TERMS OF SERVICE AND CONDITIONS
FOR SALES STRUCTURES PTY LTD (ACN 680 739 244)
Last Updated: 28 June 2025
These Terms of Service and Conditions (the "Terms") constitute a legally binding agreement between Sales Structures Pty Ltd (ACN 680 739 244) of 627 Stafford Road, STAFFORD QLD 4053, Australia ("Sales Structures", "we", "us", or "our") and you, the client ("Client", "you", or "your"), regarding your access to and use of our AI automation and AI agent services for sales teams and businesses (the "Services").
BY CLICKING THE "I AGREE" BUTTON, CHECKING THE APPLICABLE BOX, OR OTHERWISE ACCESSING OR USING OUR SERVICES, YOU ACKNOWLEDGE THAT YOU HAVE READ, UNDERSTOOD, AND AGREE TO BE BOUND BY ALL OF THESE TERMS. IF YOU DO NOT AGREE WITH ALL OF THESE TERMS, THEN YOU ARE EXPRESSLY PROHIBITED FROM USING THE SERVICES AND YOU MUST DISCONTINUE USE IMMEDIATELY.
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1. ABOUT SALES STRUCTURES AND THE SERVICES
Sales Structures specialises in building, implementing, and optimising custom AI appointment setters and AI automation solutions for sales teams and businesses. Our Services are designed to:
* Build AI appointment setters that emulate human interaction and brand voice.
* Integrate deeply into your existing CRM, calendars, and sales funnels.
* Support human sales teams by automating repetitive tasks, booking qualified calls, and improving follow-up processes.
* Create scalable, repeatable, and brand-safe sales systems.
* Provide ongoing optimisation and support post-launch.
Our Services are custom-built, high-touch solutions intended for growth-stage businesses (typically $30K–$300K+/month revenue) that rely on call-based selling and are seeking done-for-you automation and expert implementation.
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2. ACCEPTANCE OF TERMS
2.1. These Terms apply to all Clients of Sales Structures. By accepting these Terms, you represent and warrant that you have the legal capacity to enter into this agreement (e.g., you are at least 18 years of age and are entering into this agreement on behalf of a legitimate business entity).
2.2 If you use our software on behalf of a company, organization, or other entity, then (a) "you" includes you and that entity, and (b) you represent and warrant that you are an authorized representative of the entity with the authority to bind the entity to this Agreement, and that you agree to this Agreement on the entity's behalf.
2.3 We reserve the right, in our sole discretion, to refuse access to or use of the Services or Software to any individual or entity for any lawful reason, and to change our eligibility criteria at any time. This provision shall be void where prohibited by applicable law, and in such jurisdictions, the right to access or use the Services is revoked.
2.4. These Terms, together with any Proposal, Statement of Work (SOW), or Service Level Agreement (SLA) mutually agreed upon and executed between Sales Structures and the Client, form the entire agreement ("Agreement") between the parties concerning the Services. In the event of a conflict between these Terms and a Proposal/SOW/SLA, the specific terms of the Proposal/SOW/SLA shall prevail to the extent of the inconsistency.
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3. SCOPE OF SERVICES
3.1. The specific AI automation and AI agent services ("Services") to be provided by Sales Structures will be detailed in a separate, mutually agreed-upon Proposal and/or Statement of Work (SOW). This document will outline: * The specific AI solutions to be developed and implemented. * Key features, functionalities, and deliverables. * Integration points (e.g., CRM systems, calendars). * Project timelines and milestones. * Any specific performance metrics or objectives (if applicable). * Roles and responsibilities of both Sales Structures and the Client.
Sales Structures will use commercially reasonable efforts to ensure that the Services are available at least 99% of the time, excluding periods of scheduled maintenance, emergency maintenance, or downtime due to Force Majeure events. In the event that availability falls below agreed thresholds, the Client may be entitled to service credits as described in the Service Level Agreement (SLA) referenced in the relevant Proposal or SOW.
3.2. Any changes to the scope of Services must be agreed upon in writing by both parties, which may result in adjustments to pricing, timelines, or other terms.
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4. CLIENT RESPONSIBILITIES
4.1. The Client acknowledges and agrees that the successful delivery and performance of the Services are contingent upon the Client's timely and full cooperation. Client responsibilities include, but are not limited to: * Providing accurate, complete, and timely information, data, content, and materials required for the development, implementation, and training of the AI solutions, and warrants that it has all necessary rights, consents, and permissions to provide such data to Sales Structures for the purposes outlined in these Terms and our Privacy Policy. This includes, but is not limited to, brand guidelines, sales scripts, customer data, and historical sales conversations. * Granting necessary access to Client's systems, CRM, calendars, and other platforms as required for integration and ongoing operation of the AI solutions. * Designating a primary point of contact for Sales Structures and ensuring prompt communication and feedback. * Reviewing and approving deliverables within agreed-upon timeframes. * Ensuring compliance with all applicable laws and regulations regarding data privacy, marketing, and consumer protection (e.g., Australian Consumer Law, Privacy Act 1988 (Cth), Spam Act 2003 (Cth)) in relation to the use of the Services and any data provided to Sales Structures. Sales Structures is not responsible for the Client's compliance with such laws. * Maintaining appropriate internal oversight and human review processes for decisions or actions taken by the AI where critical or sensitive outcomes are involved. * Paying all fees and charges as set out in the Agreement.
