Rayvice — Terms & Conditions

Effective date: To be confirmed at launch

Version: 1.1 (Pre-launch draft — not legal advice)

Service: Rayvice (https://rayvice.com) — billing, rate-splitting and compliance software for independent Australian NDIS sole traders.

Operated by: Md Sartaj Alam (sole trader, India)

Contact: support@rayvice.com

1. What this agreement is

1.1. These Terms & Conditions ("Terms") are an agreement between you (the user, "you") and the Rayvice operator ("we", "us") for your use of the Rayvice website, app and service ("Service").

1.2. By creating an account and accepting these Terms, you agree to be bound by them and acknowledge that you have read the Rayvice Privacy Policy.

1.3. You confirm that you are 18 years or older and that you are eligible to operate the business for which you use Rayvice.

1.4. If you use Rayvice on behalf of a business or another person, you confirm that you have authority to accept these Terms on their behalf.

2. What the Service does (and does not do)

2.1. Rayvice is designed for independent NDIS sole traders (support workers, carers, cleaners, allied-health assistants and similar). It provides:

• Shift logging with automatic NDIS rate-splitting (day / evening / weekend / public-holiday / travel rules);
• Pre-Flight Auto-Rejection Shield checks before an invoice is generated;
• Australian NDIS tax invoice PDF generation and direct email dispatch to Plan Managers or other recipients specified by you;
• PRODA-compatible CSV export (Pro plan);
• Dashboard, budget tracking and team management (Owner / Office Manager / Technician roles).

2.2. Rayvice is not itself an NDIS-registered provider, Plan Manager, accountant or legal advisor. Rayvice provides software tools only. You remain responsible for complying with NDIS rules, applicable price limits/caps, tax obligations and any professional advice you require.

2.3. The Service is intended for use across Australia. Public-holiday and timezone rules are applied according to the relevant business state/configuration used by the Service.

2.4. Rayvice does not guarantee that an invoice will be accepted by a Plan Manager, the NDIA or any other recipient. Automated checks and rate calculations are tools to assist you; you remain responsible for reviewing information before submission.

3. Account, trial and eligibility

3.1. When you register, your business account is created and you become its Owner. An Owner may invite team members such as an Office Manager or Technician.

3.2. Every new business currently receives a 9-day free trial — no credit card required:

• 1 active participant;
• 5 shifts (auto-split testing);
• 2 test invoices (with the Shield);
• 3 voice transcriptions, subject to the feature being enabled.

3.3. One trial per person/business. Creating multiple trial accounts to avoid limits is prohibited.

3.4. Keep your login credentials confidential. You are responsible for activity under your account except to the extent caused by Rayvice's own failure to meet applicable legal obligations.

3.5. Rayvice may require verification or suspend access where reasonably necessary for security, fraud prevention, abuse prevention or legal compliance.

4. Subscription, billing and cancellations

4.1. Paid plans (prices in AUD, inclusive of GST where applicable):

• Starter — $24 AUD/month: up to 5 active participants, up to 20 invoices per month, no Voice AI.
• Pro — $44 AUD/month: unlimited participants and invoices, Voice AI when enabled, PRODA export.

4.2. Payments are processed by Paddle. Rayvice does not store your payment-card number; Paddle's own terms and privacy practices apply to payment processing.

4.3. Moving from one paid plan to another (Starter → Pro) may charge the applicable prorated difference to your saved payment method, after the app asks for your confirmation.

4.4. Downgrades are currently not available (Pro → Starter). If you need to move down, you may cancel the current subscription and subscribe again if the Starter plan is available at that time.

4.5. Cancellation and refunds: Subscription fees are generally non-refundable for cancellation, change of mind or unused time during a paid billing period. This does not limit or exclude any refund, replacement, cancellation right, consumer guarantee, statutory remedy or other right that cannot lawfully be excluded or limited under applicable law.

4.6. If you cancel:

• Paid features continue until the end of the current paid period, unless applicable law requires otherwise;
• After that, the account may become read-only and return to the applicable free/trial-level access;
• Existing data may remain visible according to the retention rules in the Privacy Policy;
• Full paid access returns when you subscribe again, subject to the then-current plan and pricing.

4.7. If a payment fails, the account may enter a past-due or restricted state until payment is successfully cleared.

5. Acceptable use — what is prohibited

5.1. Use the Service only for lawful business purposes and in accordance with applicable NDIS, privacy, tax and other laws.

5.2. Prohibited activities include:

• entering knowingly false or misleading participant, shift, invoice or billing data;
• using another person's account without authorisation;
• attempting to gain unauthorised access to the Service or another customer's data;
• hacking, reverse-engineering or attempting to circumvent technical protections, except where a right to do so cannot lawfully be excluded;
• sending spam or unlawful content through the Service;
• infringing another person's rights;
• overloading, attacking or disrupting Rayvice systems;
• creating multiple accounts or trials to circumvent plan limits.

