Terms of Service

Version 0.2 · for the GapCheck portal and worker app

Draft 0.2, 6 October 2026. Written to match what the software does today. Not yet reviewed by a lawyer. Version 0.2 · 6 October 2026

An agreement between Gap Check (a sole trader business) ABN 24 289 004 542 ("we", "us") and the organisation whose administrator accepts these terms in the portal ("you"). Using the service means accepting these terms, the Privacy Policy and the Data Processing Addendum.

1. What the service is

Software for an NDIS provider: a portal for your office and an app for your workers. It assigns training and records what workers complete; rosters shifts; lets workers clock in and out, write and sign progress notes, confirm chart entries and, where we have switched it on for you, record medicines given; records incidents; estimates pay from the rates you enter; and builds the claim files and invoices you send to the NDIA and to plan managers. It includes course content we write, and content you write yourself.

2. What the service is not — read this one

2.1 Not legal advice, not compliance advice. Our courses cite published NDIS sources and name the page they come from, so you can check us. They are not a substitute for the source or for your own advice.

2.2 No guaranteed audit outcome. An auditor assesses your practice and your documents. We help you hold the records and know what is current.

2.3 Not approved by the NDIS Quality and Safeguards Commission or any regulator. The Commission does not approve training products or software.

2.4 Some training we cannot supply. Our courses are not delivered by a health practitioner. Where an NDIS standard requires training or assessment by one — the high intensity daily personal activities module is the example our course on that module cites, with the page — our courses do not meet it and do not claim to.

2.5 Claims are yours. The claim file and invoices are built from what you and your workers enter. We check them for format and for the rules we have encoded, and we tell you what we checked. Whether a support was deliverable and claimable is your decision. You submit the file; we do not.

2.6 Pay figures are estimates. The app shows a worker an estimate from the rates you enter and the hours you approve, and a tax estimate worked out on the phone. We do not encode an award or agreement. Your payroll is the real figure.

2.7 Medicine records are a record, not a check. Where we switch the feature on for you, the software records what your staff enter: the medicines as written on the label, and whether a dose was given, refused or not given. It does not check doses, times or interactions and does not replace the person's medication plan or your own medication procedures.

2.8 Content can go out of date. We cite pinned versions of published sources and update courses when they change, but working from current law is your obligation. Where a course names a version, check it.

3. Your account and your people

3.1 We create accounts for a named organisation. You decide who has access and at what role, and you are responsible for what they do.

3.2 Keep passwords and device keys secret. If you think one has been exposed, revoke it in the portal and tell us at hello@gapcheck.net.

3.3 You must not share one account across organisations, attempt to reach another customer's data, probe the service for vulnerabilities without our written agreement, or resell access.

3.4 Responsible disclosure. If you find a security flaw, tell us at hello@gapcheck.net before telling anyone else. We will not pursue good-faith research that stops at proving the flaw exists.

3.5 Your workers. Workers use the app under your account. The app also offers a public demo as a made-up worker; it is not part of your account. You are responsible for telling them what the app records about them, including location at clock-in if you switch that on, and for having a basis to hold their pay rates, credentials and time-off records in the service.

4. Participant information

4.1 The service holds participant information you and your workers enter: identifiers and labels, NDIS numbers, plan details, shifts, progress notes, chart entries, medicine records and incidents. Progress notes, charts, medicine and incident records are health information. You are the party collecting it. You must have a basis to collect it and must give participants the notice your own privacy obligations require. We hold it on your instruction under the Data Processing Addendum.

4.2 Do not enter a participant's full name, date of birth, address, care plan, behaviour support plan or restrictive-practice authorisation document. The software has no field for them, and does not accept documents against a participant. Keep them out of free-text notes. Recording in an incident that a restrictive practice was used is fine; that is what the incident record is for.

4.3 Signed notes, chart entries, incident records and clock events are never edited or deleted. A note is corrected by signing a new note that supersedes it; a chart entry, incident record or clock event is corrected by recording the correction alongside it. That is deliberate: they are your evidence.

5. Your data

5.1 Your data is yours. We hold it to run the service, on the terms in the Data Processing Addendum and the Privacy Policy.

5.2 You can export your records at any time from the portal. Downloaded files are yours; where they go is your responsibility.

5.3 Keep your own copy. Export periodically. This is ordinary prudence with any single supplier.

6. Content

6.1 Courses, lessons, questions and note templates you write remain yours. You give us the licence we need to store and show them to your own workers, and nothing more.

6.2 Our course content remains ours. You may use it with your own workers while you have an account. You may not redistribute or resell it.

6.3 Your customisations are stored as changes over our content. When our content changes, we tell you which of your changes are affected; we do not overwrite them and we do not keep serving a version of a standard that has moved without telling you.

7. Availability

7.1 We aim for the service to be available and will not quote a number we have not measured. There is no service level agreement at this version.

7.2 We may take the service down for maintenance and will give notice for anything planned.

7.3 The app keeps a copy of a worker's shifts on the phone and queues their notes, clock events and training results while there is no connection. An item the server refuses is reported to the worker on the app's home screen, not silently dropped. The Privacy Policy says what the app keeps on the phone and when it is cleared.

8. Fees

[PRICE, BILLING PERIOD, WHAT HAPPENS ON NON-PAYMENT — not set. These terms are not to be published with this section blank.]

9. Ending it

9.1 Either of us may end this agreement with [NUMBER] days' notice.

9.2 We may suspend an account immediately for non-payment after notice, or for conduct under clause 3.3.

9.3 On termination we give you an export of your data and then delete it as the Privacy Policy describes. We do not hold your records back over a billing dispute.

10. Liability

[FOR THE LAWYER. Australian Consumer Law guarantees cannot be excluded and any cap has to be drafted around them. A cap at the fees paid in the preceding 12 months is the usual starting point. Clauses 2.5 to 2.7 are the ones that matter here: claims, pay and medicine records are the provider's own decisions, and the software records them.]

Nothing in these terms excludes rights you have under the Australian Consumer Law that cannot be excluded.

11. Changes

We may change these terms. We will tell account holders by email at least [NUMBER] days before a material change takes effect, and the portal will ask your administrator to accept the new version. Continuing to use the service after that means accepting the change.

12. Law

These terms are governed by the law of Queensland, Australia.

Contact: Gap Check, Shop 2/290 Boundary Street, Spring Hill QLD 4000, hello@gapcheck.net