1. Acceptance of Terms
By accessing or using FirstAidLog ("the Service"), operated by FirstAidLog Pty Ltd ("we", "us", "our"), you agree to be bound by these Terms of Service. If you do not agree, do not use the Service.
These terms apply to all users, including individual first aiders, inspectors, organisation administrators, and viewers.
2. Description of Service
FirstAidLog is a first aid kit management platform that provides:
- Kit inventory tracking with expiry monitoring and low-stock alerts
- Workplace incident reporting aligned with Australian WHS regulations
- Inspection scheduling and compliance certificate generation
- Training record management and certificate verification
- Organisation-based access control with role-based permissions
- Real-time collaboration and offline data synchronisation
- Analytics, forecasting, and CSV/PDF exports
- Template marketplace with pre-built kit templates from major Australian brands
- QR code label generation for physical kit identification
- Public inspector directory for connecting organisations with qualified inspectors
- Third-party accounting integrations (Xero, with QuickBooks Online marked as coming soon)
3. Accounts & Registration
You must register an account to use the Service. During registration, you must review and accept the Terms of Service, Privacy Policy, and Privacy Collection Notice before your account is created. You agree to:
- Provide accurate, current, and complete registration information
- Accept the Terms of Service, Privacy Policy, and Collection Notice at signup
- Maintain the security of your password and account credentials
- Accept responsibility for all activity under your account
- Notify us immediately of any unauthorised access
Your consent to these documents is recorded with a timestamp at the time of registration. We reserve the right to suspend or terminate accounts that violate these terms or remain inactive for more than 12 months.
4. Subscription Plans & Billing
The Service offers tiered subscription plans (Solo, Inspector, Pro, Business, Enterprise) with seat-based pricing. Details are available on our Pricing page.
- Free trial: All plans include a 14-day free trial. No credit card required to start.
- Paid plans: Billed monthly or annually. Prices are in AUD and include GST where applicable.
- Upgrades & downgrades: Take effect immediately. Pro-rated adjustments apply.
- Cancellation: You may cancel at any time. Access continues until the end of the current billing period.
- Refunds: We do not provide refunds for partial billing periods, except as required by Australian Consumer Law.
5. Acceptable Use
You agree not to:
- Use the Service for any unlawful purpose or in violation of any applicable laws
- Upload malicious content, malware, or attempt to compromise system security
- Attempt to access other users' accounts or organisation data without authorisation
- Use automated tools to scrape, crawl, or mine data from the Service
- Resell, sublicense, or redistribute access to the Service without written consent
- Interfere with or disrupt the integrity or performance of the Service
6. Data Ownership & Licence
Your data: You retain full ownership of all data you input into the Service, including kit inventories, incident reports, inspection records, and training records.
Our licence: You grant us a limited, non-exclusive licence to store, process, and display your data solely for the purpose of providing the Service to you.
Data export: You may export your data at any time via the CSV and PDF export features. Upon account termination, we will retain your data for 30 days before permanent deletion, unless you request earlier deletion.
7. Compliance Disclaimer
Important: FirstAidLog is a management tool designed to assist with first aid kit compliance and workplace health and safety (WHS) obligations. It does not constitute legal, medical, or workplace health and safety advice.
- The WHS compliance engine provides guidance based on publicly available regulatory information from Safe Work Australia, SafeWork NSW, WorkSafe Victoria, WorkSafe Queensland, WorkSafe WA, SafeWork SA, WorkSafe Tasmania, WorkSafe ACT, and NT WorkSafe. It does not replace professional legal advice or formal regulator guidance.
- Compliance scores, first-aider ratio calculations, and regulatory references are informational aids. Users must independently verify requirements against current legislation and Codes of Practice applicable to their jurisdiction.
- Regulations are subject to change. While we endeavour to keep regulatory data current, we cannot guarantee that all rule changes have been incorporated at any given time. The effective date and last-reviewed date of each rule set are displayed in the application.
