Terms of Service

These Terms of Service govern your use of CPDfolio, operated by [ENTITY NAME] (ABN [ABN]). By creating an account and using our service, you agree to these terms.

The service

CPDfolio provides a record-keeping system for continuing professional development (CPD) activities. The service allows you to:

• Log CPD activities with hours, categories, practice areas, and reflections.
• Track your progress against your chosen CPD scheme's requirements.
• Upload and store evidence files supporting your CPD activities.
• Generate audit pack exports for submission to regulators or licensees.
• Maintain a Professional Development Plan.
• Join firm accounts where your CPD progress is visible to firm administrators (if applicable).

CPDfolio is a record-keeping tool. It does not provide professional advice, does not guarantee regulatory acceptance of your CPD records, and does not lodge or submit records to regulators on your behalf.

Your account

Account creation

To use CPDfolio, you must create an account by providing accurate and complete information. You are responsible for:

• Maintaining the confidentiality of your account credentials.
• All activities that occur under your account.
• Notifying us immediately of any unauthorised access or security breach.

Account requirements

You must be at least 18 years old and capable of entering into a binding contract to use CPDfolio. You represent that all information you provide is accurate and that you will keep it current.

Account suspension or termination

We may suspend or terminate your account if you:

• Breach these Terms of Service.
• Engage in fraudulent or illegal activity.
• Use the service in a way that harms other users or our systems.
• Fail to pay subscription fees when due.

You may delete your account at any time through your account settings. Upon deletion, your personal information and CPD records will be permanently deleted as described in our Privacy Policy.

Subscriptions and payments

Subscription plans

CPDfolio offers:

• Solo: Individual subscription for tracking CPD under one scheme.
• Pro: Individual subscription for tracking CPD under multiple schemes simultaneously.
• Firm: Organisational subscription with seats for multiple members, minimum 5 seats.

Current pricing is available at https://cpdfolio.com/#pricing. Prices are in Australian dollars (AUD).

14-day trial

New individual accounts start with a 14-day trial, which begins when you finish setting up your account. No card is needed to start.

If you choose a plan during your trial, you enter your payment details at checkout and the first payment is taken when the trial ends (or straight away if fewer than two days remain). Your subscription then renews automatically, as described below.

If you do not choose a plan before your trial ends, your account becomes read-only: you can view your records and export your audit pack, but cannot add new activities.

Billing and auto-renewal

Subscriptions are billed monthly or annually in advance, depending on your chosen plan. Your subscription will automatically renew at the end of each billing period unless you cancel before the renewal date.

You authorise us to charge your nominated payment method for all applicable fees. If your payment fails, we will attempt to notify you and may suspend your account until payment is received.

Cancellation

You may cancel your subscription at any time through your account settings. Cancellation takes effect at the end of your current billing period. You will retain access to all subscription features until the end of that period.

When your subscription lapses or is cancelled:

• Your account becomes read-only.
• You can view all existing CPD records and export your audit pack.
• You cannot add new activities or upload new evidence.
• Your data is not deleted.

Payments

Payments are non-refundable except where the Australian Consumer Law says otherwise. Cancelling stops future renewals, and you keep access until the end of the period you have paid for.

If your plans change, email us at hello@cpdfolio.com and we will talk it through.

Audit Rescue

Audit Rescue is a one-off service available for purchase without a subscription. It provides:

• 28 days of write access to log CPD activities and upload evidence.
• Bulk evidence upload with AI-assisted extraction of activity details.
• Audit pack export at any time during the 28 days. After the 28 days your record stays read-only and the audit pack still exports.

Audit Rescue is a one-off payment and does not renew. Payments are non-refundable except where the Australian Consumer Law says otherwise.

Firm accounts

Firm accounts allow organisations to manage CPD records for multiple members. When you join a firm account:

• The firm's administrators can view your CPD progress, activity records, and audit packs during your engagement.
• The firm may approve or reject your CPD activities if your scheme requires licensee approval.
• When you leave the firm, their access ends immediately, and they receive a dated continuity snapshot covering only your engagement period.
• Your full CPD record remains yours and continues independently.