4.2. Failure by the Client to fulfil its responsibilities may result in delays, additional costs, or impact the effectiveness of the Services, for which Sales Structures shall not be liable.
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5. FEES AND PAYMENT
5.1. Fees: The fees for the Services will be set out in the Proposal or SOW. Fees may include initial setup fees, recurring service fees, and fees for additional services or customisations. All fees are in Australian Dollars (AUD) unless otherwise specified and are exclusive of GST, which will be added where applicable.
5.2. Payment Terms: * Initial setup fees are typically due upfront upon signing the Agreement. * Recurring service fees will be billed [e.g., monthly, quarterly] in advance and are due within [e.g., 7, 14] days of the invoice date. * Payment can be made via credit card through Stripe or direct debit through GoCardless, as agreed upon in the Proposal. By providing your payment details, you authorise Sales Structures to charge your nominated payment method for all agreed-upon fees. * You agree to maintain valid and up-to-date payment information with Sales Structures.
5.3. Late Payments: If any payment is not received by the due date, Sales Structures reserves the right to: * Charge a late payment fee of [e.g., 2%] per month on the overdue amount, compounded daily. * Suspend or terminate the Services immediately without notice until all outstanding amounts are paid in full. * Recover all costs (including legal costs on a full indemnity basis) incurred in connection with the collection of overdue amounts.
5.4. No Refunds: Except as explicitly provided by Australian Consumer Law or as otherwise expressly agreed in writing, all fees paid for the Services are non-refundable. This includes, but is not limited to, initial setup fees, recurring service fees, and any fees for completed customisation or development work. The Client acknowledges that our Services involve significant upfront investment in custom development and expert labour, and the value is derived from this commitment.
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ACKNOWLEDGEMENTS/REPRESENTATIONS AND WARRANTIES:
We reserve the right to initiate civil and/or criminal proceedings against a client who, files an invalid and/or false claim or provides false, incomplete, or misleading information. In addition to the legal proceedings as aforesaid, we may at our sole discretion suspend, block, restrict, the client and/or disqualify that client from using our software or service. Any person who knowingly and with an intention to injure, defraud or deceive, files a Fraudulent Complaint containing false, incomplete, or misleading information shall be guilty of a criminal offence and will be prosecuted to the fullest extent of the law.
You shall not tamper, pilfer or misuse the services or software Device(s) or allow, induce or assist a third party to indulge in such activity.
We bear no responsibility and liability for delays and losses suffered by you or caused to you as a consequence of any service provided to you.
YOU AGREE AND CONFIRM:
That you will use the services provided through our software, its affiliates and contracted companies, for lawful purposes only and comply with all data protection applicable laws and regulations while using the service.
You agree to provide accurate, complete, and truthful information in all interactions with Sales Structures, including but not limited to business details, contact information, payment details, and any materials provided for AI training or integration purposes. We reserve the right to verify and validate any information you provide at any time. If any information is found to be false, misleading, or incomplete (whether in whole or in part), Sales Structures may, at its sole discretion and without prior notice: (a) immediately suspend or terminate your access to the Services; (b) prohibit you from using the Services or any affiliated platforms in the future; (c) retain all fees paid for Services rendered (without obligation to refund); and (d) pursue any other remedies available under law or equity. This clause survives termination of the Agreement and applies regardless of how the inaccuracy is discovered, including through third-party verification or internal review.
That you are accessing the services available on this software and transacting at your sole risk and are using your best and prudent judgment before entering into any dealings through this software.
You agree that you will not:
Alter, damage or delete any Content or other communications that are not your own Content or to otherwise interfere with the ability of others to access the services provided;
Claim a relationship with or to speak for any business, association, institution or other organization for which you are not authorized to claim such a relationship;
Violate any operating rule, policy or guideline of our Internet access provider or online service.
We reserve the right to charge you for the services in near future if there is a significant change in our business model. We shall inform you about any such change by amending our User Agreement. You agree that Company reserves the sole right to change its business model and charge for the services being provided herein.
YOU MAY NOT USE THE SERVICES FOR ANY OF THE FOLLOWING PURPOSES:
Disseminating any unlawful, harassing, libelous, abusive, threatening, harmful, vulgar, obscene, or otherwise objectionable material.
Transmitting material that encourages conduct that constitutes a criminal offense results in civil liability or otherwise breaches any relevant laws, regulations or code of practice.
You shall not create liability for us or cause us to lose (in whole or in part) the services of our internet service provider ("ISPs") or other suppliers;
You shall not attempt to gain unauthorized access to any portion or feature of the software, or any other systems or networks connected to the services or to any server, computer, network, or to any of the services offered on or through us, by hacking, password "mining" or any other illegitimate means.
You may not use the software or any content for any purpose that is unlawful or prohibited by these Terms, or to solicit the performance of any illegal activity or other activity which infringes the rights of our services and / or others.
Breaching any applicable laws;
Interfering or disrupting networks or web Websites connected to the software.
