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CertCrowd License Agreement - Terms and Conditions

Version 2.1

Last Updated 18 July 2025


These Terms and Conditions govern access to and use for the Site and the Services provided by CertCrowd. Please read the Terms and Conditions and our Privacy Policy carefully. Clients and other users which 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 an acceptance of these Terms and Conditions and our Privacy Policy. If you do not accept these Terms and Conditions or our Privacy Policy, you are not authorised to use the Site or any of the Services in any way.

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 and conditions will be published on the CertCrowd website certcrowd.com, and be 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 an 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 the Terms and Conditions may result, among other things, in the termination of your account.

1. Definitions

Account Holder

The individual who registers to use the Service on behalf of a Client.

Agreement

Refers to the agreement concluded between the Account Holder and CertCrowd regarding use of the Services and is governed by these Terms and Conditions 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 Account Holder.

License Fee

Refers to 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

Refers to all users of the Site and Services, including Clients, Invited and the Account Holder, unless expressly specified otherwise and agreed in writing by CertCrowd.

2. Description of the Services

The service is a web-based compliance tool, which allows you to create actions, pages, custom fields and templates to use, with a large set of powerful features and modules. Account Holders can freely explore our 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 (hereinafter “Standard/Professional/ Enterprise Version”) in order to access all its features.

3. Use of the Services

  1. You agree you are obliged to comply with applicable laws and regulations including but not limited to privacy and provisions relating to the protection of Personal Data as part of using our services.

  2. Account holders must nominate an email address and authentication protocol (together referred to as your "login") to use the Site. Your login is used by you to access the Site and the Services. CertCrowd is entitled to assume that all access and use of the Site and the Services using your login is you.

  3. A login may only be used by one individual - a single login shared by multiple individuals is not permitted.

  4. During the signup process the Account Holder must provide their full name, Client name and a valid email address. As part of our security process we verify that you have access to the nominated email address.

  5. You are responsible for maintaining the security of your login. CertCrowd is not responsible.

  6. Clients and Account Holders are responsible for any access provided to Invited Users and their use of the Services.

  7. Your use of the Service is at your sole risk. The Service is provided on an "as is" and "as available" basis.

  8. Technical support is only provided to Account Holders and is available via email or online. Support is only available in English.

  9. CertCrowd will make reasonable efforts to ensure continual availability of the services. Availability refers to the periods a user can use the services normally. Downtime is the periods when the service is unavailable. CertCrowd reserves the right to suspend services for any purpose including resolving malfunctions and performance of maintenance work. CertCrowd aims to schedule such activities outside of working hours and limit these to the shortest time necessary.

  10. CertCrowd may provide regular updates to the services. These updates are intended to enhance and improve our services; they may take the form of new functionality, new modules, bug fixes or new versions. You agree to receive such updates as part of the service.

  11. You understand that CertCrowd uses third party vendors and hosting partners to provide the necessary hardware, software, networking, storage, and related technology required to run the Service. CertCrowd is not responsible for the continuity of the services provided by those vendors.

  12. You must not attempt to undermine the security or integrity of CertCrowd's computing systems or networks or, where the Services are hosted by a third party, that third party's computing systems and networks. You must not use, or misuse, the Services in any way which may impair the functionality of the Service or Site.

  13. You understand that the technical provision of the Service, including your data, may involve (a) transmissions over various third-party networks, and (b) changes to conform and adapt to technical requirements of connecting networks or devices.

  14. In using the Site of the Services, you must not submit content that is misleading or deceptive, unlawful, defamatory, infringes other's rights, or is likely to cause offence to a reasonable adult. You must not submit content that contain viruses or instructions that may cause damage to our services. You are responsible for the data you choose to input into our services. We may amend or remover user-contributed content or terminate your account at our discretion and without prior notice if such content is submitted. If any use by you of the Site or the Services is in our reasonable opinion an unacceptably high-volume use (including, for example, where that use adversely affects other's normal use) then we may take action to limit or prohibit your use, for a period of time or permanently.

  15. CertCrowd does not warrant that (i) the service will meet your specific requirements, (ii) the service will be uninterrupted, timely, secure, free from viruses or error-free, (iii) the results that may be obtained from the use of the service will be accurate or reliable, (iv) any errors in the Service will be corrected.

  16. To use our services, you must have a stable internet connection. You are solely responsible for providing the necessary telecommunication and/or computer network equipment required to access our services.

4. License and Limitations

  1. The Services made available by us, including all its functionalities, is CertCrowd’s exclusive property. We reserve the right to grant access to the services or prohibit access to the services for any reason at any time. All rights in and to the Services not expressly granted to the User, Account Holder, Client in these Terms and Conditions are reserved by us.

