PostMyDoc Business – Terms of Service

1. About these Terms and how they apply

1.1 Who we are. These Terms are between you and PostMyDoc Digital Mailing Service Pty Ltd (ACN 697 539 512), trading as PostMyDoc, ABN 18 697 539 512, of 82 Onkaparinga Valley Road, Woodside, South Australia 5244 (we, us, our or PostMyDoc).

1.2 These Terms. These Terms (the Terms) set out the basis on which we provide the PostMyDoc Business service through the PostMyDoc Business Portal (the Portal) and through any other Business Order channel we accept. They are a business-to-business agreement. They bind the business that holds the Business account (the Customer, you or your) and apply to everything done under your Business account, including by your Authorised Users.

1.3 The documents that make up our agreement. Our agreement with you (the Agreement) is made up of: (a) these Terms; (b) the PostMyDoc Business Privacy Policy; (c) the PostMyDoc Business Refund Policy; (d) the PostMyDoc Business Data Processing Agreement (the DPA); and (e) any pricing, order or statement of work we agree with you in writing. These Terms are the Principal Agreement referred to in the DPA.

1.4 Order of precedence. If there is any inconsistency between the documents that make up the Agreement, the following order of precedence applies (highest first): (a) any international data-transfer mechanism separately entered into between the parties under clause 16.3 of the DPA, but only to the extent of the relevant transfer and inconsistency; (b) any pricing, order or statement of work signed by both parties, to the extent of the matters it expressly covers; (c) the DPA, for data-processing matters; (d) these Terms; and (e) the Privacy Policy and Refund Policy, which are read consistently with these Terms.

1.5 Acceptance and formation. The Agreement is formed, and binds the Customer, when a person with authority to bind the Customer accepts these Terms and the other documents in the Agreement as part of applying for a Business account, and we approve the application and open the account. In addition, every Authorised User must accept these Terms and the other documents in the Agreement before they can access the Portal — for example, when they first sign in or accept an invitation to join the Business account; we do not grant access until they do. We keep an acceptance record for each accepting person, including the date and time, the IP address, and the version of each document accepted. If a document is materially updated, we may require it to be accepted again before continued use.

1.6 Authority to accept. A person who accepts the Agreement to bind the Customer (including the Primary Contact) confirms that they are at least 18 years old and authorised to bind the Customer. Every other Authorised User who accepts confirms that they are at least 18 years old and authorised to use the Portal for the Customer. Acceptance by an Authorised User does not make that individual personally liable for the Customer’s fees or other commercial obligations under the Agreement, which remain the Customer’s responsibility.

1.7 Business use only: eligibility. The Services are for businesses and other organisations acquiring them for business or professional purposes. They are not the consumer service.

(a) To apply through the public online Business account application, you must:

(i) hold a valid Australian Business Number;

(ii) provide accurate and complete business and applicant details; and

(iii) satisfy PostMyDoc’s verification and approval requirements.

(b) PostMyDoc may, in its discretion, consider an application from an entity formed outside Australia that does not hold an Australian Business Number. An application under this paragraph:

(i) must be made through a manual application process accepted by PostMyDoc;

(ii) must include a valid official company, business or tax registration identifier issued to the applicant in its jurisdiction of formation;

(iii) must include any other information PostMyDoc reasonably requires to verify the applicant’s legal identity, registration status, business activities, ownership, authority and suitability for the Services; and

(iv) is subject to PostMyDoc’s assessment and express written approval.

(c) An overseas entity is not entitled to a Business account merely because it provides the information described in paragraph (b). PostMyDoc may approve or decline the application, or impose reasonable conditions on approval, having regard to legal, regulatory, privacy, security, payment, fraud, operational and service-delivery considerations.

(d) An applicant must not provide Customer Personal Data to PostMyDoc until:

(i) its Business account has been approved;

(ii) it has accepted the Agreement; and

(iii) any data-transfer mechanism or other measure required by the DPA or applicable Data Protection Laws has taken effect.

(e) An applicant must provide accurate and complete information and promptly tell PostMyDoc if that information changes. PostMyDoc may request further verification at any time.

(f) An order is treated as a Business Order where PostMyDoc accepts it as an order under an approved Business account, regardless of whether it is submitted through the Portal, by email, by telephone or through another ordering channel PostMyDoc accepts. An order placed without an approved Business account is governed by the applicable consumer terms unless PostMyDoc expressly agrees in writing to treat it as a Business Order.

