CertCrowd Terms and Conditions

Version 2.2
Last updated: 14 November 2025

These Terms and Conditions govern access to and use of the Site and the Services provided by CertCrowd. Please read these Terms and our Privacy Policy carefully. Clients and other users who use the Site or the Services agree to be bound by the following Terms and Conditions and our Privacy Policy. Use of the Site or any of the Services indicates acceptance of these Terms and Conditions and our Privacy Policy. If you do not accept these Terms and our Privacy Policy, you are not authorised to use the Site or any of the Services.

CertCrowd may amend these Terms and Conditions from time to time. The scope or content of the Services may also be changed by CertCrowd from time to time. The amended terms will be published on certcrowd.com and are effective from the date of publication. CertCrowd will make every effort to communicate changes to you via email or notification on the Site. Use of the Site or the Services after such amendment indicates acceptance of the amended Terms and Conditions.

You can review the current version of the Terms and Conditions at certcrowd.com. Breach of any of these Terms may result, among other things, in termination of your account.

Incorporation by reference: The following documents form part of these Terms: our Privacy Policy (available at /legal/privacy) and our Data Processing Addendum (DPA) (available at /legal/dpa). By accessing or using the Services, you agree to these Terms, the Privacy Policy, and—where you are a controller of personal data—the DPA.

1. Definitions

Term	Meaning
Account Holder	The individual who registers to use the Service on behalf of a Client.
Agreement	The agreement concluded between the Account Holder and CertCrowd regarding use of the Services and governed by these Terms and the CertCrowd Privacy Policy.
Client	The entity or organisation, represented by the Account Holder, that uses the Services.
CertCrowd, We, Us	CertCrowd Pty Ltd (ABN 68 634 250 758) and its associated entities.
Invited User	Any person or entity, other than the Client and Account Holder, that uses the Service from time to time at the invitation of the Account Holder.
License Fee	The fees to use the Standard/Professional/Enterprise version of the Services.
Personal Data	Information that relates to an identified or identifiable natural person.
Services	The various sites made available through the Site and otherwise provided or made available by us.
Site	The internet sites available including `certcrowd.com`, `app.certcrowd.com`, and any other site operated by CertCrowd.
Standard/Professional/Enterprise Version	Versions of the Service subject to payment of a license fee.
You, Your	All users of the Site and Services, including Clients, Invited Users, and the Account Holder, unless expressly specified otherwise and agreed in writing by CertCrowd.
Customer Personal Data	Personal Data that the Client uploads to or processes via the Services.
Data Processing Addendum (DPA)	The then-current data processing terms published at `/legal/dpa`.

2. Description of the Services

The Service is a web-based compliance tool that allows you to create actions, pages, custom fields, templates, and more. Account Holders can explore the Service; however, the Account Holder must first create an Account on behalf of a Client. Although the Service is available for free use, you must subscribe to the paid version of the Service (the “Standard/Professional/Enterprise Version”) to access all features.

3. Use of the Services

You agree to comply with applicable laws and regulations, including privacy and data-protection requirements, when using the Services.
Account Holders must nominate an email address and authentication protocol (together, the "login") to use the Site. CertCrowd may assume all access using the login is by you.
A login may only be used by one individual; shared logins are not permitted.
During signup the Account Holder must provide full name, Client name, and a valid email address. CertCrowd may verify access to the nominated email address.
You are responsible for maintaining the security of your login.
Clients and Account Holders are responsible for any access provided to Invited Users and their use of the Services.
Use of the Service is at your sole risk; it is provided on an "as is" and "as available" basis.
Technical support is provided only to Account Holders via email or online, in English.
CertCrowd will make reasonable efforts to ensure continual availability but may suspend the Services (e.g., for maintenance or incident response). Downtime may occur and is not guaranteed to be outside working hours.
CertCrowd may provide regular updates (new functionality, modules, bug fixes, or versions); you agree to receive such updates.
CertCrowd uses third-party vendors and hosting partners to provide the necessary infrastructure. CertCrowd is not responsible for the continuity of their services.
You must not undermine the security or integrity of CertCrowd's or its hosting providers' systems or misuse the Services in a way that impairs functionality.
The technical provision of the Service may involve transmissions over various networks and changes to conform to technical requirements.
You must not submit unlawful, defamatory, misleading, or offensive content, nor content containing malware. CertCrowd may remove content or terminate accounts at its discretion. High-volume use that affects others may be limited or prohibited.
CertCrowd does not warrant that the Service will meet requirements, be uninterrupted, secure, virus-free, error-free, or that errors will be corrected.
You must have a stable internet connection and necessary equipment.
Data protection roles (summary): Where the Client is a controller of Customer Personal Data, CertCrowd acts as a processor when providing the Services; processing of Customer Personal Data is governed by the DPA. For Customer Account Data (e.g., billing/admin) and Service/Usage data, CertCrowd acts as an independent controller as described in the Privacy Policy.

4. License and Limitations

The Services, including all functionality, are CertCrowd’s exclusive property. We may grant or prohibit access for any reason. All rights not expressly granted are reserved.
We grant you a personal, revocable, non-exclusive, non-transferable, non-sublicensable right to use the Services during the Agreement, subject to these Terms.
You (and any third party acting for you) must not:
- Decompile, disassemble, reverse engineer, or attempt to derive source code.
- Sell, rent, lease, sublicense, loan, distribute, transfer, or make the Services available to third parties except as permitted.
- Modify, adapt, translate, or create derivative works without written consent.
- Remove or alter proprietary notices.
- Use the Services to engage in unlawful or prohibited activity.
- Employ automated or high-volume processes to extract data.
- Introduce malware or harmful content.
- Remove, disable, or bypass security features or access controls.