  2. We hereby grant the User a personal, revocable, non-exclusive, non-transferable, non-sublicensable right of use for the duration of the Agreement to use our Services in accordance with these Terms and Conditions as well as any applicable Special Terms and Conditions.

  3. The User, and any Third Party acting on the User’s behalf, shall not, under any circumstances:

    • Decompile, disassemble, reverse engineer, or otherwise attempt to derive the source code, underlying structure, algorithms, file formats, or programming interfaces of the services;

    • Sell, rent, lease, sublicense, loan, distribute, transfer, or otherwise make the Services, or any portion thereof, available to any Third Party, except as expressly permitted under these Terms and Conditions or any applicable Special Terms;

    • Modify, adapt, translate, or create derivative works based on the Services, or combine or integrate it with other software, except where explicitly authorised in writing by CertCrowd;

    • Remove, obscure, or alter any proprietary notices, labels, trademarks, copyright notices, digital watermarks, or other identifiers included in or on the Services or Site;

    • Use the Services to promote or engage in any unlawful or prohibited activity;

    • Employ automated, electronic, or manual high-volume processes (including but not limited to bots, spiders, or scripts) to access, query, or extract data from the Services;

    • Introduce or distribute any viruses, malware, trojan horses, corrupted files, or any other malicious, deceptive, or harmful content through or via the Services;

    • Remove, disable, or bypass any technical or security features, protections, or access controls incorporated into the Services.

5. Payment, Refunds, Upgrading and Downgrading Terms

  1. When the Account Holder subscribes to the Standard, Professional, or Enterprise version of CertCrowd, a periodically recurring License Fee will be charged in advance, either monthly or annually, depending on the billing cycle selected at the time of subscription. Pricing details are published at certcrowd.com, and we encourage you to review them regularly for updates.
  2. Payments are processed using any credit card or other authorised payment method we hold on record for the Client (or for the Account Holder on the Client’s behalf). By subscribing, you authorise CertCrowd to process payments via a secure third-party payment gateway.
  3. 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.
  1. CertCrowd also allows Account Holders to:
  • Add new users or team members without prior checkout;
  • Access or consume additional features, such as increased storage, records, templates, or other metered services.

These additional actions will trigger usage-based charges. These charges will be:

  • Pro-rated and invoiced immediately (or on the next billing cycle) for annual subscriptions;
  • Added to the next invoice for monthly subscriptions.
  1. It is the Client’s responsibility to monitor user additions and feature usage. By using CertCrowd, you acknowledge and accept that exceeding your plan’s included limits will result in additional charges, as detailed at certcrowd.com/pricing or agreed in writing.
  2. Payment Terms and Non-Payment
  • All fees are non-refundable.
  • There are no refunds or credits for partial months, unused portions of an annual term, or changes made during a billing period.
  • Payments must be received by the due date stated on the invoice. Failure to do so may result in immediate suspension of access to CertCrowd.
  • During suspension, license and usage fees will continue to accrue.
  • A reconnection fee of AUD $395 may apply to restore service.
  • CertCrowd may terminate suspended accounts after 60 days, and all associated data may be permanently deleted.
  1. Upgrades and Downgrades
  • Upgrades (e.g., to a higher plan or increased user count):
    • Monthly clients will be billed the new rate at the start of the next monthly billing cycle.
    • Annual clients will be invoiced a pro-rata charge for the remainder of the subscription term.
  • Downgrades take effect at the start of the next billing cycle (monthly or annual). No refunds will be provided for unused portions of higher-tier plans.
  1. Currency and Taxes
  • License fees are quoted in Australian Dollars (AUD) and are exclusive of GST unless otherwise stated.
  • Clients may elect to pay in USD or Euro, where prices include relevant taxes.
  1. The services, pricing tiers, and usage-based rates are detailed at certcrowd.com.

6. Cancellation and Termination

  1. If you, as the Client, wish to terminate your account, the Account Holder must notify us in writing by emailing cancel@certcrowd.com.

  2. Upon cancellation, your date will be retained for a period of time to allow reversal of the cancellation, after which it will be irrevocably deleted from the Service. CertCrowd reserved the right to maintain non-identifiable, anonymised, data for statistical and security purposes and logging data in accordance with our Privacy Policy found at certcrowd.com.

  3. There is no refund or credit of fees for cancellation.

  4. Failure to pay our fees for any reason may result in the suspension or termination of a Client's account (including all associated user accounts) and, after a period, the deletion of those accounts and associated data.

