Terms of Conditions

1. Introduction

Pracworks is a clinical-operations and accreditation platform operated by Pracworks Pty Ltd(“Pracworks”, “we”, “us”, “our”), an Australian company. These Terms of Conditions (“Terms”) govern your access to and use of the Pracworks web application, APIs, and related services (the “Service”).

By creating an account or otherwise using the Service, you agree to these Terms on behalf of yourself and the clinic or organisation you represent. If you do not agree, do not use the Service.

2. Acceptance of Terms

Using the Service constitutes acceptance of these Terms and of any additional policies referenced here (including our Privacy Policy). If you are accepting these Terms on behalf of a clinic or organisation, you confirm that you have the authority to bind that entity to these Terms.

3. Account Responsibilities

• The clinic’s practice manager or designated administrator is responsible for keeping account credentials secure and for determining which staff members have access.
• We recommend enabling multi-factor authentication (MFA) for every user once it is available in your account.
• Account sharing is prohibited. Each user must have their own account so that audit trails accurately reflect who did what.
• You must notify us promptly at security@pracworks.com.au if you become aware of any unauthorised use of your account.

4. Permitted Use

The Service is intended for use by registered Australian healthcare practices (and adjacent clinical organisations) to support their internal operations, compliance, and accreditation activities. You may use the Service:

• For internal clinical-practice operations within Australia.
• To collaborate with members of your clinic team within the boundaries the Service’s role-based permissions enforce.
• To prepare for, conduct, and respond to accreditation processes (including but not limited to RACGP-aligned activities).

5. Prohibited Use

You must not:

• Export, share, or transmit protected health information (PHI) or personally identifiable information (PII) to any third party without lawful basis and the individual’s consent.
• Resell, sublicense, or otherwise make the Service available to third parties for commercial purposes without our written consent.
• Scrape, mass-export, mirror, frame, or otherwise systematically extract data from the Service except via official APIs we provide.
• Reverse engineer, decompile, or attempt to derive the source code of the Service except to the extent expressly permitted by Australian law.
• Use the Service to violate any law, regulation, or third-party right, or to transmit malware, illegal content, or material that infringes intellectual-property rights.
• Interfere with or disrupt the integrity or performance of the Service (including via probing, penetration testing without our consent, or denial-of-service attacks).

6. Data Ownership

Your clinic owns the data you enter into the Service. This includes clinical documents, register entries, incident reports, calendar events, messages, tasks, and any other content you create within your clinic’s workspace. Pracworks holds this data as a processor on your behalf for the purpose of providing the Service, in accordance with our Privacy Policy.

You grant us a limited, non-exclusive licence to host, transmit, display, and otherwise process your data solely to the extent necessary to operate the Service and to comply with our legal obligations.

7. Subscription & Payment

During the early-access period, the Service is provided to invited clinics free of charge. We will communicate any future pricing or subscription terms to you in writing at least 30 days in advance of the date such terms take effect. You will have the opportunity to cancel your account before any charges apply.

8. Service Availability

We aim to provide the Service on a best-effort basis. During early access, no formal service-level agreement (SLA) applies. We may schedule planned maintenance windows and will attempt to give reasonable notice (typically by in-product notification or email) where the maintenance is likely to cause noticeable downtime.

Unplanned outages may occur. We will make reasonable efforts to restore service promptly and to communicate status updates.

9. Termination & Data Export

Either party may terminate the agreement at any time. You may cancel your account by contacting us at support@pracworks.com.au. We may suspend or terminate accounts that materially breach these Terms, with reasonable notice where practical.

Following termination, your clinic’s data will be available for export for 30 days, after which it will be permanently deleted from our active systems. Backups containing your data may persist for an additional period in line with our retention policy (see the Privacy Policy).

10. Limitation of Liability

To the maximum extent permitted by Australian law:

• The Service is provided on an “as is” and “as available” basis. We do not warrant that it will be uninterrupted, error-free, or that it will meet any specific clinical or compliance outcome.
• We are not liable for indirect, incidental, consequential, special, or punitive damages, including but not limited to lost profits, lost data, or business interruption.
• Our aggregate liability arising out of or relating to the Service is limited to the amounts paid by you to us in the twelve (12) months immediately preceding the event giving rise to the claim. Where no amounts have been paid (e.g. during early access), our aggregate liability is limited to AUD $100.
• Nothing in these Terms excludes or limits any liability that cannot be excluded or limited by law, including under the Australian Consumer Law.

11. Clinical Disclaimer

Pracworks is an operational and compliance-tracking tool. It is not a clinical decision-support system, electronic health record, or medical device. Pracworks does not provide medical advice, diagnosis, or treatment. You remain solely responsible for clinical decisions and outcomes.

12. Governing Law & Jurisdiction

These Terms are governed by the laws of Victoria, Australia, and the Commonwealth of Australia. Each party submits to the non-exclusive jurisdiction of the courts of Victoria for any disputes arising out of or relating to these Terms.

13. Changes to These Terms

We may update these Terms from time to time. For material changes we will notify you by email and/or in-product at least 30 days before they take effect. Continued use of the Service after the effective date constitutes acceptance of the updated Terms.

14. Contact

For questions about these Terms, contact us at legal@pracworks.com.au.