Acceptable Use Policy

1. Introduction

This Acceptable Use Policy ("AUP") governs your use of the ComplyHub platform and services provided by Vivacity Coaching and Consulting Pty Ltd (ABN 40 140 059 016) ("ComplyHub", "we", "us", "our").

This AUP is incorporated into and forms part of our Terms of Service. By using the Platform, you agree to comply with this AUP. Capitalised terms not defined here have the meanings given in the Terms of Service.

We may update this AUP from time to time. Continued use of the Platform after changes constitutes acceptance of the updated policy.

2. Purpose

ComplyHub is designed to help Registered Training Organisations manage compliance obligations, governance processes, and audit evidence. This AUP ensures that:

• The Platform remains secure, reliable, and available for all users
• Users can trust the integrity of their data and the service
• We comply with applicable laws and regulatory requirements
• The reputation and performance of the Platform is protected

3. General Conduct Standards

When using the Platform, you must:

• Act in good faith and with integrity
• Use the Platform only for lawful purposes
• Comply with all applicable laws, regulations, and industry standards
• Respect the rights and interests of other users
• Maintain the confidentiality of your account credentials
• Report any security vulnerabilities or suspected breaches promptly

4. Prohibited Activities

The following activities are strictly prohibited. Engaging in any of these activities may result in immediate suspension or termination of your account.

4.1 Illegal Activities

You must not use the Platform to:

• Violate any applicable law, regulation, or legal obligation
• Facilitate or promote illegal activities
• Infringe intellectual property rights of any third party
• Engage in fraud, deception, or misrepresentation
• Launder money or finance terrorism
• Evade regulatory requirements or audits through false documentation

4.2 Harmful Content

You must not upload, store, or transmit:

• Malware, viruses, trojans, or other malicious code
• Content that is defamatory, obscene, or offensive
• Content that promotes discrimination, hatred, or violence
• Spam, phishing materials, or deceptive content
• Content that violates the privacy of others
• Falsified compliance documentation or evidence

4.3 Security Violations

You must not:

• Attempt to gain unauthorised access to any part of the Platform
• Probe, scan, or test the vulnerability of the Platform without authorisation
• Circumvent or disable security features or access controls
• Interfere with the operation or performance of the Platform
• Access or attempt to access another user's account without permission
• Share login credentials between individuals
• Use automated tools to scrape, harvest, or extract data

4.4 Service Abuse

You must not:

• Resell, sublicense, or redistribute access to the Platform
• Use the Platform on behalf of third parties without authorisation
• Exceed usage limits or consume excessive resources
• Reverse engineer, decompile, or disassemble the Platform
• Copy, modify, or create derivative works of the Platform
• Remove or alter proprietary notices or branding
• Use the Platform in a way that degrades performance for other users

4.5 Compliance Misconduct

Given the nature of our Platform, you must not:

• Create, store, or submit falsified compliance evidence or documentation
• Misrepresent compliance status to auditors or regulators
• Use the Platform to deceive regulatory bodies
• Fabricate training records, qualifications, or certifications
• Backdate documents or evidence to misrepresent timing
• Manipulate audit trails or system logs

5. Data Handling Requirements

5.1 Personal Information

When entering personal information about third parties (students, trainers, staff), you must:

• Have lawful grounds to collect and process the information
• Ensure information is accurate and kept up to date
• Comply with applicable privacy laws and your own privacy policy
• Respond appropriately to access and correction requests
• Not collect more information than necessary for legitimate purposes

5.2 Sensitive Information

The Platform may contain sensitive information including health records, financial data, or personal details. You are responsible for:

• Implementing appropriate access controls within your organisation
• Training users on proper handling of sensitive data
• Reporting data breaches in accordance with applicable laws
• Not sharing sensitive information beyond authorised personnel

6. Account Security

To maintain security, you must:

• Use strong, unique passwords for all accounts
• Enable multi-factor authentication where available
• Not share login credentials between individuals
• Immediately report lost, stolen, or compromised credentials
• Promptly remove access for users who leave your organisation
• Regularly review user access permissions
• Log out of shared or public devices after use

7. Monitoring and Audit

We reserve the right to monitor Platform usage to ensure compliance with this AUP. This may include:

• Automated monitoring of usage patterns and security events
• Review of audit logs and system activity
• Investigation of reported violations
• Cooperation with law enforcement where required

We will not access your Customer Data except as necessary to provide the service, respond to support requests, prevent or address security issues, or comply with legal obligations.

8. Reporting Violations

If you become aware of any violation of this AUP, security vulnerability, or suspicious activity, please report it immediately to:

Reports will be treated confidentially. We will not retaliate against good-faith reporters of violations.

9. Enforcement Procedures

9.1 Investigation

When we become aware of a potential violation, we may investigate by reviewing logs, contacting the account holder, or taking other reasonable steps to determine the facts.

9.2 Enforcement Actions

Depending on the nature and severity of the violation, we may take one or more of the following actions:

• Warning: Notify you of the violation and request corrective action
• Content removal: Remove or disable access to offending content
• Feature restriction: Limit access to specific features or functionality
• Temporary suspension: Suspend account access pending investigation or resolution
• Permanent termination: Terminate your account and access rights
• Legal action: Pursue civil or criminal remedies where appropriate
• Regulatory notification: Report violations to relevant authorities

9.3 Immediate Action

We may take immediate action without prior notice where we reasonably believe:

• There is an imminent threat to security or system integrity
• Illegal activity is occurring
• Continued access would cause harm to us, other users, or third parties
• We are required to act by law or regulatory authority

9.4 Notice and Appeal

Except where immediate action is required, we will generally:

• Notify you of the alleged violation
• Provide an opportunity to respond before taking permanent action
• Consider your response in good faith
• Notify you of our decision and the reasons for it

If you believe enforcement action was taken in error, you may appeal by contacting us within 14 days of the decision.

10. Consequences of Violation

Violations of this AUP may result in:

• Loss of access to the Platform without refund
• Forfeiture of prepaid subscription fees
• Liability for damages caused by the violation
• Obligation to indemnify ComplyHub for losses incurred
• Reporting to regulatory bodies or law enforcement
• Permanent ban from using ComplyHub services

11. Contact

For questions about this Acceptable Use Policy, please contact: