Governing use of Adapt Timesheets (“the Service”), the timesheet and workforce management system provided by Adaptare, by employers and their authorised users.
These Terms of Service (“Terms”) form a binding agreement between Adaptare Intelligence Pty Ltd (ACN 701 658 022, ABN 53 701 658 022) (“Adaptare”, “we”, “us”, “our”) and the business that subscribes to the Service (“you”, “the Customer”).
You accept these Terms by ticking the acceptance box at sign-up or checkout, by signing an order form that refers to them, or by using the Service. If you accept on behalf of a business, you warrant that you are authorised to bind it. If you do not accept, you must not use the Service.
These Terms, any order form, and the pricing published at adaptare.ai/pricing are the whole agreement between us and replace anything said or written earlier.
| Term | Meaning |
|---|---|
| Active Worker | A worker marked active on your roster in the Service. Fees are calculated per Active Worker. |
| Authorised User | A person you permit to access the Service under your account: administrators, foremen or supervisors, and workers using the employee portal. |
| Customer Data | All data you or your Authorised Users enter into or generate through the Service, including employee records, sign-in and sign-out events, timesheets, pay rates, minimum rates, leave records, receipts, and location data. |
| Personal Information | Has the meaning given in the Privacy Act 1988 (Cth). |
| Service | Adapt Timesheets, the timesheet and workforce management software Adaptare provides to you on subscription, including the web application and mobile app, with any documentation and support we provide. |
| Subscription Period | The monthly or annual billing period you select when you subscribe, and each renewal of it. |
| Third-Party Service | Any service operated by someone other than Adaptare that the Service connects to at your election, including Xero and MYOB. |
The Service records employee sign-in and sign-out events, converts them into shifts and paid hours using rounding rules you configure, holds pay rates, records leave taken and allowances, produces timesheets for your approval, produces downloadable payroll summaries and wage registers, and transfers approved timesheet data to your accounting or payroll system.
Where you record a pay rate for an employee, the Service can display an indicative gross amount for a period by multiplying approved hours by that rate and applying the multipliers and allowances you enter. That figure is not a pay slip. It does not include tax, superannuation, deductions, or any other adjustment, and it is provided for your review only.
The Service is not a payroll system, and we do not process pay. Adaptare does not:
Your accounting or payroll system — like Xero, MYOB, or another you connect — remains the system of record for pay, tax, superannuation, and payment. The Service displays no tax, superannuation or net pay figures; those are calculated by your payroll system.
Connecting a Third-Party Service such as Xero or MYOB requires read access to employee records, which can contain information we do not use. Our software requests only an employee’s identifier and name, their ordinary pay item and hourly rate, and whether their pay period aligns with yours, and no other field is transmitted to us. We do not receive, read, store, display, or log employee bank account details, tax file numbers, or superannuation member numbers, from a Third-Party Service or from any other source.
The Service does not calculate pay under, or interpret, any modern award or enterprise agreement, and no award data is supplied with it. It applies a simplified model of overtime, penalties, and allowances based on the rates and multipliers you enter. Where you record an award code and classification against an employee, and separately enter a minimum hourly rate for that classification, the Service will compare the employee’s base hourly rate to the rate you entered when a pay period is transferred, flag the employee if it is lower, and hold the transfer until the rate is corrected or an administrator records a reason for proceeding. That comparison is arithmetic on figures you supply. It is not an assessment of whether pay is lawful: it does not consider penalties, overtime, loadings, allowances, span of hours, junior or apprentice rates, or whether the classification you recorded is the correct one.
You must not treat the absence of a flag as confirmation that pay is compliant. No flag is raised where you have not entered a minimum rate, where an employee has no classification recorded, or where the classification recorded is not the applicable one. We do not source, verify, or update award rates, and we are not responsible for rates that are incorrect or out of date. Correcting a flagged rate, or recording a reason and proceeding, is your decision and does not transfer any responsibility to us.
The Service produces timesheets automatically, but a person must review and approve each pay period before data is transferred to your payroll system. You must carry out that review and must not treat a calculation as final without checking it. It may also flag a record that looks wrong — a missing sign-out, a duplicate entry, an unusually short or late shift — and those are checks on the accuracy of the timesheet rather than on the lawfulness of the pay.
