Terms & Conditions

Effective Date: 15 Jul 2026

Welcome to Light Leads. These Terms and Conditions ("Terms") govern your access to and use of the Light Leads website, the Light Leads CRM platform, and our marketing, website, design, and AI services (collectively, the "Services").

Light Leads (ABN 75 636 203 144) is an Australian business based in Queensland. By accessing our website, creating an account, or purchasing our Services, you agree to be bound by these Terms. If you do not agree to these Terms, you must not use our Services.

1. Our Services

Light Leads is an all-in-one growth partner for service-based businesses. Our Services fall into three groups:

Subscription services: Light Leads CRM, Email & SMS Marketing (delivered inside the CRM), and the AI Receptionist (Voice AI and Conversation AI).
Retainer services: Social Media Management, Paid Advertising, ongoing Marketing Consulting advisory, website hosting and care, and AIOS support retainers.
Fixed-scope project services: Website Development, Brand Design & Strategy, Marketing Consulting strategy engagements, AI Business Audits, and AI Operating System (AIOS) Builds.

The exact scope of what we deliver to you is set out in your signed service agreement. Anything not listed there is out of scope and needs a separate written agreement.

2. These Terms and Your Service Agreement

Most of our Services are delivered under a separate written service agreement that you sign before work begins. That agreement sets the scope, fees, term, and delivery details for your specific engagement.

These Terms apply to your use of our website and to all Services we provide.
If there is any inconsistency between these Terms and your signed service agreement, your signed service agreement prevails for that service.
Our Privacy Policy and Acceptable Use Policy also form part of your agreement with us.

3. User Accounts and Security

To access the Light Leads CRM or the AI Receptionist, you must register for an account.

You must provide accurate, current, and complete information when you register.
You are responsible for keeping your account credentials confidential and for all activity that happens under your account.
You must not share your login credentials with unauthorised users or sell your account access to a third party.
You must notify us immediately of any unauthorised use of your account or any other breach of security.

4. Minimum Terms and Cancellation

Different Services carry different terms. Some recurring services have a minimum term. Others run month to month. Projects have no ongoing commitment at all. Your signed service agreement sets the terms that apply to you.

Recurring services with a 3-month minimum term: Light Leads CRM (including Email & SMS Marketing), the AI Receptionist, Social Media Management, and Paid Advertising each run for an initial minimum term of 3 months from the commencement date. You may not cancel during the initial term except for cause, and fees for the full initial term remain payable. After the initial term, the service continues month to month and you may cancel with 14 days written notice by email to admin@lightleads.com.au.
Recurring services with no minimum term: Website hosting and care, AIOS support retainers, and ongoing Marketing Consulting advisory retainers run month to month from the start. Either party may cancel with 30 days written notice.
Fixed-scope projects: Website Development builds, Brand Design & Strategy, AI Business Audits, AIOS Builds, and Marketing Consulting strategy engagements have no minimum term and no ongoing commitment. They conclude on delivery and final payment.
Pausing paid advertising: You may ask us to pause campaigns for up to 30 days in any 12-month period without terminating. Monthly management fees continue during a pause.
Cancellation by us: We may terminate a service with 30 days written notice. We may also terminate immediately in the circumstances set out in section 16.

5. Fees, Billing and GST

Setup fees and deposits: Setup fees and project deposits are payable before work begins.
Recurring fees: Monthly fees are invoiced on the same date each month from your commencement date. By subscribing, you authorise us to charge your payment method for recurring fees.
Project fees: Fixed-scope projects are invoiced as set out in your service agreement. Website Development builds are payable in full upfront, before design or development begins. Brand Design & Strategy and AI Business Audits are payable 50% on signing and 50% on delivery. AIOS Builds are payable 50% on signing and 50% on go-live.
Payment terms: Invoices are due within 7 days of issue. We accept bank transfer and credit card.
Overdue invoices: Overdue invoices may attract a late fee of $100. If an invoice is more than 14 days overdue, we may suspend your Services, pause work, or withhold delivery of final files until the balance is paid.
Price changes: We may adjust recurring fees with 30 days written notice. If you do not accept a new fee, you may terminate the affected service with 30 days written notice.
Advertising spend: For Paid Advertising, you pay your advertising budget directly to Meta and Google. We do not hold, manage, or advance your ad spend. You must keep enough budget in your accounts for campaigns to run.
Third-party tools: Software licences and third-party subscriptions needed for your build are either bought directly by you, or passed through at cost plus an agreed handling fee. You are responsible for keeping them active.
GST: All fees are exclusive of GST. Where GST applies under the A New Tax System (Goods and Services Tax) Act 1999 (Cth), it is added at the applicable rate. We issue valid tax invoices.