  5. CertCrowd, in its sole discretion, may decline to provide Services to anyone for any reason, and may suspend or terminate accounts and refuse access to or use of the Services for any reason at any time. Termination of the Services will result in the deactivation or deletion of use accounts or access to use accounts and data.

  6. Upon termination of this agreement for any reason, all use of the services shall be discontinued and all Client and Account Holder rights, obligations and licenses cease.

7. Modifications to the Service and Prices

  1. CertCrowd may modify or discontinue the Services (or any part of them) with or without prior notice.

  2. Prices of all Services, including but not limited to subscription plan fees to the Service, are subject to change by us upon 30 days' prior notice. Such notice may be provided by us at any time by posting the changes to the site, by email, or provided through the Service itself.

  3. CertCrowd is not liable to you or to any third party for any modification, price change, suspension or discontinuance of the Service.

8. Copyright and Data Ownership

  1. This Agreement does not transfer from CertCrowd to you any CertCrowd or third-party intellectual property rights. All worldwide intellectual property rights remain the exclusive property of CertCrowd.

  2. We claim no intellectual property rights over the data you provide to the Service. As between the parties, all data upload by you remains yours. However, if you elect to provide access to your data to other users, you agree to allow us to enable those users to view and or edit this shared content. You are responsible for controlling shared access to your data and can revoke or change an invited user's access.

  3. You must maintain copies of all your Data input into the Service. CertCrowd adheres to appropriate professional practice and procedures to reduce the risk of data loss, including a daily system data back-up, but does not make any guarantees that there will be no loss of Data. CertCrowd expressly excludes liability for any loss of data no matter how caused.

  4. The Services and the Site are protected by copyright, trademark, trade secret and other intellectual property rights. All such rights are reserved. The Services and the Site are copyright © CertCrowd Pty Ltd. You may not reproduce, publish, copy, or reuse any portion of the application code, or visual design elements or concepts included in the Services or the Site without express prior written consent from CertCrowd.

  5. You must not modify, copy, adapt, reproduce, disassemble, decompile or reverse engineer any software used to deliver the Services.

9. Data privacy, protection and data sharing among entities

  1. Upon creating an account, CertCrowd may process your personal data. Processing of personal data will be in accordance with our Privacy Policy.

  2. Our Privacy Policy details how we collect and process personal data. Our Privacy Policy is readily available from our site at any time. Use of the Site or any of the Services indicates an acceptance of the Privacy Policy. If you do not accept the Privacy Policy, you are not authorised to use the Site or any of the Services in any way.

  3. The Service allows Account Holders to import data in relation to the Client (for example, documents, forms, pictures). This data may be entered, analysed and managed within the Service.

  4. Importantly, you are accountable to ensure access is provided to Account Holders and Invited Users as appropriate to avoid data being inappropriately shared or misused.

  5. CertCrowd Clients must consider the data privacy arrangements you have in place with your clients, employees, team members or related entities before adding them as an Invited User or importing data related to them into CertCrowd.

  6. You agree to allow CertCrowd to collect, use and disclose personal information in accordance with the CertCrowd Privacy Policy located at certcrowd.com.

10. Liability

  1. You expressly understand and agree that CertCrowd shall not be liable for any direct, indirect, incidental, special, consequential or exemplary damages, whether in contract, negligence or otherwise, including but not limited to: damages for loss of profits, goodwill, use, data, information, interference with privacy, business interruption, or other intangible losses relating directly or indirectly to these Terms, the Site of the Services. These exclusions apply even if we knew or should have known that you might suffer loss.

  2. If any term is implied by law in these terms and cannot be excluded, then we limit our liability to you under that term to the maximum extent permitted by law.

  3. If you are not satisfied with the Services, your sole and exclusive remedy is to terminate the use of the Services in accordance with the cancellation process described in these Terms and Conditions.

  4. If you suffer loss or damage as a result of CertCrowd's negligence or failure to comply with these Terms, and the exclusion in clause 10.1 above does not exclude CertCrowd's liability, then any claim by you against CertCrowd arising from CertCrowd's negligence or failure will be limited in respect of any one incident, or series of connected incidents, to the Fees paid by you to CertCrowd in the previous 12 months.

  5. The failure of CertCrowd to exercise or enforce any right or provision of the Terms of Service shall not constitute a waiver of such right or provision. The Terms of Service constitutes the entire agreement between you and CertCrowd and governs your use of the Service, superseding any prior agreements between you and CertCrowd (including but not limited to, any prior versions of the Terms of Service).