Making, transmitting or storing electronic copies of materials protected by copyright without the permission of the Sales Structures.
Further we prohibit the transmission, distribution or posting of any matter which discloses personal or private information concerning any person or entity, including without limitation phone number(s) or addresses, credit, debit cards, calling card, User account numbers/ passwords or similar financial information, and home phone numbers or addresses. Even though all of this is strictly prohibited, there is a small chance that you might become exposed to such items and you further waive your right to any damages (from any party) related to such exposure.
6. TERM AND TERMINATION
6.1. Term: This Agreement commences on the date of acceptance by the Client and shall continue indefinitely ("Indefinite Term") unless terminated earlier in accordance with these Terms.
6.2. Termination by Client (Notice Period): The Client may terminate this Agreement for convenience by providing Sales Structures with thirty (30) days' written notice to support@salesstructures.com. The termination will be effective at the end of the calendar month following the expiry of the 30-day notice period. All outstanding fees for services rendered up to the effective termination date, including for the full 30-day notice period, will become immediately due and payable upon provision of the termination notice.
6.3. Termination by Sales Structures (for Cause): Sales Structures may terminate this Agreement immediately upon written notice to the Client if: * The Client breaches any material provision of these Terms (including, but not limited to, payment obligations or Client responsibilities) and fails to remedy the breach within fourteen (14) days of receiving written notice from Sales Structures specifying the breach. * The Client becomes insolvent, bankrupt, goes into liquidation, has a receiver or manager appointed, or enters into any arrangement with its creditors. * The Client's use of the Services poses a security risk, legal risk, or could adversely impact Sales Structures' systems or reputation.
6.4. Effect of Termination: * Upon termination for any reason, all rights and licenses granted to the Client under this Agreement will immediately cease. * The Client must immediately cease all use of the Services and any associated AI agents or automations. * Any outstanding fees owed by the Client to Sales Structures will become immediately due and payable. * Sales Structures will have no obligation to provide any further services, support, or data access to the Client. * Sections relating to payment, intellectual property, confidentiality, disclaimers, limitation of liability, indemnification, and governing law will survive the termination of this Agreement. * Sales Structures will endeavour to provide Client data back to the Client in a reasonable format upon request within [e.g., 30 days] of termination, provided all outstanding fees are paid. Data retention policies will apply as per our Privacy Policy.
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7. CHARGEBACKS AND PAYMENT DISPUTES
7.1. Commitment to Resolution: Sales Structures is committed to providing high-quality Services and resolving any issues promptly and fairly. Clients agree to contact Sales Structures directly at support@salesstructures.com or 0413081315 to discuss any concerns or disputes regarding the Services or payments before initiating a chargeback or payment dispute with their bank or payment provider.
7.2. Acknowledgement of Custom Services: You acknowledge that our custom-built AI solutions involve significant intellectual property, dedicated development effort, and ongoing expert labour. By agreeing to these Terms and authorising payment, you confirm your commitment to the agreed-upon Services and associated fees.
7.3. Chargeback Consequences: Initiating a chargeback or payment dispute without first attempting to resolve the issue directly with Sales Structures may result in immediate suspension or termination of Services, and the Client will be liable for any costs incurred by Sales Structures due to the chargeback, including but not limited to chargeback fees imposed by payment processors and administrative costs. In the event of a chargeback, Sales Structures reserves the right to immediately cease all Services, deactivate any deployed AI agents/automations, and claw back any benefits or access provided until the chargeback is reversed or the dispute is resolved in Sales Structures' favour.
7.4. Legal Rights: While these Terms aim to establish clear contractual obligations, nothing in this section is intended to limit any non-excludable rights or remedies you may have under Australian Consumer Law regarding defective services.
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8. INTELLECTUAL PROPERTY
8.1. Sales Structures IP: All intellectual property rights (including copyrights, patents, trademarks, trade secrets, and other proprietary rights) in and to the Services, including but not limited to the underlying AI models, algorithms, software, code, platforms, methodologies, documentation, and any general enhancements, improvements, or modifications developed by Sales Structures during the provision of the Services (excluding Client-specific data and content), shall remain the sole and exclusive property of Sales Structures.
8.2. Client IP: All intellectual property rights in the Client's data, content, branding, trademarks, and any materials provided by the Client for the purpose of the Services shall remain the sole and exclusive property of the Client.
8.3. License to Client: Subject to the Client's full compliance with these Terms and payment of all applicable fees, Sales Structures grants the Client a non-exclusive, non-transferable, limited license to use the deployed AI agents and automations solely for the Client's internal business purposes as specified in the SOW, for the duration of the Agreement. This license does not grant the Client any right to sublicense, reverse engineer, decompile, disassemble, modify, or create derivative works of the Services or Sales Structures' intellectual property.
8.4. License to Sales Structures for Data Use: The Client grants Sales Structures a non-exclusive, worldwide, royalty-free license to use the Client's data, content, and materials (including historical conversations and interactions with the AI) for the following purposes: * To provide, operate, maintain, and support the specific Services for the Client, including enabling our team to work with the Client's data to assist in the implementation, troubleshooting, and ongoing optimisation of the AI solutions specific to their business. * To train and fine-tune the AI models used to deliver the Services to the Client, to improve their performance and accuracy for the Client's specific use cases. * For internal research and development, and to improve our general service offerings and AI models, provided that any data used for such general improvements is aggregated and fully de-identified/anonymised such that it cannot reasonably identify the Client or any individual. * This license includes the right to store, process, and transmit Client data as reasonably necessary for these purposes.