5.3. Breaches may lead to suspension or termination under Section 10, subject to applicable law.

6. Your responsibility — NDIS and billing compliance

6.1. You are responsible for entering accurate NDIS price limits/caps, support-item codes, shift times, travel kilometres, ABN, BSB/account details and Plan Manager or other recipient information.

6.2. The Pre-Flight Shield and automatic rate-splitting are assistance tools, not guarantees. A "compliant" or accepted Shield result does not guarantee that a Plan Manager, the NDIA or another recipient will accept an invoice or claim.

6.3. You remain responsible for reviewing invoices and claims before dispatch or submission and for ensuring that your records support the amounts claimed.

6.4. NDIS price guides, rules and limits can change. Rayvice may update its catalogue and calculations, but you remain responsible for checking the applicable requirements before relying on an invoice or claim.

6.5. Rayvice does not provide legal, tax, accounting or individual NDIS compliance advice.

7. Voice AI (currently OFF — clause for the future)

7.1. The voice-to-shift feature is currently disabled.

7.2. Before Voice AI is enabled in production, Rayvice will verify and document the actual transcription/AI providers and data flow. When enabled, voice input may be transcribed and structured to pre-fill a shift form.

7.3. The current product design is that voice-generated information requires user review before a shift is saved. Rayvice will not represent audio/transcripts as being deleted or not logged unless the production implementation actually does so.

7.4. Voice may be included in the Pro plan or a trial quota when enabled.

8. Data, privacy and your content

8.1. Data you enter into Rayvice remains yours, subject to Rayvice's limited rights to host, process, transmit, secure and otherwise handle that data as necessary to provide the Service.

8.2. You grant Rayvice a limited, non-exclusive licence to process your content only as reasonably necessary to operate, secure, support and improve the Service in accordance with the Privacy Policy and these Terms.

8.3. You are responsible for having the authority and any permissions required to enter participant or other third-party information into Rayvice.

8.4. Full details of personal-information handling are in the Privacy Policy.

8.5. Rayvice uses reasonable technical and organisational security measures appropriate to the information it handles. No internet service can guarantee absolute security.

9. Intellectual property

9.1. The Rayvice app, logo, design, rate engine, software and original content are owned by Rayvice or its licensors. You receive a limited, non-exclusive, non-transferable right to use the Service during your subscription or permitted access period.

9.2. You must not copy, reproduce, distribute, sell, sublicense or commercially exploit Rayvice's software, branding or protected content except where permitted by law or with our written permission.

9.3. Nothing in these Terms transfers ownership of your business data or content to Rayvice.

10. Suspension and termination

10.1. You may cancel your subscription at any time through the available account/billing controls. Cancellation takes effect according to Section 4.6.

10.2. We may suspend or terminate an account where reasonably necessary because of:

• serious or repeated Terms breaches;
• fraud or misuse;
• security threats;
• failed or disputed payments;
• legal or regulatory requirements.

10.3. Where practical and appropriate, we will provide notice and an opportunity to resolve the issue. We may act without prior notice where immediate action is reasonably necessary to protect users, systems, security or comply with law.

10.4. On termination, your data is handled according to the Privacy Policy's retention rules. Export available records you need before termination where possible.

11. Liability and disclaimers

11.1. The Service is provided on an "as available" basis. We do not guarantee that it will always be error-free, uninterrupted or compatible with every device, browser, network or third-party system.

11.2. To the maximum extent permitted by applicable law, Rayvice's total liability arising from or relating to the Service is limited to the fees you paid to Rayvice in the 3 months immediately before the event giving rise to the claim.

11.3. To the maximum extent permitted by law, Rayvice is not liable for indirect or consequential loss, loss of profits, loss of business opportunities, or delays or rejections caused by a Plan Manager, NDIA, payment provider, email provider, internet service or other third party.

11.4. Nothing in these Terms excludes, restricts or modifies any right, guarantee, remedy or liability that cannot lawfully be excluded, restricted or modified under applicable law, including applicable Australian Consumer Law protections.

11.5. Nothing in these Terms makes Rayvice responsible for your independent NDIS, tax, accounting or legal obligations.

12. Changes to the Service and Terms

12.1. We may add, change, suspend or remove features, including future features such as Voice AI.

12.2. If these Terms change materially, we will provide reasonable notice through the app, email or another appropriate method where required.

12.3. Changes to pricing or paid-plan features will be announced in advance where required by law or the applicable subscription arrangement.

12.4. The current version of these Terms is always available in the app under Help → Legal and Settings → Legal.

13. Governing law and disputes

13.1. These Terms are governed by the laws of New South Wales, Australia, except to the extent mandatory law applicable to you or Rayvice requires otherwise.

13.2. Before starting formal proceedings, the parties should attempt in good faith to resolve a dispute by contacting the other party and discussing the issue.

13.3. Nothing in this section prevents a party from exercising a statutory right or seeking urgent legal relief where permitted by law.

14. Contact

Questions about these Terms: support@rayvice.com.

Privacy questions: privacy@rayvice.com.