freethedesk.

Dealer Subscription Terms

Effective date: 14 October 2026

1. These terms

These terms govern a dealership's subscription to the Free the Desk online licensing and contracting services. They form an agreement between Free the Desk (we, us or our) and the business identified during signup (Dealer, you or your).

The person accepting these terms confirms that they are authorised to enter the agreement for the Dealer. These are business service terms; they are not the sale contract between a Dealer and its customer.

2. The service

The service may include a hosted dealer portal, secure customer links, customer portals, online licensing workflows, online sales-contract workflows, document preparation, electronic acceptance records, subscription administration and related support. The exact inclusions are the plan selected at checkout and shown in the account.

We may provide the same capabilities as an integration within a Dealer website under a separate proposal or statement of work. Website development, custom integrations and third-party charges are not included in a standard hosted subscription unless expressly stated in writing.

3. Plans

The selected plan, current price and billing frequency are displayed before payment. The displayed price is the total payable; no amount is added at checkout. If there is a conflict between these terms and a signed custom proposal, the custom proposal prevails to the extent of the conflict.

4. Signup, payment and renewal

A paid subscription begins when Stripe confirms the first payment. You authorise Stripe to charge the payment method supplied for the displayed monthly fee and any separately approved charges.

Paid plans renew monthly until cancelled. There is no fixed minimum term unless a separate written proposal says otherwise. Invoices and payment records may be issued electronically.

If payment fails, we may retry the payment and may restrict live transactions until the account is brought up to date. We will not charge a new or increased recurring fee without giving at least 30 days' notice and an opportunity to cancel before the new fee applies.

5. Cancellation

You may cancel at any time by emailing hello@freethedesk.com.au from an authorised account address. Cancellation takes effect at the end of the already-paid monthly billing period unless we agree otherwise. You retain access for that period.

Fees already paid are not refundable for a change of mind or unused time, except where required by law or where we agree to a refund. We will provide reasonable access to export available Dealer records before the account closes, subject to security, privacy and legal retention requirements.

6. Onboarding and verification

Payment opens the Dealer dashboard, but live customer transactions remain subject to onboarding and verification. You must provide accurate legal, trading, licence, premises and authorised-officer information and the requested supporting documents.

We may request further evidence, ask for corrections, or refuse or suspend live access where we cannot reasonably verify the Dealer, an authorised user or the intended use. A subscription refusal after payment will result in cancellation and a refund of the unused subscription period unless the refusal arose from fraud, deliberate misrepresentation or unlawful conduct.

You must keep Dealer details, licence information and authorised-user access current.

7. Dealer responsibilities

You are responsible for:

You must not use the service unlawfully, submit misleading information, interfere with security, access another Dealer's information, reverse engineer the service except where the law permits, or use the platform to send unsolicited communications.

8. Forms and legal compliance

The service helps collect information and prepare workflows; it is not legal advice. Laws, prescribed forms, licensing practices and Dealer obligations can change. We will use reasonable care in maintaining the service, but the Dealer remains responsible for reviewing its documents and obtaining professional advice about its own obligations.

You must tell us promptly if a generated form, calculation or workflow appears wrong and must not knowingly complete or lodge an incorrect document.

9. Customer information and privacy

Each party must comply with the privacy and data-protection laws applying to it. Our handling of personal information is described in the Free the Desk Privacy Policy.

For customer transaction information, the Dealer controls the customer relationship and instructs us to process information to provide the service. The Dealer must have authority to collect and provide that information. We will use it to operate, secure and support the service and as otherwise permitted by the Privacy Policy or law.

We will not sell Dealer customer information. We may use aggregated or de-identified service information to measure and improve the platform where it no longer identifies a Dealer or individual.

10. Third-party services

The service relies on third parties such as Stripe, hosting, communications and government systems. Those services may have their own terms, availability windows and verification requirements. We are not responsible for a third-party outage or decision outside our reasonable control, but we will take reasonable steps to restore our service or provide a practical workaround.

Card details are entered into Stripe's payment interface and are not stored by Free the Desk. Payment, identity or government services may require users to accept additional terms.

