Terms of Service

1. Definitions

In these Terms:

• “WeaverMind”, “we”, “us”, “our” means [insert legal entity name and ABN], the developer and supplier of the Appliance.
• “Client”, “you”, “your” means the business or organisation that purchases or licenses the Appliance from WeaverMind.
• “Appliance” means the physical hardware and pre-installed WeaverMind software supplied to, or set up for, the Client.
• “Service” means the WeaverMind AI assistant software running on the Appliance.
• “User” means any individual authorised by the Client to use the Service, such as the Client's employees or contractors.
• “License Server” means WeaverMind's remote server used only to validate the Appliance's licence key.
• “Content” means any document, file, or data the Client or its Users upload to, or generate using, the Appliance, including chat queries and answers.

2. Nature of the Service

2.1 The Appliance is a self-hosted product. It is installed on hardware located at the Client's premises and inside the Client's own network.

2.2 Other than the licence validation call described in clause 2.3, the Appliance operates without any connection to the internet or to WeaverMind's own systems (it is “air-gapped”). WeaverMind does not receive, store, or have access to any Content, chat queries, answers, or User personal information processed on the Appliance.

2.3 In production mode, the Appliance periodically contacts the License Server to validate the licence key and confirm the subscription is current. This call transmits licence key material, licence status, and basic machine diagnostics only it does not transmit Content, chat history, or personal information about Users. This call may be disabled in demonstration or evaluation mode.

2.4 WeaverMind's ability to monitor the Service is limited to the licence and telemetry channel described above. WeaverMind does not monitor, review, or have visibility of Content, chat queries, or the query audit log these exist only on the Client's own Appliance and are visible only to the Client's own administrators. This clause, rather than any generic website terms of use, governs how the Service is monitored.

3. Installation and Initial Setup

3.1 On initial purchase, WeaverMind will supply and/or configure the physical hardware for the Appliance, install the software, and have a technician attend (in person or remotely) to set the system up and confirm that it is operating correctly.

3.2 The technician's role is limited to hardware setup, software installation and configuration, and guiding the Client's administrator through the process of uploading the Client's own documents into the Appliance. WeaverMind does not select, review, upload, or otherwise handle the Client's Content on the Client's behalf the Client's own administrator is responsible for uploading and organising Content.

3.3 Reinstalling, migrating, or upgrading the Appliance may require a factory reset of the hardware, which will erase all locally stored Content, chat history, vectors, and configuration. The Client is solely responsible for maintaining its own backups of Content before any reinstall, migration, or upgrade proceeds. WeaverMind is not responsible for Content lost as a result of a factory reset that the Client requested or agreed to, or that resulted from the Client's failure to maintain adequate backups.

4. Use of the Client's Own Hardware

4.1 The Client may elect to run the Appliance on hardware it already owns, rather than hardware supplied by WeaverMind.

4.2 Where the Client uses its own hardware: (a) WeaverMind does not warrant the performance, compatibility, or reliability of the Service on that hardware; and (b) WeaverMind is not responsible for any pre-existing malicious software, compromised components, or vulnerabilities on that hardware, as it is not new equipment supplied and set up by WeaverMind.

5. Client Responsibilities and Acceptable Use

5.1 The Client is responsible for governing how its Users use the Service, including assigning appropriate access, clearance levels, and departmental permissions.

5.2 The Client must ensure its Users do not:

• upload, or seek to extract, content they are not authorised to access;
• attempt to access another department's or User's data, or any content above their assigned clearance level;
• attempt to circumvent access controls or security features, including by prompt injection or other manipulation;
• use the Service to violate any law, including data-protection and confidentiality obligations; or use the Service to harass, defame, or otherwise harm others

5.3 The Service includes automated safeguards (such as blocked-word and injection-pattern detection) and a query audit log that the Client's own administrators may review. These tools operate entirely on the Appliance; WeaverMind has no access to them or to the data they record.

5.4 The Client is responsible for its own Users' conduct and for any misuse of access within the Client's organisation for example, a staff member uploading information to the wrong department's knowledge base, or accessing information they were not meant to see. Because WeaverMind has no access to Content, WeaverMind cannot detect, retrieve, remove, or otherwise remediate such misuse, and is not liable for it.

6. Content, Ownership, and Copyright

6.1 All Content remains the property of the Client. WeaverMind claims no ownership of, or rights in, Content, and has no access to it.

6.2 The Client is solely responsible for ensuring it has the right to upload and use any Content on the Appliance, including compliance with copyright and other intellectual property laws. As WeaverMind has no visibility over Content, WeaverMind is not responsible for, and takes no position on, whether any Content infringes a third party's rights that is a matter for the Client.

