ReceiptWave Organisation Terms

ReceiptWave Pty Ltd | ABN 25 696 339 992

Version 1.0 | Effective [EFFECTIVE DATE — set when this version is activated for organisations]

Important points

• These Terms are for accountants, bookkeepers, BAS and tax agents (Practices), employers and other organisations that use the ReceiptWave organisation portal to receive receipts that ReceiptWave customers choose to share with them.
• Customers decide what is shared. A Practice sees only what a customer's chosen sharing covers; an employer sees only receipts an employee sends. A customer can stop at any time.
• You may use shared receipts only for the customer's tax, BAS, bookkeeping, accounting or expense purposes. You must keep them secure, must not use them for marketing or profiling, and must tell us promptly about a data breach.
• Files you download leave ReceiptWave. You are responsible for them under your own legal obligations and these Terms.
• The portal is free for Practices. No fee is payable by an employer unless a paid schedule is agreed in writing.
• These Terms do not exclude rights that cannot lawfully be excluded.

These points are a summary. The clauses below and the schedules form the Terms.

1. Parties and acceptance

1.1 These Terms are between ReceiptWave Pty Ltd (ABN 25 696 339 992) (ReceiptWave, we, us or our) and the organisation identified by its name and ABN when it was approved to use the portal (the Organisation or you).

1.2 The person who accepts these Terms for the Organisation (the Owner) warrants that they are authorised to bind the Organisation, and that the information given when the Organisation registered was true and complete.

1.3 These Terms consist of these core terms, the schedule for the Organisation's kind (Schedule 1 for a Practice, Schedule 2 for an employer), and Schedule 3 while the Organisation takes part in a pilot. If they are inconsistent, a schedule prevails over these core terms to the extent of the inconsistency.

1.4 The ReceiptWave Privacy Policy explains how ReceiptWave handles personal information, including that of the Organisation's own people. It is a notice, not a contract term.

1.5 The Owner must accept these Terms before anyone at the Organisation can view a client, employee, receipt or photograph in the portal. We record the version accepted, the person who accepted it and when.

2. Approval and verification

2.1 We approve each Organisation before it can use the portal. We check its ABN on the Australian Business Register and may ask for reasonable evidence that the person registering represents it, including by contacting the Organisation using publicly available details.

2.2 Approval is not a statement by ReceiptWave that an Organisation is registered, qualified or competent to provide any professional service, and the Organisation must not say that it is.

2.3 The Organisation must keep its details accurate, and tell us promptly if its name, ABN, Owner or status changes.

3. The portal and your people

3.1 The Owner may add staff (Staff) to the portal using their own work email addresses, and remove them. Each person must use their own sign-in; sign-ins must not be shared.

3.2 Staff do not accept these Terms personally. Before first using the portal, each staff member acknowledges the portal's acceptable-use conditions: to use it only for the Organisation's clients or employees, to keep exported files secure, and to keep what they see confidential.

3.3 The Organisation is responsible for the acts and omissions of its Owner and Staff in the portal, for removing access promptly when a person no longer needs it, and for assigning Staff only to the clients they need.

3.4 The Organisation must tell us promptly through the support channel if it suspects unauthorised access to the portal, a compromised email account, or misuse of shared receipts.

4. How customers share

4.1 A customer decides whether to share, what to share and for how long, as described in the schedule for the Organisation's kind. ReceiptWave shows the customer what the Organisation will see before they share, and the customer can see each time the Organisation views or exports their receipts.

4.2 The Organisation must not require, pressure or induce a customer or employee to share more than they choose, to turn on automatic sending, or to share receipts for purchases that are not relevant to the purpose of the connection.

4.3 Receipt details come from the merchant that issued the receipt, or from a photograph the customer took and our automated reading of it. They may contain errors. The Organisation remains responsible for its own assessment of a receipt, including whether a purchase is deductible, whether GST credits are available and whether a document is a valid tax invoice.

