Terms of Service

1. Definitions

2. Eligibility & Account Registration

2.1 Eligibility

You must be at least 18 years of age and have the legal authority to enter into these Terms on behalf of yourself or your Organisation. By creating an account, you represent that you meet these requirements.

2.2 Account Security

You are responsible for:

• Maintaining the confidentiality of your login credentials
• All activity that occurs under your account
• Notifying us promptly at [email protected] if you suspect unauthorised access

We are not liable for any loss resulting from unauthorised use of your account.

2.3 Accurate Information

You agree to provide accurate, current, and complete information during registration and to update it as needed. We may suspend accounts with materially inaccurate information.

3. The Service

CaptrID is a credential operations platform that enables Organisations to:

• Import and manage people rosters (master lists)
• Capture identity photos via mobile app or self-upload links
• Review and approve photos centrally
• Design identity cards and credentials
• Export print-ready output or issue digital wallet passes
• Sync roster data with directory providers (e.g. Microsoft Entra ID)

The specific features available to You depend on Your subscription plan. Feature availability may change as the Service evolves — see Section 15.

4. Subscription Plans & Billing

4.1 Plans

We offer tiered subscription plans (currently Starter, Pro, Business, and Enterprise) with different feature limits and pricing. Current plans and pricing are displayed at signup and on the Billing screen within the Service.

4.2 Billing

• Subscriptions are billed in advance on a monthly or annual basis, in Australian Dollars (AUD).
• Payment is processed by Stripe. By subscribing, you also agree to Stripe's Terms of Service.
• All prices are exclusive of GST unless stated otherwise.

4.3 Auto-Renewal

Your subscription automatically renews at the end of each billing period unless you cancel before the renewal date. You can cancel at any time via the Billing screen in the Admin Portal or by managing your subscription through the Stripe Customer Portal.

4.4 Price Changes

We may change subscription pricing with at least 30 days' notice before the next billing period. If you do not agree to a price change, you may cancel before it takes effect.

4.5 Refunds

Subscription fees are generally non-refundable. However, if you cancel within 14 days of your first paid subscription (not trial), you may request a full refund by contacting [email protected]. We will assess refund requests on a case-by-case basis for other circumstances.

4.6 Failed Payments

If a payment fails, we will attempt to charge the payment method on file again. If payment remains unsuccessful, we may downgrade or suspend your account after reasonable notice.

4.7 Downgrades

If you downgrade to a lower plan, features exceeding the new plan's limits may become inaccessible. Your data is not deleted, but you may need to reduce usage (e.g. archive master lists or templates) to fall within the new plan's limits before regaining full access.

5. Free Trial

New Organisations receive a 14-day free trial with access to Pro-tier features. No payment method is required to start a trial.

At the end of the trial:

• If you subscribe to a paid plan, your data and configuration are preserved.
• If you do not subscribe, your account enters a grace period. After the grace period, access to the Admin Portal is restricted (read-only). Your data is retained for a reasonable period but may be deleted after 90 days of inactivity.

6. Acceptable Use

You agree not to use the Service to:

• Violate any applicable law, regulation, or third-party rights
• Upload, store, or distribute content that is unlawful, defamatory, obscene, or harmful
• Capture or store photos of individuals without appropriate consent or legal basis
• Attempt to gain unauthorised access to the Service, other accounts, or our infrastructure
• Reverse-engineer, decompile, or disassemble any part of the Service
• Use the Service to build a competing product or service
• Scrape, data-mine, or use automated tools to extract data from the Service beyond authorised API access
• Transmit viruses, malware, or any code designed to disrupt the Service
• Resell or redistribute access to the Service without our written consent
• Use the Service for surveillance, covert tracking, or any purpose that would violate the privacy or rights of Subjects

We may suspend or terminate accounts that violate this policy, with or without notice depending on severity.

7. Data Ownership & Responsibilities

7.1 Your Data Belongs to You

You retain all ownership rights to Your Data. We do not claim ownership of any photos, roster data, card designs, or other content you upload or create through the Service.

