Terms of Service

1. Beta Programme

By accessing or using FoxTrak, you agree to these Terms of Service ("Terms"). If you are using FoxTrak on behalf of a business, you represent that you have authority to bind that entity, and "you" includes that entity.

If you do not agree to these Terms, please do not use FoxTrak.

2. About FoxTrak

FoxTrak is a live job tracking and customer communication platform for trades and service businesses, operated by ACR Systems Pty Ltd ("we", "us", "FoxTrak"), a company incorporated in Victoria, Australia.

The platform enables businesses ("Operators") to:

• Create and manage jobs with step-based progress tracking
• Communicate with end customers via SMS and email
• Create and send quotes and invoices
• Accept payments from customers via connected Stripe accounts
• Collaborate with team members using role-based access controls
• Integrate with third-party services including Xero and Stripe

FoxTrak is accessible via our web application at app.foxtrak.com and our iOS mobile app. These Terms apply to all access methods.

3. Accounts & Access

Registration

To use FoxTrak you must create an account. You agree to provide accurate, current, and complete information and to keep it updated. You must be at least 18 years old to register.

Team Members

Operators may invite team members to their account. The Operator is responsible for all activity by team members under their account, including compliance with these Terms. Team members are assigned one of three roles: Admin, Editor, or Viewer, each with defined permissions.

Account Security

• You are responsible for keeping your credentials secure and confidential.
• You must notify us immediately at hello@foxtrak.com if you suspect any unauthorised access to your account.
• We are not liable for losses resulting from unauthorised account access where you failed to take reasonable precautions.

One Account Per Business

Each FoxTrak account represents a single business entity. Creating multiple accounts to circumvent plan limits is a material breach of these Terms.

4. Subscriptions & Billing

Plans

FoxTrak offers four subscription tiers: Free, Essentials ($19 AUD / $14 USD per month), Professional ($49 AUD / $29 USD per month), and Business ($79 AUD / $54 USD per month). Plan features, inclusions, and limits are described on our pricing page, which may be updated from time to time.

Billing & Renewal

Paid subscriptions are processed through Stripe. By subscribing, you authorise us to charge your nominated payment method on each renewal date.

• Monthly plans renew automatically each calendar month.
• Annual plans are billed upfront for 12 months at a discounted rate (equivalent to approximately two months free). Annual plans renew automatically at the end of each 12-month period.

Free Plan

The Free plan includes up to 3 jobs per month, 1 user, and 25 emails per month sent from a FoxTrak-branded domain. Free plan users do not have access to SMS, customer approvals, feedback features, or team collaboration.

Failed Payments

If a scheduled payment fails, we will notify you and may attempt to retry the charge. After repeated failures, your account may be downgraded to the Free plan. You will retain access to your data throughout any downgrade.

Refunds

Monthly subscriptions are non-refundable for the current billing period. Annual subscriptions may be refunded on a pro-rata basis if requested within 14 days of the annual charge, provided you have not materially used the service in that period. Refund requests should be directed to hello@foxtrak.com.

Price Changes

We reserve the right to change subscription prices. We will provide at least 30 days' advance notice to existing subscribers before any price change takes effect. Continued use after the change takes effect constitutes acceptance of the new pricing.

5. Customer Payments

Operator Stripe Accounts

FoxTrak allows Operators to connect their own Stripe account to accept payments from their end customers in relation to jobs, invoices, and quotes created within the platform. Operators must have their own active Stripe account to use this feature.

FoxTrak is Not a Party to Customer Transactions

When an Operator's customer makes a payment through FoxTrak, the transaction is solely between the Operator and their customer. ACR Systems Pty Ltd is not a party to that transaction and bears no responsibility for disputes, refunds, chargebacks, failed payments, or errors arising from it.

Operator Responsibilities for Payments

Operators who use FoxTrak's payment features are responsible for:

• Complying with Stripe's Terms of Service, acceptable use policies, and all applicable payment industry regulations
• Accurately representing goods and services described in invoices and quotes sent to customers
• Handling all refund requests and chargeback disputes with their customers directly
• Issuing correctly formatted tax invoices where required by law (e.g. GST-compliant invoices in Australia)
• Ensuring all amounts charged to customers are lawful, correctly stated, and consented to
• Maintaining records of customer transactions as required by applicable tax and business law

FoxTrak Subscription Payments

Payments from Operators to ACR Systems Pty Ltd for FoxTrak subscriptions are handled through a separate Stripe integration and are governed by these Terms.

6. SMS & Email Communications

Platform Communications

FoxTrak enables Operators to send SMS messages and emails to their end customers from within the platform. These messages are sent on behalf of the Operator using Twilio (SMS) and SendGrid (email).

