Terms and Conditions

1. Acceptance of Terms

By accessing or using the RTObase platform ("Service"), operated by RTOBASE PTY LTD (ABN 95 698 088 201) ("RTObase", "we", "us", or "our"), you agree to be bound by these Terms and Conditions ("Terms"). If you do not agree to these Terms, you must not use the Service.

These Terms apply to all users of the Service, including RTO administrators, staff, trainers, and students who access the platform through an RTO's account.

If you are accepting these Terms on behalf of an organisation, you represent and warrant that you have the authority to bind that organisation to these Terms.

2. Service Description

RTObase is a cloud-based software platform designed for Registered Training Organisations (RTOs) in Australia. The Service provides tools for:

• Student and enrolment management
• AVETMISS reporting and NAT file generation
• Online course delivery and assessment
• Website building and hosting
• Payment processing and invoicing
• Compliance tracking and audit support
• Trainer and class management

Features available to you depend on your subscription plan. We may modify, add, or remove features with reasonable notice. We will not remove core functionality without providing at least 90 days' notice.

3. Account Registration

To use the Service, you must create an account and provide accurate, complete, and current information. You agree to:

• Provide truthful and accurate registration information
• Keep your account credentials secure and confidential
• Notify us immediately of any unauthorised access to your account
• Accept responsibility for all activity that occurs under your account

You must be at least 18 years of age and authorised to act on behalf of your RTO to create an organisation account. We reserve the right to refuse or cancel accounts at our discretion.

4. User Obligations

When using the Service, you agree to:

• Comply with all applicable Australian laws and regulations, including the National Vocational Education and Training Regulator Act 2011 and the Standards for Registered Training Organisations (RTOs) 2025
• Maintain the accuracy of student records, AVETMISS data, and other information entered into the platform
• Not use the Service for any unlawful, harmful, or fraudulent purpose
• Not attempt to gain unauthorised access to other users' data or to the platform's infrastructure
• Not reverse-engineer, decompile, or disassemble any part of the Service
• Not use automated tools (bots, scrapers) to access the Service without our written consent
• Ensure that all users you authorise to access the platform comply with these Terms

5. Payment Terms

5.1 Pricing Plans

RTObase offers the following plans, with pricing as published on our pricing page:

• Startup: No monthly fee. 2% + 30c per eligible real enrolment, capped at $4, plus 10% GST, bounded by the fee basis. The fee basis is the payments recorded for the enrolment. An enrolment with no payment recorded is charged the $4 maximum. Zero-value and fully discounted enrolments have no platform fee. Imported history, explicit practice and verified online test activity are excluded. Includes website builder on your rtobase.com.au subdomain.
• Business: $499 plus GST per month, flat. No per-enrolment fees. Includes SMS messaging subject to a fair-use allowance of 1,000 messages per month, custom domain, course delivery, and additional features.
• Custom: Custom pricing based on volume and requirements. Contact us for details.

5.2 Billing and Payment

All prices are in Australian Dollars (AUD) and are exclusive of GST unless otherwise stated. GST is charged only where required by law. Online card payments are processed via Stripe. Startup bank invoices use direct bank transfer. Monthly subscriptions are billed in advance with no minimum term. You may cancel at any time, effective at the end of the current billing period. For new public Stripe Connect enrolments, platform fees are collected at checkout. Existing enrolment payment links use monthly platform-fee billing, including when paid through Stripe Connect. For manual, eWAY and BYO Stripe payments, the same fee is reconciled through monthly platform-fee billing. Existing employer invoices also use monthly platform-fee billing, including when paid through Stripe Connect. Your RTO is responsible for platform and gateway processing fees. Card-specific surcharges are disabled under Australian card network rules from 1 October 2026.

RTObase issues a monthly invoice with 30-day terms, paid by bank transfer to the account shown on the invoice using its unique reference. Transfers count as paid after received funds are matched. Partial payments, credits and unapplied funds remain recorded. New platform fees include 10% GST. Existing charges and debts retain their original tax treatment, provider, instructions and deadlines. Business subscriptions retain Stripe billing.

Startup platform fees accrue from your first eligible enrolment. For metered enrolments, the fee basis is qualifying net payments recorded for the enrolment. With no qualifying payment recorded, the fee is the $4 maximum plus GST, regardless of the saved course price. A $0 payment confirms no platform fee. Each eligible enrolment is metered once. Enrolments created on Business or Custom remain covered if you later downgrade; fees already accrued on Startup remain payable after an upgrade.

Startup platform fees apply per eligible enrolment. For a new public Stripe Connect enrolment, the fee is deducted when the learner pays. Existing enrolment payment links retain monthly collection. Other metered fees are billed monthly on an RTObase invoice, emailed to the invoice email in Settings > Billing > Settings and paid by bank transfer within 30 days using the reference on the invoice. RTObase does not charge a card for these fees. RTObase may hold accrued fees and bill them later; they remain payable. High-volume months may be split into several itemised invoices. Without a valid invoice email, new real enrolments pause after a 30-day grace period starting at your first monthly fee or when bank billing goes live, whichever is later, until you add one. Existing delivery remains available. Online payment test mode does not exempt real staff-created enrolments or offline receipts.

Unpaid RTObase platform invoices pause new real enrolments seven days after their due date. This also applies to earlier Startup invoices after a plan change. Changing your invoice email does not reset an issued invoice's deadline. Existing records and delivery remain available. Admission resumes after verified settlement or a time-limited exception approved by RTObase. An exception does not waive the amount owed.

