iComply Australia terms of service

iComply Australia terms of service

Version 0.9. Last updated 14 October 2026.

1. About these terms

In short: By using iComply you agree to these terms and our privacy policy.

iComply Australia ("iComply", "we", "us") provides the iComply platform. These terms apply to organisations that use it: schools, sports clubs, charities, peak bodies and similar bodies ("organisations"); their staff and admins; the people in a club's or charity's register, such as Board members, staff, coaches and volunteers ("people"); and the contractors, program providers, volunteers and hirers who hold a compliance profile ("providers"). Our privacy policy (opens in a new tab) explains how we handle personal information.

If you accept these terms for an organisation or business, you confirm you are authorised to do so.

2. Accounts

In short: Keep your sign-in to yourself and keep your details accurate.

• Each person needs their own account. Don't share passwords, two-step sign-in codes or backup codes.
• Some people, such as club volunteers, are sent a personal link instead of an account. It works without a password for 30 days. Don't share it; ask the organisation for a new one if you need it.
• Tell us promptly if you think your account or link has been misused.
• Organisation admins control who in their organisation has access, and should remove people who leave.

3. School pricing, free trial and refunds

In short: One annual price set by your total enrolment (from $1,039.48, GST inclusive), invoiced annually. Try it free first. Full refund within 30 days of paying. Compliance profiles are free for providers.

• Price: the annual fee depends on your school's total student enrolment when you subscribe or renew. All prices are in Australian dollars and GST inclusive:

Your tier is checked at each renewal; if your enrolment has moved to a different tier, the new tier applies from that renewal. Every tier includes every feature. There are no set-up fees and no per-provider or per-user charges. Fees are billed annually in advance by invoice. We don't take card payments. Invoices are payable within 30 days unless agreed otherwise.

• Free trial: new schools can try iComply free for 30 days. No payment details are needed. At the end of the trial you can subscribe or stop.
• 30-day money-back: if you're not satisfied, tell us within 30 days of paying your first annual invoice and we'll refund it in full.
• Providers: providers never pay to hold a compliance profile or to work with an organisation on iComply. Optional directory plans are billed as set out on our pricing page (opens in a new tab) and in section 5.
• Renewal: we'll send the renewal invoice at least 30 days before your subscription year ends. Price changes apply from your next renewal, and we'll give you at least 60 days' notice.

4. Clubs, charities and peak bodies

In short: Grassroots is free; Club is $240 and Organisation $750 a year, GST inclusive; peak bodies by agreement. Your organisation stays in charge of its people's records, and you can export everything and leave.

• Plans: Grassroots is free for volunteer-run clubs with up to 30 people. If you go over, we'll suggest Club, but nothing is locked. Club is $240 a year and Organisation is $750 a year. Prices are in Australian dollars and GST inclusive, invoiced annually in advance and payable within 30 days unless agreed otherwise. Peak bodies pay a per-club rate set by written agreement.
• Your organisation decides: you choose which checks your people need, approve what they submit and decide who can work with children. You are responsible for the information you record about your people and for answering their privacy requests. We handle it on your behalf, only to provide iComply. If you need a data processing agreement, ask us.
• Peak bodies: a club links to an association only when one of its admins accepts, and can leave at any time. The association sees counts, not names or details, unless the club chooses to share more. Each view is written to the club's activity log.
• Support access: our staff act inside your account only when needed to help, with a recorded reason, for a limited time, and every such session appears in your activity log.
• Export and exit: admins can export your people and their checks as CSV at any time. If your plan ends, we keep your data for 90 days so you can export it, then delete it, except records we must keep by law (see our privacy policy (opens in a new tab)).

5. Provider directory plans

In short: Directory plans are optional. Listed $290, Preferred $790 and Partner $1,990 a year, GST inclusive, invoiced, with 30 days to pay. The iComply Preferred badge is earned, not bought.

• Optional: your compliance profile is free and works with every organisation that invites you, whether or not you choose a plan. Plans are only about being found in the directory.
• Plans and prices: Listed $290, Preferred $790 and Partner $1,990 a year, in Australian dollars, GST inclusive. What each plan shows is described on our directory plans page (opens in a new tab).
• Invoicing: when you choose a plan we issue an invoice for one year and your listing goes live straight away. Invoices are payable within 30 days. We remind you 14 and 7 days before the due date and on the day. We don't take card payments.
• Overdue invoices: if an invoice is unpaid after its due date, your listing is paused (hidden from search, your directory profile and the badge) until it is paid. Nothing else about your account changes.
• Renewal and changes: we send the renewal invoice 30 days before your year ends. An upgrade starts a new year from that day, with any unused paid time on your old plan credited pro rata. A downgrade, or a move back to the free profile, takes effect at the end of your current year.
• Founding providers: providers who were in our earlier supplier directory have a complimentary Listed plan until 31 January 2027. There is no invoice for it. We'll remind you 30 and 7 days before it ends. If you haven't chosen a plan by then, your listing ends and you keep your free compliance profile. A complimentary term is offered once.
• The iComply Preferred badge: it is available on Preferred and Partner plans and shows only while you meet every requirement: compliant at every organisation you're linked to, with your documents Checked by iComply; at least 3 completed jobs logged in iComply; an average rating of 4.0 or better from at least 3 different organisations; and no unresolved concerns. We check this automatically. If you stop meeting it, the badge pauses with the reason shown in your portal and returns when you meet it again. There is no refund for a paused badge, and the badge cannot be bought.
• Enquiries and bookings: organisations can enquire through your profile. You agree any booking, price and terms with them directly; iComply is not a party to it.

6. What a status means

In short: Green means the records on file meet your requirements. It is not a guarantee that someone is safe.