5. Permitted use of shared receipts

5.1 The Organisation may use receipts and information shared with it only:

• for a Practice, to provide tax, BAS, bookkeeping or accounting services to the customer who shared them;
• for an employer, to assess and process the employee's work expense claims; and
• to keep records the law requires the Organisation to keep.

5.2 The Organisation must not:

• use shared information for marketing, advertising, profiling, credit or employment decisions unrelated to the expense claim, or to contact a customer about anything unrelated to the purpose of the connection;
• sell, rent or disclose shared information to anyone else, except its own advisers or service providers who need it for a permitted purpose and are bound by confidentiality, or where the law requires it;
• combine shared information with other data to find out more about a customer than the connection requires;
• try to identify a customer it is not connected to, or to access receipts outside what a customer has shared; or
• use the portal to monitor an employee's private life.

5.3 This clause does not stop a registered tax or BAS agent from corresponding with an existing client or keeping records as its professional obligations require.

6. Security and exported files

6.1 The Organisation must keep the portal and any information obtained from it secure, using reasonable technical and organisational measures, including protecting the email accounts used to sign in.

6.2 Exported files (CSV, Excel, PDF, printed copies and photographs) leave ReceiptWave's systems. The Organisation is responsible for them: it must store them securely, limit access to people who need them, keep them only as long as it needs them for a permitted purpose or the law requires, and dispose of them securely.

6.3 When a customer stops sharing, an employer removes an employee, or these Terms end, the Organisation's access through the portal ends. Files already exported remain the Organisation's responsibility under clause 6.2.

7. Privacy and data incidents

7.1 Each party is responsible for complying with privacy law that applies to its own conduct. Whether or not the Privacy Act 1988 (Cth) applies to the Organisation, it must handle shared information with at least the care these Terms require.

7.2 The Organisation must notify ReceiptWave without undue delay, and where practicable within 24 hours, after becoming aware of an actual or suspected unauthorised access to, disclosure of or loss of shared information, and must reasonably cooperate with the assessment, containment, remediation and any notification the law requires.

7.3 The Organisation must reasonably assist ReceiptWave to respond to a customer's access, correction or complaint request about information shared with the Organisation.

8. Suspension and closure

8.1 We may suspend the Organisation's access, without notice where reasonably necessary, if we reasonably believe there is a security risk, a risk of harm to a customer, misrepresentation of the Organisation's identity or authority, a serious or repeated breach of these Terms, or a legal requirement. Where it is safe and lawful, we will tell the Organisation why and how to respond.

8.2 While the Organisation is suspended, its people cannot use the portal, it cannot send invitations or export, and nothing new is shared with it. Customers' connections are paused, not ended, and resume if the suspension is lifted. We tell connected customers that access is paused.

8.3 If several employees report an employer's invitations as unexpected, we may stop the employer sending invitations while we review them.

8.4 The Owner may close the Organisation's account at any time. We may close it on reasonable notice, or immediately for a serious breach or a matter in clause 8.1 that cannot be resolved.

8.5 On closure, sign-ins, codes and Staff access end, every customer connection ends, and we tell connected customers. Clauses 5, 6, 7, 11 and this clause 8.5 continue to apply after closure. We keep the Organisation's records for the periods in the Privacy Policy.

9. Fees

9.1 The portal is free for Practices.

9.2 No fee is payable by an employer unless ReceiptWave and the employer agree a paid schedule in writing that states the price, the billable headcount, any minimum, the billing date, GST, how changes are made and how either party may end it. We will give an employer clear notice, and the choice to accept or decline, before any charge begins.

10. The service and changes

10.1 We provide receipt storage and sharing technology. We do not provide accounting, tax, BAS, legal or employee-expense advice.

10.2 We aim to keep the portal available but do not promise uninterrupted availability. We may change or discontinue features, and will give reasonable notice of a change that materially reduces what the Organisation can do, unless the change is urgent for security, legal or service-integrity reasons.

10.3 We may change these Terms by giving at least 28 days' notice by email to the Owner and in the portal. The Owner must accept the new version to keep using the portal after it takes effect. If the Organisation does not agree, it may close its account before then.

