Terms of Service

Effective 20 July 2026 · Version 1.0

These are the terms on which we provide SuiteMate. They cover what you're paying for, what we owe you, what happens if things go wrong, and what happens to your data if you leave. We've tried to write them in plain language rather than defensive boilerplate.

1. Agreement

These terms form a binding agreement between you (the business subscribing to SuiteMate) and Fermiware Pty Ltd (ABN 78 699 924 475), of 7 Conley Avenue, Lake Conjola NSW 2539.

By creating an account, or by using SuiteMate, you accept these terms. If you are accepting on behalf of a company, you confirm you have authority to bind it. Our Privacy Policy forms part of this agreement.

2. Definitions

• Service — the SuiteMate application, website and related services.
• Customer Data — everything you enter into or generate within SuiteMate, including clients, workers, quotes, invoices, schedules, timesheets, messages and attachments.
• Active Person — an individual recorded on your team list with a status of active or onboarding, whether they are an employee or a subcontractor, and whether or not they have a login.
• Billing Period — the monthly cycle beginning on the day your paid subscription starts.

3. Your account

• You must provide accurate registration details and keep them current.
• You are responsible for all activity under your account, including that of your team.
• Keep credentials secure. Tell us promptly if you suspect unauthorised access.
• You must be at least 18 and operating a business to hold an account.
• You must not share a single login between people. Give each person their own.

4. Free trial

New accounts receive a 14-day free trial with full functionality. No card is required to start.

When the trial ends, the Service becomes read-only until you subscribe. Nothing is deleted, and everything you entered during the trial remains yours and remains exportable. We will remind you before the trial expires.

5. Pricing and billing

SuiteMate costs $15 AUD per Active Person per month, plus GST ($16.50 including GST). There is no separate charge for logins, admin users or office staff — you pay for the people on your team list, and everything else in the product is included.

5.1 How the count works

• We count people whose status is active or onboarding.
• Employees and subcontractors count the same.
• A subcontracting company counts once, however many of its own people it brings to site — provided you record it as a single entry rather than listing its workers individually.
• People you archive stop counting from the day you archive them.
• The minimum charge is one person.

5.2 Changes mid-cycle

Your team list changes as work changes, so billing follows it automatically. When you add or archive someone, we adjust your subscription quantity with Stripe immediately and pro-rate to the day — you pay only for the days a person was on the list. Additions appear as a pro-rated charge on your next invoice; removals appear as a credit.

You are never billed for a worker who left mid-month, and adding a crew for a two-week job costs you two weeks, not two months.

5.3 Price changes

We may change pricing, but not on a whim and not without warning. We will give you at least 60 days' notice by email before any increase takes effect. If you don't accept it, you may cancel before it applies. Any increase takes effect from your next Billing Period after the notice ends.

6. Payment and tax

• Subscriptions are billed monthly in advance by card, processed by Stripe.
• Prices are in Australian dollars.
• Prices are exclusive of GST. Australian GST of 10% is added at checkout and shown as a separate line on every invoice, so you can claim the input credit. $15 per person becomes $16.50 including GST. Tax invoices are available from your billing portal.
• You authorise us to charge your nominated card for each Billing Period until you cancel.
• Fees already paid are not refundable except where required by law or the Australian Consumer Law — but see section 7, because we don't cut you off the moment something fails.

7. If a payment fails

This is the part most SaaS terms use to threaten you. Ours doesn't, so it's worth reading.

If a payment fails or a subscription ends, nothing dramatic happens on day one. The wind-down is gradual and clearly signposted:

• Days 1–7: full access continues. Owners and admins see a prominent warning with the days remaining, so a bounced card on holiday doesn’t stop the crew working.
• After 7 days: SuiteMate becomes read-only. Every record stays visible — jobs, quotes, invoices, timesheets, schedules — and the full data export keeps working. What stops is creating and changing things.
• After 30 days: the account closes down to the billing page. Signing in leads only to reactivation — but your data is not deleted and the export still works, so you can always take your records with you.
• Restoring payment at any point restores full access immediately. Nothing is lost at any stage.

Your business records are never held hostage over a billing problem. We consider that a matter of principle rather than a feature, and we do not intend to change it.

8. Your data is yours

• You own all Customer Data. We claim no ownership of it.
• You grant us a limited licence to host, process, transmit and back it up — only as needed to run the Service for you.
• We do not sell your data. We do not use it for advertising. We do not use it to train machine-learning models.
• You can export your data at any time, in a usable format, including after a lapse.
• We handle personal information as described in our Privacy Policy.

9. Acceptable use

You must not:

• Break the law, or use SuiteMate to help someone else do so
• Send spam, or messages to people who haven't agreed to hear from you
• Upload malware, or attempt to breach, probe or overload the Service
• Try to access another business's data, or circumvent tenant isolation
• Reverse-engineer, copy or resell the Service, or use it to build a competing product
• Share logins between people, or resell access to your account
• Misrepresent the count of Active People to reduce your bill — for example, by recording a crew of ten as one subcontractor entry when they are individually scheduled
• Use automated means to scrape the Service or place unreasonable load on it

We may suspend an account that breaches this section. Where practical we'll contact you first — but for active security threats or unlawful use, we may act immediately.