• A "Compliant" or green status means the records on file meet the requirements your organisation has set. It is not a guarantee of safety, competence or character.
• iComply records the documents and details people and providers give us. We do not check them against government registers (such as WWCC or licensing registers). Where a screen says "Verified on register", it means someone at your organisation recorded that they checked the official register, and when.
• Requirement templates and presets are a starting point only. They are not legal advice, and they may not reflect every law or policy that applies to your organisation.

7. Organisation responsibilities

In short: Your organisation decides who works with children and does the official checks. iComply helps you keep the records.

• Your organisation remains responsible for its compliance decisions, including what people and providers must hold, whom it approves, and any register checks the law or your department requires.
• People records: use the records of your Board, staff, coaches and volunteers only for your compliance and child-safety obligations, in line with privacy law and your own policies.
• Police checks: iComply records the date a check was seen and its result category. Certificate copies are off unless an admin turns them on; only do that if your policy needs it.
• Interviews: keep interview notes factual and relevant to the role. Private notes are visible only to your admins.
• Reimbursements: iComply records receipts, approvals and the payment reference you enter. Your organisation makes any payment itself; we never hold or transfer money.
• You must not upload information about the children you serve, such as students' or players' records.

8. Provider responsibilities

In short: Upload real, current documents and keep them up to date.

• You are responsible for the accuracy of what you upload. Documents must be genuine, current and yours.
• Update or remove documents that expire, are cancelled or change. Tell the organisations you work with if your WWCC is suspended or revoked.
• You choose which organisations can see your file. By linking with an organisation, you agree it can see your profile and documents.
• If you have a directory plan, keep your public profile accurate, including your areas, programs and prices.

9. Reviews and moderation

In short: Two-way reviews, only after real work, double-blind and moderated, with a right of reply.

• Only after real work: an organisation and a provider can review each other only after work logged in iComply, such as a kiosk sign-in, a completed session, a facility booking or a closed permit. One review each way is allowed per period of work.
• Two-way and double-blind: organisations rate providers on reliability, quality, communication, value and child safety; providers rate organisations on a clear brief, site access and paying on time. Neither side sees the other's review until both have submitted, or 14 days pass. You can edit your review for 7 days.
• Moderation: written comments and replies become public only after we approve them. We may ask for changes or reject a comment. Public text never names the organisation that wrote it, and averages appear only once 3 different organisations have reviewed a provider.
• Right of reply and reporting: a provider can reply publicly to a review (also moderated). Either side can report a review to us.
• Removal: we may remove or refuse a review or reply that is false or misleading, abusive or discriminatory, identifies a child or discloses someone's personal information, is not about the work, or was written in breach of these terms. A low child-safety score raises a concern that we review before the provider can hold the iComply Preferred badge.
• Reviews are opinions of the people who wrote them, not iComply's.

10. Acceptable use

In short: Use iComply honestly and don't try to break it.

You must not:

• upload false, altered or someone else's documents;
• upload malware, or material that is unlawful or unrelated to compliance;
• try to access another organisation's or person's data, or get around security controls;
• write reviews about work that didn't happen, or offer anything in exchange for a review;
• scrape, overload, reverse-engineer or resell the service; or
• use iComply to harass anyone or to breach anyone's privacy.

We may suspend accounts that break these rules, and will tell you why unless the law or safety prevents it.

11. Your data

In short: Your data stays yours. We use it only to run the service.

Organisations own their registers and records, people own the details they add from their personal link, and providers own their documents and profiles. You give us permission to store, process and display that data only as needed to provide iComply, as set out in our privacy policy (opens in a new tab). We own the iComply software, design and brand.

12. Availability and support

In short: We work to keep iComply running and will help by email. Keep your own backup plan for the front desk.

• We aim to keep iComply available at all times, but it may be unavailable during maintenance (which we try to schedule outside school hours) or because of events beyond our control.
• Support is by email at hello@icomplyaustralia.com.au on business days (Melbourne time). We aim to reply within one business day.
• Organisations should keep a manual sign-in or match-day fallback in case the service or their internet is down.

13. Australian Consumer Law

In short: Nothing in these terms takes away rights you have under the Australian Consumer Law.

Our services come with guarantees that cannot be excluded under the Australian Consumer Law. Nothing in these terms excludes, restricts or modifies any right or remedy, or any guarantee, that cannot lawfully be excluded.

14. Liability

In short: Where the law allows, our liability is limited to resupplying the service or refunding fees.

• Where the law allows us to limit our liability for failing to meet a consumer guarantee, our liability is limited to supplying the services again or paying the cost of having them supplied again.
• To the extent the law allows, we are not liable for indirect or consequential loss, or for loss caused by inaccurate information supplied by organisations, people or providers, or by an organisation's own compliance decisions.
• Otherwise, and to the extent the law allows, our total liability to an organisation or provider in any year is limited to the fees it paid us in the previous 12 months.

15. Ending the service

In short: You can leave at any time and take your data with you.

• Organisations can choose not to renew at the end of a subscription year. Providers can close their account at any time by emailing us.
• We may end or suspend access for a serious or repeated breach of these terms, or unpaid invoices after reminders.
• Organisations can export their register, sign-ins and reports before they leave. After the account ends, we keep data for 90 days so it can be exported, then delete it, except records we must keep by law (see our privacy policy).

16. Changes to these terms

In short: We'll tell you before significant changes take effect.

We may update these terms. We will email account holders at least 30 days before a significant change takes effect. If a change disadvantages an organisation or a provider on a directory plan, it may end its plan and receive a pro-rata refund for the unused period.

17. Governing law

In short: Australian law applies.

These terms are governed by the laws of Victoria, Australia, and the courts of that state have jurisdiction.

Last updated 14 October 2026.