Terms of Service

Last updated: January 2026

These Terms of Service (the Terms) govern access to and use of the Routecore website and platform (the Services). By accessing or using the Services, you agree to be bound by these Terms. If you are using the Services on behalf of an organisation, you represent that you have authority to bind that organisation, and “you” includes the organisation.

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1. Definitions

• Account means a registered Routecore user profile.
• Organisation means the business workspace that uses Routecore.
• Content means documents, text, data, files, attachments, branding, templates, and other materials submitted to or generated through the Services.
• Client/Signer means a recipient who views and approves/declines a document, including OTP verification.
• Audit Trail means system-generated records of document events (e.g., created, sent, viewed, OTP verified, approved) and associated metadata.

2. Eligibility and account registration

You must be at least 18 years old (or the age of majority in your jurisdiction) to use the Services. You agree to provide accurate information, keep it up to date, and maintain the confidentiality of your login credentials. You are responsible for all activity under your Account.

3. The Services

Routecore provides an online platform to create, send, verify (including OTP), and manage approvals for proposals and schedules of rates. We may modify, improve, or discontinue features at any time. Some features may be provided as beta/preview and may change without notice.

4. Roles, organisations, and access

Organisations may create workspaces and assign roles/permissions to users. Administrators are responsible for:

• inviting/removing users;
• configuring roles and access rights;
• ensuring users and signers are authorised to view Content;
• maintaining appropriate internal policies and controls.

5. Client approvals and OTP verification

When you send a document for approval, Routecore may deliver a secure link to the recipient and require OTP verification before approval is recorded. You acknowledge that OTP verification is a security measure, not a guarantee of the signer’s legal identity. You are responsible for ensuring you have the signer’s correct contact details and authority to request approval.

6. Your content and responsibilities

6.1 Ownership

As between you and Routecore, you retain ownership of your Content. Routecore does not claim ownership of your Content.

6.2 Licence to operate the Services

You grant Routecore a worldwide, non-exclusive, royalty-free licence to host, store, transmit, reproduce, process, and display your Content solely to provide, secure, and improve the Services, including generating audit trails and delivering approvals.

6.3 Your warranties

You represent and warrant that:

• you have all rights and permissions required to upload and use the Content (including any personal information);
• your Content and use of the Services complies with applicable laws and does not infringe third-party rights;
• you will not upload malware or harmful code.

7. Acceptable use

You must not (and must not allow others to):

• use the Services for unlawful, fraudulent, deceptive, or harmful purposes;
• attempt to gain unauthorised access to systems, accounts, or data;
• probe, scan, or test vulnerability without our written permission;
• interfere with or disrupt the Services (including DDoS, scraping at harmful rates, or abusing APIs);
• upload or transmit malware, spyware, or harmful code;
• send spam, unsolicited communications, or run phishing campaigns;
• misrepresent identity, affiliation, or authority to request approvals;
• reverse engineer, copy, or attempt to extract source code except where permitted by law.

8. Security

We implement safeguards designed to protect the Services. You must use reasonable security practices, including strong passwords, MFA/2FA if offered, and controlling user access. You must promptly notify us if you suspect unauthorised access or a security incident.

9. Audit trail, logs, and evidence

Routecore may generate and store audit trail data and system logs. You acknowledge:

• audit trails reflect system events and metadata captured at the time;
• audit trails may be retained for integrity, compliance, security, and dispute handling even if Content is deleted (subject to retention policies);
• you are responsible for determining whether audit exports meet your legal, contractual, or regulatory requirements.

10. Third-party services

The Services may rely on third-party providers (e.g., hosting, databases, email delivery, SMS/OTP delivery, analytics, payment processors). Routecore is not responsible for third-party services outside our reasonable control, but we take reasonable steps to select and manage providers.

11. Fees, billing, and plans

If you subscribe to a paid plan, you agree to pay the applicable fees and taxes. Fees are generally billed in advance (unless stated otherwise). We may update pricing and plan entitlements with notice where required by law.

• Trials: If you start a trial, paid billing begins when the trial ends unless you cancel beforehand.
• Usage limits: Plans may include usage limits (e.g., number of proposals/approvals). Excess use may require an upgrade or additional fees.
• Late payment: We may suspend access for overdue accounts.
• Refunds: Except as required by law, fees are non-refundable once paid.

12. Suspension and termination

We may suspend or terminate access immediately if we reasonably believe you have breached these Terms, pose a security risk, or your use may harm Routecore or others. You may stop using the Services at any time.

Upon termination, your right to access the Services ends. We may retain certain data (including audit logs and security records) as described in our Privacy Policy and as required for integrity, compliance, and legal obligations.

13. Intellectual property

Routecore and its licensors own all rights, title, and interest in the Services (excluding your Content), including software, design, branding, and documentation. You may not use Routecore trademarks without written permission.

14. Confidentiality

In using the Services, you may receive confidential information about Routecore (e.g., non-public features, pricing, roadmaps). You agree to keep such information confidential and use it only to operate your account, unless disclosure is required by law.

15. Disclaimers

To the maximum extent permitted by law, the Services are provided “as is” and “as available”. We do not warrant that the Services will be uninterrupted, error-free, or that approvals will be legally enforceable in every context. You should obtain independent legal advice for your documents, terms, and compliance requirements.

16. Limitation of liability

To the maximum extent permitted by law:

• Routecore is not liable for indirect, incidental, special, consequential, or punitive damages, or loss of profits, revenue, goodwill, or data.
• Routecore’s total aggregate liability arising out of or relating to the Services is limited to the fees paid by you to Routecore for the Services in the 3 months preceding the event giving rise to the claim (or AUD $100 if no fees were paid), unless a different limitation applies under non-excludable law.

17. Consumer guarantees

Nothing in these Terms excludes, restricts, or modifies any consumer guarantees, rights, or remedies that cannot be excluded under applicable law (including the Australian Consumer Law). Where liability cannot be excluded, it is limited to the extent permitted by law.

18. Indemnity

You agree to indemnify Routecore and its officers, employees, and contractors against claims, losses, liabilities, and expenses (including legal fees) arising out of or related to: (a) your Content; (b) your misuse of the Services; (c) your breach of these Terms; or (d) your violation of law or third-party rights.

19. Changes to these Terms

We may update these Terms from time to time. The “Last updated” date indicates the latest version. If changes are material, we may provide additional notice via the Services or by email. Continued use after changes take effect constitutes acceptance of the updated Terms.

20. Governing law

These Terms are governed by the laws of New South Wales, Australia. You submit to the exclusive jurisdiction of the courts of New South Wales, Australia.

21. Contact

Questions about these Terms can be sent to:
Email: legal@routecore.au