WalkTheSite Terms of Use

Who we are: Synergy Safety Solutions (ABN 11 672 184 833), Parkhurst, Queensland 4702, Australia ("Synergy", "we", "us"). Contact: info@synergysafetysolutions.com.au

1. Agreement

By creating an account, starting a trial, or using WalkTheSite (the "Service"), you agree to these Terms and our Privacy Policy. If you use the Service for a business, you confirm you are authorised to bind that business, and "you" means that business. Workers who sign in with a mobile number and PIN use the Service under their employer's account and these Terms apply to that use.

2. What WalkTheSite is, and is not

2.1 WalkTheSite is a self-assessment, document and record-keeping tool for work health and safety in Queensland. It provides checklists, plain-language guidance, document templates, tools to upload and complete your own documents, worker sign-in and acknowledgement, training and licence records, registers, an AI question-answering assistant ("Ask WHS"), voice-to-text and translation, and record storage.

2.2 WalkTheSite is not legal advice, a safety audit by a competent person, or a guarantee of compliance. Content is based on the Work Health and Safety Act 2011 (Qld), the Work Health and Safety Regulation 2011 (Qld), Queensland Codes of Practice and related standards as understood by Synergy at the time of publication. Legislation changes. You remain solely responsible for compliance with all laws applying to your work, for the accuracy of anything you enter or upload, and for decisions made on your sites.

2.3 Penalty amounts, infringement codes and legislative references are indicative and provided for information only. They may be out of date or not apply to your circumstances. Only the regulator and the courts determine penalties.

2.4 Ask WHS uses artificial intelligence. Answers are generated from WalkTheSite content and general knowledge of Queensland WHS law and may be incomplete or wrong. Always verify with the current legislation, Workplace Health and Safety Queensland, or a competent person before acting.

2.5 Translation and voice-to-text use artificial intelligence. Translated documents are provided for understanding only. The English version of any document is the controlled version. Transcribed voice notes may contain errors; the person recording is responsible for checking the text before submitting it.

2.6 Documents generated by WalkTheSite are templates completed with your information. They become your documents. Documents you upload remain your documents. In both cases you are responsible for ensuring they are accurate, complete and suitable for the work, and for consulting workers as the law requires.

3. Accounts and users

3.1 You must provide accurate details and keep them current. You are responsible for all activity under your account and for keeping your login details secure.

3.2 Account owners are responsible for the administrators, users and workers they add, the permissions they grant, and the seats they use.

3.3 Workers you add can sign in by mobile number and PIN, and can see and complete only the items sent to them and their own record. You must have each worker's agreement to receive SMS messages from WalkTheSite on your behalf.

3.4 Where Synergy sets up or manages an account on your behalf (a managed account), Synergy acts as an administrator of that account under your instructions. You remain the owner of the account and its data.

3.5 You must be at least 18 years old to hold an account.

4. Trials, subscriptions and payment

4.1 Trial. The trial provides limited access for 3 days for a one-off fee of A$17 (inclusive of GST). At the end of the trial your chosen plan starts automatically and your payment method is charged that plan's monthly fee, unless you cancel before the trial ends via Settings > Manage billing. If you upgrade to a paid plan within 48 hours of starting the trial, the A$17 is credited against your first month.

4.2 Subscriptions are billed in advance in Australian dollars, inclusive of GST, either monthly or yearly depending on the plan you choose. Yearly plans are charged at 10 times the monthly price. Payments are processed by Stripe; we do not store your card details.

4.3 Cancellation. You may cancel at any time from Settings > Manage billing or by contacting us.

Monthly plans: cancellation takes effect at the end of the current billing month and you keep access until then. We do not refund part months.

Yearly plans: the yearly price is 10 times the monthly price. You get 2 months free because you commit to a full 12 months. If you cancel before the 12 months are up, you give up the 2 free months. Cancellation takes effect at the end of the current month of your yearly term and you keep access until then. We work out any refund like this: every month you have used, including the month you cancel in, is charged at the standard monthly price, and that amount is taken off what you paid for the year. We refund whatever is left to your original payment method. If nothing is left, no refund is payable.

Example: the Crew plan costs $970 a year or $97 a month. If you cancel in month 3, we charge 3 months at $97 ($291) and refund $679. If you cancel in month 10 or later, 10 months at $97 is $970 or more, so no refund is payable.

