Terms of Use

Using ClubPilot

ClubPilot is an operations and accountability platform. Access is invite-only and subject to the role, customer and locations assigned to each account. Users must provide accurate details, protect their login and promptly report suspected unauthorised access.

Subscriptions and payments

The workspace billing contact chooses and approves the plan, billing period and any additional users or locations. Prices are in Australian dollars and exclude applicable tax unless stated otherwise. Secure checkout shows the full amount before payment. A paid subscription starts when checkout is completed and payment is confirmed, including when you choose to subscribe before your free trial ends.

Monthly plans renew monthly. Annual plans are charged for the full year upfront and renew annually. Your approved payment method is charged at renewal until you cancel. Use Plan and billing in your workspace to access invoices, update your payment method or cancel future renewal. Cancellation takes effect at the end of the current paid period, with access continuing until then.

Plan changes show the adjustment for the current billing period and the new recurring price before you approve them. Extra capacity from a change becomes available after payment is confirmed. Any billing credit is shown in the quote and retained on your billing account. Adding staff or locations to ClubPilot does not itself authorise an additional charge.

If a renewal payment fails, a seven-day grace period applies before new work is paused. You can continue to view and export existing records while resolving payment. Records also remain available to view and export after the final paid period ends. For payment concerns, refund requests or an agreed Corporate or pilot arrangement, contact admin@clubpilot.au. Nothing in these terms limits rights that cannot lawfully be excluded.

30-day free trial

Prospective customers can create an account, confirm their email and set up a business workspace without waiting for approval. The 30 days begin when the workspace is created. Start with up to 10 locations, then invite your team. The trial includes the core workflows. Larger Corporate trials can be arranged with us.

No payment card is required. There is no automatic paid renewal. A paid plan, including its billing period and any add-ons, starts only after you approve it. Optional AI, paid integrations, migration and custom development are excluded unless separately agreed.

After 30 days, the workspace remains available to view and export existing records. New work is paused until a paid plan is agreed. There is no automatic payment or deletion of business records at trial expiry. Contact admin@clubpilot.au to discuss a plan, end your trial or request closure under the privacy and retention terms.

Customer responsibilities

• Only invite people authorised to access the workspace.
• Keep roles and location permissions current.
• Ensure uploaded information is lawful, accurate and necessary.
• Obtain staff notices or consents required for workplace activity monitoring.
• Review operational, safety, financial and AI-assisted outputs before acting.

Acceptable use

Users must not bypass permissions, access another customer’s information, disrupt the service, upload malware, misuse personal information or use ClubPilot for unlawful, misleading or harmful activity.

Customer data

Customers remain responsible for the business information they submit. They permit ClubPilot to host, process, back up and display it as required to provide, secure, support and improve the service. ClubPilot may use de-identified and aggregated usage information to understand product performance.

AI and integrations

AI analysis and third-party integrations are optional unless expressly included in a customer plan. AI outputs may be incomplete or incorrect and require human confirmation. ClubPilot does not replace professional safety, legal, accounting, employment or financial advice.

Availability and changes

During the pilot, features may change and interruptions may occur. Customers should retain appropriate copies of critical records and maintain their normal emergency and compliance procedures.

Suspension and ending access

Access may be suspended to protect security, prevent misuse, comply with law or address unpaid commercial arrangements. A customer may request closure subject to agreed retention, export and legal requirements.

Liability

To the extent permitted by law, ClubPilot is not responsible for decisions made without appropriate human review, third-party services, internet outages or information entered by customers. Nothing excludes rights that cannot lawfully be excluded under Australian consumer law.