Platform fee invoices are separate from the course fees you charge your learners or employers. You are responsible for invoicing and collecting those course fees. Paid self-service website enrolment requires a configured online payment gateway. Booking courses without a gateway accept requests for staff to confirm the price and session time. When staff handle a booking without online collection, invoice your client or collect payment offline and record the receipt. A booking request does not automatically create a client invoice.

5.3 Late Payment

If payment fails, we will notify you and provide a reasonable period to resolve the issue. We reserve the right to suspend access to the Service if payment remains outstanding for more than 14 days after its due date.

5.4 Refunds

Monthly subscription fees are non-refundable except as required under the Australian Consumer Law (Schedule 2 of the Competition and Consumer Act 2010). If you believe you are entitled to a refund, contact us and we will assess your request in accordance with our legal obligations.

6. Intellectual Property

All intellectual property in the RTObase platform, including software, design, trademarks, documentation, and branding, is owned by RTObase or its licensors. Nothing in these Terms transfers ownership of any intellectual property to you.

You retain full ownership of your content, including student records, course materials, documents, website content, and any other data you upload to the platform.

By uploading content to RTObase, you grant us a limited, non-exclusive licence to host, store, process, and display your content solely for the purpose of providing the Service to you. This licence terminates when you delete your content or close your account.

7. Data Ownership and Export

Your data belongs to you. You may export your data at any time using the export features available in the platform (CSV exports, AVETMISS NAT files, etc.).

We process your data on your behalf as a data processor. We will not access, use, or disclose your data except as necessary to provide the Service, comply with the law, or as otherwise set out in our Privacy Policy.

Upon termination of your account, your data will remain available for export for 30 days. After this period, we may delete your data from our active systems. Backups may be retained for a further period in accordance with our data retention policies.

8. Service Availability and Support

We aim to maintain high availability of the Service but do not guarantee uninterrupted access. We may perform scheduled maintenance from time to time, and will provide reasonable notice where possible.

Support is provided via email at hello@rtobase.com.au. We aim to respond to support requests within one business day.

Custom plan customers may negotiate specific service level agreements (SLAs) that include uptime guarantees, priority support, and dedicated account management.

9. Limitation of Liability

To the maximum extent permitted by law:

• The Service is provided "as is" and "as available" without warranties of any kind, express or implied
• We do not warrant that the Service will be error-free, uninterrupted, or free from harmful components
• We are not liable for any indirect, incidental, special, consequential, or punitive damages arising from your use of the Service
• Our total aggregate liability to you for any claims arising from these Terms or the Service is limited to the total fees you paid to us in the 12 months preceding the claim

Nothing in these Terms excludes, restricts, or modifies any consumer guarantee, right, or remedy conferred by the Australian Consumer Law or any other applicable law that cannot be excluded, restricted, or modified by agreement.

10. Indemnification

You agree to indemnify, defend, and hold harmless RTObase and its officers, directors, employees, and agents from any claims, liabilities, damages, losses, and expenses (including legal fees) arising from:

• Your use of the Service
• Your violation of these Terms
• Your violation of any third-party rights
• Content you upload, store, or transmit through the Service
• Inaccurate data submitted by you, including AVETMISS data and student records

11. Termination

Either party may terminate this agreement:

• By you: at any time by cancelling your subscription through your account settings or by contacting us. Cancellation takes effect at the end of your current billing period.
• By us: with 30 days' notice for any reason, or immediately if you breach these Terms.

Upon termination:

• Your access to the Service will end at the conclusion of the notice period or billing period
• You will have 30 days to export your data before it may be deleted
• No refunds are provided for unused portions of prepaid subscriptions, subject to the Australian Consumer Law
• Provisions that by their nature should survive termination (including IP, liability, and indemnification) will continue to apply

12. Governing Law

These Terms are governed by the laws of New South Wales, Australia. Any disputes arising from these Terms or the Service will be subject to the exclusive jurisdiction of the courts of New South Wales.

Before commencing legal proceedings, both parties agree to attempt to resolve disputes through good-faith negotiation for a period of at least 30 days.

13. Compliance and Regulatory

RTObase provides tools to assist RTOs with their regulatory obligations, including AVETMISS reporting, student record management, and assessment tracking. However:

• You remain solely responsible for your RTO's compliance with ASQA, VRQA, TAC, NCVER, state/territory authorities, and all applicable regulations
• RTObase does not guarantee regulatory compliance. We provide the tools, but the responsibility for accurate data and compliant practices rests with you
• You are responsible for the accuracy of all AVETMISS data, student records, and compliance documentation entered into the platform

14. Changes to These Terms

We may update these Terms from time to time. If we make material changes, we will provide at least 30 days' notice by email or by posting a prominent notice on the platform.

Your continued use of the Service after changes take effect constitutes acceptance of the updated Terms. If you do not agree with the changes, you may terminate your account before they take effect.

15. General Provisions

• Entire Agreement: these Terms, together with our Privacy Policy, constitute the entire agreement between you and RTObase regarding the Service
• Severability: if any provision of these Terms is found to be unenforceable, the remaining provisions continue in full force and effect
• No Waiver: our failure to enforce any provision of these Terms does not constitute a waiver of that provision
• Assignment: you may not assign your rights or obligations under these Terms without our prior written consent. We may assign our rights and obligations without restriction
• Force Majeure: we are not liable for delays or failures in performance resulting from circumstances beyond our reasonable control

16. Contact

For questions about these Terms, please contact us: