Terms and Conditions

These Terms and Conditions govern access to and use of PractitionerHQ.

PractitionerHQ is designed for legal professionals. It provides software tools to help practitioners research, draft, compare, bundle, execute and manage legal work. It is not itself a definitive legal source.

By creating an account, subscribing to a plan or using PractitionerHQ, you agree to these Terms and Conditions.

1. Who these Terms are between

These Terms are between the operator of PractitionerHQ (PractitionerHQ, we, us or our) and the person or organisation accessing or using the Service (you, your or Customer).

If you use PractitionerHQ on behalf of a law firm, legal practice, company or other organisation, you confirm that you have authority to bind that organisation to these Terms.

PractitionerHQ is intended primarily for professional and business use.

2. What PractitionerHQ is

PractitionerHQ is a software platform providing tools and workflows for legal professionals.

Depending on your plan and the features available from time to time, the Service may include:

• Research;
• Draft;
• Compare;
• Bundle;
• Sign;
• matter and document workflows;
• private practice memory;
• source retrieval and verification tools;
• integrations with cloud-storage providers;
• integrations with AI providers; and
• related productivity, workflow and collaboration features.

Some features may be marked beta, preview, experimental or coming soon.

3. PractitionerHQ is a tool — not a legal authority

PractitionerHQ assists professional judgement. It does not replace it.

The Service may retrieve legal material, identify authorities, summarise documents, compare documents, suggest language, generate drafts, organise evidence, assemble bundles or produce other outputs.

Those outputs are working materials. They are not guaranteed to be legally correct, complete, current, authoritative, suitable for a particular matter or ready to use without professional review.

PractitionerHQ does not itself determine:

• what the law is;
• whether a particular authority is binding;
• whether an authority remains current;
• whether a legal proposition applies to particular facts;
• whether a document is fit to file, serve, execute or send;
• whether a court, regulator or counterparty will accept a document;
• whether an electronic signature satisfies a particular legal formality; or
• what professional advice should be given to a client.

You remain responsible for those decisions.

4. No legal advice or professional relationship

PractitionerHQ does not provide legal services to you or your clients.

Use of PractitionerHQ does not create a solicitor-client relationship, barrister-client relationship, fiduciary relationship, professional advisory relationship or any other relationship under which PractitionerHQ assumes responsibility for the conduct of a legal matter.

Any legal information or analysis appearing in an Output is generated or retrieved as part of a software workflow at your direction.

You remain professionally responsible for how that information is interpreted and used.

5. Your responsibility to review Outputs

You must apply appropriate professional judgement before relying on an Output.

In particular, before using an Output in advice, correspondence, submissions, contracts, court material, regulatory filings or other professional work, you should independently check matters including:

• facts, names, parties and dates;
• calculations and quotations;
• citations, legislation, regulations and authorities;
• jurisdiction, commencement and amendment dates;
• subsequent treatment of cases;
• procedural and filing requirements;
• formatting;
• confidentiality and privilege;
• professional obligations; and
• any other matter material to the work.

You should inspect relevant primary sources where the proposition matters.

The existence of a citation, source badge, verification indicator, relevance score or similar feature does not remove your responsibility to undertake appropriate professional verification.

6. AI-generated Outputs

Some PractitionerHQ functions use artificial intelligence supplied through an AI provider selected or connected by you.

Generative AI systems can produce errors. Among other things, an AI-generated Output may:

• misunderstand instructions;
• omit relevant information;
• misstate facts;
• apply the wrong jurisdiction;
• rely on outdated information;
• draw an incorrect inference;
• generate inaccurate quotations;
• identify an irrelevant authority;
• generate a citation that is incomplete or incorrect; or
• produce convincing language that is nevertheless wrong.

PractitionerHQ contains mechanisms intended to reduce these risks, including retrieval, provenance and verification features. Those mechanisms reduce risk; they do not eliminate it.

You must not treat an AI-generated Output as verified merely because it was produced through PractitionerHQ.