  6. The laws of Queensland, Australia will apply to these Terms.

11. Notices

Any notice given under the Terms by either party to the other must be in writing and will be deemed to have been given on transmission. Notices to CertCrowd must be sent to info@certcrowd.com or to any other email address notified by email to you by CertCrowd. You will be sent to the email address which you provided when setting up your access to the Service.

Privacy Policy

At CertCrowd, we know that our customers care about how their information is used and shared, and we take your privacy seriously.

This Policy explains what information CertCrowd collects about you, why we collect it, and how we manage the information provided via our products and services. We provide information on the options regarding our use of your personal information and describe how you can access, update and remove this data.

When we refer to CertCrowd, “we” or “us” in this Policy, we are referring to CertCrowd and its associated entities, together with, as applicable, the CertCrowd Services. This policy applies across all websites that we own and operate and all services that we provide, including https://certcrowd.com/ and app.certcrowd.com. For the purpose of this document, we’ll refer to them simply as our ‘Services’.

By registering for or using our Services you consent to the collection, transfer, processing, storage, disclosure and other uses described in this Privacy Policy.

Information you provide

Personal Information

Personal information is information or an opinion about an identified individual, or an individual who is reasonably identifiable.

We collect personal information when you register for an account, create or modify your profile, or otherwise use, access, or interact with our services. Personal information we collect may include:

  • Contact information such as name and email address

You may enter this information yourself, or alternatively, your personal information may be entered by an account administrator on your behalf (usually someone from your organisation).

We also collect the following personal information from the owner of the CertCrowd account:

  • Contact information such as name and email address

Business Information

CertCrowd primary activity is to provide services facilitating compliance and risk management. To provide this functionality, CertCrowd allows you to import the following information into the services:

  • Company information
  • Employee names, email addresses and job titles
  • Information regarding Compliance obligations and status
  • Incident and Hazard Information
  • Information regarding how risks are managed and risk ratings

This information can be entered manually or imported directly from third party services where you have provided us permission to do so.

Information we collect from your usage of CertCrowd Services

Log files

As with most websites and services delivered over the Internet, we gather certain information and store it in log files when you interact with our Services.

This information includes browser type, internet protocol (IP) address, language preference, URL of referring site, operating system, and the date and time of each interaction. Some URLs you access may contain your email address as necessary to perform the requested operations, and therefore your email address would be stored in the log file.

Usage data & analytics

We collect usage data automatically as you interact with our services. This data is useful for us as it helps us get a better understanding of how you’re using our websites and services so that we can continue to provide the best experience possible.

Occasionally we connect usage data to personal information in order to provide customer support or improve our services for individual customers. Where this occurs, it is for internal use and the combined information is used in accordance with the privacy policy.

We use Google Analytics as an analytics provider. To learn more about the privacy policy of Google Analytics, refer to Google’s Policies and Principles. You can also use the Google Analytics Opt-out Browser Add-on to prevent analytics information from being provided to Google Analytics.

Cookies & other tracking technologies

Cookies are small data files that a website stores on a visitor’s computer. CertCrowd may use both session Cookies (which expire once the web browser is closed) and persistent Cookies (which stay on the computer or devices until they are deleted) to help us identify and authenticate visitors, track usage, and store preferences. You can configure your browser to stop accepting cookies or to prompt you before accepting a cookie from websites you visit; however, this may impact your use and enjoyment of CertCrowd Services.

Information we collect from other sources

We may also obtain information from third parties and combine that with information we collect within CertCrowd. For example, we may have access to certain information from a third-party authentication service (e.g. Google) if you log into CertCrowd through the service or otherwise provide us with access to information from the service. Any access that we may have to such information from a third-party authentication service is in accordance with the authorisation procedures determined by that service, which will usually include a confirmation screen explaining to you what data will be shared. By authorising us to connect with a third party service, you typically authorise us to access and store your name, email address(es), current city, profile picture URL, and other information that the third party service makes available to us, and to use and disclose it in accordance with this Privacy Policy. You should check your privacy settings on these third-party services to understand and change the information made available to us through these services.

How we use the information we collect

Principles

We don’t disclose your information to entities outside the CertCrowd group except as described in this policy.

We will not sell or rent your information.

We do not share your information with third parties for their marketing purposes (including direct marketing) without your consent.

General uses

The information we collect is used for a variety of purposes including to:

  • Provide, operate, maintain, improve, and promote our services;
  • Enable you to access and use our services, including uploading information, downloading reports, and sharing access with other users;
  • Process payments and send you related communications, including invoices;
  • Send you notices, product updates, security alerts, support and administrative messages;
  • Provide customer support;
  • Monitor and analyse trends, usage, and activities in connection with the Service, and for marketing or advertising purposes;
  • Understand user demographics and behaviour for the purpose of product development;
  • Investigate and prevent unauthorised access to the Service, and other illegal activities;
  • Comply with our legal obligations, resolve disputes and enforce our agreements.