Operator Consent Obligations

By using FoxTrak's communication features, Operators warrant that:

• They have obtained all legally required consents from recipients before sending any SMS or email communication.
• All communications comply with the Spam Act 2003 (Cth), the Do Not Call Register Act 2006 (Cth), and applicable laws in each recipient's jurisdiction, including the US CAN-SPAM Act and TCPA where relevant.
• They will honour all opt-out, unsubscribe, and stop requests promptly.
• Communications are accurate, not misleading, and relate to the job or service being delivered to that customer.

SMS Inclusions

SMS sending is available on Professional and Business plans only. Monthly inclusions are:

• Professional: 100 SMS/month (Australia) · 200 SMS/month (United States)
• Business: 300 SMS/month (Australia) · 600 SMS/month (United States)

Unused monthly SMS inclusions do not roll over to the following billing period.

Custom Email Domain

Essentials, Professional, and Business subscribers may configure FoxTrak to send emails from their own domain. Free plan emails are sent from a FoxTrak-branded domain. Operators are responsible for correctly configuring their DNS records and for ensuring their domain is not used to distribute spam or misleading communications.

Communication Logs

FoxTrak logs all SMS and email communications sent through the platform. Logs are available to Operators via the Sent Messages dashboard and are used for record-keeping, dispute resolution, and platform support. Per-channel message content (SMS body, email body, push notification body) is retained alongside recipient and delivery metadata.

Prohibited Communication Content

Communications sent through FoxTrak must not contain:

• Spam, unsolicited commercial messages, or bulk marketing not consented to by recipients
• Abusive, harassing, defamatory, threatening, or discriminatory content
• Phishing links, malware, or fraudulent material
• Content that violates any applicable law or regulation

Violations may result in immediate account suspension and referral to the relevant regulatory authority or telecommunications provider.

7. Jobs, Quotes & Invoices

Jobs

FoxTrak's core feature is step-based job management. Operators create jobs, assign team members, progress jobs through defined steps, and communicate status updates to end customers. Operators are solely responsible for the content, accuracy, and timely completion of jobs created in the platform.

Quotes

Operators may create and send quotes to their customers through FoxTrak. A quote created in FoxTrak is a document between the Operator and their customer only. FoxTrak does not guarantee that any quote constitutes a legally binding contract - Operators are responsible for ensuring their quotes meet applicable legal and contractual requirements in their jurisdiction.

Invoices

Operators may create and send invoices through FoxTrak. Operators are solely responsible for:

• The accuracy of all amounts, line items, descriptions, and tax details
• Compliance with applicable tax obligations, including GST in Australia and sales tax in the United States
• Pursuing payment of outstanding invoices - FoxTrak is not a debt collection service and provides no guarantee of payment
• Maintaining invoice records as required by law

FoxTrak provides tools to create, manage, and send invoices but does not provide accounting, legal, or tax advice. We recommend consulting a qualified accountant or tax advisor for guidance specific to your business.

Data Accuracy

FoxTrak stores and communicates the information you provide. We do not verify or validate the accuracy of job details, quotes, invoices, customer information, or any other content entered by Operators. You are solely responsible for ensuring the accuracy and completeness of all information entered into FoxTrak.

Xero Integration

Professional and Business subscribers may connect FoxTrak to a Xero account to synchronise invoices and quotes. This integration is subject to Xero's own terms of service. FoxTrak is not responsible for errors, sync failures, or discrepancies between FoxTrak records and Xero.

8. Your Data

Ownership

You retain full ownership of all business data, customer data, job records, files, photos, and other content you upload or create within FoxTrak ("Your Content"). We do not claim ownership over Your Content.

Licence to Us

You grant ACR Systems Pty Ltd a limited, non-exclusive, royalty-free licence to store, process, and transmit Your Content solely for the purpose of providing the FoxTrak service to you. We do not use Your Content for advertising, sale to third parties, or any purpose beyond operating the platform.

Customer Data - Operator Responsibilities

As an Operator, you act as a data controller in respect of your end customers' personal information stored in FoxTrak. You are responsible for:

• Having a lawful basis for collecting and processing each customer's personal data
• Complying with the Privacy Act 1988 (Cth) and applicable Australian Privacy Principles, and with any other privacy laws that apply in your customers' jurisdictions
• Notifying your customers about how their data is used, including that it may be transmitted to Twilio or SendGrid when you send them communications
• Responding to your customers' data access and deletion requests

Storage Location

FoxTrak stores data using Google Firebase in the australia-southeast1 region (Sydney, Australia). Files and media are stored in Firebase Cloud Storage in the same region. See our Privacy Policy for complete details.

Data Portability & Export

Operators may export their job and customer data at any time from within the platform (CSV and PDF formats available). On account closure, we will provide a data export on request within 30 days before deletion.

