Terms of Service & Privacy Policy

Last updated 8th July 2021.

Thank you for using systemHUB™️ and we want to ensure you enjoy what we offer by understanding our Terms of Service (“Terms”). Our Terms go over your use of, and access to, our software platform, website, and related features associated with both (“Services”).

By using our Services, you agree to be bound by our Terms, our Privacy Policy and our Terms of Use Policy.

Please note, even if you’re using our Services on behalf of an employer or organisation, you’re still agreeing to our Terms on behalf of that employer or organisation.

Your Property & Permissions

Chances are when using our platform and Services, you’re going to be uploading and entering a lot of information such as your own intellectual property (IP), processes, content, sensitive data, and so on (“Your Property”).

To be clear, Your Property is yours and will always be yours, irrespective of the fact it is stored using our Services. Our Terms don’t allow us any right to access Your Property, except for the limited rights that enable us to offer the Services.

In order to provide our Services we must perform regular, ongoing actions such as hosting your data, saving and backing up data, and allowing it to be shared when you generate a share link in the system.

Our Services also include helpful features such as document previewing, tagging, commenting, sharing and searching. Because of these features, our systems will need to access, store and scan Your Property.

Because you’re using our Services, you’re giving us permission to do those sorts of actions which are part and parcel of our Services offering. This permission also extends to the trusted third parties we work with.

Your Responsibilities

While our Services provide a regular backup of data, we highly recommend you download important systems on a regular basis (e.g. monthly) via the print PDF and/or print manuals feature to mitigate any possible loss which may be unforeseeable.

You should take care to never add someone else’s content (e.g. copying or plagiarising) in any medium using our Services unless you have the specific right to do so. Please be sure you comply with our Terms of Use Policy because even though you may be using our Services, it doesn’t negate someone else’s copyright of that content.

If we have a reason to do so, we may review your content for compliance; however, this review doesn’t form part of our Services. Take note that we take no responsibility or liability for the content added to your account, how it’s used, or where it’s shared.

Keep in mind that because our Services allow you to tag people into your content within the platform and generate share-links for those outside the platform, it’s important that you carefully consider what you share and with whom.

Naturally, it’s also important to keep your passwords secure and your contact details updated.

Testing Services

Because we’re always looking to improve our Services, there will be times when we release features or elements that are still in the testing phase.

These features or elements may change or be removed as a result of our testing but will not hinder the core Services provided. Just please keep this in mind when using our Services.

Our Property

Our Services are protected by all the relevant copyrights, trademarks, and applicable laws. Your subscription, use, engagement, and agreement to use our Services does not grant you any special title of, rights in, or the ability to represent or resell: our Services, anybody else’s IP or content within the platform, systemHUB™️ or SYSTEMology trademarks, logos and/or any other of our brand features.

Keep in mind that any feedback, comments or suggestions provide to us, in any form, may be taken and implemented into our Services without any obligation to you, and therefore become part of Our Property.


If we receive any notice of alleged copyright infringement for content you are storing in our Services we will comply with the law and if required delete anything you have saved in our platform or Services which have infringed upon another’s copyright.

If there are repeated infringements associated with any user or account, we will terminate the infringer’s account completely.

If you have any concerns about copyright infringement, please contact us at support[at]systemHUB.com

Recurring Billing and Payment

For monthly/annual subscribers, we’ll automatically bill you from the date you subscribed, and on each periodic renewal date until cancellation.

You can upgrade or downgrade your account at any time, simply contact us at support[at]systemHUB.com for assistance. Just keeping in mind your user and storage needs.

Remember we you can unsubscribe at any time and as such we don’t provide refunds unless a situation arises where we must do so by law.

If your account is overdue or remains unpaid, we have the right to suspend your account or restrict access to it until your account is up to date.

We reserve the right to change the fees associated with our Services at any time, but will always provide you with advance notice in the platform and via email if and when applicable.

Cancellation, Termination and Discontinuation

If you want to cancel your subscription, you can at any time with 7 days notice prior to your next renewal date, by contacting us at support[at]systemHUB.com.

At any time we have the right to terminate access to our Services with notice if:

(a) you breach any of our Terms,

(b) you use our Services in a way which is detrimental and/or harmful to others, or

(c) you haven’t paid your account in more than 30 days.

In any of these situations, we’ll contact you with at least 2 weeks’ notice and give you the chance to download Your Property from our Services. After such notice is given, we will terminate your account.

The only time where we will not provide you with any notice before we terminate your account is when:

(a) your breach of our Terms is substantial,

(b) our company or Services become compromised, or

(c) we are instructed to do so by the Law.

There may come such a time when we decide to discontinue our Services for some unforeseen situation.  In this circumstance, we’ll contact you with at least 2 weeks’ notice and give you the chance to download Your Property from our Services.

We will provide a refund for any unused portion of pre-paid Complete Annual subscriptions if discontinuation of Services ever occurs.

Limitation of Liability

We are only responsible for any reasonable losses which were a foreseeable result of a direct failure of us breaching our contract with you; however, local consumer laws and rights supersede this paragraph.

Where applicable, we are not liable for, whether the use of our Services is personal or for commercial use:

  1. Any special, indirect or consequential damages, or
  2. Any loss of profits, business, data or use, or

iii. Any interruption of business or opportunity.