1.8 Changes to these Terms. We may update these Terms from time to time to reflect changes in the Services, our providers, our business operations or applicable law.

The current published version of these Terms is available at postmydoc.au/business-terms/, with its version number, publication date and effective date shown at the top.

A change that does not materially disadvantage you may take effect when the updated Terms are published or on a later date stated in them.

If a change materially disadvantages you, we will ordinarily give your Primary Contact at least 14 days’ written notice before it takes effect. During that notice period, you may stop using the Services and close your account. The change will not apply retrospectively to a Business Order we accepted before it took effect.

We may make a materially disadvantageous change on shorter notice, or with immediate effect, where reasonably necessary to comply with law or a binding direction, respond to a security incident or material security risk, prevent fraud or unlawful use, or address an urgent change imposed by a service provider that is necessary to continue providing the Services. Where practicable, we will notify your Primary Contact before the change takes effect and otherwise will notify them as soon as reasonably practicable afterwards.

Where appropriate, we may require you or your Authorised Users to accept the updated Terms before continuing to access the Portal or place a Business Order. Continued use after the effective date does not limit any right you have under the Australian Consumer Law or another law that cannot be excluded.

1.9 Interpretation. In these Terms: headings are for convenience only; the singular includes the plural and vice versa; “including” and similar words are not limiting; a reference to a law includes any amendment or replacement of it and any subordinate instrument; “business day” means a day that is not a Saturday, Sunday or public holiday in Adelaide, South Australia; unless a provision expressly states otherwise, a reference to a time is a reference to Australian Eastern Standard Time (AEST); a date or time shown in a certificate, security notification, system record or other operational communication may instead be expressed in the local time then observed in South Australia, provided that the applicable time zone is identified; dollar amounts are in Australian dollars unless stated; and capitalised terms have the meaning given in clause 17 or where defined in these Terms.

2. The Service

2.1 What the Service is. PostMyDoc operates a digital-to-physical mail service. You submit one or more PDF files and delivery instructions through the Portal or through another ordering channel we accept, including email or telephone. We prepare and print the PDF files and post the resulting physical mail through Australia Post to the recipient or recipients you nominate.

The Service also includes related Business account functions we make available, including account and team management, order creation and history, billing, invoices and statements, transactional notifications, returned-mail handling and document-deletion certificates (together, the Services).

We handle the content of PDF files in accordance with the Burn After Reading Policy in clause 6. Different deletion, retention and destruction processes apply depending on whether a PDF file or its content is held in live server storage, a temporary local operational copy, a customer-initiated email, a protected back-up or returned physical mail.

2.2 Print and postage options. You can choose printing in black and white or colour, and a postage service appropriate to the destination. For domestic mail, the available services are Standard Post without tracking, Standard Post with tracking, Express Post with tracking, Registered Post with tracking and signature on delivery, and Express Post with tracking and signature on delivery. For international mail, the available services are the standard, registered or express options for the relevant Australia Post zone.

A signature-on-delivery service is subject to Australia Post’s terms and operating practices. It does not guarantee that the named recipient will personally sign for the item or that a handwritten signature will be obtained in every case.

The first 10 pages are included in each item’s base price, with additional pages charged at the per-page rate. The current options and prices are shown on the Site and in the live order summary before you confirm an order.

2.3 Multiple recipients. The Portal supports sending one document to several recipients in a single order. Each addressed copy is a separate dispatched item and is priced and tracked separately.

2.4 Dispatch. Where an order is placed and paid for, or authorised for invoicing, before 2 pm Australian Eastern Standard Time (AEST) on a business day, we aim to dispatch it on the same business day. Otherwise, we aim to dispatch it on the next business day. The cut-off and dispatch timing may differ on public holidays, during peak periods, or for operational reasons. “Dispatch” means handing the item to Australia Post; it is not the same as delivery.

For this purpose, AEST means Australian Eastern Standard Time at UTC+10 and does not change when daylight saving time applies in an eastern State or Territory or in South Australia.

A Business Order paid by BECS Direct Debit is held until payment settles, which can take several business days, and is dispatched after settlement is confirmed.

The associated PDF file remains subject to the age-based automated purge during that hold. PostMyDoc maintains an authorised operational copy, or a printed copy where printing has already occurred, for use in completing fulfilment after settlement is confirmed, subject to the separate security and deletion lifecycle in clause 6.