6. Usage-Based Charges

Some CRM and AI Receptionist features are charged by usage rather than through your fixed monthly fee. These include SMS messages, phone calls, email sends, and phone number provisioning.

Prepaid balance: You must keep a minimum prepaid balance in your CRM account to use these features. Usage charges are deducted from that balance.
Automatic top-up: When your balance reaches the agreed minimum threshold, you authorise us to charge your payment method on file to top the balance back up to your agreed funding amount.
Rates: Usage rates come from our underlying platform provider and are listed in your service agreement. We will give you at least 14 days written notice of any material change to these rates. Continued use after that notice means you accept the updated rates.
Non-refundable: Usage charges are not refunded, except as required by law.

7. Refunds

Our refund position reflects that our work is custom and labour-intensive. Nothing in this section limits your rights under the Australian Consumer Law (see section 15).

Setup fees and deposits: Non-refundable once work on that service has commenced.
Monthly fees: Not refunded for partial months. If you cancel, your service continues until the end of the current paid billing cycle.
Completed project work: We do not refund completed website builds, brand design, audits, or AIOS builds. These involve custom intellectual property created specifically for your business.
Cancelling before work starts: If you cancel a project before we begin work, we refund your deposit less any preparation costs already incurred, as set out in your service agreement.
Cancelling a project part-way: If you terminate after work has commenced but before delivery, your deposit or project fee is forfeited. Any work completed beyond that value is invoiced separately.
If we cancel: If we terminate a project for reasons within our control, we refund amounts you paid for work not delivered, as set out in your service agreement.

8. Intellectual Property and Ownership

Your data and brand assets: All data you upload and all brand assets you provide remain yours at all times.
Project deliverables: For Website Development, Brand Design & Strategy, AI Business Audits, and AIOS Builds, ownership of the final deliverables transfers to you once we receive full payment. Until then, all work in progress, drafts, and concepts remain our property and you may not use them.
Social and advertising creative: Content and ad creative we produce for you becomes yours on full payment of the monthly fee for the period in which it was produced.
Platform and AI configuration: The Light Leads CRM platform, and the workflows, templates, prompts, and knowledge base structure that make up your CRM and AI Receptionist setup, remain our property. You have a non-exclusive, non-transferable licence to use them while you are a paying client. That licence ends when your agreement ends.
Our methodology: We retain ownership of our methods, frameworks, templates, code libraries, and reusable components. Receiving a deliverable does not transfer ownership of the underlying methods used to build it. Where our reusable components sit inside a deliverable you own, you have a licence to use them within that deliverable for your own business.
Non-selected concepts: Design concepts you do not select remain our property. You may not use them.
Third-party assets: Where we use licensed fonts, stock images, or other third-party assets, these are licensed for use within the delivered work only. You must comply with the relevant licence terms.
Trademarks: We do not run trademark searches or advise on trademark registrability. You are responsible for your own trademark search and for seeking legal advice before adopting a logo or brand name.
Portfolio and case studies: Unless you tell us otherwise in writing, we may show delivered work in our portfolio. For AI Business Audits, we may use anonymised, non-identifying information in marketing and case studies. We will not use your business name, individuals, or financials without your written consent.

9. AI Services

This section applies to our AI Business Audits, AIOS Builds, and AI Receptionist, and to any AI feature inside the Light Leads CRM. It applies in addition to the rest of these Terms.