8.5. AI Generated Content: Where the Services generate content (e.g., AI-driven responses, scripts), Sales Structures assigns to the Client, upon full payment for the Services, all intellectual property rights (if any) that Sales Structures can lawfully assign in such directly generated output, for the Client's sole use within its business. The Client acknowledges that AI-generated content may incorporate elements from training data and that Sales Structures makes no warranty regarding the originality or non-infringement of third-party intellectual property rights concerning such generated content. The Client is solely responsible for verifying the suitability and legality of all AI-generated content before use.
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9. CONFIDENTIALITY
9.1. Both parties agree to keep confidential all non-public information disclosed by the other party that is designated as confidential or would reasonably be understood to be confidential given the nature of the information and the circumstances of disclosure ("Confidential Information"). This includes, but is not limited to, business plans, financial information, customer data, technical data, designs, processes, and the terms of this Agreement.
9.2. Confidential Information shall not include information that: (a) is or becomes publicly available through no fault of the receiving party; (b) was known to the receiving party prior to its disclosure by the disclosing party; (c) is independently developed by the receiving party without use of or reference to the disclosing party's Confidential Information; or (d) is rightfully obtained by the receiving party from a third party without restriction on disclosure.
9.3. Both parties agree to use Confidential Information solely for the purpose of fulfilling their obligations under this Agreement and to protect it with the same degree of care they use to protect their own similar confidential information, but in no event less than reasonable care.
9.4. Limited Disclosure to Third Parties: Sales Structures may disclose Confidential Information to its employees, contractors, and essential third-party service providers (e.g., cloud hosting providers, core AI model providers, payment processors) who have a legitimate need to access such information for the sole purpose of providing and maintaining the Services, and who are bound by confidentiality obligations no less protective than those in this Agreement. Sales Structures will not share personal documents or identifiable Client data with outside organisations for purposes other than the direct provision, maintenance, or improvement of the Services as outlined in this Agreement and our Privacy Policy, unless required by law or with the Client's explicit consent.
9.5. Either party may disclose Confidential Information if required by law or a court order, provided that the party gives the other party prompt notice (if legally permissible) to enable them to seek a protective order or other appropriate remedy.
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10. DATA PRIVACY AND SECURITY
10.1. Sales Structures is committed to protecting the privacy and security of Client data. We will handle all personal information in accordance with our Privacy Policy, which is available at [Insert Link to your Privacy Policy]. Our Privacy Policy provides further details on how we collect, use, store, disclose, and secure personal information, including specific details about the use of AI in our data processing activities. The Client agrees to the terms of our Privacy Policy.
Sales Structures acknowledges that Clients may be subject to data protection regulations beyond Australia, including but not limited to the General Data Protection Regulation (EU and UK GDPR), the California Consumer Privacy Act (CCPA), and other local laws regarding personal data. To the extent Sales Structures processes personal information on behalf of the Client, it shall act as a “data processor” and shall implement commercially reasonable measures to ensure data security and lawful processing as instructed by the Client. The Client remains responsible for ensuring that any personal data shared with Sales Structures is collected lawfully, with appropriate notices and consents obtained. Where applicable, the parties agree to enter into a separate Data Processing Agreement (DPA) upon request.
10.2. Sales Structures will implement and maintain reasonable technical and organisational measures to protect Client data against unauthorised access, use, disclosure, alteration, or destruction, commensurate with the sensitivity of the data and industry best practices.
10.3. The Client is solely responsible for ensuring that it has all necessary rights, consents, and permissions to provide its data to Sales Structures for the purposes of the Services, and that its data collection and use comply with all applicable privacy laws in Australia (including the Privacy Act 1988 (Cth)). Sales Structures acts as a service provider/processor for the Client's data in the context of providing the Services, acting on the Client's instructions as set out in this Agreement.
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11. DISCLAIMERS AND LIMITATION OF LIABILITY
11.1. No Guarantees: While Sales Structures uses its best efforts to provide effective AI solutions and aims for significant improvements, we do not guarantee specific outcomes, revenue increases, conversion rates, or performance metrics. The effectiveness of the Services depends on various factors outside our control, including market conditions, Client's sales processes, quality of Client's leads, accuracy of Client's data, and Client's active participation and human oversight.
11.2. "As Is" Basis: The Services are provided on an "as is" and "as available" basis, without warranties of any kind, whether express or implied, including, but not limited to, implied warranties of merchantability, fitness for a particular purpose, non-infringement, or course of performance.
11.3. AI Limitations and Client Responsibility: The Client acknowledges that AI technology, including generative AI, is complex and evolving and may not always be perfect. AI agents may occasionally make errors, misinterpret queries, exhibit bias (if present in training data), or generate responses that are not entirely accurate, complete, or appropriate (sometimes referred to as "hallucinations"). Sales Structures will endeavour to train, test, and optimise the AI to minimise such occurrences, but absolute perfection or freedom from errors is not warranted. The Client is responsible for exercising appropriate human oversight and discretion, especially for critical interactions, sensitive information, or decisions based on AI-generated outputs. The Client assumes all risks associated with the use of AI in its operations.
