Terms of Service

These Terms of Service (the “Terms”) govern your access to and use of the Prepaidly website and application (the “Service”), provided by Prepaidly Pty Ltd (ABN 19 688 065 367, ACN 688 065 367) (“Prepaidly”, “we”, “us” or “our”). By creating an account, connecting a Xero organisation or otherwise using the Service, you agree to be bound by these Terms. If you do not agree, you must not use the Service.

1. Eligibility and accounts

You must be at least 18 years old and able to form a binding contract to use the Service. If you use the Service on behalf of an organisation, you represent that you are authorised to bind that organisation to these Terms, and “you” refers to that organisation. You are responsible for maintaining the confidentiality of your account credentials and for all activity that occurs under your account. Notify us promptly of any unauthorised use.

2. The Service

Prepaidly helps you build prepayment and unearned revenue recognition schedules, track balances and post recognition journals to Xero as manual journals. As a standing feature of the Service, each schedule’s monthly recognition journal is posted to Xero automatically at month end; you may also post a journal manually ahead of the automated run, in which case the automated run will not post that journal again. The Service is a tool to assist with your accounting workflows. It does not provide accounting, tax, financial or legal advice, and is not a substitute for the judgement of a qualified professional. You are responsible for reviewing your schedules and the journals posted to Xero (whether posted automatically or manually) and for the accuracy of your financial records.

3. Xero connection

The Service integrates with Xero. When you connect a Xero organisation, you authorise Prepaidly to access and post data on your behalf within the scope you approve. We request only the Xero permissions (scopes) reasonably necessary to provide the Service, and we store connection tokens securely. Your use of Xero remains subject to Xero’s own terms. We are not responsible for Xero’s availability, accuracy or actions, and journals are posted to Xero on your instruction, which includes your standing authorisation for automated monthly posting of the schedules you create or maintain. You may disconnect a Xero organisation at any time, which revokes our access tokens for that organisation. We may suspend or limit the integration where Xero access is revoked or expires, Xero changes its API, or continued connection would create a security or legal risk.

4. Subscriptions, fees and billing

Some features require a paid subscription. Fees, billing frequency and the features included in each tier are shown at the point of purchase. Payments are processed by our payment provider (Stripe). Unless stated otherwise:

• fees are in Australian dollars (AUD) and are inclusive of GST where applicable;
• subscriptions renew automatically for the same period until cancelled;
• you may cancel at any time, with the cancellation taking effect at the end of the current billing period;
• if you upgrade a plan during a billing period, the upgrade takes effect immediately and a prorated charge applies for the remainder of the billing period; downgrades take effect at the end of the current billing period;
• fees are non-refundable except where required by law (including the Australian Consumer Law) or where a billing error has occurred; and
• we may change our fees on reasonable notice, with changes applying from your next billing period.

5. Acceptable use

You agree not to:

• use the Service in breach of any law or regulation;
• access or attempt to access another organisation’s data without authorisation;
• interfere with, disrupt or compromise the security or integrity of the Service;
• reverse engineer, copy or resell the Service except as permitted by law; or
• upload malicious code or use the Service to infringe the rights of others.

6. Your data

As between you and us, you retain all rights to the data you submit to or generate through the Service (“Your Data”). You grant us a licence to host, process and use Your Data as needed to provide, operate, maintain, support, secure and improve the Service. That licence includes permission for a limited number of authorised Prepaidly personnel to access Your Data where reasonably necessary to:

• provide customer support and investigate issues you report;
• operate, monitor, troubleshoot and maintain the Service; and
• detect, prevent and respond to security incidents, fraud or misuse.

We do not use Your Data to provide services to unrelated third parties, and ordinary end-user access remains separated by organisation. Our handling of personal information is described in our Privacy Policy, which forms part of these Terms.

7. AI and model training

Unless we expressly disclose otherwise and obtain any required consents, we will not use Your Data obtained through Xero connections to train general-purpose artificial intelligence or machine-learning models. If we introduce AI-assisted features within the Service, any use of Your Data by those features will remain governed by these Terms and our Privacy Policy.

8. Intellectual property

The Service, including its software, design, branding and content (excluding Your Data), is owned by Prepaidly or its licensors and is protected by intellectual property laws. We grant you a limited, non-exclusive, non-transferable right to use the Service in accordance with these Terms. All rights not expressly granted are reserved.

9. Availability and changes

We aim to keep the Service available and reliable but do not guarantee it will be uninterrupted or error-free. We may modify, suspend or discontinue features from time to time. Where a change materially reduces the core functionality of a paid plan, we will give you reasonable notice.

10. Disclaimers

To the maximum extent permitted by law, the Service is provided “as is” and “as available” without warranties of any kind, whether express or implied. We do not warrant that the Service will meet your requirements or that calculations, schedules or journals will be free of error. Nothing in these Terms excludes, restricts or modifies any guarantee, right or remedy under the Australian Consumer Law that cannot lawfully be excluded.

11. Limitation of liability

To the maximum extent permitted by law, Prepaidly will not be liable for any indirect, incidental, special or consequential loss, or for any loss of profits, revenue, data or goodwill, arising out of or in connection with the Service. Where our liability cannot be excluded but can be limited, our total liability is limited, at our option, to resupplying the Service or paying the cost of having it resupplied, or to the amount you paid us for the Service in the twelve months before the event giving rise to the liability.

12. Indemnity

You agree to indemnify us against any claims, losses, liabilities and reasonable costs arising from your breach of these Terms, your misuse of the Service or your violation of any law or the rights of a third party, except to the extent caused by our own negligence or wrongful act.

13. Suspension and termination

You may stop using the Service and close your account at any time. We may suspend or terminate your access if you breach these Terms, fail to pay fees when due, or where necessary to protect the Service or other users. On termination, your right to use the Service ends; provisions that by their nature should survive (including those on fees owed, intellectual property, disclaimers, liability and indemnity) will continue to apply. Our handling of your data after termination is described in our Privacy Policy.

14. Changes to these Terms

We may update these Terms from time to time. When we do, we will revise the “Last updated” date above and, where the changes are material, take reasonable steps to notify you. Your continued use of the Service after the changes take effect constitutes acceptance of the updated Terms.

15. Governing law

These Terms are governed by the laws of South Australia, Australia, and you submit to the non-exclusive jurisdiction of the courts of that state and the Commonwealth of Australia.

16. Contact us

For billing or technical support questions, please contact us at support@prepaidly.io. For privacy requests, contact privacy@prepaidly.io. For any other questions about these Terms, contact hello@prepaidly.io.