Other uses of your information are outlined below.

Access by other users

Please be aware that, depending on their role, other users within your business may have access to certain information. For example, a user with the ‘Administrator’ role for your business’s account can:

  • Change your access and control the information that is made available to you.
  • Delete your information

Testimonials

We may display personal testimonials of satisfied customers within our Services. With your consent, we may post your testimonial along with your name. If you wish to update or withdraw your testimonial, you can contact us using the contact information below.

Third Party Service Providers

We may share your information with third party service providers who provide services to us to help with our business activities. These companies are authorised to use your personal information only as necessary to provide these services to us. These services include payment processing, customer service, sending marketing communications, research and analysis, hosting, backup, cloud computing infrastructure.

CertCrowd takes steps to ensure that information is treated confidentially by third party service providers. If you would like more information on the services we use, please contact us using the contact information below.

Information Sharing with Public Authorities or Law Enforcement

In certain situations, we may be required to disclose personal information in response to lawful requests by public authorities, including to meet national security or law enforcement requirements. We may also disclose your personal information as required by law or other circumstances, such as:

  • to comply with a subpoena or other legal process;
  • when we believe that disclosure is necessary to protect our rights;
  • when we believe there has been a breach of our Terms of Service;
  • to protect your safety or the safety of others;
  • to investigate fraud, or
  • in response to a lawful government request.

Online Advertising

AdWords Remarketing is a remarketing service provided by Google. It connects the website visitor activity on https://certcrowd.com/ with the Google Adwords advertising network. AdWords remarketing may display relevant ads on sites across the Internet, tailored to you based on what parts of the CertCrowd website you have viewed, by placing a cookie on your machine. Third-party vendors, including Google, use these cookies to serve the ads. You can opt out of that process at http://www.google.com/settings/ads

Aggregation of Analytic Information

We may use the personal information we collect about you and other users of our services to produce aggregated and anonymised analytics and reports, which we may publish or share with others.

Your choices

You have certain rights relating to personal information that we hold about you. You have rights to:

  • know what personal information we hold about you, and to ask us to correct or update it if you believe it’s incorrect or not current.
  • request a copy of the personal information we hold about you.
  • users in some jurisdictions may have additional rights, such as the right to request we cease using personal information or delete it.

You can enquire about or exercise these rights by sending an email to info@certcrowd.com

The length of time we retain personal information depends on what it is and whether we have an ongoing business need to retain it (for example, to provide you with a service you’ve requested or to comply with applicable legal, tax or accounting requirements).

Marketing communications

You can ask us not to send you marketing communications at any time. Simply follow the unsubscribe instructions contained in the marketing communication, or send your request to cancel@certcrowd.com

Even after you opt out from receiving marketing communications from us, you may continue to receive messages with important information regarding your use of the Services. For example, this may include notification of changes to our terms of Service, password reset emails, support notifications etc.

Data Location

Our data store and data infrastructure provider is located in Australia. Personal information from users in other jurisdictions will be transferred to, and stored and processed in, that location. We have taken steps to satisfy ourselves that our provider will manage and secure our data in a way that is consistent with applicable regulatory requirements and international best practice.

Business Transfers

We may share or transfer your information (including your personal information) in connection with, or during negotiations of, any merger, sale of company assets, financing, or acquisition of all or a portion of our business. You will be notified via email and/or a prominent notice of any change in ownership or related uses or disclosures of your personal information, as well as any choices you may have regarding your personal information in those circumstances.

Privacy Policy Changes

We may update this Privacy Policy from time to time. The use of the personal data we collect at any given point is subject to the Policy in effect at the time of collection. CertCrowd encourages visitors to periodically check the Policy to make sure they understand the current Policy.

When we do make changes, the date of the most recent update will be reflected in the ‘Last Updated’ date at the top of the Policy. For substantial changes, we will notify you by sending an email to the email address you have registered with or by providing a notification in-app or on the site prior to implementing any material changes regarding our privacy practices or this Policy.

Contact Us

If you have any queries about this Privacy Policy, wish to seek correction or access to personal information we hold, or to make a complaint about a breach of the Australian Privacy Principles, please contact us at info@certcrowd.com or at:

CertCrowd office:

4/1027 Manly Road,

Tingalpa, QLD 4173

An appropriate person within our organisation will consider any requests or complaints promptly, and respond to you in writing.