11.4. Exclusion of Liability: To the maximum extent permitted by Australian law, Sales Structures, its directors, employees, agents, and affiliates shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including without limitation, loss of profits, data, use, goodwill, or other intangible losses, resulting from: * Your access to or use of or inability to access or use the Services; * Any conduct or content of any third party on the Services; * Any content obtained from the Services; and * Unauthorised access, use, or alteration of your transmissions or content, whether based on warranty, contract, tort (including negligence), or any other legal theory, whether or not we have been informed of the possibility of such damage.
11.5. Limitation of Liability: To the maximum extent permitted by Australian law, Sales Structures' total aggregate liability arising out of or in connection with these Terms or the Services, whether in contract, tort (including negligence), or otherwise, shall in no event exceed the total fees paid by the Client to Sales Structures for the Services during the three (3) months immediately preceding the event giving rise to the claim.
11.6. Australian Consumer Law: Nothing in these Terms is intended to exclude, restrict, or modify the application of any statutory consumer guarantees under the Australian Consumer Law, Schedule 2 of the Competition and Consumer Act 2010 (Cth) or any similar legislation which cannot be excluded, restricted, or modified. If any non-excludable guarantee applies, then to the extent permitted by law, Sales Structures' liability for a breach of such guarantee is limited to (at Sales Structures' option): * The supplying of the services again; or * The payment of the cost of having the services supplied again.
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12. INDEMNIFICATION
The Client agrees to indemnify, defend, and hold harmless Sales Structures and its directors, employees, agents, and affiliates from and against any and all claims, liabilities, damages, losses, and expenses, including reasonable legal fees, arising out of or in any way connected with: * Your access to or use of the Services; * Your breach of any of these Terms; * Your violation of any law or the rights of a third party, including without limitation, intellectual property rights or privacy rights, in connection with your data or use of the Services; * Any data, content, or materials you provide to Sales Structures, including any breach of your warranty under clause 4.1 regarding the lawful provision of data; * Any misleading, deceptive, or unlawful conduct resulting from your use of the AI agents or automations.
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13. GOVERNING LAW AND DISPUTE RESOLUTION
13.1. Governing Law: These Terms shall be governed by and construed in accordance with the laws of Queensland, Australia. Each party irrevocably submits to the non-exclusive jurisdiction of the courts of Queensland, Australia.
13.2. Dispute Resolution: * Good Faith Negotiation: In the event of any dispute or claim arising out of or in connection with these Terms or the Services, the parties agree to first attempt to resolve the dispute through good faith negotiations. Either party may initiate such negotiations by providing written notice to the other party. * Mediation: If the parties are unable to resolve the dispute through negotiation within thirty (30) days of the initial notice, either party may refer the dispute to mediation. The mediation shall be conducted by a mediator agreed upon by both parties, or failing agreement within fourteen (14) days, by a mediator appointed by the Resolution Institute (or its successor) in Queensland, Australia. The costs of mediation shall be shared equally by the parties. * Litigation: If the dispute remains unresolved after mediation, either party may pursue any other remedies available at law. Nothing in this clause shall prevent either party from seeking urgent interlocutory relief from a court of competent jurisdiction.
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OUR SERVICE AND GUARANTEES:
We reserve the right to modify or suspend the software service for any reason, without notice, at any time. We also reserve the right to sell, alter, transfer or delegate our rights under this agreement to anyone without any prior notice to you. Our services does not guarantee continuous, uninterrupted access to the software, and services may be interfered with by numerous factors outside our control.
15. GENERAL PROVISIONS
15.1. Entire Agreement: These Terms, together with any referenced and agreed-upon Proposals or SOWs, constitute the entire agreement between you and Sales Structures regarding the Services and supersede all prior and contemporaneous understandings, agreements, representations, and warranties, both written and oral.
15.2. Amendments: Sales Structures reserves the right, at its sole discretion, to modify or replace these Terms at any time. If a revision is material, we will provide at least [e.g., 30] days' notice prior to any new terms taking effect. What constitutes a material change will be determined at our sole discretion. Your continued use of the Services after the effective date of the revised Terms constitutes your acceptance of the new Terms.
15.3. Waiver: No waiver of any term of these Terms shall be deemed a further or continuing waiver of such term or any other term, and Sales Structures' failure to assert any right or provision under these Terms shall not constitute a waiver of such right or provision.
15.4. Severability: If any provision of these Terms is held to be invalid or unenforceable by a court, the remaining provisions of these Terms will remain in effect.
15.5. Assignment: The Client may not assign or transfer any of its rights or obligations under these Terms without the prior written consent of Sales Structures. Sales Structures may assign or transfer its rights and obligations under these Terms without restriction.