2.5 Delivery timeframes. Once we hand an item to Australia Post, delivery is carried out by Australia Post. Any delivery timeframes we show are indicative Australia Post estimates only and are not guarantees. They depend on Australia Post and the destination, and transit is outside our control.

2.6 Tracking. Where you choose a tracked service, tracking information is made available once Australia Post provides it. Non-tracked services do not include tracking, and we do not send tracking notifications for them.

2.7 Availability. We provide the Portal on a reasonable-efforts basis. We do not guarantee that the Portal will be available without interruption or error, and we may need to suspend access for maintenance, upgrades or security. We will try to limit and give notice of any planned disruption where practicable.

2.8 Changes to the Service. We may change, add to or withdraw features, options or pricing from time to time. We will give reasonable notice of a change that materially reduces the Services you rely on. Price changes are dealt with in clause 9.

3. Your account, Primary Contact and Authorised Users

3.1 Application and approval. To use the Portal, you must apply for and obtain approval for a Business account. An applicant with an Australian Business Number may apply through the public online application. An entity formed outside Australia that does not hold an Australian Business Number may apply only through a manual application process accepted by PostMyDoc under clause 1.7. PostMyDoc may approve or decline an application in its discretion, request information to verify the applicant’s legal identity, registration status, business activities and the applicant representative’s authority, and make approval subject to reasonable conditions.

3.2 Primary Contact. Your Business account has a Primary Contact (shown in the Portal as the Account Admin) — the Authorised User nominated to administer the account. The Primary Contact is authorised to act for the Customer, including to accept these Terms and the other documents in the Agreement, to add and remove Authorised Users and set their access, to give account-level and written instructions to us, and to manage billing. The Primary Contact can see all orders in the account.

3.3 Authorised Users. Authorised Users are the people you permit to access and use the Portal under your Business account. Each Authorised User acts for and on behalf of the Customer. Before an Authorised User can access the Portal, they must accept these Terms and the other documents in the Agreement (see clause 1.5); we do not grant access until they have. By accepting, an Authorised User agrees to comply with these Terms, including the Acceptable Use Policy, when using the Portal. By default, an Authorised User other than the Primary Contact can see only their own orders. You are responsible for the access you grant each Authorised User, and for their authority and conduct, as if it were your own. Authorised Users may access and use the shared address book for the Business account.

3.4 Account security.

(a) You must keep account credentials and authentication methods confidential, must not share login details or backup codes, and must ensure that each person accesses the Portal only through their own Authorised User account.

(b) The Primary Contact, shown in the Portal as the Account Admin, must use multi-factor authentication. Other Authorised Users may protect their accounts using a passkey or a time-based code generated by an authenticator application, with single-use backup codes available for recovery.

(c) The Primary Contact may require every Authorised User associated with the Business account to use multi-factor authentication.

(d) We apply password-security controls to Business Portal accounts. These include a minimum password length, screening against common, easily guessed and brand-related passwords, and rejection of a proposed password where our breach-screening control identifies it as appearing in a public corpus of passwords exposed in third-party data breaches. The password itself is not sent to that corpus.

(e) Business Portal sessions expire after the applicable period of inactivity or session lifetime. When a session expires, the Authorised User must authenticate again and complete a fresh second-factor challenge where multi-factor authentication applies. Successful second-factor verification is required for the current authenticated session before protected pages, records or downloads are released.

(f) We may require fresh identity verification before permitting a sensitive change to account-identity information or authentication settings.

(g) We send security notifications for specified account events, including password changes and certain second-factor lockouts or reset requests. Password-change alerts do not contain sign-in or reset links. You and your Authorised Users must review those notifications and tell us promptly at business@postmydoc.au if an event was not authorised.

(h) You are responsible for the access granted to each Authorised User and for activity carried out through your Business account, except to the extent that the activity results from our breach of the Agreement, negligence, fraud or failure to apply a security control we expressly undertake to provide.

(i) You must tell us promptly at business@postmydoc.au if you suspect unauthorised access, loss or compromise of credentials, a passkey, an authenticator device or a backup code. We may reset credentials, revoke sessions or authentication methods, require identity verification, or suspend access where we reasonably consider it necessary to protect the Business account, the Portal or other users.

3.5 Accurate information. You must give us accurate and complete account information and keep it current, and tell us if it changes.

