Terms of Service

These Terms of Service govern access to and use of the Q-OPTIX platform by the subscribing organisation and its Authorised Users. They sit alongside any Master Service Agreement or Order Form the Tenant signs with Oberix, and they incorporate our Privacy Policy, which governs how personal information is handled. Where a signed agreement and these Terms speak to the same subject, the more specific provision in the signed document prevails for that subject.

About these terms

The parties

• "Oberix", "we", "us" or "our" means [Oberix Group Pty Ltd] (ABN [ABN XX XXX XXX XXX]), registered at [registered address].
• "You" or "Tenant" means the organisation that subscribes to Q-OPTIX under an account, Order Form or Master Service Agreement with us.
• "Authorised User" means any individual the Tenant invites to use the platform, whether internal staff or end-customers accessing the Tenant's white-label portal.

How you accept these Terms

By signing up for a Q-OPTIX account, signing an Order Form, or using the platform, the Tenant accepts these Terms on its own behalf and on behalf of its Authorised Users. Authorised Users access Q-OPTIX through, and under the authority of, their Tenant; the Tenant is responsible for their use of the platform and their compliance with these Terms.

Relationship to other documents

The Tenant and Oberix may also enter into a separately signed Master Service Agreement, Order Form or similar written agreement covering the same subject matter. Where a term in such a signed document conflicts with these Terms, the more specific provision in the signed document controls for that subject. In all other respects these Terms continue to apply.

Privacy

Our Privacy Policy describes how we collect, use and disclose personal information in connection with Q-OPTIX. It forms part of your agreement with us and is referenced in these Terms where personal information is relevant. If you do not agree to these Terms or the Privacy Policy, you must not use Q-OPTIX.

The Q-OPTIX service

Q-OPTIX is a multi-tenant Software-as-a-Service platform operated by [Oberix Group Pty Ltd] for field-service and construction operations. The service is delivered through a web application and native iOS and Android apps, accessed under the Tenant's own account.

The platform supports the end-to-end operational workflow, including:

• Dispatch and job assignment.
• Field execution, including checklists, photos, signatures, drawings, and notes.
• AI-assisted scheduling via the Smart Match feature.
• A white-label customer portal for the Tenant's own clients.
• Integrations with third-party services, such as Pronto Xi, where the Tenant elects to enable them.

Q-OPTIX is multi-tenant. Each Tenant's data is logically isolated from every other Tenant, and Authorised Users may only access the Tenant or Tenants they have been granted access to.

Service features differ by tier — Basic, Standard, Premium, and Enterprise. Tier differences affect, among other things, the depth of location tracking and the retention window applied to operational data. The specific tier that applies to the Tenant is set out in the Tenant's Order Form.

We do not currently offer a contractual service-level guarantee. Availability of the platform is provided on a best-efforts basis, and planned maintenance, third-party outages, and incidents may affect access from time to time.

Oberix super-admin staff hold a platform-level role that can read and write across all Tenants for the purposes of provisioning, support (including user impersonation), billing, security, and responding to lawful requests. These activities are audit-logged, and the Privacy Policy sets out how this access is governed in full detail.

Accounts, roles, and Tenant responsibility

Accounts are provisioned by the Tenant's nominated administrator, or by [Oberix Group Pty Ltd] acting on the Tenant's written instruction. Each person who uses Q-OPTIX on the Tenant's behalf is an Authorised User and must have their own account. Shared logins are not permitted.

The Tenant is responsible for:

• who it invites into its workspace;
• the role it assigns to each Authorised User (Q-OPTIX provides twelve or more defined roles, ranging from Worker through to Global Admin), and the permissions that flow from that role;
• ensuring role assignments remain appropriate as people change duties or leave; and
• the security of all credentials issued to its Authorised Users.

End-customers of the Tenant access Q-OPTIX only through the white-label customer portal. That portal is scoped to the Tenant's own sites and data. End-customers cannot see staff accounts, internal records, or any other tenant's data.

