1. About Intelligent Roster®

Intelligent Roster® is a cloud-based workforce rostering platform (the “Platform”) operated by Intelligent Mind®, ABN 91 691 526 351 (“we”, “us”, or “our”).

The Platform is made available to organisations (“Organisations”) and their staff (“Users”) under a software-as-a-service agreement. By accessing or using the Platform, you agree to be bound by these Terms. If you do not agree, you must not use the Platform.

2. Definitions

3. Your Account

You must keep your login credentials confidential and are responsible for all activity under your account. You must not share credentials with any other person. Notify your Organisation Administrator immediately if you suspect unauthorised access. If your Organisation requires multi-factor authentication (MFA), you must set it up promptly when prompted. We may suspend or terminate access if we reasonably believe your account has been compromised or misused.

4. Acceptable Use

You must use the Platform only for its intended purpose — managing workforce rosters, availability, and related scheduling activities. You must not:

• Use the Platform for any unlawful purpose or in violation of any applicable law or regulation.
• Attempt to gain unauthorised access to any part of the Platform or its infrastructure.
• Upload or transmit malicious software, viruses, or any harmful code.
• Scrape, copy, or reproduce any part of the Platform without our written permission.
• Use the Platform in a way that causes disruption, harm, or unreasonable load to our systems.
• Impersonate any person or misrepresent your identity or affiliation.

5. Roster Decisions — Organisational Responsibility

The Platform is a decision-support tool only. All rostering decisions — including the assignment, modification, or removal of shifts — remain the sole responsibility of the Organisation and its authorised personnel. Intelligent Mind® does not make, direct, or control workforce management decisions.

The Organisation is responsible for ensuring rosters comply with all applicable employment laws, enterprise agreements, awards, occupational health and safety obligations, and any other relevant regulatory requirements. We do not warrant that any roster generated or suggested by the Platform meets any specific legal, industrial, or operational requirement. Organisations must review and validate all rosters before publishing them to staff.

The Platform records whether a roster assignment was made by a human or with AI assistance. This record is visible to Organisation Administrators and does not transfer any decision-making responsibility to Intelligent Mind®.

6. AI-Assisted Features (IRIS)

The Platform includes IRIS, an AI-assisted feature that may suggest roster configurations, analyse coverage gaps, recommend shift swaps, and respond to natural language queries. To generate suggestions, anonymised or pseudonymised workforce data may be processed by third-party AI service providers. We take reasonable steps to minimise the personal information shared with these providers. AI tools can make mistakes — the Organisation is responsible for reviewing AI suggestions critically and not relying on them as authoritative or complete.

7. Availability and Service Levels

We aim to make the Platform available 24 hours a day, 7 days a week, but do not guarantee uninterrupted availability. We may carry out scheduled maintenance from time to time and will endeavour to provide reasonable notice where practicable. We are not liable for any loss or damage arising from Platform downtime, delays, or interruptions outside our reasonable control.

8. Intellectual Property

The Platform, including all software, content, trademarks, and the Intelligent Mind® brand, are owned by or licensed to Intelligent Mind®. Nothing in these Terms transfers any intellectual property rights to you. You retain ownership of the data you and your Organisation input into the Platform, and you grant us a limited licence to use that data solely to provide the Platform services to you.

9. Limitation of Liability

To the maximum extent permitted by Australian law, Intelligent Mind® is not liable for any indirect, incidental, special, or consequential loss or damage; loss of profit, revenue, data, or business opportunity; any loss arising from roster decisions made by the Organisation or its staff; any loss arising from reliance on AI-generated suggestions; or any loss arising from your failure to comply with these Terms.

Where Australian Consumer Law or other legislation implies guarantees that cannot be excluded, our liability is limited (at our option) to re-supplying the relevant service or paying the cost of having the service re-supplied. Nothing in these Terms limits any rights you may have under the Australian Consumer Law.

10. Termination

Your Organisation may terminate your access to the Platform at any time by deactivating your account. We may suspend or terminate Platform services to an Organisation if it breaches the terms of its subscription agreement with us. Upon termination, we will retain your data in accordance with our data retention policy described in Part 2.

11. Changes to These Terms

We may update these Terms from time to time. When we do, we will update the version number and effective date at the top of this document. If the changes are material, we will notify you through the Platform or by email, and may require you to accept the updated Terms before continuing to use the Platform. Continued use of the Platform after the effective date of updated Terms constitutes your acceptance of those changes.