3.6 Managing access. You may remove Authorised Users at any time. We may suspend or terminate access for an Authorised User or for the account in the circumstances described in clause 13.

4. Orders

4.1 Placing orders. Authorised Users may place Business Orders through the Portal or another ordering channel we accept, including email or telephone, within the authority and access granted to them. A Business Order is your offer to acquire the Services for that order on these Terms.

You are responsible for ensuring that each person who submits an order or instruction outside the Portal is authorised to act for you. We may require reasonable verification of that person’s identity or authority before acting on the order or instruction.

4.2 Our acceptance. We may accept or decline an order. Acceptance occurs when we confirm the order or begin processing it. If we decline an order, we will refund any amount you have paid for it.

4.3 Right to refuse, hold or cancel. We may refuse, hold or cancel an order — including after payment — if it breaches these Terms or the Acceptable Use Policy in clause 5, is or may be unlawful, is reasonably suspected to be fraudulent, fails our validation checks, or for genuine operational or risk reasons. If we cancel an order for such a reason, we will refund the amount paid for it, except to the extent the cause is your breach and we have already reasonably incurred cost (refunds are otherwise governed by the Refund Policy and clause 11).

4.4 Order accuracy is your responsibility. You are responsible for each PDF file you upload and for the recipient names, addresses and options you enter. We print and post what you provide. We do not independently verify recipient details beyond any address tools offered in the Portal, and we are not responsible for non-delivery or misdelivery caused by incorrect or incomplete recipient details that you provide.

4.5 PDF file requirements. PDF files must comply with the file-size and page limits shown in the Portal and must be legible and capable of being printed. You are responsible for the formatting, orientation and margins of each PDF file. We may reject a PDF file that fails validation or that we cannot reliably print.

4.6 No proofing. We do not review, proof or edit the content of your PDF files, and we do not check that content for accuracy, beyond the limited handling needed to print and dispatch your order and enforce the Acceptable Use Policy. Each PDF file is printed as supplied.

4.7 Changing or cancelling an order. Once we have accepted an order and it has entered production, it may not be possible to change or cancel it. Cancellations and refunds are governed by the Refund Policy and clause 11.

5. Your content and acceptable use

5.1 Your responsibility for PDF files and recipients. You are solely responsible for each PDF file you submit and for the recipient data you enter. You decide what to send and to whom.

5.2 Your warranties. Each time you place an order, you warrant that:

(a) you own, or have all rights, licences and consents necessary to use and send, the relevant PDF files and to authorise us to print and post them;

(b) the content of each PDF file, and its printing and dispatch, does not infringe any third party’s intellectual property, privacy, confidentiality or other rights and does not breach any law; and

(c) where the content of a PDF file or recipient data contains personal information or sensitive information, you have the lawful basis and any consents required for us to handle it for the purpose of printing and dispatch, as further described in the Privacy Policy and DPA.

5.3 Licence to us. You grant us a limited, non-exclusive, royalty-free licence to use each PDF file and its content solely to provide the Services. This includes receiving and temporarily storing it, creating a temporary local operational copy where reasonably necessary, preparing and printing it, dispatching or reposting the resulting physical mail, administering returned mail, and deleting or securely destroying each copy under the Burn After Reading Policy.

The licence is limited to those purposes. For each copy, it ends when that copy is deleted or securely destroyed under the lifecycle applying to its custody channel. We do not use the content of your PDF files for any unrelated purpose.

Acceptable Use Policy

5.4 Anonymous sending. The Portal may allow you to omit the Customer sender name from every Envelope in a Business Order or from an individual Envelope. If you select this option, the Envelope will display PostMyDoc’s return address but will not display the Customer sender name. This option does not make you anonymous to PostMyDoc, alter your responsibilities or warranties under this clause 5, or prevent PostMyDoc from retaining, using or disclosing Customer, Authorised User and Business Order information in accordance with the Agreement and applicable law, including in response to valid and binding legal compulsion. PostMyDoc does not guarantee that the sender cannot be identified or inferred from the document content or other circumstances.