7.2 Licence to Us

You grant us a limited, non-exclusive licence to host, store, process, and display Your Data solely for the purpose of providing and improving the Service. This licence ends when Your Data is deleted from the Service.

7.3 Data Controller / Data Processor

Where an Organisation uses CaptrID to capture and manage personal information about Subjects (e.g. staff, students, members):

• The Organisation is the data controller — it determines why and how the personal data is collected and used.
• CaptrID is the data processor — we process personal data on behalf of the Organisation, only as instructed.

Organisations are responsible for ensuring they have the appropriate legal basis (e.g. consent, legitimate interest, contractual necessity) to collect and process Subject data through CaptrID.

7.4 Data Export

You can export Your Data at any time using the export features within the Service. If you need assistance exporting data, contact [email protected].

7.5 Data Location

Your Data is stored in secure cloud infrastructure via our infrastructure provider, Supabase. The current hosting region is Australia (ap-southeast-2, Sydney). We may offer additional hosting regions in the future. See our Privacy Notice for details on sub-processors and data location.

8. Photo Capture & Consent

CaptrID facilitates the capture, storage, and management of identity photos. It is the Organisation's responsibility to:

• Obtain appropriate consent from Subjects before capturing their photo or personal information
• Comply with applicable privacy laws, including the Privacy Act 1988 (Cth) and, where relevant, the EU General Data Protection Regulation (GDPR)
• Inform Subjects about how their photos and data will be used, stored, and shared
• Respond to Subject requests for access, correction, or deletion of their personal data

CaptrID provides tools to support these obligations (e.g. person erasure, data export, configurable retention policies), but the Organisation remains responsible for compliance.

9. Intellectual Property

9.1 Our IP

The Service, including its software, design, logos, documentation, and all related intellectual property, is owned by Captr ID. Nothing in these Terms transfers any ownership of our IP to you.

9.2 Licence to Use the Service

Subject to these Terms and payment of applicable fees, we grant you a limited, non-exclusive, non-transferable, revocable licence to access and use the Service for your internal business purposes during your subscription period.

9.3 Feedback

If you provide feedback, suggestions, or ideas about the Service, we may use them without restriction or obligation to you. You are not required to provide feedback.

10. Service Availability & Support

10.1 Availability

We aim to keep the Service available 24/7 but do not guarantee uninterrupted access. The Service may be temporarily unavailable due to maintenance, updates, or circumstances beyond our control.

10.2 Support

Support is provided via email at [email protected]. Response times depend on your subscription plan. Enterprise customers may have additional support arrangements as agreed in writing.

10.3 Updates

We may update, modify, or discontinue features of the Service at any time. We will provide reasonable notice for changes that materially affect your use of the Service.

11. Termination & Suspension

11.1 Termination by You

You may cancel your subscription at any time via the Billing screen or Stripe Customer Portal. Cancellation takes effect at the end of the current billing period — you retain access until then.

You may also delete your individual user account at any time through the in-app deletion feature. See our Data Deletion page for details.

11.2 Termination by Us

We may suspend or terminate your access to the Service if:

• You breach these Terms (including the Acceptable Use policy)
• Your payment is overdue by more than 30 days
• We are required to do so by law
• We reasonably believe your use poses a security risk to the Service or other users

Where possible, we will provide notice and an opportunity to remedy the breach before termination, except in cases of serious or urgent violations.

11.3 Effect of Termination

Upon termination:

• Your access to the Service is revoked
• We will retain Your Data for a reasonable period (at least 30 days) to allow you to request an export
• After the retention period, Your Data may be permanently deleted
• Provisions that by their nature should survive termination (including Sections 7.1, 9, 12, 13, and 16) will continue in effect

12. Limitation of Liability

To the maximum extent permitted by law:

• Our total aggregate liability to you for any claims arising from or related to these Terms or the Service is limited to the amount you paid to us in the 12 months preceding the claim.
• We are not liable for any indirect, incidental, special, consequential, or punitive damages, including but not limited to loss of profits, data, business opportunities, or goodwill, regardless of whether we were advised of the possibility of such damages.
• We are not liable for any loss or damage resulting from:
  • Your failure to maintain the security of your account credentials
  • Your use of the Service in a manner not authorised by these Terms
  • Circumstances beyond our reasonable control (force majeure)
  • Third-party services (Stripe, Supabase, cloud providers) over which we have no control

Nothing in these Terms excludes or limits liability that cannot be excluded under applicable law, including liability for fraud or for death or personal injury caused by negligence.