Authentication is available via Google SSO, Microsoft Azure AD, or email and password. Multi-factor authentication via TOTP is supported and we strongly recommend the Tenant enable it for all administrative roles.

The Tenant must:

• keep all credentials, tokens, and recovery codes confidential;
• ensure each Authorised User has their own account and does not share it; and
• notify Oberix promptly at info@q-optix.com if it suspects any credential has been lost, disclosed, or compromised.

The Tenant is responsible for the acts and omissions of its Authorised Users, and for any activity occurring under its accounts, as if those acts and omissions were the Tenant's own. Oberix may suspend an account where it reasonably believes it has been compromised or is being misused.

Your data, your content, our IP

Your data stays yours

Everything you or your Authorised Users put into Q-OPTIX is "Tenant Data" and remains the Tenant's property. That includes:

• photos, signatures, and drawing markup;
• voice notes and text notes;
• GPS events and timestamps;
• checklist responses and asset records;
• customer-portal submissions; and
• generated service-report PDFs.

Licence to us

So we can actually run the service, the Tenant grants [Oberix Group Pty Ltd] a non-exclusive, worldwide, royalty-free licence to host, process, transmit, back up, and display Tenant Data. Where the Tenant uses Q-OPTIX features that depend on third parties — for example AI Smart Match or note polishing — that licence also covers submitting the relevant Tenant Data to the sub-processors listed in our Privacy Policy. The licence is limited to providing and supporting the service.

Aggregated data

Oberix may use aggregated, de-identified data — data that does not identify the Tenant, its Authorised Users, or its customers — to operate, secure, and improve Q-OPTIX.

Our IP

Oberix owns, and retains all rights in, the Q-OPTIX platform, including the software, source code, UI, report templates, checklist templates, brand, and documentation. Nothing in these Terms transfers any of that to the Tenant.

What the Tenant must not do

Except to the extent mandatory law expressly permits, the Tenant must not:

• reverse-engineer, decompile, or disassemble the platform;
• copy, sublicense, sell, rent, or lease access to it;
• create derivative works from it; or
• remove or obscure any proprietary notices.

All rights not expressly granted in these Terms are reserved by Oberix.

Acceptable use

Beyond protecting our IP, we expect the platform itself to be used responsibly. The Tenant and its Authorised Users must not:

• use Q-OPTIX for any unlawful purpose, or in breach of any applicable law or regulation;
• upload, store, or share content that the Tenant does not have the right to share, including content that infringes a third party's intellectual property, confidentiality, or privacy rights;
• access, probe, scan, or attempt to access another tenant's data, accounts, or environment;
• circumvent or attempt to circumvent authentication, security controls, role-based access, audit logging, or rate limits;
• interfere with the integrity, availability, or performance of the platform, or with any other tenant's use of it;
• scrape or otherwise extract the platform's code, data, or structure beyond what is reasonably necessary for normal in-app use;
• use the platform to harass, threaten, defame, discriminate against, stalk, or otherwise harm any person;
• send spam or unsolicited commercial communications through the platform;
• use the AI features (including Smart Match, note polishing, and schedule auto-fill) to generate content that infringes third-party rights, or that is misleading, deceptive, defamatory, discriminatory, or unlawful; or
• use the platform, or information obtained from it, to develop, train, or benchmark a competing product or service.

The Tenant must ensure that each Authorised User is aware of, and complies with, these rules, and must promptly notify [Oberix Group Pty Ltd] at info@q-optix.com if it becomes aware of any actual or suspected breach.

Fees, payment, availability, and changes

Fees and billing

Fees, billing frequency, and payment terms are set out in the Tenant's Order Form or Master Service Agreement (together, the "Order"). The Order governs in the event of any conflict with this section.

Renewals

Subscriptions auto-renew for the period stated in the Order unless either party gives notice of non-renewal in accordance with the Order.