15.6. Force Majeure: Sales Structures shall not be liable for any delay or failure in performance of its obligations under these Terms due to causes beyond its reasonable control, including but not limited to acts of God, war, terrorism, riots, embargoes, acts of civil or military authorities, fire, floods, accidents, strikes or shortages of transportation facilities, fuel, energy, labour or materials, or failures of telecommunications or other public utilities.
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16. CONTACT INFORMATION
For any questions about these Terms, please contact us at:
Sales Structures Pty Ltd 627 Stafford Road, STAFFORD QLD 4053 Email: support@salesstructures.com Phone: 0413081315
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PRIVACY POLICY
FOR SALES STRUCTURES PTY LTD (ACN 680 739 244)
Last Updated: 29 June 2025
1. INTRODUCTION
Sales Structures Pty Ltd (ACN 680 739 244) ("Sales Structures", "we", "us", or "our") is committed to protecting the privacy of your personal information. This Privacy Policy outlines how we collect, use, store, disclose, and manage your personal information, including in the context of our Artificial Intelligence (AI) automation and AI agent services.
We adhere to the Australian Privacy Principles (APPs) contained in the Privacy Act 1988 (Cth) and other applicable privacy laws in Australia. This Policy also outlines how you can access and correct your personal information, and how you can make a complaint about a breach of the APPs.
By engaging our Services, visiting our website, or providing us with your personal information, you agree to the terms of this Privacy Policy. This Policy is reviewed annually and is publicly available on our website. Material changes will be notified via email or website notice.
2. WHAT IS PERSONAL INFORMATION?
"Personal information" is information or an opinion about an identified individual, or an individual who is reasonably identifiable, whether the information or opinion is true or not, and whether the information or opinion is recorded in a material form or not. This can include your name, address, contact details, financial information, and in the context of our services, information related to your business operations and sales activities that may identify individuals (e.g., your customers' names and contact details within your CRM data).
"Sensitive information" is a subset of personal information that is afforded a higher level of protection under the Privacy Act. This includes information about an individual's health, racial or ethnic origin, political opinions, religious beliefs, sexual orientation, or criminal record. If we collect sensitive information, it will be done only with your express consent or where required or authorised by law, and will be handled with extra care as outlined in section 3.3.
3. COLLECTION OF PERSONAL INFORMATION
We collect personal information that is reasonably necessary for our business functions and activities, which primarily revolve around building and implementing custom AI sales automation solutions.
3.1. Types of Personal Information We Collect: Depending on your interaction with Sales Structures, we may collect:
* Contact Information: Name, email address, phone number, company name, job title.
* Business Information: Details about your business operations, sales processes, target audience, marketing strategies, and financial performance (e.g., revenue ranges).
* Sales and Customer Data (provided by Client): This is crucial for our Services and may include:
* Customer names, contact details, and interaction history (e.g., call recordings, chat transcripts, email exchanges).
* Sales scripts, lead data, CRM records, and funnel data.
* Any other data you input into our systems or provide to us for the purpose of training, fine-tuning, or operating the AI models for your business.
* It is the Client's responsibility to ensure they have the necessary consents and lawful bases for providing this data to Sales Structures, including from their customers.
* Technical Data: IP address, browser type, operating system, website usage data (e.g., pages visited, time spent on site) collected via cookies and analytics tools.
* Payment Information: Details required for processing payments (e.g., credit card details, bank account information), which are processed securely via third-party payment gateways (Stripe, GoCardless). We do not store full payment card details on our servers.
* Communications: Records of your correspondence and interactions with us.
3.2. How We Collect Personal Information: We collect personal information directly from you when you:
* Enquire about or engage our Services.
* Provide data, content, and materials for the development and operation of the AI solutions.
* Interact with our website, social media, or online forms.
* Communicate with us via email, phone, or video calls.
* Provide feedback or respond to surveys.
We may also collect personal information indirectly from:
* Your nominated representatives or employees during the course of providing Services.
* Publicly available sources (e.g., your company website, professional networking sites) to assist with lead qualification or initial business understanding.
* Third-party service providers (e.g., analytics providers, CRM systems) if you integrate them with our Services and grant necessary permissions.
3.3. Collection and Handling of Sensitive Information: We generally do not actively seek to collect sensitive information. However, if sensitive information (e.g., health data, racial origin) is provided to us, we will:
Delete or anonymize it immediately unless:
You provide explicit consent for its use in AI training; or
Retention is required by law (e.g., fraud prevention).
Document all instances of incidental collection and notify you within 14 days.
3.4. Unsolicited Personal Information: If we receive unsolicited personal information (i.e., information we did not actively seek), we will determine whether it could have been lawfully collected if it had been solicited. If not, we will destroy or de-identify the information as soon as practicable, provided it is lawful and reasonable to do so.
3.5. Collection Notices: When we collect personal information directly from you, we will, where it is reasonable and practicable to do so, provide you with a clear and concise collection notice at the time of collection. This notice will explain:
* Who we are and how to contact us.
* The fact that we are collecting personal information.
* The main purposes for which we are collecting the information.
* The consequences if the information is not provided.
* The types of organisations to which we might disclose the information.
* Information about how to access and correct personal information, and how to make a complaint.
* That our Privacy Policy contains more detailed information.