11. Liability

11.1 Nothing in these Terms excludes, restricts or modifies a right or remedy, or a guarantee, that cannot lawfully be excluded, restricted or modified, including under the Australian Consumer Law.

11.2 Subject to clause 11.1, ReceiptWave is not liable for indirect or consequential loss, or for loss caused by inaccurate receipt information supplied by a merchant or captured by a customer, or by the Organisation's own handling of exported files.

11.3 Subject to clause 11.1, ReceiptWave's total liability to the Organisation under or in connection with these Terms in any 12 months is limited to the greater of A$500 and the fees the Organisation paid in that period, or A$5,000 for a claim arising from ReceiptWave's breach of its privacy, confidentiality or security obligations.

11.4 The Organisation is responsible for loss ReceiptWave suffers because of the Organisation's breach of clauses 5, 6 or 7, to the extent the loss was caused by that breach.

12. General

12.1 These Terms are governed by the laws of New South Wales, Australia, and each party submits to the non-exclusive jurisdiction of its courts.

12.2 Notices to ReceiptWave are given through the support channel or to the address on our website; notices to the Organisation are given to the Owner's email address or in the portal.

12.3 The Organisation may not assign these Terms without our consent. We may assign them to a successor to our business on notice.

12.4 If a provision is unenforceable, it is read down or severed and the rest continues.

Schedule 1 — Practices (accountants, bookkeepers, BAS and tax agents)

S1.1 Only the customer starts sharing. A customer connects with the Practice by entering the Practice's connect code. The Practice cannot search for, invite or contact a customer through ReceiptWave.

S1.2 What the customer chooses. Only receipts the customer sends, receipts from a date the customer chooses, or all receipts. The last two include new receipts while the share continues. The customer may keep any receipt back, change the scope or stop sharing at any time, and may choose whether to show the Practice their email address.

S1.3 What the Practice sees. The receipt details, the receipt as issued and any photo the customer captured, the customer's name, and their email address if the customer chose to show it.

S1.4 The Practice's own client details. The Practice may record its own name and reference for a client. These are for the Practice's use only, are not shown to the customer and are cleared when the share ends.

S1.5 Professional obligations. The Practice warrants that it, and its people, meet any professional and statutory obligations that apply to them, including the Tax Agent Services Act 2009 (Cth) Code of Professional Conduct where applicable, and that it has any client authority those obligations require.

Schedule 2 — Employers

S2.1 Invitations. The employer may invite an employee by email, only for work expense claims. Accepting an invitation shares nothing. The employee can decline, or report an invitation they don't recognise.

S2.2 Sending. The employee chooses each receipt to send. The employee may also choose to turn on automatic sending, which sends every new receipt to the employer. The employer cannot see or change that setting and must not ask, require or encourage an employee to turn it on.

S2.3 Personal purchases. If an employer receives a receipt, or part of one, that is not a work expense, it must not use or keep that information, except as the law requires.

S2.4 Withdrawal and exports. An employee may withdraw a sent receipt until the employer exports it. Exports leave out receipts sent in the last 24 hours.

S2.5 The employer's own details. The employer may record its own name for an employee, an employee ID and a cost centre. These are not shown to the employee and are cleared when the connection ends.

S2.6 Workplace laws. The employer is responsible for complying with workplace and workplace surveillance laws that apply to it. Using the portal to monitor employees is not permitted.

Schedule 3 — Pilot

S3.1 This schedule applies while ReceiptWave has told the Organisation that it is part of a pilot or early-access programme, and ends when we tell it the pilot has ended or the Organisation stops taking part.

S3.2 During a pilot, the portal is provided free of charge, some features may be limited, changed or switched off without notice, and the portal may be less available than after general release.

S3.3 The Organisation may give us feedback, and we may use it to improve ReceiptWave without obligation to the Organisation.

S3.4 Real customers' receipts may be shared during a pilot. Everything in these Terms about customer information, security, privacy and data incidents applies in full during a pilot.