6.3 The Service generates answers only from Content the Client has uploaded. Answers may be incomplete, inaccurate, or unsuitable, and must not be relied upon as legal, medical, financial, or other professional advice without independent verification.

6.4 Answer quality and volume of Content: the quality, accuracy, and usefulness of the Service's answers depends on the amount and quality of Content the Client has uploaded. As general guidance, providing more relevant Content typically allows the underlying model to give better and more accurate answers, while a limited knowledge base may result in less helpful or less accurate answers. This is a recommendation only it is not a guarantee, and WeaverMind does not warrant any particular level of performance or accuracy based on the volume of Content the Client chooses to upload.

7. Accessibility

7.1 WeaverMind does not warrant that the Service meets any particular accessibility standard (for example, screen-reader compatibility, text-to-speech, or verbal assistance features). WeaverMind may release accessibility-related features in future, and this clause will be updated to reflect them when it does.

7.2 As the Client is the employer providing the Service to its own Users, the Client is responsible for informing its Users of any accessibility limitations and for making its own arrangements to accommodate Users who require them. The Client acknowledges this allocation of responsibility and agrees that WeaverMind is not liable for any accessibility-related claim brought by a User or third party against the Client.

8. Fees, Invoicing and Payment

8.1 Fees are set out in the Client's order form or quote and are payable in accordance with the applicable invoicing period.

8.2 Payment must be made by BPay or direct bank transfer only, in order to limit exposure to online payment fraud and network-based threats. WeaverMind may introduce additional payment methods in future; any such change will be reflected in an updated version of these Terms (and, where relevant, the Privacy Policy).

8.3 If an invoice is not paid by its due date, WeaverMind may progressively limit features and reduce the Service's AI usage or performance. If payment remains outstanding more than seven (7) days after the due date, WeaverMind may suspend the Service entirely. To restore the Service, the Client must contact finance@weavermind.com to resolve the outstanding balance.

8.4 Any limitation or suspension of the Service under this clause is enforced only through the licence validation channel described in clause 2.3. No Content, chat history, or User personal information ever leaves the Appliance or the Client's network as part of this process.

9. Refunds and Cancellations

9.1 Nothing in this clause 9 limits any right the Client may have to a refund, repair, or replacement under a consumer guarantee in the Australian Consumer Law (ACL) that cannot be excluded for example, for a major failure in the Service.

9.2 Where a refund is approved under this clause, it will always be paid back to the same BPay biller reference or bank account from which WeaverMind received the original payment. WeaverMind does not issue refunds to a different account, card, or payment method, in order to reduce the risk of payment fraud.

9.3 Setup fee: the one-off setup fee covers installation, configuration, and the Appliance hardware that the Client keeps (see clause 13.3 on termination). Once installation is complete, the setup fee is non-refundable, other than as required by the ACL.

9.4 Cooling-off period: a Client may cancel within [14] days of the Appliance being installed and request a refund of any subscription fees already paid for that period (not including the setup fee, which is dealt with under clause 9.3). The Appliance hardware is not required to be returned, as it was purchased outright under the setup fee.

9.5 Monthly plans: monthly subscription fees are charged in advance for the month ahead. If the Client cancels a monthly plan, the Service continues until the end of the period already paid for, and no partial refund is given for the remaining days of that month billing simply stops from the next cycle.

9.6 Annual plans: annual subscription fees are charged in advance for the 12-month term. If the Client cancels an annual plan partway through the term, WeaverMind may, at its discretion, refund a pro-rata amount for whole unused months remaining in the term, less (a) the value of any discount applied for choosing an annual rather than monthly plan, and (b) the setup fee. No refund is available under this clause where cancellation follows the Client's breach of these Terms.

9.7 Trials: no fee is charged for a free trial, so no refund arises from cancelling one. Where a paid trial is offered, the trial fee is refundable only if the Client cancels within the trial period and before it converts to a paid plan.

9.8 Promotional and early-adopter offers: plans purchased under a promotional, discounted, or “early adopter” offer are provided on the price and terms stated in that specific offer. Unless that offer expressly says otherwise, such plans are not refundable beyond any entitlement that cannot be excluded under the ACL, reflecting the discounted pricing already given under the offer.

9.9 How to request a refund: The Client may request a refund by emailing finance@weavermind.com with the relevant invoice number and confirmation of the BPay/bank account used to pay. WeaverMind will assess the request against this clause 9 and, where approved, process payment within 2 - 6 business days.