5.5 Prohibited use of the Platform. You must not, and must not permit or help anyone else to:

(a) do anything that is unlawful, that any applicable law prohibits, or that we would reasonably consider inappropriate or that could damage, disable, overburden or impair the Portal or our systems;

(b) tamper with, probe, scan or test the vulnerability of, or circumvent, any security or access-control feature of the Portal;

(c) introduce or transmit any virus, malware or other harmful code;

(d) scrape, crawl, harvest or bulk-extract data from the Portal, or access it by automated means or through any undocumented or unauthorised interface;

(e) share login credentials, or allow access by anyone who is not an Authorised User;

(f) use the Portal, or any of its content, in any way that competes with us, or to build or assist a competing product or service;

(g) impersonate any person or misrepresent your affiliation; or

(h) interfere with any other user’s use of the Portal, or send us or our staff unsolicited, abusive or threatening communications.

(i) use the Service as the sole or primary means of sending any emergency, life-safety or other time-critical warning or notification where delayed or failed delivery could reasonably result in death, personal injury or material harm.

5.6 Prohibited PDF files and recipient data. You must not submit any PDF file or recipient data that:

(a) is unlawful, fraudulent, deceptive or misleading;

(b) harasses, threatens, defames, vilifies or is intended to intimidate any person;

(c) infringes a third party’s intellectual property, privacy or confidentiality;

(d) is material that it is unlawful to print, possess or send — including child sexual abuse material, and material that incites or promotes violence, terrorism or unlawful extremism;

(e) breaches Australia Post’s terms, or any postal, customs, export-control or sanctions law that applies to the item or its destination; or

(f) is intended to facilitate a scam, phishing or unlawful debt collection or harassment, or that you do not have the right to send.

5.7 Documents only. The Service prints and posts the document you upload. You cannot use the Service to send physical enclosures, goods, money or any dangerous or prohibited item; the Service handles documents, not physical items.

5.8 Our rights on breach. We do not pre-screen the content of documents and are not responsible for the content you submit. If we reasonably consider that the Acceptable Use Policy has been breached, we may refuse, hold, stop or decline to dispatch any order, suspend or terminate access, and report the matter to authorities where required by law. Where it is reasonably practicable and lawful to do so, we will tell you and give you an opportunity to remedy the issue before acting, unless doing so would create a risk or be unlawful.

5.9 Co-operation. You will co-operate with our reasonable requests to investigate a suspected breach of this clause 5.

6. Your PDF files, privacy and the Burn After Reading Policy

6.1 Burn After Reading. The Burn After Reading Policy is a core operating commitment of the Service. We use the content of PDF files only as reasonably necessary to receive and verify your Business Order, prepare and print the PDF files, dispatch or repost the resulting physical mail, complete fulfilment, administer returned mail, and carry out the applicable deletion or secure-destruction process.

Different custody channels have different lifecycles:

(a) a PDF file held in live server storage is handled under clause 6.2;

(b) a temporary local operational copy is handled under clause 6.3;

(c) a PDF file submitted by email, and the operational email copy containing it, are handled under clause 6.4;

(d) a PDF file captured in a protected back-up is handled under clause 6.5; and

(e) returned physical mail is handled under clause 6.6.

Deletion, removal or destruction in one custody channel does not itself delete, remove or destroy a copy in another custody channel. Each copy follows its own lifecycle under this clause 6.

6.2 Live server storage, automated deletion and deletion records.

(a) A PDF file uploaded through the Portal and held in our live server storage is encrypted in transit and at rest.

(b) An automated server-side purge runs hourly and removes each stored PDF file once it becomes more than 24 hours old.

(c) The deletion timetable is measured from the age of the PDF file in live server storage and is not conditional on whether the associated Envelope has been dispatched.

(d) A PDF file may be removed before or after the associated Envelope is dispatched, while the Business Order awaits payment settlement or another pre-dispatch step, or where the Envelope is cancelled or never dispatched.

(e) Removal under the automated purge deletes the PDF file from the live server file system. It is not cryptographic erasure and does not itself delete a temporary local operational copy or customer-initiated email copy, rotate out a protected back-up copy, or destroy returned physical mail.

(f) When the automated purge removes a PDF file from live server storage, our system records the deletion event for that PDF file and the associated Envelope. The deletion record is created when the purge occurs, whether or not the Envelope has been dispatched. Dispatch information, if any, is recorded separately.

6.3 Temporary local operational copies. We may create or download a temporary local operational copy of a PDF file only where reasonably necessary to prepare, print, dispatch or complete fulfilment of a Business Order. This includes where payment settlement or another fulfilment step remains pending after the server-side PDF file has been removed.