4. PURPOSES FOR WHICH WE COLLECT, USE, AND DISCLOSE PERSONAL INFORMATION
We collect, hold, use, and disclose your personal information for the following purposes:
4.1. Providing and Delivering Our Services:
* To understand your business needs and tailor our AI solutions accordingly.
* To develop, configure, train, fine-tune, implement, and maintain custom AI appointment setters and automation for your sales processes.
* To integrate our AI solutions with your existing CRM, calendars, and sales funnels.
* To enable our team to provide direct support, troubleshooting, and ongoing optimisation of your specific AI solutions, which may involve accessing and analysing your provided data.
* To communicate with you about your account, Services, updates, and support issues.
4.2. Business Operations and Improvement:
* To manage our relationship with you, including invoicing, payment processing, and account administration.
* For internal record-keeping, administrative purposes, and data analytics.
* To improve our general service offerings and AI models: We may use aggregated and fully de-identified/anonymised data derived from client interactions to conduct internal research, develop new features, and enhance the performance and accuracy of our core AI technologies. This process ensures that no individual client or identifiable personal information is linked to these general improvements.
* To conduct market research and analysis to better understand our target market and client needs.
4.3. Marketing and Communication:
* To send you information about our Services, special offers, or other information we think may be of interest to you, based on your preferences. You may opt-out of marketing communications at any time.
* To respond to your enquiries and requests for information.
4.4. Compliance and Legal Obligations:
* To comply with our legal and regulatory obligations, resolve disputes, and enforce our agreements.
* For fraud prevention and security purposes.
5. DISCLOSURE OF PERSONAL INFORMATION TO THIRD PARTIES
We may disclose your personal information to third parties in the following circumstances:
5.1. Essential Service Providers (including AI Tools): To third-party service providers who assist us in performing our business functions and delivering the Services. These may include:
* Cloud hosting providers (e.g., AWS, Azure, Google Cloud).
* Core AI model providers (e.g., large language model (LLM) providers, speech-to-text, text-to-speech services) used to build and operate our AI solutions.
* Payment processing services (Stripe, GoCardless).
* CRM platforms, email communication platforms, analytics providers, and customer support tools.
* These third parties are only provided with the personal information they need to perform their specific functions and are bound by strict contractual confidentiality and data protection obligations to handle data in a manner consistent with this Privacy Policy. We conduct due diligence to ensure our chosen service providers meet appropriate privacy and security standards.
5.2. Your Integrations: To third-party systems you integrate with our Services (e.g., your CRM, calendar), solely for the purpose of enabling the functionality of our AI solutions as directed by you.
5.3. Professional Advisers: To our professional advisers (e.g., lawyers, accountants) for the purposes of obtaining advice or managing our legal affairs.
5.4. Law Enforcement/Regulatory Bodies: Where required or authorised by law, such as in response to a court order, subpoena, or government investigation.
5.5. Business Transfers: In the event of a merger, acquisition, or sale of all or a portion of our assets, your personal information may be transferred as part of that transaction, provided the recipient agrees to protect it in a manner consistent with this Privacy Policy.
5.6. With Your Consent: To any other third party with your express consent.
We will not sell, rent, or trade your personal information to third parties for their independent marketing purposes.
6. CROSS-BORDER DISCLOSURE OF PERSONAL INFORMATION
6.1 Essential Service Providers (including AI Tools)
We disclose data to:
Core AI providers (e.g., OpenAI, Anthropic) [Specificity reduces vagueness];
Cloud hosts (AWS, Google Cloud) under contractual clauses ensuring APP compliance;
Payment processors (Stripe, GoCardless).
For cross-border transfers (APP 8):
EU/UK transfers: Use Standard Contractual Clauses;
US transfers: Ensure providers are Privacy Shield certified or equivalent.
We conduct due diligence on overseas recipients and will suspend transfers if a recipient violates APPs. You may request a list of offshore providers by contacting us.
7. DATA QUALITY AND SECURITY
7.1. Data Quality: We take reasonable steps to ensure that the personal information we collect, use, and disclose is accurate, complete, and up-to-date. We rely on the accuracy of the information provided by you. We encourage you to contact us if your personal information changes or if you believe the information we hold about you is inaccurate.
7.2. Data Security: We are committed to protecting the personal information we hold from misuse, interference, and loss, and from unauthorised access, modification, or disclosure. We implement a range of reasonable technical and organisational security measures, including:
* Secure servers and data centres with appropriate access controls.
* Encryption for data in transit and at rest where appropriate.
* Access controls and authentication procedures for our internal systems.
* Regular security assessments and staff training on privacy and data security.
* Contractual obligations with third-party service providers to ensure they meet our security standards.
However, no method of transmission over the internet or method of electronic storage is 100% secure. Therefore, while we strive to use commercially acceptable means to protect your personal information, we cannot guarantee its absolute security.
7.3. We retain personal data only as long as necessary:
Client/customer data: 2 years post-contract termination;
Sensitive data: 30 days (unless legally required);
Payment records: 7 years (tax compliance).
8. ACCESSING AND CORRECTING YOUR PERSONAL INFORMATION
You have a right to request access to the personal information we hold about you, and to request that we correct any inaccuracies.