5. Payment, Refunds, Upgrading and Downgrading Terms

When the Account Holder subscribes to the Standard, Professional, or Enterprise version, a recurring License Fee is charged in advance (monthly or annually). Pricing is published at certcrowd.com.
Payments are processed using any credit card or authorised payment method on record. By subscribing, you authorise CertCrowd to process payments via a secure third-party payment gateway.
All subscriptions are billed in advance:
- Monthly subscriptions: Charged in full at the beginning of each month.
- Annual subscriptions: Charged in full at the beginning of the 12-month term.
Account Holders may add users or consume additional features (e.g., storage, records, templates). These trigger usage-based charges that are:
- Pro-rated and invoiced immediately (or next billing cycle) for annual plans.
- Added to the next invoice for monthly plans.
Clients must monitor user additions and feature usage. Exceeding plan limits results in additional charges as detailed at certcrowd.com/pricing or agreed in writing.
Payment terms and non-payment:
- All fees are non-refundable; no credits for partial months, unused annual terms, or mid-period changes.
- Payments must be received by the invoice due date or access may be suspended.
- During suspension, license and usage fees continue to accrue.
- A reconnection fee of USD $350 or AUD $395 may apply to restore service.
- CertCrowd may terminate suspended accounts after 60 days; associated data may be permanently deleted.
Upgrades and downgrades:
- Upgrades: Monthly clients billed at new rate next cycle; annual clients invoiced pro-rata for remainder of term.
- Downgrades take effect at the start of the next billing cycle; no refunds for unused portions.
Currency and taxes:
- License fees quoted in AUD are exclusive of GST unless stated.
- Clients may elect to pay in USD or Euro, where prices include relevant taxes.
Services, pricing tiers, and usage-based rates are detailed at certcrowd.com.

6. Cancellation and Termination

To terminate an account, the Account Holder must email cancel@certcrowd.com.
Upon cancellation, data is retained for a limited period for potential reversal, then deleted. CertCrowd may retain non-identifiable, anonymised data for statistical, security, or logging purposes per the Privacy Policy.
Data export, deletion/return, and retention are handled per the DPA.
Fees are non-refundable; there are no credits upon cancellation.
Failure to pay fees may result in suspension or termination and subsequent deletion of associated data.
CertCrowd may decline to provide Services, suspend, or terminate accounts for any reason. Termination results in deactivation or deletion of user accounts and data.
Upon termination, all use of the Services ceases and all rights, obligations, and licences end.

7. Modifications to the Service and Prices

CertCrowd may modify or discontinue the Services (or any part) with or without notice.
Prices of all Services, including subscription fees, may change with 30 days’ prior notice (e.g., via the Site, email, or in-Service notice).
CertCrowd is not liable to you or any third party for modification, price change, suspension, or discontinuance.

8. Copyright and Data Ownership

This Agreement does not transfer CertCrowd or third-party intellectual property rights to you; all rights remain with CertCrowd.
CertCrowd claims no IP rights over data you provide; data you upload remains yours. If you share data with other users, you authorise CertCrowd to enable that access, and you are responsible for managing permissions.
You must maintain copies of your data. CertCrowd uses professional practices (e.g., daily backups) but does not guarantee no data loss and excludes liability for data loss.
The Services and Site are protected by copyright, trademark, trade secret, and other IP rights. You may not reproduce, publish, copy, or reuse code or design elements without written consent.
You must not modify, copy, adapt, reproduce, disassemble, decompile, or reverse engineer software used to deliver the Services.

9. Data Privacy, Protection, and Data Sharing Among Entities

Upon creating an account, CertCrowd may process your personal data in line with the Privacy Policy.
The Privacy Policy (available on the Site) describes how CertCrowd collects and processes personal data. Use of the Site or Services indicates acceptance of the Privacy Policy.
Where the Client is a controller of Customer Personal Data, CertCrowd’s processing (including subprocessors, international transfers, data subject rights, deletion/retention) is governed by the DPA.
The Service allows import of data related to the Client (documents, forms, images, etc.) for use within the Service.
You are responsible for ensuring appropriate access is provided to Account Holders and Invited Users to prevent inappropriate sharing or misuse.
Clients must consider their own privacy arrangements with clients, employees, team members, or related entities before adding them as Invited Users or importing their data.
You agree that CertCrowd may collect, use, and disclose personal information in accordance with the Privacy Policy.

10. Liability

CertCrowd is not liable for direct, indirect, incidental, special, consequential, or exemplary damages (including lost profits, goodwill, use, data, privacy interference, business interruption) relating to these Terms, the Site, or the Services, even if foreseeable.
If any term is implied by law and cannot be excluded, CertCrowd limits its liability to the maximum extent permitted.
If you are not satisfied with the Services, your sole remedy is to terminate use per Section 6.
If CertCrowd’s negligence or failure causes loss and the above exclusion does not apply, liability is limited to fees paid in the previous 12 months for any single incident or related series.
Failure to enforce any right does not constitute a waiver. These Terms constitute the entire agreement between you and CertCrowd, superseding prior agreements.
Order of precedence (privacy/data matters): (1) applicable EU SCCs (2021/914) and UK International Data Transfer Addendum/UK Addendum; (2) the DPA; (3) the Privacy Policy; (4) these Terms.
The laws of Queensland, Australia govern these Terms.

11. Notices

Any notice under these Terms must be in writing and is deemed given on transmission. Notices to CertCrowd must be sent to info@certcrowd.com or another email address notified by CertCrowd. Notices to you will be sent to the email address provided during account setup.