A temporary local operational copy is held on an access-controlled device. Access is limited to authorised personnel who require the copy to fulfil the Business Order, and the copy must not be used for another purpose.

The copy is deleted promptly after dispatch is confirmed or, if fulfilment does not proceed, promptly after cancellation or closure of the Business Order.

6.4 Email copies. Our administrative and transactional notifications for Business Orders do not include PDF files as attachments.

If you choose to submit a PDF file to us by email, authorised personnel may access the email and attachment only as reasonably necessary to receive, verify, prepare, fulfil and administer the Business Order. After those activities are complete, the attachment and any operational email copy containing it are deleted from our active email systems.

A protected copy may remain in an email-service or hosting-provider back-up until the applicable back-up rotates out. A back-up copy is not used for ordinary access, fulfilment or re-sending.

6.5 Back-ups. Our hosting provider takes full-volume back-ups of the entire hosting account and cannot be configured to exclude particular directories or selectively delete individual document files. If document content is captured in a back-up before its copy in live server storage is deleted, the back-up copy may remain until the relevant back-up rotates out, for up to approximately 30 days.

Back-up copies remain subject to the confidentiality and security obligations in the Agreement. We do not use or access back-up copies in ordinary operations to retrieve, view, re-send or otherwise use individual documents as part of the Services.

We may restore or otherwise access back-up material only where reasonably necessary for disaster recovery or system restoration, including recovery from a destructive security incident, or in exceptional circumstances where access is reasonably necessary to investigate, contain or remediate a security incident affecting the hosting environment or the information held in it. The hosting provider may retain infrastructure-level access to the back-up environment where reasonably necessary to provide hosting, back-up, maintenance, security, recovery or incident-response functions. Any such access must be limited to what is reasonably necessary for that purpose and restricted to authorised personnel.

Each back-up copy is deleted when the relevant back-up ages out of our hosting provider’s ordinary back-up rotation.

6.6 Returned physical mail. Each Envelope displays our return address. Accordingly, an Envelope that Australia Post cannot deliver may be returned to us rather than to you. If we receive a returned Envelope, we will notify you where reasonably practicable.

If an Envelope is returned to us as undeliverable:

(a) we hold the returned physical mail securely for five business days after receiving it, with access limited to authorised personnel;

(b) during that period, we may repost the Envelope at your request, subject to any applicable postage charge and the other terms of the Agreement;

(c) if the Envelope is not reposted during that period, we securely destroy it after the five-business-day period ends; and

(d) we may retain it for longer only where required by law or a valid and binding legal preservation requirement.

6.7 Document-deletion certificates.

(a) A document-deletion certificate is generated only for an Envelope where:

(i) one or more PDF files associated with that Envelope entered our live server storage;

(ii) the automated purge removed those PDF files from live server storage; and

(iii) our system created the records required to generate the certificate.

(b) Certificate eligibility is not conditional on dispatch. A certificate may be generated for an eligible Envelope that was cancelled, refunded or never dispatched. It may record no dispatch date or show that deletion occurred before dispatch where that reflects the system records.

(c) A Business Order or Envelope submitted or administered manually, including by telephone or email, does not produce a document-deletion certificate where the relevant PDF files never entered our live server storage. In that case, there is no automated server-side purge event or corresponding system record from which a certificate can be generated. Requesting a certificate by email does not create eligibility.

(d) Where both deletion and dispatch have been recorded for an eligible Envelope, you may obtain the certificate through the Portal or through the applicable deletion-notification link.

(e) If an existing certificate cannot be obtained through those self-service channels, including because dispatch has not occurred or has not been recorded, you may request it from us by email. The delivery method does not affect eligibility and cannot create eligibility where none exists.

(f) A certificate records only the automated purge of the stored server-side PDF files associated with the relevant Envelope. It does not certify deletion of a temporary local operational copy or customer-initiated email copy, rotation of a back-up copy, or destruction of returned physical mail.

(g) An Envelope may contain content from one or more PDF files, and a Business Order may contain more than one Envelope. Each eligible Envelope has its own certificate.

6.8 No recovery and your records. After a PDF file has been removed from live server storage, we cannot recover or re-send it from the live system. A temporary local operational copy may remain only where reasonably necessary to complete fulfilment and is deleted under clause 6.3.

Once all active operational copies have been deleted, we cannot ordinarily recover or re-send the PDF file. If you need it again, you must provide it again through an available ordering channel.

