BAITL - Terms and Conditions

These Terms of Service ("Terms") govern your access to and use of BAITL ("BAITL", "we", "us", "our"), a subscription-based software-as-a-service platform that connects, automates, and streamlines front-of-house and operational workflows.

By accessing or using BAITL, you agree to be bound by these Terms.

1. The Service

BAITL is a front-of-house automation and workflow platform designed to help organisations streamline tasks, workflows, and administrative processes so people can focus on people.

BAITL is initially designed for healthcare practices but may be used by other industries over time.

BAITL is an administrative, receptionist-style platform only. It does not provide medical advice, diagnosis, treatment, or clinical decision-making support. Responsibility for all clinical decisions and patient care remains with the healthcare provider.

You may use the service only for lawful business purposes and in compliance with all applicable laws, professional obligations, and industry standards.

2. Accounts and Access

Access to BAITL requires a registered account authenticated via our identity provider (Clerk).

You are responsible for:

• Maintaining the confidentiality of your login credentials
• Ensuring only authorised users access your account
• All activity carried out under your account

You must notify us promptly of any unauthorised use or suspected security breach.

3. Subscriptions, Trials, Cancellation & Refunds

Subscriptions

BAITL is offered on a subscription basis, billed monthly or yearly in advance.

Free Trial

A one-month free trial may be offered to new customers. You may cancel at any time during the trial period. If you do not cancel before the trial ends, your subscription will automatically commence at the applicable subscription rate.

Cancellation

You may cancel your BAITL subscription at any time through your account settings or by contacting support.

Cancellation will take effect at the end of your current billing period (monthly or annual). You will retain access to the service until the end of that billing period, after which your subscription will not renew.

Refunds

Subscription fees are non-refundable, including for partially used billing periods, except where required by applicable law.

Account Closure and Data Access

Upon cancellation or expiry of your subscription, you will have a reasonable opportunity to export your data. Following this period, data may be deleted or anonymised in accordance with BAITL's data retention practices.

Consumer Law

Nothing in this section limits any rights you may have under the Consumer Guarantees Act 1993 (New Zealand), the Australian Consumer Law, or other applicable mandatory consumer protection laws.

4. Your Data

You retain full ownership of all data entered into BAITL.

BAITL acts solely as a data custodian, processing data only to provide and support the service.

You may export your data at any time. BAITL does not sell or share your data for marketing or advertising purposes.

5. Patient and Health Information

BAITL may process limited patient identifiers, such as, but not limited to, name, contact details, and date of birth, solely for the purpose of facilitating task automation and integration with third-party practice management systems.

BAITL does not store sensitive clinical records, diagnostic information, or treatment data.

All patient data is processed on behalf of the customer, who remains responsible for obtaining appropriate patient consent and maintaining compliance with applicable health and privacy laws.

6. Data Responsibility

You are responsible for:

• The accuracy and legality of all data entered into BAITL
• Ensuring you have appropriate authority and consent to process personal or patient information
• Compliance with professional, regulatory, and privacy obligations

7. Payments

Payments are processed via third-party providers including Stripe, Windcave, EFTPOS New Zealand, POLi, Apple Pay, and PayPal.

BAITL does not store raw payment card numbers. Payments are processed by PCI-DSS compliant third-party payment providers. Where required to support recurring billing, encrypted payment tokens issued by those providers may be stored. BAITL does not have access to full card details.

8. Acceptable Use

You must not use BAITL to:

• Upload, process, or transmit unlawful, harmful, or misleading content
• Infringe the rights of others, including privacy or intellectual property rights
• Attempt to access data or systems you are not authorised to access
• Circumvent security controls or authentication mechanisms
• Use the platform in a way that breaches healthcare, privacy, or professional obligations

BAITL may suspend or terminate access for misuse or breach of this clause.

9. No Reliance

BAITL provides administrative automation tools only. You remain responsible for reviewing, verifying, and approving all tasks, workflows, and outputs generated or facilitated through the platform before acting on them.

10. Third-Party Services and Integrations

BAITL may integrate with or connect to third-party systems and services, including practice management software and payment providers.

BAITL does not control and is not responsible for the availability, accuracy, performance, or security of third-party services or integrations.

11. Availability and Changes

We aim to provide a reliable service but do not guarantee uninterrupted availability.

We may modify, enhance, suspend, or discontinue parts of the service, perform maintenance, or add or remove features from time to time.

12. Suspension or Termination by BAITL

We may suspend or terminate your access to BAITL immediately if we reasonably believe:

• There is unauthorised access or a security risk
• The service is being misused
• Continued access may expose BAITL or others to legal, regulatory, or reputational risk

Where practicable, we will provide notice and an opportunity to remedy the issue.

13. Data Breaches

In the event of a notifiable privacy breach affecting your data, BAITL will notify you in accordance with applicable privacy laws and provide information reasonably required to support your compliance obligations.

14. Force Majeure

BAITL is not liable for any failure or delay in performance caused by events beyond its reasonable control, including cloud service outages, power failures, natural disasters, cyber incidents, or government actions.

15. Intellectual Property

All intellectual property in BAITL, including software, branding, content, and documentation, remains the property of BAITL or its licensors.

These Terms grant you a limited, non-exclusive, non-transferable licence to use the service during an active subscription.

16. Disclaimer of Warranties

BAITL is provided on an "as is" and "as available" basis. To the maximum extent permitted by law, we disclaim all warranties, whether express or implied, including warranties of merchantability, fitness for a particular purpose, and non-infringement.

17. Indemnity

You agree to indemnify and hold harmless BAITL from any claims, losses, damages, liabilities, costs, and expenses (including reasonable legal fees) arising from:

• Your use of the service
• Your data
• Your breach of these Terms
• Your failure to comply with applicable laws or regulations

18. International Data Processing

Data is hosted in Australia-based data centres initially. As BAITL expands internationally, data may be processed in other jurisdictions subject to appropriate safeguards and compliance with applicable privacy laws.

19. Sub-Processors

BAITL uses trusted third-party service providers ("sub-processors") to deliver the platform. BAITL may update or replace sub-processors from time to time and will ensure they are subject to appropriate contractual privacy and security obligations.

20. Assignment and Changes

BAITL may assign these Terms in connection with a merger, sale, or restructuring. We may update these Terms from time to time, with material changes notified where required.

21. Governing Law

These Terms are governed by the laws of New Zealand. This does not limit any mandatory rights you may have under applicable local laws in other jurisdictions.

22. Contact

For questions about these Terms, contact: info@baitl.ai