10. Your responsibilities

SuiteMate is a tool. Some things remain yours:

• Accuracy. You are responsible for what you enter and what you send. We don't check your quotes, invoices or timesheets.
• Award rates and compliance. SuiteMate can retrieve published award rates to assist your estimating. These are a convenience, not advice. You remain responsible for paying your workers correctly and for meeting your obligations under the Fair Work Act and any applicable award or agreement.
• Tax and accounting. SuiteMate helps produce invoices and can sync to Xero. It is not an accountant and does not provide tax advice.
• Safety and licensing. Recording a licence or a checklist in SuiteMate does not discharge your work-health-and-safety duties.
• Privacy of others. Where you enter details about your clients and workers, you are responsible for having the right to do so and for telling them, as described in our Privacy Policy.

11. Third-party integrations

SuiteMate connects to services including Stripe, Xero, Resend and Twilio. Where you enable an integration:

• Your use of that service is governed by its terms, not ours.
• We're not responsible for its availability, accuracy or charges.
• You authorise us to exchange data with it as needed for the integration to work.
• You may disconnect at any time.

Card payments on your invoices. If you enable Stripe payments, money from your customers goes directly into your own Stripe account. We never hold your funds. Stripe's fees are between you and Stripe, and we take no cut of your invoice payments.

12. Business connections

SuiteMate lets you connect with other SuiteMate businesses to exchange purchase orders. When you accept a connection, you should understand what is shared:

• The connected business sees only the purchase orders between you — their line items, attachments and message threads — plus the scheduled date and time of work you accept from them.
• They cannot see your other clients, your invoices, your team, your rates, your other jobs, or your schedule.
• You may end a connection at any time.

Communications with a connected business are visible to both sides. Treat them as you would email with a customer.

13. Availability and support

We aim to keep SuiteMate available at all times, and we host it on infrastructure built for that. But we do not currently offer a contractual uptime guarantee, and we'd rather say so plainly than publish a number we haven't committed to measuring.

• We may perform maintenance, and will give notice for anything significant.
• Support is provided by email during Australian business hours.
• We may modify or discontinue features. For material removals, we'll give 30 days' notice.
• If we ever discontinue SuiteMate entirely, we will give at least 90 days' notice and keep exports working throughout.

14. Intellectual property

We own the Service — its software, design, branding and documentation. These terms grant you a limited, non-exclusive, non-transferable right to use it during your subscription. Nothing here transfers ownership of our intellectual property to you, or yours to us.

If you send us feedback or suggestions, we may use them to improve SuiteMate without obligation or payment. We appreciate them.

15. Consumer guarantees

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

Where the ACL applies and we are permitted to limit our liability, our liability is limited — at our election — to resupplying the Service or paying the cost of having it resupplied.

Subject to the above, the Service is provided "as is". We don't warrant that it will be uninterrupted or error-free, or that it will meet every requirement of your business.

16. Liability

Subject to section 15, and to the maximum extent permitted by law:

• Neither party is liable for indirect or consequential loss, including lost profits, lost revenue, lost business opportunity or loss of goodwill.
• Our total aggregate liability arising from this agreement in any 12-month period is limited to the fees you paid us in the 12 months before the claim arose.
• We are not liable for loss caused by your own breach of these terms, by inaccurate data you entered, or by failures of third-party services outside our control.

These limits are a deliberate allocation of risk that reflects what you pay for the Service. They do not apply to fraud, wilful misconduct, or a breach of our confidentiality or privacy obligations.

17. Indemnity

You indemnify us against claims, losses and reasonable costs arising from your use of the Service in breach of these terms, from Customer Data you had no right to hold or send, or from your breach of a law applicable to your business. We will notify you promptly of any such claim and let you control its defence, provided any settlement affecting us has our consent.

18. Termination

18.1 By you

Cancel at any time from your billing portal. Cancellation takes effect at the end of your current Billing Period — you keep full access until then, and we don't pro-rate refunds for a partial month you chose to end.

18.2 By us

We may suspend or terminate your account if:

• You materially breach these terms and don't fix it within 14 days of written notice
• You breach section 9 in a way that threatens the Service or other users, in which case we may act immediately
• Payment remains unresolved for an extended period — but note section 7: our first response is read-only, not deletion
• We are required to by law

18.3 What happens to your data

• Export your data before you close the account. The export function is always available while the account exists.
• After closure we retain data for 90 days in case you return, then delete it from production systems.
• Backups may retain it for a further 35 days.
• We keep subscription financial records for seven years as tax law requires.

19. Changes to these terms

We may update these terms. For material changes we'll give at least 30 days' notice by email or in-app. Continuing to use SuiteMate after that means you accept them. If you don't, cancel before they take effect and we'll refund any unused portion of a Billing Period already paid.

20. General

• Governing law. These terms are governed by the laws of New South Wales, Australia. Both parties submit to the non-exclusive jurisdiction of its courts.
• Disputes. Before starting proceedings, both parties agree to attempt resolution in good faith — raise it with us first and we'll do the same. Nothing prevents either party seeking urgent injunctive relief.
• Entire agreement. These terms and the Privacy Policy are the whole agreement between us on this subject.
• Severability. If a provision is unenforceable, it is severed and the rest continues.
• Waiver. Not enforcing a right doesn't waive it.
• Assignment. You may not assign these terms without our consent. We may assign them to a purchaser or successor of the business, on notice to you.
• Force majeure. Neither party is liable for delay or failure caused by events beyond its reasonable control.
• Notices. We'll contact you at your account email. You can reach us at info@suitemate.com.au.

Read our Privacy Policy →