Terms of service

These terms govern your workshop's use of Vehivo, a subscription software service provided by Vehivo Pty Ltd (“Vehivo”, “we”). By creating an account or using the service you agree to them on behalf of your business.

If we change these terms materially we will tell you by email at least 30 days before the change takes effect. Continuing to use Vehivo after that is acceptance; if you would rather not accept, you can cancel as described in section 5.

• You are responsible for your users' accounts and for keeping sign-in credentials secure.
• Each person who uses Vehivo needs their own account — shared logins defeat the audit trail your safety and financial records depend on.
• You must give us accurate business and billing details and keep them current.
• You must be at least 18 and authorised to enter into this agreement for your business.

Vehivo is billed monthly in advance in Australian dollars. Current pricing is $299 per month including all core features for up to 6 users and 300 SMS messages, plus $20 per month for each additional user and $129 per month for each additional location. Prices include GST where applicable.

Two add-ons are priced but not yet available, and neither is billed until it is: the AI Inbox add-on, which includes supplier invoice processing, is $99 per month on top of your plan, and the Safety & Compliance add-on is $59 per month.

The first 50 workshops to subscribe pay a founder rate of $199 per month for the same plan. That rate is held for as long as the subscription stays active: if list pricing rises, a founder subscription does not. It is not transferable to another business, and if the subscription is cancelled the rate is not reinstated on a later signup. Additional users, additional locations and the add-ons are charged at the ordinary rates above.

There is no lock-in contract and no minimum term. We will give you at least 30 days' notice by email before any price change, and a change never applies to a period you have already paid for. The founder rate described above is the one exception in your favour — it is a commitment not to raise your price at all, so the notice clause never comes into play for it.

Subscription payments are processed by Stripe. We do not store your card details — Stripe does, under its own terms. Your subscription renews automatically each month until you cancel.

Payments your own customers make to you are a separate matter and an important one: those run through your workshop's own Stripe account, connected by you. That money goes directly from your customer to you. Vehivo never holds your funds, never takes a cut of them, and is not a party to that transaction.

If a subscription payment fails we will let you know and retry. If an invoice stays unpaid for 14 days we may suspend access to the service; your data is not deleted while an account is suspended.

• You can cancel at any time from your account settings or by emailing support. Cancellation takes effect at the end of the current billing period.
• We do not charge a cancellation fee, and we do not refund part-months unless the cancellation is because we failed to provide the service.
• Before you go, export your data — you can do this at any time while the account is active.
• After cancellation we keep your data for 30 days so you can change your mind, then delete it, except for records we are legally required to retain (see the privacy policy's retention section).
• We may suspend or terminate an account for non-payment, or for a serious or repeated breach of the acceptable use rules below. Except in urgent cases we will tell you first and give you a chance to put it right.

You agree not to:

• Use Vehivo for anything unlawful, or to store data you have no right to hold.
• Attempt to access another workshop's data, probe or bypass the service's security, or interfere with its operation.
• Resell, sublicense or white-label the service without our written agreement.
• Reverse-engineer the service, or scrape it in bulk by automated means.
• Upload malware, or content that is harassing, defamatory or infringing.
• Falsify a safety record. Take 5, JSEA and return-to-service documents are legal records under the Work Health and Safety Act 2011; signing one on someone else's behalf, or recording a check that did not happen, is a serious breach of these terms as well as of that Act.

Your workshop's data is yours. We claim no ownership of it. You grant us only the licence we need to host, process, back up and display it in order to provide the service, and to act on your instructions — such as emailing an invoice to a customer you nominate.

Some records cannot be edited or deleted once created, because the law requires them to be permanent: workplace safety documents, vehicle condition reports, finalised invoices, recorded job costs and the audit log. Corrections are made by issuing a new document — an amendment, a credit note — that links back to the original. Everything else can be cancelled or deleted, with a recovery window first.

How we handle personal information is set out in the privacy policy.

We aim to keep Vehivo available at all times but do not promise uninterrupted service. Planned maintenance is scheduled outside Australian business hours wherever practical and announced in advance where it will cause downtime.

Support is by email at support@vehivo.com.au, answered during Australian business hours.

Nothing in these terms excludes, restricts or modifies any guarantee, right or remedy you have under the Australian Consumer Law that cannot lawfully be excluded. Where our liability can be limited, it is limited at our option to resupplying the service or paying the cost of having it resupplied.

Subject to that, our total liability in any 12-month period is capped at the subscription fees you paid in that period, and neither party is liable for indirect or consequential loss.

Vehivo is a tool for recording and managing your work. It is not a substitute for your own compliance with the Work Health and Safety Act 2011, your tax obligations, or any other duty that rests with you as an employer or business — those remain yours.

These terms are governed by the laws of Queensland, Australia. You and Vehivo submit to the non-exclusive jurisdiction of the courts of Queensland and the Commonwealth of Australia.

Questions about these terms: support@vehivo.com.au.