We do not give refunds for a change of mind. Nothing in this clause limits any refund you are entitled to under the Australian Consumer Law.

4.4 Price changes. We may change plan prices with at least 30 days' notice by email. Continued use after the change takes effect means you accept the new price.

4.5 Failed payments and pausing. If a payment fails, we may pause your account until it is resolved. A paused account keeps its data but users cannot sign in and no messages are sent from it. Data is retained during a pause in accordance with clause 8.

4.6 Nothing in these Terms excludes your rights under the Australian Consumer Law.

5. Acceptable use

You must not: use the Service for any unlawful purpose; upload unlawful, infringing or harmful content; attempt to access other accounts' data or the Service's systems; copy, scrape, resell, sublicense or redistribute WalkTheSite content, checklists, templates, translations or Ask WHS outputs other than for your own business's use; use automated tools to extract content; share QR codes or site board access with people who are not your workers, contractors or visitors; or interfere with the Service's operation.

6. Your content and data

6.1 You own the information you enter and the documents, audits, photos, recordings, signatures and records you create or upload ("Your Content"). You grant us a licence to store, process, translate, transcribe and display Your Content solely to provide the Service to you and as described in the Privacy Policy.

6.2 You are responsible for having the right to upload any content, including your existing documents, photographs of people, and workers' personal information, and for meeting your own privacy obligations to your workers, including telling them what you hold about them in WalkTheSite.

6.3 Records marked Restricted (for example medical questionnaires) are visible only to administrators you authorise. You are responsible for deciding who has that authority.

6.4 We may use de-identified, aggregated usage data (for example, which checklist items are most often non-compliant, or the share of accounts that are women-led) to improve the Service and to report on it. This will not identify you, your business or your workers.

7. Our content and intellectual property

The Service, its software, checklists, plain-language content, templates, branding and all related intellectual property are owned by or licensed to Synergy. Legislation and regulator materials remain the property of their owners. You receive a limited, non-exclusive, non-transferable licence to use the Service for your own business while your account is active. Documents you generate from WalkTheSite templates carry a "Prepared using WalkTheSite by Synergy Safety Solutions" line, which you agree not to remove. Documents you upload do not carry this line.

8. Data retention and deletion

8.1 Your data is retained while your account is active or paused. After cancellation, data is retained for 90 days so you can reactivate or export it, then deleted. You may export or delete your data at any time via Settings.

8.2 If you delete your account yourself, deletion takes effect after a 7-day grace period. If Synergy schedules an account for deletion (for example after prolonged non-payment), you will be notified and the account is deleted 30 days later unless the reason is resolved.

8.3 You are responsible for exporting any records you are legally required to keep (for example, records that must be kept for 2, 5, 30 or 40 years under WHS law) before deleting your account or letting it lapse. WalkTheSite is not a statutory archive.

9. Availability and changes

We aim for high availability but do not guarantee the Service will be uninterrupted or error-free. We may modify, add or remove features, and we may send notices about maintenance and changes inside the Service. We update content when legislation changes, but do not guarantee that content is current at any given time.

10. Limitation of liability

10.1 To the extent permitted by law, the Service is provided "as is". We exclude all warranties, conditions and guarantees not expressly stated in these Terms.

10.2 To the extent permitted by law, we are not liable for any loss or damage (including loss of profit, business, data, or any fine, penalty, prosecution, injury, death or property damage) arising from your use of or reliance on the Service, its content, documents, translations, transcriptions or Ask WHS answers.

10.3 Where liability cannot be excluded, our total liability to you is limited, at our option, to re-supplying the Service or paying the cost of re-supply, and in any case to the fees you paid in the 12 months before the claim.

10.4 Nothing in this clause limits your rights under the Australian Consumer Law, including consumer guarantees that cannot be excluded.

11. Indemnity

You indemnify Synergy against claims, losses and costs arising from your breach of these Terms, your use of the Service, or the accuracy or use of Your Content and documents you generate or upload.

12. Termination

We may pause, suspend or terminate your access if you breach these Terms, fail to pay, or use the Service in a way that risks harm to us or others. You may terminate by cancelling your subscription and deleting your account.

13. General

These Terms are governed by the laws of Queensland, Australia, and you submit to the courts of Queensland. If any part is unenforceable, the rest continues. We may update these Terms by posting a new version and notifying you by email or in the Service; continued use after 14 days means acceptance. Questions: info@synergysafetysolutions.com.au