Non-payment

[Oberix Group Pty Ltd] may suspend access to the service for non-payment after providing reasonable written notice to the Tenant. Suspension does not relieve the Tenant of accrued payment obligations.

Availability

The service is provided on a best-efforts basis. No specific uptime, response time, or service level is guaranteed except as expressly stated in the Order. Where reasonably possible, planned maintenance will be notified in advance to Tenant admins.

Changes to the service

Oberix may add, modify, or remove features over time. Material changes will be communicated by email to Tenant admins.

Third-party dependencies

Some features rely on services provided by third parties, including:

• Google Maps;
• Gemini AI (accessed via Google Cloud Run);
• Pronto Xi;
• Firebase; and
• Google Workspace.

Oberix is not responsible if any third-party service changes its terms, is deprecated, becomes unavailable, or otherwise affects the operation of dependent features. Oberix will act in good faith to minimise disruption and, where practical, find suitable alternatives.

Questions

Billing and availability queries should be directed to info@q-optix.com.

Suspension, termination, and what happens to your data

Oberix may suspend or terminate the Tenant's access to Q-OPTIX where any of the following occur:

• material breach of these Terms that is not cured within a reasonable period after written notice;
• non-payment of fees after the notice period set out in the Fees section;
• a security risk to the platform or to other tenants;
• a lawful request from a regulator or a court order; or
• sustained or repeated breaches of the acceptable use rules above.

Where practicable, Oberix will give notice before suspension. Where the risk is immediate (for example, an active security threat), Oberix may suspend first and notify the Tenant promptly afterwards. The Tenant may terminate in accordance with the cancellation terms set out in the Order.

On termination, the following applies to Tenant Data:

• For a period of [30 days] after termination, Oberix will make Tenant Data available for export in a reasonable, machine-readable format.
• After that export window closes, Oberix will delete Tenant Data from active production systems within [90 days].
• Deletion is subject to lawful retention requirements that apply to either party. This includes Australian payroll, tax, and Work Health and Safety recordkeeping obligations that the Tenant remains responsible for as employer.
• Audit logs, security event records, and aggregated or de-identified data may be retained for longer periods for compliance, dispute resolution, and platform-security purposes.

Suspension or termination does not relieve the Tenant of fees accrued up to the effective date, and does not affect any rights or obligations that are expressed to survive termination.

Liability, indemnification, governing law, and contact

To the extent permitted by law, the platform is provided "as is" and "as available". Oberix excludes all implied warranties, conditions, and guarantees not expressly set out in these Terms.

Oberix's aggregate liability to the Tenant under or in connection with these Terms is capped at the fees paid by the Tenant to Oberix in the 12 months immediately before the event giving rise to the claim. To the maximum extent permitted by law, Oberix is not liable for:

• indirect, consequential, special, or incidental loss;
• loss of profits, revenue, goodwill, or anticipated savings;
• loss or corruption of data, beyond what is recoverable from current backups; and
• losses arising from third-party services, networks, or acts outside Oberix's reasonable control.

The Tenant indemnifies Oberix against third-party claims, losses, and reasonable legal costs arising from:

• the Tenant's content or data on the platform;
• the Tenant's (or its Authorised Users') breach of these Terms; or
• unlawful or unauthorised use of the platform by the Tenant or its Authorised Users.

Nothing in these Terms excludes, restricts, or modifies any statutory consumer guarantee or right that cannot lawfully be excluded, including under the Australian Consumer Law where it applies. The Tenant also acknowledges that, as disclosed in the Privacy Policy, Oberix super-admin personnel may access Tenant data for support, security, and platform-operation purposes, and nothing in these Terms is intended to contradict or narrow that disclosure.

These Terms are governed by the laws of [New South Wales], Australia. The parties submit to the non-exclusive jurisdiction of the courts of that State.

Oberix may update these Terms from time to time. Material changes will be notified to Tenant admins by email and posted on this page before they take effect.

Contact: info@q-optix.com. Post: [Oberix Group Pty Ltd], [registered address].

Last updated

1 June 2026