- Notifiable incident assessments are guidance only. Users are solely responsible for determining whether an incident must be reported to their state or territory WHS regulator and for making any required notifications within the legislated timeframes.
- Compliance certificates and audit reports generated by the Service are informational and do not replace formal regulatory inspections or audits.
- Incident reports are record-keeping aids and do not replace mandatory notifications to SafeWork Australia or state regulators.
- You are solely responsible for ensuring your workplace complies with the Work Health and Safety Act 2011, the WHS Regulations, and the First Aid in the Workplace Code of Practice applicable to your jurisdiction.
- The tool operator and software provider accept no liability for decisions made based on compliance scores, regulatory references, or audit reports produced by the Service. Users are responsible for verifying accuracy against regulator updates.
8. Service Availability
We aim for 99.9% uptime but do not guarantee uninterrupted availability. The Service includes offline functionality to mitigate connectivity issues. We are not liable for data loss caused by:
- Internet connectivity failures
- Device storage limitations
- Third-party service outages (Supabase, Vercel, Sentry)
- Scheduled maintenance (we will provide reasonable advance notice)
9. Limitation of Liability
To the maximum extent permitted by Australian law, FirstAidLog Pty Ltd shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including but not limited to loss of profits, data, or business opportunities arising from your use of the Service.
Our total liability for any claim related to the Service shall not exceed the amount you paid us in the 12 months preceding the claim.
Nothing in these terms excludes or limits liability that cannot be excluded under the Australian Consumer Law (Schedule 2 of the Competition and Consumer Act 2010).
9A. Liability Statement & Disclaimer
FirstAidLog is provided "as is" and "as available" without warranties of any kind, whether express or implied, including, but not limited to, implied warranties of merchantability, fitness for a particular purpose, and non-infringement.
No Medical or Professional Advice
The Service is a record-keeping and management tool only. It does not provide medical advice, first aid training, workplace health and safety consulting, or legal guidance. You must not rely solely on the Service for decisions relating to workplace safety, emergency response, or regulatory compliance.
Compliance Responsibility
You acknowledge and agree that:
- It is your sole responsibility to ensure your first aid kits, fire extinguishers, defibrillators, and other safety equipment comply with all applicable Australian Standards (including AS 3745, AS 2444, and the First Aid in the Workplace Code of Practice) and state/territory regulations.
- Inspection reminders, compliance certificates, and alerts generated by the Service are tools to assist you and do not guarantee compliance with any law, regulation, or standard.
- Expiry date tracking for items, batteries, defibrillator pads, fire extinguishers, and certificates is based on the data you enter. FirstAidLog Pty Ltd accepts no liability for incorrect, missing, or outdated data.
- Incident reports submitted through the Service do not replace mandatory reporting obligations under the Work Health and Safety Act 2011 or equivalent state legislation.
Equipment Maintenance
The Service helps you track equipment but does not perform physical inspections, maintenance, or servicing. You must engage qualified professionals for:
- Six-monthly fire extinguisher inspections and five-yearly hydrostatic testing
- Regular AED/defibrillator self-test verification and electrode pad/battery replacement
- First aid kit restocking and disposal of expired supplies
- Any other equipment maintenance required by law or manufacturer recommendations
Indemnification
You agree to indemnify, defend, and hold harmless FirstAidLog Pty Ltd, its directors, employees, and agents from any claims, damages, losses, liabilities, or expenses (including legal fees) arising from:
- Your use or misuse of the Service
- Inaccurate data you enter into the Service
- Your failure to comply with applicable workplace health and safety laws
- Your failure to properly maintain safety equipment
- Any injury or damage resulting from reliance on the Service in place of professional advice
Force Majeure
FirstAidLog Pty Ltd is not liable for any delay or failure in performance caused by circumstances beyond its reasonable control, including natural disasters, pandemics, government actions, power failures, internet outages, or third-party service disruptions.
10. Inspector Directory
The Service includes a public inspector directory where qualified inspectors may opt in to be listed.