7. Research

PractitionerHQ Research is intended to assist practitioners to identify and analyse relevant material.

Research may use combinations of legislation and regulations, judgments and court materials, official guidance, curated secondary sources, comparative or foreign material, prior research, private precedents, authorised matter materials and model-generated research leads.

Different sources have different legal significance. A relevance score, ranking or retrieval result does not turn commentary, foreign law, a precedent or an AI suggestion into binding legal authority.

You are responsible for checking that an authority exists, its correct citation, current status, jurisdiction, whether it remains good law, whether it supports the relevant proposition and whether more recent or controlling authority exists.

PractitionerHQ is therefore not a substitute for an official legislation database, court record, authorised report, citator or other authoritative legal source where verification is required.

8. Draft

Draft assists with preparation of working documents. Drafts may incorporate your instructions, matter material, precedents, retrieved research, public sources and AI-generated language.

You are responsible for reviewing and approving the final document.

PractitionerHQ does not warrant that a generated document accurately reflects your client's instructions, contains every required provision, protects a client's interests, complies with law or professional rules, uses appropriate drafting for the transaction or dispute, or is suitable to send, sign or file without amendment.

9. Compare

Compare is intended to assist in identifying differences between documents.

No automated comparison tool can be assumed to identify every legally or commercially significant difference in every file.

Differences involving images, embedded objects, metadata, formatting, OCR, comments, tracked changes, fields, signatures, document corruption or unusual file structures may require additional review.

You remain responsible for checking the documents themselves where completeness matters.

10. Bundle

Bundle assists with assembling and organising documents.

You are responsible for confirming that any bundle produced through PractitionerHQ satisfies applicable requirements relating to contents, document order, pagination, indexing, bookmarks, file-size limits, court directions, filing rules, redactions, suppression orders and confidentiality.

A bundle being successfully generated does not mean that a court, tribunal, regulator or other recipient will accept it.

11. Sign

PractitionerHQ Sign assists with electronic execution workflows and may support signing your own document, sending a document to another person for signature, multiple signers, signing order, reminders, execution status, audit events, evidence records and completed-document filing.

PractitionerHQ does not warrant that a particular electronic signature or signing process is legally valid, enforceable, admissible or sufficient for a particular document, transaction or jurisdiction.

Electronic execution laws and formalities vary. You are responsible for determining whether electronic signing is permitted, the required method of signature, identity and consent requirements, witnessing requirements, deed formalities, notarisation, government or registry requirements, retention requirements and whether stronger authentication or another method of execution is appropriate.

Any execution certificate, audit record, hash or similar information produced by PractitionerHQ is technical evidence generated through the relevant workflow. It is not a government, court or notarial certification.

12. Your professional obligations

You are responsible for determining whether and how PractitionerHQ may appropriately be used in your professional practice.

This includes responsibility for compliance with professional-conduct obligations, duties to courts and tribunals, duties to clients, confidentiality, legal professional privilege, supervision obligations, competence requirements, disclosure obligations, records-management obligations, privacy and data-protection requirements, client-consent requirements and restrictions applicable to AI or technology use in your jurisdiction.

PractitionerHQ does not warrant that use of a particular cloud or AI provider will preserve confidentiality or privilege in every circumstance.

13. Bring Your Own Cloud

PractitionerHQ uses a Bring Your Own Cloud architecture.

Your private matter files remain in storage controlled by you. PractitionerHQ's central infrastructure is not intended to operate as the permanent repository for your private matter files.

You are responsible for your connected storage environment, including access permissions, user access, backups, retention, deletion, version control, data location, service availability and security settings.

You authorise PractitionerHQ components to interact with a connected repository only to the extent necessary to perform the functions you request and within the permissions you grant.

14. Bring Your Own AI

PractitionerHQ may allow you to connect your own AI account or provider.

Your relationship with that provider is separate from your relationship with PractitionerHQ.

You are responsible for selecting the provider, maintaining your provider account, API or usage charges imposed by the provider, the provider's terms, privacy and retention arrangements, data-residency controls, model selection, training or data-use settings and determining whether that provider is suitable for your practice and client material.

