Effective Date: September 15, 2026
1. Acceptance of Terms
These Terms of Service (“Terms”) govern your access to and use of the warehouse management software platform provided by Polyphase Software Systems (ABN 13 265 393 499, sole trader) (“we”, “us”, “our”) (the “Platform”), and this website. By creating an account, subscribing to, or otherwise using the Platform, you (“you”, “Customer”) agree to be bound by these Terms. If you are agreeing on behalf of a business, you confirm you have authority to bind that business, and “you” refers to that business.
2. The Service
Polyphase provides a cloud-based, single-tenant warehouse management system, including inventory, order, and fulfilment management, with optional third-party integrations (including Shopify) that you may choose to connect. We may add, change, or discontinue features of the Platform from time to time, and will give reasonable notice of any change that materially reduces the Platform’s functionality.
3. Accounts
You must provide accurate registration information and keep it up to date. You are responsible for maintaining the confidentiality of your account credentials and for all activity under your account, and must notify us promptly of any unauthorised use. Multi-factor authentication may be required for certain account types.
4. Subscription, Fees, and Billing
- The Platform is offered on a paid subscription basis, billed through our payment processor, Stripe.
- A one-time setup fee (currently $149) applies to new subscriptions, charged at signup before your trial starts. This covers the dedicated infrastructure (database cluster, etc.) provisioned for your account – it does not cover data setup such as loading your stock, SKUs, or locations, which you do yourself in the Platform. The setup fee is charged regardless of whether you continue past the trial, and is non-refundable once your infrastructure has been provisioned (which normally happens within minutes of payment); if provisioning fails on our end before that happens, we will refund the fee.
- We may offer a free trial period (currently 14 days) to new subscribers. Unless you cancel before the trial ends, your subscription will automatically convert to a paid plan and be billed to your nominated payment method. The trial applies to the monthly subscription fee only, not the setup fee above.
- Prices are stated in Australian dollars. We are not currently registered for GST, so no GST is added to the prices shown.
- We may change our subscription fees, but we will give you at least 30 days’ notice of any price increase before it takes effect on your next billing cycle, and you may cancel before the increase applies.
- If a payment fails, we may follow a reasonable process of retry attempts and reminder notices before suspending or cancelling your subscription for non-payment.
5. Your Data
- You retain all ownership rights in the data you input into the Platform, including any information about your own customers, staff, or business (“Customer Data”).
- We act as your service provider in relation to Customer Data: we will only access, use, or disclose it to provide and support the Platform, at your direction, or as required by law, and we will keep it confidential.
- You are responsible for ensuring you have the right to provide any personal information you upload to the Platform, and for your own compliance with the Privacy Act 1988 (Cth) and any other applicable law in respect of that data.
- We implement reasonable technical and organisational security measures to protect Customer Data, including per-customer database isolation, encryption of sensitive credentials, and access controls, as described in our Privacy Policy.
- On request, or on termination of your subscription, you may export your Customer Data before we delete or de-identify it: for at least 30 days if you were a paying subscriber, or 14 days if you cancel or your account lapses during a free trial without converting to a paid subscription, unless we are required by law to retain it longer.
6. Acceptable Use
You must not use the Platform to break any law; infringe anyone’s intellectual property or privacy rights; upload malicious code; attempt to gain unauthorised access to our systems or another customer’s data; or interfere with the proper operation of the Platform. Where you connect a third-party service such as Shopify, you remain responsible for complying with that provider’s own terms.
7. Intellectual Property
We (or our licensors) own all rights in the Platform, including its software, design, and branding. Subject to your compliance with these Terms and payment of applicable fees, we grant you a non-exclusive, non-transferable licence to use the Platform for your internal business purposes during your subscription term.
8. Third-Party Services
The Platform can integrate with third-party services you choose to connect, such as Shopify and Stripe. Those services are governed by their own terms and privacy policies, and we are not responsible for their acts, omissions, or availability.
9. Availability and Support
We aim to keep the Platform available and will give reasonable notice of planned maintenance where practical, but we do not guarantee uninterrupted or error-free operation unless a specific service level is separately agreed in writing. Support is available at support@polyphasesystems.com.
10. Warranties
Nothing in these Terms excludes, restricts, or modifies any consumer guarantee, right, or remedy conferred on you under the Australian Consumer Law, or any other law, that cannot lawfully be excluded, restricted, or modified. Subject to that, the Platform is provided “as is” and “as available”, and to the maximum extent permitted by law we exclude all other warranties, express or implied.
11. Liability
To the maximum extent permitted by law, and subject to section 10:
- our total liability to you arising out of or in connection with these Terms or the Platform is limited to the total subscription fees you paid us in the 12 months before the event giving rise to the claim; and
- neither party is liable to the other for indirect, special, or consequential loss, or loss of profits, revenue, or data,
except where liability arises from a party’s fraud, wilful misconduct, or breach of confidentiality obligations, or in respect of consumer guarantees that cannot be excluded under the Australian Consumer Law.
12. Indemnity
Each party agrees to indemnify the other against direct losses, liabilities, and reasonable costs arising from that party’s breach of these Terms, unlawful conduct, or (in your case) Customer Data that infringes a third party’s rights, except to the extent caused by the other party’s own breach or negligence.
13. Suspension and Termination
- You may cancel your subscription at any time, effective at the end of your current billing period.
- We may suspend or terminate your access for non-payment, after reasonable notice and opportunity to remedy, material breach of these Terms, or unlawful use of the Platform.
- Either party may terminate for convenience on 30 days’ written notice.
- On termination, section 5 (export/deletion of Customer Data) applies, and you remain liable for fees accrued up to the termination date.
14. Changes to These Terms
We may update these Terms from time to time. We will give you at least 30 days’ notice of any material change, such as by email or an in-app notice, before it takes effect, and if you don’t agree, you may cancel your subscription before the change applies. Continued use of the Platform after a change takes effect means you accept the updated Terms.
15. Confidentiality
Each party must keep the other’s confidential business information confidential, and only use it to perform its obligations under these Terms.
16. Governing Law
These Terms are governed by the laws of Queensland, Australia, and each party submits to the non-exclusive jurisdiction of the courts of Queensland.
17. General
If any part of these Terms is found unenforceable, the rest continues to apply. These Terms, together with our Privacy Policy, form the entire agreement between us regarding the Platform. You may not assign these Terms without our consent; we may assign them in connection with a transfer of our business, provided your rights are not materially reduced.
18. Contact Us
Polyphase Software Systems (ABN 13 265 393 499)
29-49 Varsity Parade, Varsity Lakes QLD 4227
support@polyphasesystems.com or info@polyphasesystems.com