- Listing: Inspectors may choose to publish their name, company, states covered, certifications, and a short bio. Listing is voluntary and may be removed at any time via profile settings.
- Contact enquiries: Organisations may submit enquiries to listed inspectors via the directory. Enquiry data (name, email, message) is forwarded to the inspector and stored in our lead management system.
- No endorsement: Listing in the directory does not constitute endorsement, certification, or verification of an inspector's qualifications by FirstAidLog Pty Ltd. Organisations must independently verify inspector credentials.
- Accuracy: Inspectors are responsible for ensuring their directory listing information is accurate and current.
11. Template Marketplace
The Service provides pre-built kit templates based on commercially available first aid kits from third-party brands.
- Brand attribution: Template names and brand references (e.g. FastAid, Brenniston, Trafalgar, AeroKit) are used for identification purposes only. FirstAidLog is not affiliated with, endorsed by, or sponsored by these brands unless otherwise stated.
- Content accuracy: Template contents are based on publicly available product information at the time of creation. We do not guarantee that templates reflect current manufacturer specifications. Users should verify kit contents against the physical product.
- Customisation: Imported templates may be modified by users to match their actual kit contents. FirstAidLog is not responsible for user modifications.
12. Email Communications & Notifications
- Transactional emails: We send essential service emails including welcome messages, inspection reminders, expiry alerts, and incident notifications. These cannot be disabled as they are integral to the Service.
- Lead capture: Certain public tools (compliance calculator, audit tool, inspector directory) collect email addresses for delivering results or facilitating contact. By submitting your email, you consent to receiving the requested information and occasional product updates.
- Marketing: You may opt out of marketing communications at any time via email preferences or by contacting us. Opting out does not affect transactional emails.
- Push notifications: The mobile application may send push notifications for inspection reminders and alerts. These can be managed via your device settings.
13. Third-Party Integrations
The Service offers optional integrations with third-party services:
- Stripe: Payment processing for subscriptions. Governed by Stripe's Terms of Service.
- Xero: Accounting integration via OAuth. We store encrypted access tokens to sync invoice data. Governed by Xero's Terms of Use.
- QuickBooks Online: Marked as coming soon. If enabled in future, it will use OAuth and be governed by Intuit's Terms of Service.
We are not responsible for the availability, accuracy, or security of third-party services. Your use of integrations is subject to both our terms and the third party's terms.
14. QR Code Labels
The Service allows generation of QR code labels for physical kit identification.
- QR codes link to kit records within the Service. No personal data is embedded in the QR code itself.
- Scanning a QR code requires authentication to access kit data — public scanning does not expose any information.
- You are responsible for the physical placement and maintenance of printed labels.
15. Admin Access Grants
Organisation administrators may grant access to other users (inspectors, first aiders, viewers) at various permission levels.
- Access control: Admins control what data each role can view, create, or modify within the organisation.
- Audit trail: All access grants, role changes, and data access events are logged for accountability.
- Privacy: Admins are responsible for ensuring access grants comply with their organisation's privacy obligations under the Privacy Act 1988 and applicable state legislation.
16. Intellectual Property
The Service, including its design, code, branding, and documentation, is the intellectual property of FirstAidLog Pty Ltd. You may not copy, modify, distribute, or reverse-engineer any part of the Service without written consent.
17. Termination
We may suspend or terminate your access if you breach these terms, with or without notice. Upon termination:
- Your right to use the Service ceases immediately
- We will retain your data for 30 days (export window), then permanently delete it
- Outstanding fees remain payable
18. Changes to Terms
We may update these terms from time to time. Material changes will be communicated via email or an in-app notice at least 14 days before taking effect. Continued use after changes constitutes acceptance.
19. Governing Law
These terms are governed by the laws of Queensland, Australia. Disputes shall be resolved in the courts of Queensland. Before initiating legal proceedings, both parties agree to attempt resolution in good faith within 30 days.
20. Contact
For questions about these terms, contact us at:
Email: legal@firstaidlog.com
Post: FirstAidLog Pty Ltd, Queensland, Australia