10. Upgrades and Plan Changes

10.1 Where the Client upgrades its subscription, model tier, or hardware, WeaverMind's role is limited to upgrading the physical hardware (where applicable) and the licence entitlement.

10.2 Content already stored on the Appliance is not accessed, copied, transmitted, or otherwise touched by WeaverMind as part of an upgrade. It remains local to the Appliance throughout.

11. Support and Service Requests

11.1 WeaverMind will use reasonable efforts to respond to support tickets in a timely manner, having regard to the severity of the issue and any data-security risk involved.

11.2 Depending on the nature of the issue, WeaverMind may request photographic evidence of a hardware fault, or arrange an on-site technician call-out to assess the issue.

11.3 The Client's administrators and IT staff are strongly advised to send only non-sensitive photographs, and to prefer booking an on-site call-out over transmitting images where the issue might reveal Content or other sensitive material, in order to reduce security risk. WeaverMind is not responsible for the Client's decision to transmit sensitive material to WeaverMind outside of this recommendation.

12. Hardware Faults, Replacement, and Security Incidents

12.1 WeaverMind is responsible for supplying and correctly setting up the Appliance's hardware at the time of initial purchase.

12.2 After initial setup, day-to-day monitoring of the physical and network security of the Appliance. For example, preventing the connection of unauthorised or malicious removable media such as USB drives is the Client's responsibility.

12.3 Where hardware supplied by WeaverMind is later found to be faulty, or the Client upgrades its plan and elects to upgrade the hardware, WeaverMind will provide a replacement or upgraded unit. This clause does not extend to damage, compromise, or faults caused by the Client's use of its own hardware (see clause 4), or by security incidents occurring after initial setup that were within the Client's control.

13. Termination

13.1 Either party may terminate the arrangement in accordance with the agreed contract term, or on reasonable written notice. WeaverMind may suspend or terminate access immediately where required by law, for security reasons, or for material breach of these Terms.

13.2 On termination, WeaverMind will remove the WeaverMind software from the Appliance if requested. Because Content is stored only locally, it is never transmitted to, or retained by, WeaverMind on termination it simply remains with the Client to deal with as it sees fit.

13.3 The Client retains the physical Appliance hardware on termination, as it was purchased outright as part of the initial setup fee.

14. Intellectual Property

14.1 The WeaverMind software, and all associated intellectual property, remains the property of WeaverMind and/or its licensors. Nothing in these Terms transfers any ownership of the software to the Client.

14.2 Content uploaded by the Client remains the Client's property at all times, subject to clause 6.

15. Warranties and Disclaimers

15.1 The Service is provided “as is” and “as available.” To the maximum extent permitted by law, WeaverMind excludes all warranties, express or implied, other than those which cannot be excluded under the Australian Consumer Law (ACL).

15.2 Nothing in these Terms excludes, restricts, or modifies any consumer guarantee, right, or remedy conferred by the ACL, or by any other law, that cannot lawfully be excluded, restricted, or modified.

15.3 For the avoidance of doubt, a shortfall in the Service's performance that results from a limited amount of Content being uploaded, as described in clause 6.4, is not a defect in the Service and does not, of itself, give rise to a warranty or refund claim.

16. Limitation of Liability

16.1 To the maximum extent permitted by law, and subject to clause 15.2, WeaverMind's total liability arising out of or in connection with these Terms or the Service (whether in contract, tort, or otherwise) is limited to the total contract value paid by the Client plus the initial setup fee.

16.2 To the maximum extent permitted by law, WeaverMind is not liable for any indirect, special, or consequential loss, including loss of data, loss of profits, or loss arising from reliance on an AI-generated answer.

17. Indemnity

17.1 The Client indemnifies WeaverMind against any claim, loss, or liability arising from: (a) the Client's or its Users' breach of these Terms; (b) Content uploaded by the Client, including any infringement of third-party intellectual property rights; (c) misuse of the Service by the Client's Users; or (d) security incidents arising from the Client's own hardware, or occurring after initial setup, that were within the Client's control.

18. Confidentiality

18.1 Each party will keep confidential any non-public information of the other party disclosed in connection with these Terms, and will use it only for the purposes of the parties' arrangement.

19. Governing Law

19.1 These Terms are governed by the laws of New South Wales, Australia, and the parties submit to the non-exclusive jurisdiction of the courts of New South Wales.

20. Changes to these Terms

20.1 WeaverMind may update these Terms from time to time, including to reflect new payment methods, accessibility features, refund terms, or product changes. The current version will be made available to the Client, and continued use of the Service after changes take effect constitutes acceptance of the updated Terms.