You remain solely responsible for complying with the Fair Work Act 2009 (Cth), applicable modern awards and enterprise agreements, and all other workplace laws. Nothing the Service produces is a warranty that any pay outcome is lawful or correct.
As the employer, you are the record-keeper for employee and pay records under section 535 of the Fair Work Act 2009 (Cth) and must keep those records for seven years. Adaptare holds records operationally while you subscribe, but we are not your record-keeper and you must not rely on us as your only copy. Section 14.3 explains how to export your data.
We create an account for your business and issue administrator credentials. You control who else has access, and you are responsible for everything done under your account, including by an Authorised User. You must:
You must not resell or sublicense the Service, use it to provide a service to a third party without our written agreement, access another customer’s data, reverse engineer or attempt to derive the source code of the Service, extract data by automated means other than through features we provide, or interfere with its operation or security.
Multi-factor authentication is available for administrator and foreman accounts. It is off unless you switch it on, and we recommend you do.
Any other refund is at our discretion. We will consider each request on its merits, having regard to how much of the Subscription Period remains and whether the Service was available to you, and give you our decision and reasons within a reasonable time.
As between you and Adaptare, you own all Customer Data. You grant us a non-exclusive licence to host, copy, transmit, and process it only so far as necessary to provide, support, secure, and maintain the Service for you and to meet our legal obligations. We will not use Customer Data for any other purpose.
We do not use Customer Data to train or improve artificial intelligence or machine learning models. If we introduce a feature that would, we will not enable it for your data unless you opt in expressly, and you may withdraw that consent at any time.
We may create aggregated, de-identified statistics about how the Service is used — for example, average time to approve a pay period — and use them to operate and improve the Service. They will not identify you, your business, or any individual, and will not be capable of re-identification.
We maintain security measures appropriate to the data we hold, including encryption in transit and at rest, role-based access control, isolation of each customer’s data in its own schema, and an audit log of changes, exports, and downloads affecting personal information. Our Privacy Policy describes these measures and their limits. No system can be guaranteed secure, and we do not warrant that the Service will be free from unauthorised access.
While you subscribe, we retain timesheet, attendance, and pay records, and receipts submitted for an expense or allowance claim, for seven years, matching the period for which you must keep employee records. The most recent 12 months are displayed in the Service; older records are retained but not shown, and you may ask us for a copy of them at any time while you subscribe.
Location data recorded at sign-in is permanently deleted from the live Service 12 months after it is collected. The coordinates, the accuracy reading, and the resolved address are overwritten and cannot be recovered from the live Service. The timesheet itself is unaffected — the record that a shift was worked survives; where the person was when they signed in does not.
The Service holds personal information about your employees and your Authorised Users. You determine what employee information is collected and why, and we handle it on your instructions to provide the Service. We will:
Customer Data is stored in Australia. Some third parties we use operate, or route traffic, outside Australia. For every customer, these are our network provider, our email provider, and our payment provider. Depending on the features you use, they also include Xero (where connected), the geocoding service used to label sign-in locations (while location collection is on), and Google or Microsoft sign-in (where enabled). Our Privacy Policy identifies each of them and the countries involved. By using the Service you acknowledge that this occurs.
Responsibility for meeting your own obligations under the Privacy Act 1988 (Cth) or any state or territory workplace surveillance law rests with you as the employer. Our Privacy Policy at adaptare.ai/privacy-policy explains how we handle personal information.
Each of us may receive confidential information from the other. Each party must keep it secure, use it only for the purposes of these Terms, and disclose it only to personnel and advisers who need it and are bound by similar obligations. This does not apply to information that is public through no fault of the receiving party, was already lawfully known to it, or must be disclosed by law.
Adaptare and its licensors own all intellectual property rights in the Service, including the software, its interface, and any documentation. We grant you a non-exclusive, non-transferable right to use the Service during your subscription for your own internal business purposes, in accordance with these Terms. No other rights are granted.
If you give us feedback or suggestions about the Service, we may use them without restriction and without obligation to you. This gives us no right to your Customer Data.