Firm subscriptions require a minimum of 5 seats. Seat billing is prorated when members are added or removed during a billing period.

Your responsibilities

Accuracy of records

You are solely responsible for the accuracy and completeness of your CPD records. CPDfolio provides tools to assist with record-keeping, but:

• We do not verify the accuracy of the information you enter.
• We do not guarantee that your records will meet your regulator's or licensee's requirements.
• You remain responsible for ensuring compliance with your professional CPD obligations.

Meeting CPD obligations

CPDfolio is a record-keeping tool, not professional advice. Using the service does not:

• Guarantee that your CPD activities meet your scheme's requirements.
• Substitute for your obligation to understand and comply with your CPD obligations.
• Replace consultation with your professional body, licensee, or legal adviser about your specific obligations.

The audit packs we generate are formatted to assist with submissions to regulators, but acceptance of your CPD record is determined solely by the regulator or licensee, not by CPDfolio.

Acceptable use

You agree not to:

• Use the service for any illegal purpose or in violation of any laws.
• Upload malicious files, viruses, or harmful code.
• Attempt to gain unauthorised access to other users' accounts or our systems.
• Interfere with or disrupt the service or our servers.
• Scrape, copy, or reverse engineer any part of the service.
• Impersonate another person or entity.
• Share your account credentials with others.

AI processing

CPDfolio uses Anthropic's Claude AI to process evidence emails and extract CPD activity details. This is an optional feature you activate by forwarding emails to your CPDfolio inbox address.

When you use this feature:

• The AI processes the email content and attachments to create draft CPD entries.
• You must review and confirm all AI-generated drafts before they become part of your record.
• The AI may make errors or produce low-confidence extractions, which are flagged for manual review.
• You remain responsible for the accuracy of all records, including those created from AI drafts.

We do not guarantee the accuracy of AI-generated activity drafts and are not liable for errors in AI processing.

Intellectual property

Your content

You retain all ownership rights to the CPD records, evidence files, and other content you upload to CPDfolio. By using the service, you grant us a limited licence to store, process, and display your content solely to provide the service to you.

Our content

CPDfolio, including its design, layout, code, and documentation, is protected by copyright and other intellectual property laws. You may not copy, modify, or distribute any part of the service without our written permission.

Limitation of liability

To the maximum extent permitted by Australian law:

Service availability

We strive to provide a reliable service, but we do not guarantee that CPDfolio will be available at all times or free from errors. We are not liable for:

• Service interruptions, downtime, or technical issues.
• Loss of data due to technical failures (though we maintain regular backups).
• Delays in processing or generating audit packs.

Regulatory outcomes

We are not liable for:

• Rejection of your CPD records by regulators or licensees.
• Penalties, fines, or sanctions resulting from non-compliance with CPD obligations.
• Errors or omissions in your CPD records that you enter or confirm.
• Inaccuracies in AI-generated activity drafts.

Maximum liability

Our total liability to you for any claim arising from your use of CPDfolio is limited to the amount you paid us in the 12 months before the claim arose.

Consumer guarantees

Nothing in these terms excludes, restricts, or modifies any consumer rights or guarantees provided under the Australian Consumer Law or other applicable laws that cannot be excluded.

Data export and portability

Your CPD record belongs to you. You can export your audit pack at any time, including after your subscription lapses. If you require your data in a specific format, contact us at hello@cpdfolio.com.

Governing law

These Terms of Service are governed by the laws of Victoria, Australia. Any disputes arising from these terms or your use of CPDfolio will be resolved in the courts of Victoria.

Changes to these terms

We may update these Terms of Service from time to time. When we make material changes, we will notify you by email or through a notice in your CPDfolio account. The "Updated" date at the top of this document indicates when the terms were last revised.

Your continued use of CPDfolio after any changes indicates your acceptance of the updated terms. If you do not agree with the changes, you must stop using the service and may delete your account.

Contact us

If you have any questions about these Terms of Service, please contact us at:

Email: hello@cpdfolio.com
[ENTITY NAME]
ABN [ABN]