Australian Consumer Law: If the Australian Consumer Law (Schedule 2 of the Competition and Consumer Act 2010) applies to your use of the Service, nothing in these Terms is intended to exclude, restrict, or modify rights or remedies that cannot be excluded under that law.

13. Indemnification

You agree to indemnify, defend, and hold harmless Captr ID and its officers, directors, employees, and agents from and against any claims, liabilities, damages, losses, and expenses (including reasonable legal fees) arising out of or in connection with:

• Your use of the Service
• Your violation of these Terms
• Your violation of any third-party rights, including intellectual property or privacy rights
• Your Data, including any claim that Your Data infringes or violates the rights of any third party
• Your failure to obtain appropriate consent from Subjects for photo capture and data processing

14. Disclaimer of Warranties

The Service is provided "as is" and "as available", without warranties of any kind, whether express, implied, or statutory, including but not limited to implied warranties of merchantability, fitness for a particular purpose, and non-infringement.

Without limiting the foregoing, we do not warrant that:

• The Service will be uninterrupted, error-free, or secure
• Any defects will be corrected within a specific timeframe
• Photos captured or processed through the Service will meet any particular quality standard
• Digital wallet passes will be accepted by all devices or platforms
• The Service will be compatible with all hardware, software, or network configurations

You acknowledge that you use the Service at your own risk.

15. Changes to These Terms

We may update these Terms from time to time. When we do:

• We will update the "Last updated" date at the top of this page.
• For material changes, we will notify you via email or an in-app notice at least 30 days before the changes take effect.
• Your continued use of the Service after the effective date constitutes acceptance of the updated Terms.
• If you do not agree to the updated Terms, you may cancel your subscription before they take effect.

16. Governing Law & Disputes

16.1 Governing Law

These Terms are governed by the laws of Queensland, Australia. You submit to the non-exclusive jurisdiction of the courts of Queensland and any courts that may hear appeals from those courts.

16.2 Dispute Resolution

Before initiating any formal proceedings, both parties agree to attempt to resolve disputes in good faith through:

1. Informal negotiation — contact [email protected] and we will attempt to resolve the matter within 30 days.
2. Mediation — if informal negotiation fails, either party may refer the dispute to mediation administered under the Resolution Institute's mediation rules.

Nothing in this clause prevents either party from seeking urgent injunctive or equitable relief from a court.

17. General Provisions

17.1 Entire Agreement

These Terms, together with our Privacy Notice and any plan-specific terms agreed at subscription, constitute the entire agreement between you and Captr ID regarding the Service.

17.2 Severability

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

17.3 Waiver

Our failure to enforce any right or provision of these Terms does not constitute a waiver of that right or provision.

17.4 Assignment

You may not assign or transfer your rights under these Terms without our written consent. We may assign our rights and obligations under these Terms in connection with a merger, acquisition, or sale of assets, provided the assignee agrees to honour these Terms.

17.5 Force Majeure

We are not liable for any failure or delay in performance caused by circumstances beyond our reasonable control, including natural disasters, pandemic, war, terrorism, government actions, power or internet outages, or failures of third-party services.

17.6 Notices

We may send notices to you via email (to the address on your account) or through in-app notifications. You may send notices to us at [email protected].

18. Contact Us

If you have questions about these Terms, please contact us:

• Email: [email protected]
• Entity: Captr ID (ABN 80 782 843 595)
• Address: 14/11 Taigum Place, Taigum QLD 4018, Australia

See also: Privacy Notice · Data Deletion