PractitionerHQ does not control changes made by an external AI provider to its models, services, pricing, limits, policies or availability.

15. Other third-party services

PractitionerHQ may interoperate with third-party services such as storage providers, AI providers, payment services, authentication providers, signing services, email services, legal-information sources and other integrations.

Those services may have their own terms and privacy policies. Unless expressly stated otherwise, PractitionerHQ does not control and is not responsible for a third-party service.

We may change, replace or discontinue an integration where the relevant provider changes its service, an integration becomes insecure or impractical, or another legitimate operational reason requires it. Where practicable, we will give reasonable notice of a material change affecting normal paid use.

16. Private practice memory and learning

PractitionerHQ may allow your own practice environment to become more useful over time through prior research, approved precedents, source preferences, retrieval history, relevance ratings, drafting preferences and user-approved workflow signals.

Private practice material is intended to remain isolated to your practice.

PractitionerHQ does not use your private matter material for cross-customer model training or to improve another customer's drafting by default.

If PractitionerHQ later offers a community library, precedent-sharing programme or similar feature, contribution of private material will require a separate deliberate opt-in process. Additional contribution terms may apply.

17. Your content

As between you and PractitionerHQ, you retain ownership of documents, instructions and other material that you or your authorised users provide or connect to the Service (Customer Content).

You grant us only the rights reasonably necessary to operate the Service and provide the functions you request.

You confirm that you have the rights and authority necessary to use Customer Content with the Service.

We do not acquire ownership of your client's documents merely because you use PractitionerHQ.

18. Outputs

As between you and PractitionerHQ, and subject to applicable law and third-party rights, you may use Outputs generated for you through your account.

We do not warrant that an Output is unique, capable of copyright protection, does not resemble material generated for another user, is free from third-party rights or can be used for every intended purpose without further permission.

The terms of a connected AI or other third-party provider may also affect rights in material processed by that provider.

19. PractitionerHQ intellectual property

PractitionerHQ and its licensors retain all rights in the Service, including its software, interfaces, designs, workflows, source-governance systems, taxonomies, databases, branding, documentation and underlying technology.

These Terms do not transfer ownership of PractitionerHQ technology to you.

You may not, except to the extent permitted by law, copy or redistribute the Service, attempt to obtain source code through reverse engineering, bypass technical restrictions, interfere with security controls, use the Service to build a substantially competing service by systematically extracting its proprietary components, or remove proprietary notices.

PractitionerHQ may incorporate open-source and third-party components that remain subject to their applicable licences.

20. Acceptable use

You must not use PractitionerHQ unlawfully, to infringe another person's rights, to gain unauthorised access to information or systems, to distribute malware or malicious code, to defeat security or access controls, to impersonate another person, to send unlawful or deceptive communications, to process information you have no right to process, or in a way that materially interferes with the Service or other users.

You are responsible for use of your account by authorised users.

21. Accounts and security

You must provide accurate account information and take reasonable steps to protect your account.

You are responsible for safeguarding credentials, maintaining appropriate user permissions, removing access when a person leaves your organisation, maintaining reasonable endpoint security and notifying us promptly if you reasonably suspect unauthorised account access.

You must not share individual credentials where your plan requires separate user accounts.

22. Plans, subscriptions and fees

The features, limits and fees applicable to your account are those shown in the applicable plan, checkout page, order form or other agreed commercial terms.

Unless stated otherwise, subscription fees are charged in advance, subscriptions renew for the stated billing period until cancelled, taxes may be added where applicable, and fees already paid are non-refundable except where these Terms, your plan or applicable law provide otherwise.

We may change pricing for a future renewal period by giving reasonable advance notice. A pricing change will not retrospectively alter fees already paid for the current billing period.

23. Free plans, trials and beta features

PractitionerHQ may provide free, trial, founding-beta, preview or experimental access. Additional conditions stated when that access is offered form part of these Terms.