9. Acceptable Use

You agree not to use FoxTrak in any manner that:

• Violates any applicable law, regulation, or third-party right
• Infringes the intellectual property rights of any person or entity
• Involves sending unsolicited commercial messages or spam
• Harasses, abuses, threatens, or harms any individual
• Attempts to reverse-engineer, decompile, or extract source code from FoxTrak
• Uses automated scripts, bots, or scrapers to access or extract data from FoxTrak without written permission
• Introduces viruses, malware, or other malicious or harmful code into the platform
• Attempts to gain unauthorised access to any account, data, or system
• Creates multiple accounts to circumvent Free plan limits
• Impersonates another business, person, or entity
• Interferes with or degrades the performance of the platform for other users

Violations may result in immediate account suspension or termination and may be referred to law enforcement or regulatory authorities.

10. Intellectual Property

FoxTrak IP

All intellectual property in FoxTrak - including the platform software, design, user interface, trademarks, logos, and documentation - is owned by or licensed to ACR Systems Pty Ltd. These Terms do not grant you any rights in our intellectual property beyond a limited, non-transferable licence to use the platform for its intended purpose during your subscription.

Feedback

If you provide feedback, suggestions, bug reports, or ideas about FoxTrak, you grant us an irrevocable, perpetual, worldwide, royalty-free licence to use that feedback to improve the platform. We are not obliged to implement any feedback or compensate you for it.

Your Content

You represent and warrant that you have all rights necessary to upload and use Your Content in FoxTrak, and that doing so does not infringe any third party's intellectual property, privacy, or other rights.

11. Liability & Disclaimers

Service "As Is"

FoxTrak is provided on an "as is" and "as available" basis without warranties of any kind. We do not warrant that the platform will be error-free, uninterrupted, or fit for any particular purpose. During the beta period, no uptime guarantees apply.

Limitation of Liability

To the maximum extent permitted by Australian law, ACR Systems Pty Ltd is not liable for any:

• Indirect, incidental, consequential, special, or punitive loss or damage
• Loss of revenue, profit, customers, data, or business opportunity
• Losses arising from third-party service failures (Stripe, Xero, Twilio, SendGrid, etc.)
• Losses arising from unauthorised access to your account
• Losses arising from inaccurate data entered by you or your team

Our total aggregate liability to you under or in connection with these Terms will not exceed the total fees you paid to ACR Systems Pty Ltd in the 12 months immediately preceding the event giving rise to the claim, or AUD $100, whichever is greater.

Consumer Law

Nothing in these Terms is intended to exclude, restrict, or modify any right or remedy you may have under the Australian Consumer Law that cannot lawfully be excluded or modified by agreement.

Third-Party Services

FoxTrak integrates with third-party providers including Stripe, Twilio, SendGrid, and Xero. We are not responsible for the availability, performance, accuracy, or conduct of these services. Your use of third-party services is governed by their respective terms and privacy policies.

12. Termination

By You

You may close your account at any time via your account settings or by emailing hello@foxtrak.com. Closing your account will stop future billing. Unused subscription time (monthly plans) is non-refundable unless a refund is warranted under Section 4.

By Us

We may suspend or terminate your account with or without notice if:

• You materially or repeatedly breach these Terms
• We reasonably believe your use poses a risk of harm to others, to our systems, or to third parties
• Required by applicable law or a regulatory or government authority
• Your Free plan account has been inactive for more than 12 months

Where reasonably practicable, we will give notice before suspension and an opportunity to remedy the breach.

Effect of Termination

On termination, your right to access FoxTrak ceases. Your data will be retained for 90 days following termination and then permanently deleted, unless we are required by law to retain it for a longer period. You may request a data export at any time during the 90-day retention window.

13. Changes to These Terms

We may update these Terms at any time. We will provide at least 14 days' advance notice of material changes via email and/or in-app notification. The current version is always available at foxtrak.com/terms.

Continued use of FoxTrak after updated Terms take effect constitutes your acceptance. If you do not agree to the changes, you must stop using FoxTrak before they take effect.

14. Governing Law & Disputes

These Terms are governed by the laws of Victoria, Australia. Both parties submit to the non-exclusive jurisdiction of the courts of Victoria for any dispute arising under or in connection with these Terms.

Before commencing legal proceedings, you agree to contact us at hello@foxtrak.com to attempt in good faith to resolve the dispute informally. We will endeavour to respond within 5 business days.

15. Contact

For questions, legal notices, or complaints relating to these Terms:

ACR Systems Pty Ltd
ABN: 88 691 470 890  ·  ACN: 691 470 890
Melbourne, Victoria, Australia
hello@foxtrak.com