12. Governing Law and Disputes

These Terms are governed by the laws of the State of Victoria, Australia. Any dispute arising in connection with these Terms will be subject to the exclusive jurisdiction of the courts of Victoria, Australia.

This Privacy Policy forms part of these Terms and explains how we collect, use, store, and disclose your personal information. It is written to comply with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

13. What Personal Information We Collect

We collect personal information necessary to operate the Platform. The type of information collected depends on your role.

All Users (Staff and Administrators)

Staff Members (Employees)

14. How We Collect Your Information

We collect information directly from you when you create an account, update your profile, submit availability, or request leave; from your Organisation when an Administrator imports your details or creates your account on your behalf; automatically when you use the Platform (login times, IP addresses, browser data, and in-app actions are logged for security and audit purposes); and through integrations if your Organisation uses Single Sign-On (SSO) with Microsoft or Google, in which case we receive your name and email from those providers.

15. How We Use Your Information

We use your personal information only for the purposes for which it was collected, including: creating and managing your user account; generating and managing work rosters; processing leave requests and availability preferences; sending notifications about shifts, swap requests, and organisational updates; providing AI-assisted rostering suggestions through IRIS; maintaining security, detecting fraud, and conducting audits; meeting our legal obligations under Australian law; and improving the Platform using aggregated and de-identified analytics only. We will not use your personal information for direct marketing without your explicit consent.

16. AI Processing and Third-Party AI Providers

The Platform’s AI features process workforce data to generate rostering suggestions. This processing may involve sharing data with third-party AI technology providers. We take reasonable technical measures to minimise the personal information sent to AI providers — where practicable, data is de-identified or pseudonymised before being processed. AI providers are required under our agreements with them not to use your data to train their models or for any purpose other than providing the service to us. By using the AI-assisted features of the Platform, you acknowledge that anonymised or pseudonymised workforce scheduling data may be processed by AI service providers as part of delivering the Platform’s functionality.

17. Where We Store Your Data

All primary Platform data — including your account information, roster data, and personal information — is stored on servers located in Sydney, Australia (Amazon Web Services ap-southeast-2 region). Files uploaded to the Platform (such as leave documents and organisation logos) are stored using Cloudflare R2, configured to store data within Australia.

As noted in Section 16, certain anonymised or pseudonymised data may be transmitted to AI service providers whose servers may be located outside Australia. This is limited to the data necessary to generate AI suggestions and does not include identifiable personal information where practicable. Notification emails are delivered through a configured email service provider; email content may pass through international infrastructure as part of standard internet email delivery.

18. How Long We Keep Your Data

We retain your personal information for as long as necessary to provide the Platform and to meet our legal obligations. The 7-year retention period below is set to comply with record-keeping obligations under the Fair Work Act 2009 (Cth) and the Privacy Act 1988 (Cth). After the retention period, your data will be securely deleted or de-identified.

19. Your Privacy Rights

Under the Australian Privacy Principles, you have the right to access a copy of the personal information we hold about you; correction of personal information that is inaccurate, incomplete, or out of date; deletion of your personal information (subject to our legal retention obligations); and to make a complaint if you believe we have mishandled your personal information.

To exercise any of these rights, contact us at admin@intelligentmind.app. We will respond within 30 days. If you are not satisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au or by calling 1300 363 992.

20. Data Security

We take reasonable steps to protect your personal information from misuse, interference, loss, and unauthorised access, modification, or disclosure. Our security measures include encrypted passwords (not stored in plaintext); encrypted refresh tokens and session tokens; multi-factor authentication (MFA) support; audit logging of all significant actions; role-based access controls limiting data access to authorised personnel; encrypted storage for sensitive configuration data including API keys; and HTTPS encryption for all data in transit. Despite these measures, no internet-based service can guarantee absolute security. We encourage you to use a strong, unique password and to enable MFA.

21. Disclosure to Third Parties

We do not sell your personal information. We may disclose your information to:

We require all third-party providers to handle your data securely and only for the purposes we specify.

22. Contact Us

For privacy enquiries, requests to access or correct your information, or to make a complaint, please contact:

Intelligent Mind®
ABN: 91 691 526 351
Email: admin@intelligentmind.app

We take privacy complaints seriously and will acknowledge your complaint within 5 business days and aim to resolve it within 30 days.

23. Updates to This Privacy Policy

We may update this Privacy Policy from time to time. The current version will always be available within the Platform. Material changes will be notified to users through the Platform’s terms acceptance system, which requires you to review and accept updated terms before continuing to use the Platform.