommend your best options. We have partners who offer enterprise solutions that may be better suited to your needs.

If you have any further questions, please contact our team.