Terms of Service

Precision CAD Australia (ABN 61 451 007 505), trading as RTOFlow

Version 2.0 — Last updated: 18 March 2026

1. Definitions

In these Terms of Service ("Terms"), the following definitions apply:

• "RTOFlow" or "the Platform" means the software-as-a-service platform operated by Precision CAD Australia, accessible at rtoflow.au and any associated subdomains.
• "We", "Us", "Our" means Precision CAD Australia (ABN 61 451 007 505), trading as RTOFlow.
• "You", "Your", "User" means any individual or entity that accesses or uses the Platform.
• "Organisation" means the registered training organisation, college, enterprise, or other entity that holds an RTOFlow subscription.
• "Subscription" means a paid plan or credit purchase that grants access to RTOFlow's features and services.
• "Content" means any training materials, assessment tools, documents, images, or other outputs generated or uploaded through the Platform.
• "AI-Generated Content" means any content produced by RTOFlow's artificial intelligence systems, including but not limited to learner guides, assessment workbooks, mapping documents, and compliance materials.
• "Authorised User" means any individual granted access to the Platform by an Organisation.
• "Training Package" means a nationally endorsed set of competency standards and qualifications as published on training.gov.au.
• "RTO" means a Registered Training Organisation as defined under the National Vocational Education and Training Regulator Act 2011 (Cth).
• "Business Day" means a day that is not a Saturday, Sunday, or public holiday in Victoria, Australia.

2. Acceptance of Terms

2.1. By creating an account, accessing, or using RTOFlow, you agree to be bound by these Terms. If you are accepting these Terms on behalf of an Organisation, you represent and warrant that you have the authority to bind that Organisation.

2.2. If you do not agree to these Terms, you must not access or use the Platform.

2.3. We may update these Terms from time to time. Material changes will be communicated at least 30 days in advance via email or in-app notification. Your continued use of the Platform after changes take effect constitutes acceptance of the updated Terms.

2.4. These Terms, together with our Privacy Policy, Acceptable Use Policy, and any applicable Subscription order, constitute the entire agreement between you and Precision CAD Australia regarding the use of RTOFlow.

3. Service Description

3.1. RTOFlow is a business-to-business software-as-a-service (SaaS) platform that provides tools for creating compliant training and assessment materials for registered training organisations, colleges, and corporate training providers.

3.2. Core services include:

• AI-powered generation of training and assessment content aligned to nationally recognised Training Packages
• Compliance checking and validation against training package requirements
• Document management and version control for training resources
• Organisation and user management with role-based access control
• Resource libraries and template management
• Quality assurance and audit tools

3.3. RTOFlow integrates with third-party services including but not limited to AI model providers (for content generation), payment processors (for billing), and training.gov.au (for training package data).

3.4. We reserve the right to modify, enhance, or discontinue features of the Platform with reasonable notice. We will provide at least 30 days' notice before discontinuing any core feature.

4. Account Terms

4.1. Registration. To use RTOFlow, you must create an account by providing accurate and complete information. You must keep your account information current at all times.

4.2. Account Security. You are responsible for maintaining the confidentiality of your account credentials and for all activities that occur under your account. You must notify us immediately at support@rtoflow.au of any unauthorised use or suspected security breach.

4.3. Account Types. RTOFlow accounts operate within Organisations. An Organisation administrator may create and manage Authorised User accounts, assign roles, and control access permissions.

4.4. Role-Based Access. The Platform provides multiple user roles with different permission levels. Organisation administrators are responsible for assigning appropriate roles to their users.

4.5. Age Requirement. You must be at least 18 years of age to create an account and use RTOFlow. The Platform is designed for professional business use and is not intended for use by minors.

4.6. One Account Per Person. Each Authorised User must have their own account. Sharing of account credentials between individuals is prohibited.

5. Acceptable Use

5.1. You agree to use RTOFlow only for lawful purposes and in accordance with these Terms and our Acceptable Use Policy.

5.2. You agree not to:

• Use the Platform for any unlawful purpose or in violation of any applicable law or regulation
• Attempt to gain unauthorised access to any part of the Platform, other user accounts, or related systems
• Interfere with or disrupt the Platform's infrastructure, servers, or networks
• Reverse engineer, decompile, disassemble, or attempt to extract the source code of the Platform
• Use automated tools, bots, or scripts to access the Platform without our prior written consent
• Scrape, harvest, or collect data from the Platform by automated means
• Upload malicious code, viruses, or any harmful content
• Resell, sublicence, or redistribute access to the Platform without our written consent
• Use the Platform to generate content that is defamatory, obscene, fraudulent, or otherwise unlawful
• Circumvent any usage limits, access controls, or security measures
• Impersonate any person or entity, or misrepresent your affiliation with any person or entity

5.3. Violation of these terms may result in immediate suspension or termination of your account, at our sole discretion.

6. AI-Generated Content

6.1. RTOFlow uses artificial intelligence, including third-party large language models (LLMs) from providers such as OpenAI, Anthropic, Google (Gemini), DeepSeek, and xAI (Grok), to generate training and assessment content. By using the Platform, you acknowledge and agree to the following:

6.2. Human Review Required. All AI-generated content must be reviewed by qualified trainers and assessors before use in training delivery. AI-generated content is provided as a starting point and professional aid, not as a finished product.