8.1. How to Request Access or Correction: Please send your request in writing to support@salesstructures.com. We will respond to your request within a reasonable timeframe (typically 30 days). We may need to verify your identity before providing access or making corrections.
8.2. Refusal of Access/Correction: In certain circumstances, we may refuse your request for access or correction where permitted or required by the Privacy Act (e.g., if providing access would pose a serious threat to the life, health, or safety of an individual, or would have an unreasonable impact on the privacy of others). If we refuse your request, we will provide you with written reasons for the refusal and information about how you can complain about the decision.
9. COOKIES AND ANALYTICS
We use cookies and similar tracking technologies (like Google Analytics) on our website to collect information about your Browse behaviour. This helps us to improve our website, understand user preferences, and deliver targeted advertising.
* Cookies: Small data files stored on your device that help us remember your preferences, track your use of our site, and improve your user experience.
* Google Analytics: A web analytics service that tracks and reports website traffic. Google may use the data collected to contextualise and personalise the ads of its own advertising network. You can opt-out of Google Analytics here: https://tools.google.com/dlpage/gaoptout
You can manage your cookie preferences through your browser settings. Blocking or deleting cookies may impact your experience on our website.
10. AUTOMATED DECISION-MAKING & PROFILING
As an AI solutions provider, our Services inherently involve automated processes.
* Our AI agents are designed to automate tasks like lead qualification, initial communication, and appointment setting. These AI systems operate based on algorithms and training data to simulate human interaction.
* While our AI tools perform automated functions, we emphasise that our solutions are designed to support and augment human sales teams, not replace them. Critical decisions with significant impacts on individuals are intended to involve human oversight.
* The Privacy and Other Legislation Amendment Act 2024 (Cth) introduces requirements to disclose information about substantially automated decision-making that has a legal or otherwise similarly significant effect on individuals. We aim to comply with these future requirements and will update this Policy as necessary. Our Privacy Policy aims to provide transparency about our use of AI in delivering our services.
* Where our AI makes decisions with legal/significant effects (e.g., credit assessments), you may:
Request human intervention;
Contest the decision;
Receive an explanation of the logic used
11. DISCLAIMER REGARDING AI PERFORMANCE AND LIABILITY (Privacy Context)
While we strive to develop and implement highly effective and reliable AI solutions, the Client acknowledges the inherent complexities and evolving nature of Artificial Intelligence. AI models, including generative AI, may occasionally produce outputs that are inaccurate, incomplete, biased, or unexpected ("hallucinations"), even with rigorous training.
This Privacy Policy's focus is on the handling of personal information. It is important to understand that while we implement reasonable data quality and security measures to minimise risks, Sales Structures does not guarantee the flawless performance of AI or the absolute accuracy of every AI-generated output. The Client retains ultimate responsibility for reviewing and validating any AI-generated content or decisions, and for ensuring their use of the Services complies with all applicable laws. Our obligations and limitations of liability regarding service performance and potential AI errors are further detailed in our separate Terms of Service and Conditions.
12. MAKING A PRIVACY COMPLAINT
If you have any concerns or complaints about how we have handled your personal information, please contact us using the details below. We take all complaints seriously and will investigate and respond to your complaint within a reasonable timeframe.
12.1. How to Complain: Please send your complaint in writing to: Email: support@salesstructures.com Phone: 0413081315 Address: Sales Structures Pty Ltd, 627 Stafford Road, STAFFORD QLD 4053
12.2. Outcome of Complaint: If you are not satisfied with our response or the way we have handled your complaint, you may refer your complaint to the Office of the Australian Information Commissioner (OAIC): Office of the Australian Information Commissioner (OAIC) Phone: 1300 363 992 Website: www.oaic.gov.au Mail: GPO Box 5218 Sydney NSW 2001
We acknowledge complaints within 48 hours and resolve them within 30 days. If delayed, we will notify you with a revised timeline.
13. CHANGES TO THIS PRIVACY POLICY
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. We will post the updated Privacy Policy on our website. We encourage you to review this Policy periodically to stay informed about how we are protecting your information. Your continued use of our Services after any changes to this Privacy Policy will constitute your acceptance of such changes.
14. CONTACT US
For any questions about this Privacy Policy or our privacy practices, please contact us:
Sales Structures Pty Ltd 627 Stafford Road, STAFFORD QLD 4053 Email: support@salesstructures.com Phone: 0413081315
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Key Changes Summary & Final Advice:
* Sensitive Information (3.3): Clearly outlines that while generally not sought, it may be incidentally captured, and requires Client responsibility for consent. It specifies how it will be handled with greater care.
* Collection Notices (3.5): A dedicated section explaining your commitment to providing collection notices at the point of direct collection. This is a key APP.
* AI Tool Flexibility (5.1): Broadened "Service Providers" to include "Core AI model providers" and other categories, allowing you to use various AI tools while still committing to due diligence.
* AI Performance Disclaimer (11): A new section specifically addressing AI limitations and errors within the privacy context, clarifying that while efforts are made, absolute accuracy isn't guaranteed, and human oversight is key. This complements the similar clause in your T&Cs.
* Cross-Border Disclosure (6): Strengthened the language around the steps you take for overseas data transfers.
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