Beta and preview features may be less reliable than generally released features and may change as they are developed.

Where we materially withdraw a paid feature during a prepaid subscription period, we will act reasonably, which may include providing an alternative feature, migration path, credit or pro-rata refund where appropriate.

24. Availability and support

We aim to provide a reliable service, but we do not promise uninterrupted or error-free availability.

Service interruptions can arise from maintenance, software defects, cloud-provider outages, AI-provider outages, internet failures, third-party integrations, cybersecurity events or events outside reasonable control.

Unless your plan includes a separate service-level agreement, no particular uptime percentage or response time is guaranteed.

25. Changes to the Service

PractitionerHQ will evolve. We may add, modify or retire functionality.

Where a change materially reduces the core functionality of a paid plan, we will give reasonable notice where practicable. Immediate changes may be necessary for security, legal, regulatory or third-party-provider reasons.

26. Suspension

We may suspend access where reasonably necessary because of non-payment, a material breach of these Terms, unlawful use, a credible security threat, misuse that materially affects the Service or others, or a legal requirement.

Where the circumstances allow, we will give notice and an opportunity to remedy the issue before suspension. We may act immediately where delay would create material security, legal or operational risk.

27. Cancellation and termination

You may cancel a subscription in accordance with the cancellation process applying to your plan. Unless otherwise stated, cancellation takes effect at the end of the current paid billing period.

Either party may terminate for a material breach that is not remedied within a reasonable period after notice, where the breach is capable of remedy.

We may terminate immediately for serious unlawful activity, deliberate security abuse or another breach that cannot reasonably be remedied.

We may discontinue the Service on reasonable advance notice. If we discontinue a paid Service before the end of a prepaid period, we will refund the unused prepaid portion unless another equivalent arrangement is agreed.

28. What happens when your account ends

When your account ends, your right to access paid PractitionerHQ features ends and connected integrations may stop operating. Account and operational information will be handled in accordance with our Privacy Notice and applicable retention requirements.

Because PractitionerHQ uses a Bring Your Own Cloud architecture, your matter repository normally remains under your own control rather than needing to be exported from PractitionerHQ.

You remain responsible for maintaining copies of information required for professional, legal or regulatory purposes.

29. Warranties and disclaimers

To the maximum extent permitted by law, and subject to the non-excludable rights in section 31, PractitionerHQ is provided on an “as available” basis.

We do not warrant that every feature will always be available, the Service will be completely error-free, every Output will be accurate, legal research will be exhaustive, every relevant authority will be retrieved, every authority will remain current, every citation will be correct, every document comparison will identify every difference, every bundle will meet every filing requirement, every generated document will be legally sufficient, every electronic signature will be legally effective, or use of the Service will produce any particular legal, professional or commercial outcome.

These disclaimers do not remove rights that cannot lawfully be excluded.

30. Risks that remain with you

To the extent permitted by law, PractitionerHQ is not responsible for loss arising from your decision to use an Output without appropriate professional review, inaccurate information supplied by you, your failure to verify an authority or citation, your failure to comply with professional duties or court requirements, your choice or configuration of a third-party cloud or AI provider, a third-party service outside our reasonable control, loss of access caused by your credentials or account administration, changes you make to an Output after generation, or use of the Service for a purpose that we have clearly stated it is not designed to perform.

This clause does not exclude liability to the extent the relevant loss was caused by our breach of a non-excludable obligation or by conduct for which liability cannot lawfully be excluded.

31. Australian Consumer Law and other non-excludable rights

Nothing in these Terms excludes, restricts or modifies any guarantee, condition, warranty, right or remedy that cannot lawfully be excluded, restricted or modified.

If the Australian Consumer Law applies, you may have rights and remedies that apply regardless of these Terms.

Where a guarantee relating to services applies, the services are not services ordinarily acquired for personal, domestic or household use or consumption, and the law permits us to limit liability for failure to comply with that guarantee, our liability is limited, at our option, to supplying the relevant services again or paying the reasonable cost of having the relevant services supplied again.