The Service can connect to Third-Party Services, including Xero and MYOB, if you enable them. You are responsible for your own agreement with, and use of, each Third-Party Service, and for the accuracy of anything transferred to it. We are not responsible for a Third-Party Service, its availability, its terms, or how it handles data once transferred.
If a Third-Party Service changes, restricts, or withdraws its integration, affected features may change or cease to be available. We will tell you if we become aware of this and, where it materially reduces the Service, section 11.2 applies.
We aim to make the Service available at all times but do not guarantee uninterrupted availability. We may take it offline for maintenance and will give reasonable notice of planned maintenance where practicable.
Support is available by email at [email protected]. We will respond as soon as reasonably practicable and will prioritise anything affecting your ability to record time or approve a pay period. We do not offer a guaranteed response time or a contractual service level.
We may modify the Service from time to time. If a change materially reduces the functionality you rely on, we will give you at least 30 days’ notice, and you may terminate without penalty and receive a pro-rata refund of fees paid for the unused part of your Subscription Period.
Our goods and services come with guarantees that cannot be excluded under the Australian Consumer Law. Nothing in these Terms excludes, restricts, or modifies any right or remedy, or any guarantee, warranty, or other term or condition, implied or imposed by law which cannot lawfully be excluded or limited.
Where the Australian Consumer Law applies and permits us to do so, our liability for a failure to comply with a consumer guarantee, other than a guarantee under sections 51 to 53 of the Australian Consumer Law, is limited at our option to resupplying the services or paying the cost of having them resupplied.
Subject to the paragraphs above, the Service is provided on an “as is” basis, and we do not warrant that it will be error-free, uninterrupted, or fit for any particular purpose, or that any calculation or flag it produces is accurate or complete.
This section applies subject to section 12, and to the extent permitted by law.
You indemnify us against any loss, liability, cost, or expense (including reasonable legal costs) we incur because of a claim, complaint, or proceeding brought by a third party — including one of your employees, an Authorised User, or a regulator — to the extent it arises from:
Your liability under this indemnity is reduced to the extent the loss was caused or contributed to by our breach of these Terms or our negligence. We will tell you promptly of any claim covered by this indemnity and give you reasonable information about it.
These exclusions, limits, and the indemnity are a fair allocation of risk given the fees charged and the fact that you retain control of the underlying data and all pay decisions.
You may cancel at any time from your account settings in the Service, with effect from the end of your current Subscription Period. You will retain access until that period ends.
We may suspend or terminate your access if you materially breach these Terms and do not remedy the breach within 14 days of written notice, if fees remain unpaid after notice under section 5, if required by law, or immediately where continued access presents a genuine security risk. We may also terminate for convenience on 60 days’ written notice, in which case we will refund a pro-rata share of fees paid for the unused part of your Subscription Period.
Before your access ends, and for 30 days afterwards, you may export your Customer Data through the export features of the Service, or ask us to provide it. We will provide it in a commonly used machine-readable format at no charge. Because you are the record-keeper under section 3.4, you should take that export.
When your access ends we disable your account immediately, which blocks sign-in but deletes nothing. After the 30-day export window closes, we delete your Customer Data, including the isolated schema that holds it. The seven-year retention in section 6.4 applies only while you subscribe; once you leave, meeting your own record-keeping obligation depends on the export you take under section 14.3.
Deletion from routine encrypted backups happens as those backups age out of our retention window, which is 35 days. A point-in-time backup cannot have one customer’s data removed from it selectively, so stated accurately: your information is removed from the live system on the date of deletion, and is no longer present in any backup after that date plus the retention window. We may retain any record we are required by law to keep, and de-identified statistics under section 6.2.
We may update these Terms. If a change is material, we will give you at least 30 days’ notice by email or in the Service before it takes effect. If you do not accept the change, you may terminate before it takes effect and receive a pro-rata refund of fees paid for the unused part of your Subscription Period. Continuing to use the Service after the change takes effect means you accept the updated Terms. The current version is always published at adaptare.ai/terms-of-service.
| Contact | Details |
|---|---|
| General and support enquiries | [email protected] |
| Privacy enquiries | Darcy Johnston — [email protected] |
| Registered office and postal address | 10/262 Leitches Road, Brendale QLD 4500 |