Other than what is governed by law, our liability is limited to you to the amount of US$50 or the full reimbursement of the amount you’ve paid under your current subscription, whichever is greater.

Dispute Resolution

We’re always here for our clients so be sure to first address any issues you have directly to us. If you have a concern, please contact us at support[at]systemHUB.com so we can resolve any possible disputes informally via email.

If you feel we haven’t been able to resolve the dispute in a timely or satisfactory manner, under consumer law you can take your dispute to your local court.

Controlling Law

These Terms are governed by the state of Victoria in Australia, except where local consumer laws are different for another country.

Modifications to Terms

There may be times when we have to revise our Terms to comply with:

(a) changes in the law,

(b) new regulations, or

(c) changes that have been made to our Services.

If we ever have to modify our Terms, we will advise you with at least 2 weeks’ notice in the platform and via email.  If for any reason you don’t like our updated Terms, please ensure you cancel your subscription before they take effect. Otherwise, by continuing your subscription to our Services, you are agreeing to our Terms.

Privacy Policy

We’re excited to have you a part of our systemHUB™️ revolution of freeing business owners worldwide! In this section, we are going to explain how we collect, use and handle the information you provide us when using our website, software and services (“Services”).

Personal Information

In order to provide our Services to you, we have to collect some personal information from you. That information is used in association with your account (such as your name, email address, phone number, and payment details) in order to be able to provide our Services to you, contact you, and provide you with the best service.

At any time, you have the right to change or delete your personal information by logging into your systemHUB™️ account.

Usage Data

In order to improve upon and develop new features for our Service, we collect usage data on how you use our Services (such as access, activities, and so on).

We may also obtain information about the type of device you use in order to access our Services (such as IP addresses, browser type, the device used, and so on).

Cookies and Tags

In order to promote our Services, we may use technology such as Cookies and Pixel Tags so we can remember things like your username and also better understand how you’re using our Services.

You are welcome to update the settings in your web browser to “not accept cookies” but this could possibly hinder your ability to use our Services.


When you register or subscribe to our platform or Services, we may send out marketing material that we feel will benefit you or your company. You can opt-out of these marketing materials at any time, just click the “Unsubscribe” link within the material.

Third Parties

There may be times where we have to share information with certain trusted third parties (such as IT and customer support) in order to fulfil our Services, but please note that we never sell your information to advertisers or other third parties.

Sharing Links

systemHUB™️ comes with the feature to generate an external shared link so you can share certain data with those who are not within your company account. Just remember that once you do this, the information is now ‘shared’ so be careful with who you share it with.

Admin Users

systemHUB™️ comes with the feature to have some users be “Admins” with higher access levels across the company account. This means that your content and data may be visible to them, and shareable by them, so be sure you choose your Admin Users carefully.


Our platform and Services are monitored by our team who are dedicated to keeping your information secure. The data you store with us is held within our secure servers, backed up and protected.

Storage and Retention of Data

The data you store with us is held on our services but could be located around the globe (meaning even outside of your country).

We will keep your data for up to 60 days after you have either cancelled or we have terminated your account.  Beyond this time frame, the data will no longer be accessible to restore.  Please note, we will not delete information whereby we are required by law to keep it.

systemHUB™️ Structure Changes

If ever a time comes where we reorganise, merge, or sell our assets, your information is likely to be transferred as part of that change.  If this was to ever happen, we will advise you with at least 2 weeks’ notice via platform messaging and via email.

We reserve the right to update or revise our Privacy Policy from time to time. If there are substantial changes to the policy, we will advise you via email.

Terms of Use

You agree to only use one company per account. This means an account holder cannot grant access to our Services to another company via their account.

For example, a company can grant access to their staff and team members. However, this same company cannot grant their individual clients’ access to our Services.

If you have a unique situation that warrants your account allowing access to another company, such as a Franchisor who has a handful of sole-proprietor Franchisees, we may allow you the right to grant access to a certain number of outside users within the one company account.  However, this is not to be assumed and is reviewed on a case by case basis, so please contact support[at]systemHUB.com for help on whether this can be done for you.

‘Access’ excludes the option for the company and their staff to ‘share’ data using the generated share-links in the platform.

You agree not to misuse our Services or to assist anyone else in doing so, such as:

  • provide fraudulent information to overcome our Terms of Service, Privacy Policy, or Terms of Use;
  • try to tamper with any non-public components of our platform and Services;
  • evade storage or user limitations as per your account subscription;
  • sell our Services, unless specifically authorised to do so;
  • use our Services as a way to store anything false or deceptive (such as identity fraud or phishing);
  • violate any law by storing and sharing illegal content, including unlawful pornography and violence;
  • use our Services as a way to infringe upon the rights of others;
  • do anything which will cause harm or be detrimental to our website, platform, Services, staff, and representatives.

systemHUB has been purposely designed for small businesses with up to a maximum of 100 team members. Features, plans and support are all tailored to suit this business size.

Once you grow beyond 100 users please be sure to reach out to our team so that we can recommend your best options. We have partners who offer enterprise solutions that may be better suited to your needs.

If you have any further questions, please contact our team.