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Terms of Service

Effective 16 October 2026.

1. Who this agreement is with

These terms are an agreement between you and CaptureOnce (ABN 13 180 739 881) (“we”, “us”), the Australian business that runs the CaptureOnce service. They apply from the moment you create an account.

2. What CaptureOnce is

CaptureOnce is a web application for Australian trade and field-service businesses to capture job notes, photos and measurements; produce quotes, invoices and job reports; track customer payments; and manage a price book and job schedule. Each account is for one business owner. We may add, change or remove features as the product develops.

3. Your account

  • You must be at least 18 and able to form a binding contract to create an account.
  • You are responsible for the accuracy of the business, customer and job information you enter, and for keeping your password confidential.
  • One person signs up per business account; the email confirmation and password reset flows exist to keep that account recoverable by its owner.

4. Trial, fees and cancellation

  • New accounts get a 14-day free trial. No card is required to start it.
  • After the trial, the subscription is A$15 + GST a month (A$16.50), in Australian dollars, billed until you cancel. Stripe’s invoices show the GST.
  • Each month includes 20 texts to your customers and 5 design pictures. Extra packs can be bought on Billing (100 texts for A$5.50, 25 design pictures for A$5.50, GST included). Pack texts and pictures never expire and are used after the month’s included ones.
  • You can cancel at any time from Settings. Your existing quotes, invoices and job reports remain readable after cancellation; you are not billed again.

5. Acceptable use

You agree not to use CaptureOnce to:

  • enter or store information you are not lawfully entitled to hold about another person;
  • attempt to access another business’s account, data or files;
  • send content through the customer share links that is unlawful, deceptive or infringes someone else’s rights;
  • interfere with or overload the service, or attempt to bypass its security controls.

6. Your data and your customers’ data

You keep ownership of the business records, customer details, job notes, photos, measurements, prices and documents you create through CaptureOnce. We do not claim ownership of anything you or your customers create using the product, including custom price list items, job templates you build from your own jobs, or the wording you write. How we handle this data is set out in the Privacy Policy.

7. Our platform

We own CaptureOnce itself: its code, the CaptureOnce name and branding, and the built-in document themes and templates it ships with. You may not copy, reverse-engineer or resell the platform itself.

8. Your paperwork is yours to check

  • CaptureOnce prepares drafts from your notes, photos and price list. You must check every quote, invoice and report — including the customer, items, quantities, prices, GST and wording — before you issue, send or rely on it. Nothing is sent until you choose to send it.
  • Some features use AI (for example, reading your notes or suggesting wording). AI suggestions can be wrong or incomplete, so treat them as a starting point. We do not use your content to train our own AI models. The Privacy Policy explains which providers we use.
  • Trade reports record your own findings. They do not replace any licence, certificate or compliance document you are required to provide.
  • You are responsible for your own tax and GST obligations, and for your dealings and agreements with your customers.

9. Other services

Card payments, text messages, email delivery, speech-to-text and AI features rely on third-party providers, which operate under their own terms. Payments your customers make go to your own Stripe account; any dispute about a payment is between you and your customer. We are not responsible for outages or changes in those services.

10. Availability

We work to keep CaptureOnce running and your data safe, but we do not promise the service will always be available or free of errors. You can download your documents as PDFs at any time and should keep your own copies of records you are required to keep.

11. Liability

Nothing in these terms excludes, restricts or modifies any consumer guarantee, right or remedy that cannot lawfully be excluded under the Australian Consumer Law. To the extent the services are not of a kind ordinarily acquired for personal, domestic or household use, our liability for a failure to comply with a consumer guarantee is limited, at our option, to: (a) resupplying the services; or (b) paying the reasonable cost of having the services resupplied. Beyond that, and to the maximum extent the law allows, CaptureOnce is not liable for indirect or consequential loss (including lost profit, lost revenue or lost data) arising from your use of the service, or for loss caused by a document you issued or sent without checking it. To the maximum extent the law allows, our total liability to you is limited to the fees you paid us in the 12 months before the claim.

12. Ending this agreement

You may close your account at any time from Settings. Deleted accounts enter a 90-day grace period, during which you can ask us to restore the account, before the underlying data is permanently deleted — see the Privacy Policy for what that covers. We may suspend or close an account that breaches section 5, or limit access to paid features if the subscription is unpaid.

13. Changes to these terms

We may update these terms as the product changes. Continuing to use CaptureOnce after an update means you accept the revised terms; if a change is material, we will tell existing account owners by email before it takes effect.

14. Governing law

These terms are governed by the laws of New South Wales, Australia.