6.3. Validation Responsibility. You are responsible for validating all generated content against current training package requirements, industry standards, and your Organisation's policies and procedures.

6.4. No Guarantee of Compliance. While RTOFlow is designed to produce content aligned with Training Package requirements, we do not guarantee that AI-generated content will meet all regulatory requirements without human review and modification. AI-generated content does not constitute legal, regulatory, or professional advice.

6.5. RTO Responsibility. Your RTO retains full responsibility for ensuring the fitness for purpose, accuracy, and regulatory compliance of all content used in training delivery, assessment, and related activities. This responsibility cannot be delegated to RTOFlow or to any AI system.

6.6. Content Modification. AI-generated content may require modification to meet specific industry, jurisdictional, or organisational requirements.

6.7. AI Model Limitations. AI outputs may occasionally contain inaccuracies, omissions, or inconsistencies. We continuously improve our systems but cannot guarantee error-free outputs. The nature and quality of AI outputs may vary between different AI models and providers.

6.8. AI Provider Data Handling. When you use content generation features, your input data (including prompts, document content, and — where contextualization is used — learner data) is sent to third-party AI providers for processing. These providers are contractually prohibited from using your data for model training. Full details of AI data handling are set out in our Privacy Policy, Sections 5 and 11.

6.9. AI Transparency. RTOFlow identifies content that has been generated or assisted by AI. You acknowledge that the Platform may use different AI models and providers at different times, and that the selection of models may change without notice.

7. Intellectual Property

7.1. Platform Ownership. The RTOFlow platform, including its design, architecture, features, user interface, documentation, branding, and proprietary algorithms, is owned by Precision CAD Australia and is protected by Australian and international intellectual property laws.

7.2. Your Content. Content that you create, upload, or generate using the Platform remains your property. You grant us a non-exclusive, worldwide, royalty-free licence to host, store, process, display, and transmit your Content solely for the purpose of providing the Platform services to you.

7.3. Training Package Content. Training Package content sourced from training.gov.au is Commonwealth copyright and is used under applicable licensing terms. Your use of such content is subject to the applicable Commonwealth licensing conditions.

7.4. Feedback. If you provide suggestions, ideas, or feedback about the Platform, you grant us the right to use that feedback without restriction or compensation.

7.5. Licence to Use. Subject to your compliance with these Terms and payment of applicable fees, we grant you a limited, non-exclusive, non-transferable, revocable licence to access and use the Platform for your Organisation's internal business purposes during the Subscription term.

7.6. Restrictions. You may not copy, modify, distribute, sell, or create derivative works based on the Platform or any portion thereof, except as expressly permitted by these Terms.

8. Subscription and Billing Terms

8.1. Plans. RTOFlow offers various subscription plans with different feature sets and usage limits. Plan details and pricing are available on our website and may be updated from time to time.

8.2. Billing Cycle. Subscription fees are billed in advance on a monthly or annual basis, depending on the plan selected. All fees are quoted and charged in Australian dollars (AUD) and are inclusive of GST unless otherwise stated.

8.3. Payment Methods. Payments are processed securely through Stripe. We accept major credit and debit cards as supported by our payment processor.

8.4. Failed Payments. If a payment fails, we will attempt to process the payment again in accordance with our payment processor's retry schedule. If payment cannot be collected after reasonable attempts, your access to paid features may be suspended until payment is resolved.

8.5. Invoices. Tax invoices are generated automatically for each billing cycle and are available through your account settings and via email.

8.6. GST. All prices are inclusive of Australian Goods and Services Tax (GST) where applicable. Precision CAD Australia is registered for GST.

8.7. Pricing Changes. We may adjust pricing for future billing cycles. Existing subscribers will receive at least 30 days' notice before any price increase takes effect.

9. Account and Credit Terms

9.1. RTOFlow offers free account creation for new Organisations. A free account allows you to explore the Platform, browse your training.gov.au scope, and view sample outputs before purchasing credits.