Nothing in this section applies where relying on such a limitation would not be permitted by law.

32. Limitation of liability

32.1 Indirect loss

Subject to section 31 and to the maximum extent permitted by law, neither party is liable to the other for indirect, special or consequential loss arising from these Terms.

To the extent permitted by law, this includes loss of profit, revenue, goodwill, anticipated savings or business opportunity where that loss is indirect or consequential.

32.2 Aggregate cap

Our aggregate liability arising out of or in connection with the Service during any 12-month period is limited to the greater of:

• the fees paid or payable by you for the Service during the 12 months immediately preceding the event giving rise to liability; and
• A$1,000.

32.3 Matters not limited

The limitations in this section do not apply to the extent liability cannot lawfully be excluded or limited. They also do not limit liability for fraud or deliberate misconduct by the party seeking to rely on the limitation.

33. Third-party claims arising from your misuse

You are responsible for third-party claims to the extent they arise from your unlawful use of PractitionerHQ, Customer Content that you had no right to use, your infringement of a third party's intellectual-property rights or your deliberate breach of another person's rights through the Service.

You will reimburse us for reasonable loss and costs finally incurred as a result of such a claim, except to the extent the claim was caused by our own breach, negligence or unlawful conduct.

We will take reasonable steps to mitigate loss and will give you reasonable notice of a material claim where practicable.

34. Privacy

Our handling of personal information is described in the PractitionerHQ Privacy Notice.

The Privacy Notice should be read together with these Terms.

You remain responsible for privacy and confidentiality obligations applying to information within your own connected systems and for selecting appropriate third-party providers.

35. Confidentiality

Each party must take reasonable steps to protect confidential business information received from the other party and must use it only for purposes connected with the Service.

This obligation does not apply to information that is already lawfully public, was already lawfully known without restriction, is independently developed, is received lawfully from another source without confidentiality restriction, or must be disclosed by law.

Where legally permitted, a party required to disclose confidential information should give the other party reasonable notice.

36. Feedback

If you voluntarily give us product suggestions or feedback, you permit us to use that feedback to improve PractitionerHQ without payment to you.

Feedback does not give us permission to use private client files, matter content or confidential practitioner material as cross-customer training material.

37. Changes to these Terms

We may update these Terms as PractitionerHQ develops.

We will not retrospectively change the commercial bargain for a completed billing period merely by publishing new Terms.

If a change is material, we will give reasonable notice before it takes effect, except where an immediate change is reasonably necessary for legal, regulatory or security reasons.

If you do not agree to a material change, you may stop using the Service and cancel your subscription before the new Terms take effect.

38. Assignment

You may not transfer your account or these Terms to another person without our consent, which will not be unreasonably withheld where the proposed transfer is part of a genuine reorganisation or sale of your practice.

We may transfer these Terms as part of a corporate reorganisation, financing or sale of the PractitionerHQ business, provided the transfer does not materially reduce your rights under these Terms.

39. Notices

We may give account-related notices electronically, including through the Service, your registered email address or the PractitionerHQ website where appropriate.

You are responsible for keeping your account contact details current.

40. Governing law

These Terms are governed by the laws of Victoria, Australia, subject to any mandatory law that applies regardless of this clause.

The parties submit to the courts of Victoria and courts entitled to hear appeals from them.

Before commencing proceedings, each party should make reasonable efforts to resolve a dispute in good faith, unless urgent interlocutory or protective relief is required.

41. General

If a provision of these Terms is invalid or unenforceable, it will be read down to the minimum extent necessary and, if that is not possible, severed without affecting the remaining provisions.

A failure to enforce a right immediately does not waive that right.

These Terms, together with any applicable order form, plan terms and documents expressly incorporated into them, form the agreement between the parties concerning the Service.

If there is an inconsistency, the following order applies unless expressly agreed otherwise:

1. a signed order form or individually negotiated agreement;
2. any specific plan or product terms;
3. these Terms; and
4. general website material.

42. Contact

Questions about these Terms can be sent through our contact facility.