AI outputs need human review: AI-generated output, including text, analysis, recommendations, and replies to your customers, can be incorrect or incomplete. You are responsible for reviewing AI-generated output before you act on it or publish it. We do not warrant the accuracy, completeness, or fitness for purpose of AI-generated output produced in operation.
No guarantee of business outcomes: AI Opportunity Matrices, Roadmap Reports, and ROI estimates are our professional assessment based on the information you give us. They are advice, not a promise. We do not guarantee any specific return, saving, or business outcome. Actual results depend on your execution, your team, market conditions, and factors outside our control. An audit does not oblige you to proceed with any other Light Leads service.
Third-party AI providers: Our AI Services rely on third-party AI providers, which may include Anthropic, OpenAI, and Google. Your use of those services is subject to each provider's own terms. We are not responsible for changes to their pricing, capabilities, output quality, or availability, or for outages on their side.
Your data: AI Services involve deep access to your business information and processes. We use that information only to deliver your engagement. We do not sell it, and we do not share it with third parties for their own commercial purposes. We keep it confidential under section 17 and handle personal information under our Privacy Policy. You are responsible for making sure your use of AI Services complies with privacy law, including when they process or generate content involving your customers' personal information.
Ownership of AI deliverables: Once we receive full payment, your AIOS deliverables (context documents, system prompts, command libraries, workflow configurations, and training materials) and your audit deliverables (Operations Canvas, AI Opportunity Matrix, Roadmap Report, and Findings Presentation) become yours to use freely. Our underlying methodology and reusable components stay ours, licensed to you for use within the delivered work.
AI Receptionist prerequisites: The AI Receptionist needs an active Light Leads CRM subscription and a third-party AI add-on billed directly to you by the platform provider. You are responsible for keeping both active. Call and SMS usage is charged separately under section 6.
AI Receptionist calls: Inbound calls are handled by AI and may be recorded and transcribed for quality and improvement. We may review call transcripts to tune your knowledge base and prompts. You are responsible for telling callers they may be speaking with an AI agent where the law requires it. You must not use the AI Receptionist to make false, misleading, or deceptive representations about your business, services, or pricing.
Escalation: The AI agent transfers calls to a human when it cannot resolve a query. You are responsible for making a human contact available during business hours for escalated calls.

10. Your Content, Data and Acceptable Use

You may upload your own content, including client lists, business data, and marketing assets ("User Content"), into your private CRM account.

Ownership: You retain all ownership rights to your User Content. You grant us a limited, non-exclusive licence to host, process, and display it only to provide the Services to you.
Your legal right to the data: You confirm you have the legal right and the necessary consents to upload and use your User Content, especially personal information belonging to your customers. For that data you are the data controller and we act as your data processor.
Acceptable Use Policy: Your use of the Services is subject to our Acceptable Use Policy, which forms part of these Terms. Breaching it is a breach of these Terms and may lead to immediate suspension or termination.
Prohibited conduct: You must not use the Services to store or transmit unlawful, defamatory, or malicious content, or to send unsolicited messages in breach of the Spam Act 2003 (Cth).

11. Your Obligations as a Client

What we can deliver, and how fast, depends on you. For every service you engage:

Content and information: You must provide the content, brand assets, business information, and completed briefs we request, within the timeframe set in your service agreement.
Access: You must give us the access we need to your tools, platforms, and advertising or social accounts to deliver the agreed work.
Approvals: You must respond to presentations, creative, and revision requests within the timeframe set in your service agreement. For paid advertising creative, no response within 3 business days counts as approval.
Accuracy: You are responsible for the accuracy of the content you give us, including text, pricing, product information, and any legal or promotional claims.
Delays: Delays caused by you extend our delivery timeline by the length of the delay. They do not change your payment obligations.

12. Websites, Hosting and Domains

30-day warranty: We warrant that a delivered website will work as described in your Project Schedule for 30 days after delivery. We fix defects reported in that window at no charge. After 30 days, fixes and changes are quoted separately. This warranty does not cover changes to third-party platforms outside our control, damage caused by your own modifications, or issues from hosting environment changes.
Hosting and care: Unless your Project Schedule says otherwise, we host and care for your website on our infrastructure for a monthly fee. This covers hosting, SSL, uptime monitoring, and up to 30 minutes of small content updates each month. Unused time does not carry over. New pages, new features, and redesigns are quoted separately.
Domains: You own your domain name and are responsible for its registration and renewal fees. Where we register a domain for you, it is registered in your name and the cost is passed through to you.
Cancelling hosting: Hosting runs month to month. Either party may cancel with 30 days written notice. Fees already paid are not refunded for the notice period. On cancellation we give you an export of your final website files. You are responsible for arranging alternative hosting and repointing your domain. Integrations, embeds, and tracking we provided may stop working once hosting ends.
Self-hosting: If you prefer to host the website yourself from the start, this must be noted in your Project Schedule. No monthly hosting fee applies, we assist with the initial handoff only, and we are not responsible for your hosting environment or ongoing maintenance.
Scope lock: Your Project Schedule defines the build. Additions requested after signing need a separate written quote.

13. No Guarantee of Results

We bring due care and skill to everything we deliver. But marketing, advertising, and AI outcomes depend on factors outside our control, so we do not guarantee:

Any specific number of leads, enquiries, bookings, or sales;
Any search engine ranking, reach, or advertising cost;
Any specific return on investment from a campaign, website, audit, or AI build;
Uninterrupted or error-free availability of the CRM or the AI Receptionist. We target 99% uptime, subject to scheduled maintenance and third-party platform availability.