9.2. Content generation requires purchased credits. Credits can be purchased through the Platform's billing page.

9.3. Unused credits remain available on your account until used. Credits are non-refundable unless otherwise required by Australian Consumer Law.

9.4. Accounts without purchased credits may have restricted access to generation features. Account data may be retained for a reasonable period after inactivity, after which it may be deleted in accordance with our Data Retention Policy.

9.5. We reserve the right to modify credit pricing or offerings at any time. Existing purchased credits will be honoured at their original terms.

10. Data Ownership and Portability

10.1. Your Data. You retain all ownership rights to data you upload to or create within the Platform, including but not limited to training content, assessment materials, student records, and organisational information.

10.2. Data Portability. You may export your Content from the Platform at any time using the available export features. We support standard document formats (DOCX, PDF) to facilitate portability.

10.3. Data Processing. We process your data solely for the purpose of providing the Platform services, as described in our Privacy Policy and, where applicable, our Data Processing Agreement.

10.4. Data on Termination. Upon termination or expiry of your Subscription, you will have a reasonable period (at least 30 days) to export your data. After this period, your data may be deleted in accordance with our Data Retention Policy.

10.5. Aggregated Data. We may use anonymised, aggregated data derived from Platform usage for analytics, service improvement, and benchmarking purposes. Such aggregated data will not identify you or your Organisation.

11. Confidentiality

11.1. Each party agrees to keep confidential any non-public information disclosed by the other party in connection with these Terms, including but not limited to business plans, technical data, and user data.

11.2. Confidential information does not include information that is publicly available, independently developed, or rightfully obtained from a third party without confidentiality restrictions.

11.3. Confidential information may be disclosed where required by law, regulation, or court order, provided that the disclosing party gives reasonable notice where legally permitted.

12. Warranties and Disclaimers

12.1. Service Warranty. We warrant that the Platform will perform materially in accordance with its documentation and that we will provide the services with reasonable care and skill.

12.2. Disclaimer. Except as expressly provided in these Terms, the Platform is provided "as is" and "as available." To the maximum extent permitted by applicable law, we disclaim all other warranties, whether express, implied, or statutory, including but not limited to implied warranties of merchantability, fitness for a particular purpose, and non-infringement.

12.4. No Regulatory Advice. RTOFlow does not provide legal, regulatory, or compliance advice. The Platform's compliance checking features are tools to assist your compliance efforts and do not constitute a guarantee of regulatory compliance.

13. Limitation of Liability

13.1. To the maximum extent permitted by law, Precision CAD Australia's total aggregate liability to you for all claims arising out of or relating to these Terms or the use of the Platform shall not exceed the total fees paid by you to us in the 12 months preceding the event giving rise to the claim.

13.2. To the maximum extent permitted by law, Precision CAD Australia shall not be liable for any:

• Indirect, incidental, special, consequential, or punitive damages
• Loss of profits, revenue, data, business opportunities, or goodwill
• Cost of procuring substitute services
• Damages arising from your reliance on AI-generated content without appropriate human review
• Regulatory penalties, audit findings, or compliance failures resulting from the use of AI-generated training and assessment materials without adequate human review and validation
• Losses arising from the acts or omissions of third-party AI model providers, where we have taken reasonable steps to ensure appropriate contractual protections

13.3. These limitations apply regardless of the theory of liability (contract, tort, negligence, strict liability, or otherwise) and whether or not we have been advised of the possibility of such damages.

14. Indemnification

14.1. You agree to indemnify, defend, and hold harmless Precision CAD Australia, its directors, officers, employees, and agents from and against any claims, liabilities, damages, losses, and expenses (including reasonable legal fees) arising out of or relating to:

• Your use of the Platform in violation of these Terms
• Your violation of any applicable law or regulation
• Your use of AI-generated content without appropriate review and validation
• Any content you upload to the Platform that infringes third-party rights
• Any claim by a third party arising from your Organisation's training delivery activities

15. Suspension and Termination

15.1. Termination by You. You may cancel your Subscription at any time through your account settings or by contacting support@rtoflow.au. Cancellation will take effect at the end of your current billing period.

15.2. Termination by Us. We may suspend or terminate your account immediately if:

• You breach these Terms or the Acceptable Use Policy
• Your account is used for fraudulent or illegal activity
• You fail to pay applicable fees after reasonable notice and opportunity to cure
• Continued provision of the service to you would pose a security risk to the Platform or other users

15.3. Effect of Termination. Upon termination:

• Your right to access and use the Platform ceases immediately (or at the end of the billing period for voluntary cancellation)
• You will have at least 30 days to export your data
• We may delete your data after the export period in accordance with our Data Retention Policy
• Termination does not relieve you of any obligation to pay fees accrued before the termination date

15.4. Refunds on Termination. If we terminate your account for cause, no refund is payable. If we terminate without cause or discontinue the Platform, a pro-rata refund of prepaid fees for the unused portion of the Subscription term will be provided.