11. Availability, support and changes

We aim to provide a reliable service but do not promise uninterrupted availability. Maintenance, urgent security work, internet failures and third-party systems can affect access. Support is available through hello@freethedesk.com.au during our published support hours.

We may improve or change the service. If a change materially removes a paid core capability, we will give reasonable notice where practicable and provide an appropriate remedy, which may include a workaround, plan change, credit or the right to cancel.

12. Intellectual property

We and our licensors retain ownership of the platform, software, design, documentation and service materials. During an active subscription, we grant the Dealer a limited, non-exclusive and non-transferable right to use the subscribed service for its dealership operations.

The Dealer retains ownership of its branding, uploaded content and business records. The Dealer gives us the limited rights needed to host, process, reproduce and transmit that material to provide and support the service.

Feedback may be used to improve the service without payment or attribution, provided we do not identify the Dealer publicly without permission.

13. Confidentiality and security

Each party must protect the other's confidential information and use it only for the agreement, except where disclosure is authorised or required by law. This does not cover information that is public without breach, already lawfully known, independently developed or lawfully received from another source.

We use reasonable technical and organisational safeguards appropriate to the service. The Dealer acknowledges that no online system is completely risk free and must use reasonable internal security, including unique accounts and prompt removal of former staff access.

14. Suspension and termination

We may suspend affected access where reasonably necessary to address non-payment, a security threat, unlawful use, material breach or risk to customers or another party. Where practicable, we will explain the reason and give the Dealer a reasonable opportunity to fix it.

Either party may terminate for a material breach that is not remedied within 14 days after written notice, or immediately if the breach cannot be remedied, involves fraud or creates a serious security or legal risk. Accrued rights, payment obligations and provisions intended to survive termination continue after termination.

15. Consumer guarantees and warranties

Nothing in these terms excludes, restricts or modifies a guarantee, right or remedy that cannot lawfully be excluded, including under the Australian Consumer Law.

Subject to those non-excludable rights, the service is supplied with the level of care and skill reasonably expected of a professional software provider. We do not guarantee that using the service alone will make every transaction legally compliant or result in a completed sale.

16. Liability

To the extent permitted by law, neither party is liable to the other for indirect or consequential loss, lost profit or lost opportunity that was not reasonably foreseeable when the agreement was made.

For claims that can lawfully be limited, our aggregate liability arising from the subscription is limited to the fees paid by the Dealer for the affected service in the 12 months before the event giving rise to the claim. This limit does not apply to fraud, wilful misconduct, infringement of another party's intellectual property, breach of confidentiality, or liability that cannot lawfully be limited.

Each party must take reasonable steps to reduce avoidable loss. Liability is reduced to the extent the other party's act, omission or failure to follow reasonable instructions caused the loss.

17. Changes to these terms

We may update these terms to reflect legal, security or service changes. We will give at least 30 days' notice of a material change that disadvantages an existing paid Dealer. If the Dealer does not agree, it may cancel before the change takes effect. Changes required urgently by law or to address a serious security risk may take effect sooner, with notice as soon as reasonably practicable.

Continued use after the notified effective date constitutes acceptance of the updated terms. We will retain the version accepted at subscription checkout.

18. Disputes and governing law

A party should first give written notice of a dispute and allow the other party a reasonable opportunity to resolve it in good faith. This does not prevent either party seeking urgent court relief or using a right available under law.

These terms are governed by the laws of Western Australia. The parties submit to the courts of Western Australia and courts entitled to hear appeals from them.

19. General

Neither party may transfer this agreement without the other's consent, which must not be unreasonably withheld, except that we may transfer it as part of a genuine business sale or restructure on written notice.

If part of these terms is unenforceable, it is read down or removed only to the extent necessary and the rest continues. A delay in enforcing a right is not a waiver. Notices may be sent electronically to the account email or to hello@freethedesk.com.au.

These terms, the selected plan and any signed proposal form the agreement about the subscription and replace earlier discussions about that subject.

20. Contact and provider details