We are not responsible for downtime, data loss, call failures, or service interruptions caused by our underlying platform provider, telephony providers, third-party integrations, or other factors outside our reasonable control.

14. Limitation of Liability

This section applies to the maximum extent permitted by law and is subject to your rights under the Australian Consumer Law (see section 15).

Cap for recurring services: For subscription and retainer services, our total aggregate liability for any claim is limited to the total fees you paid us in the 3 months immediately before the event giving rise to the claim.
Cap for project services: For fixed-scope projects, our total aggregate liability for any claim is limited to the total project fee you paid us.
Indirect loss: We are not liable for indirect, incidental, special, consequential, or punitive loss or damage. This includes loss of profits, loss of revenue, loss of data, loss of business opportunity, and business decisions made in reliance on our reports or on AI-generated output.

15. Your Rights Under the Australian Consumer Law

Nothing in these Terms excludes, restricts, or modifies any right, guarantee, or remedy you have under the Competition and Consumer Act 2010 (Cth), including the Australian Consumer Law, that cannot be excluded, restricted, or modified by agreement.

Our services come with guarantees that cannot be excluded under the Australian Consumer Law. These include guarantees that services are supplied with due care and skill, are reasonably fit for any purpose we agreed with you, and are supplied within a reasonable time.

Where the law allows us to do so, our liability for failing to meet a guarantee that cannot be excluded is limited to supplying the services again, or paying the cost of having them supplied again. This limit does not apply where it would not be fair or reasonable for us to rely on it.

16. Suspension, Termination and Your Data

Suspension: We may suspend your access to the Services if an invoice is more than 14 days overdue, or if we reasonably believe you have breached these Terms or our Acceptable Use Policy.
Immediate termination: We may terminate immediately, without notice, if you fail to pay an invoice within 14 days of its due date, breach our Acceptable Use Policy, use the AI Receptionist to make false or misleading representations, or engage in conduct that is unlawful, harmful, or brings Light Leads into disrepute.
Effect on your CRM and AI Receptionist: On termination, your CRM account and AI Receptionist are deactivated and any phone number provisioned for you is released.
Exporting your data: You have 7 days from termination to export your User Content, CRM records, call logs, and knowledge base content before we delete it. We are not liable for loss of data after that period.
Licences end: Any licence to use our platform, workflows, or AI configuration ends on termination. Deliverables you have paid for in full remain yours.

17. Confidentiality

Each party agrees to keep the other party's Confidential Information strictly confidential and not to disclose it to any third party without prior written consent. "Confidential Information" means business information, customer data, pricing, systems, strategies, or processes that a reasonable person would treat as confidential.

This obligation survives the end of your agreement for 2 years. For AI Business Audits and AIOS Builds it survives for 5 years, because those engagements involve deeper access to your business processes.

It does not apply to information that is publicly available through no breach of this section, or that the law requires to be disclosed.

18. Dispute Resolution

If a dispute arises, we both agree to follow these steps before going to court:

Written notice: The party raising the dispute gives written notice to the other party.
Good faith negotiation: We try to resolve it in good faith within 15 business days of that notice.
Mediation: If it is still unresolved, we submit the dispute to mediation with a mutually agreed mediator in Queensland.
Courts: If mediation fails, either party may start proceedings in the courts of Queensland.

Nothing in this section stops either party from seeking urgent injunctive or declaratory relief from a court.

19. Force Majeure

Neither party is liable for any delay or failure to perform its obligations to the extent it is caused by circumstances beyond its reasonable control. This includes natural disasters, acts of government, power outages, internet disruptions, and outages of third-party platforms or AI providers. The affected party will notify the other as soon as practicable and take reasonable steps to limit the impact.

20. General

Severability: If any provision of these Terms is invalid or unenforceable, it is severed and the rest continues in full force.
Waiver: If we do not enforce a provision, that is not a waiver of it.
Assignment: You may not assign or transfer your agreement with us, or any rights under it, without our prior written consent.
Notices: Notices must be in writing and sent by email to the addresses in your service agreement, or to admin@lightleads.com.au. Notices take effect on the next business day after sending.

21. Governing Law

These Terms are governed by the laws of Queensland, Australia. Both parties submit to the exclusive jurisdiction of the courts of Queensland.

22. Changes to These Terms

We may update these Terms from time to time. We will post the updated Terms on our website and update the Effective Date above. Where a change is material and affects a service you are already using, we will give you at least 14 days notice. Your continued use of the Services after that means you accept the updated Terms.

23. Contact Information

If you have any questions or concerns about these Terms, please contact us:

Email: admin@lightleads.com.au
Phone: 0483 923 331