15.5. Survival. Sections relating to intellectual property, limitation of liability, indemnification, confidentiality, and governing law survive termination of these Terms.

16. Refund Policy

16.1. Subscription fees are generally non-refundable, except as provided in these Terms or as required by Australian Consumer Law.

16.2. If you are unsatisfied with the Platform, we encourage you to contact support@rtoflow.au within the first 14 days of a new paid subscription to discuss your concerns. We will work with you to resolve any issues and may offer a refund at our discretion.

16.3. Refunds, where granted, will be processed to the original payment method via our payment processor.

17. Service Availability

17.1. We target 99.5% monthly uptime for the Platform, as described in our Service Level Agreement.

17.2. We may perform scheduled maintenance from time to time, with at least 24 hours' notice where practicable. Emergency maintenance for security or data integrity purposes may be performed without prior notice.

17.3. We are not liable for any interruption, delay, or failure in the Platform caused by factors beyond our reasonable control, including but not limited to internet outages, third-party service failures, natural disasters, or government actions.

18. Privacy and Data Protection

18.1. Our collection, use, and handling of personal information is governed by our Privacy Policy, which forms part of these Terms.

18.2. We comply with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

18.3. Where we process personal data on your behalf, the terms of our Data Processing Agreement apply.

18.4. Student and Learner Data Responsibilities. Where your Organisation uploads or enters student and learner personal information into the Platform (including for contextualization, cohort management, or RPL assessment):

• Your Organisation is the data controller for that information; RTOFlow acts as a data processor.
• Your Organisation is responsible for obtaining all necessary consents from students and learners before uploading their personal information, including explicit consent for sensitive information (such as LLN assessment data) under APP 3 of the Privacy Act.
• Your Organisation must inform students that their data may be processed by third-party AI providers located overseas as part of the contextualization feature (see our Privacy Policy, Sections 5 and 11).
• RTOFlow processes student data solely for the purpose of providing the Platform services and does not use learner data for any independent purpose.

19. Governing Law and Jurisdiction

19.1. These Terms are governed by and construed in accordance with the laws of the State of Victoria, Australia.

19.2. Any disputes arising out of or in connection with these Terms shall be subject to the exclusive jurisdiction of the courts of Victoria, Australia.

19.3. Notwithstanding the above, nothing in these Terms limits our right to seek injunctive or other equitable relief in any court of competent jurisdiction.

20. Dispute Resolution

20.1. Informal Resolution. Before initiating formal legal proceedings, you agree to first attempt to resolve any dispute by contacting us at support@rtoflow.au. We will endeavour to resolve disputes through good-faith negotiation within 30 Business Days.

20.2. Mediation. If a dispute cannot be resolved informally, either party may refer the matter to mediation administered by the Australian Disputes Centre (ADC) in Melbourne, Victoria. The costs of mediation shall be shared equally between the parties.

20.3. Litigation. If mediation is unsuccessful or inappropriate, either party may commence legal proceedings in the courts of Victoria, Australia.

21. Force Majeure

21.1. Neither party shall be liable for any failure or delay in performing its obligations under these Terms where such failure or delay results from circumstances beyond the party's reasonable control, including but not limited to natural disasters, acts of government, pandemic, internet or telecommunications failures, power outages, or industrial disputes.

22. General Provisions

22.1. Entire Agreement. These Terms, together with the Privacy Policy, Acceptable Use Policy, and any applicable order forms or addenda, constitute the entire agreement between you and Precision CAD Australia with respect to the subject matter hereof.

22.2. Severability. If any provision of these Terms is found to be invalid or unenforceable, the remaining provisions shall continue in full force and effect.

22.3. Waiver. No failure or delay by either party in exercising any right under these Terms shall constitute a waiver of that right.

22.4. Assignment. You may not assign or transfer your rights or obligations under these Terms without our prior written consent. We may assign our rights and obligations without restriction.

22.5. Notices. Notices to you may be sent to the email address associated with your account. Notices to us should be sent to support@rtoflow.au or by post to Precision CAD Australia, Victoria, Australia.

22.6. Relationship. Nothing in these Terms creates a partnership, joint venture, employment, or agency relationship between you and Precision CAD Australia.

23. Contact Information

For questions, concerns, or notices regarding these Terms of Service, please contact:

Precision CAD Australia
Trading as RTOFlow
ABN 61 451 007 505

• Email: support@rtoflow.au
• Website: https://rtoflow.au