We are not your record-keeping system. You are responsible for keeping your own copies of PDF files and any records you are required to keep by law.

6.9 Privacy. We handle personal information in connection with the Business service in accordance with the PostMyDoc Business Privacy Policy.

6.10 Data processing. For personal information contained in PDF files and recipient data, you are the controller and we act as your processor. That processing is governed by the DPA. To the extent of any inconsistency about data-processing matters, the DPA prevails under clause 1.4.

6.11 Restricted storage and local print handling.

(a) PDF files uploaded through the Portal are held in a restricted server location that is not publicly accessible. They cannot be retrieved through a public or direct file link. Access requires an authenticated server-side request that passes the applicable permission checks.

(b) Our printing process does not send uploaded PDF file content to a third-party cloud print service. Uploaded PDF file content is prepared for printing within our controlled operating environment and is not intentionally stored by a cloud print provider.

(c) Paragraph (b) applies only to uploaded PDF file content. It does not prevent a printer, device or supporting service from processing ordinary operational or technical information that does not contain uploaded PDF file content.

(d) This clause does not limit our use of the service providers identified in the Privacy Policy or DPA for hosting, security, payments, address services or other supporting functions that do not involve third-party cloud printing of uploaded PDF file content.

(e) This clause describes security and print-handling controls applying to relevant processing under this clause 6. It does not create a separate custody channel or alter the deletion, retention or destruction lifecycle applying to any copy under clauses 6.2 to 6.6.

7. Intellectual property

7.1 Our intellectual property. We own, or are licensed to use, all rights (including intellectual property rights) in the Portal, the Site, our software, designs and the materials and information we provide (our Content). Your use of the Service does not give you any rights in the Portal or our Content beyond the limited right to use the Service under these Terms.

7.2 Licence to you. We grant you a non-exclusive, non-transferable, revocable licence to access and use the Portal for your business in accordance with these Terms. All other uses require our prior written consent.

7.3 Restrictions. You must not copy, modify, reverse engineer, decompile or create derivative works of the Portal or our software; reproduce, retransmit, distribute, sell or publish our Content; frame or embed the Portal or Content in another site or platform; or remove any proprietary notice.

7.4 Your PDF files. Your PDF files and their content remain yours. We claim no ownership in them and use them only under the licence in clause 5.3.

7.5 Feedback. If you give us feedback or suggestions, we may use them without any obligation to you.

8. Third-party services

8.1 Australia Post. We use Australia Post to dispatch your items and, for tracked services, to provide tracking. Once we hand an item to Australia Post, carriage and delivery are performed by Australia Post and are subject to Australia Post’s terms. Delivery timeframes are Australia Post estimates. Subject to clause 11, we are not responsible for delay, loss or damage occurring in the postal network that is beyond our reasonable control.

8.2 Payments. Card and similar payments are processed by Stripe and are subject to Stripe’s terms. We do not store full card numbers.

8.3 Other providers. We use service providers to operate and protect the Portal, including providers for hosting, payments, address autocomplete, security and related supporting functions. The main providers and any relevant overseas handling are identified in the Privacy Policy and DPA.

Our restricted storage and local print-handling controls are described in clause 6.11. The use of supporting service providers does not alter the separate handling and deletion lifecycles in clause 6.

8.4 Third-party links. The Portal may contain links to websites we do not control or endorse. Your use of those sites is at your own risk and subject to their terms.

9. Fees, payment and GST

9.1 Prices. The fees for an order are the prices shown on the Site or in our price list that are current when the order is placed, as set out in the live order summary before you confirm. Prices are in Australian dollars unless stated. The first 10 pages of each item are included, with additional pages charged at the per-page rate.

9.2 Business pricing. Approved Business accounts receive PostMyDoc’s business pricing. This includes an automatic business discount and a higher-volume tier, applied automatically and shown in your order summary. We may also agree account-specific rates with you in writing.

9.3 How you pay. You pay either: (a) at the time of the order, by card or another method offered in the Portal (processed by Stripe); or (b) where we have approved your account for invoicing, on account by invoice under clause 9.4.

9.4 Invoicing (pay later). Pay-at-checkout is the default for all accounts. Invoicing is available only to accounts we have approved for it, at our discretion and generally only after a period of demonstrated account activity; we do not extend credit to new accounts. Reaching a higher discount tier does not by itself entitle you to invoicing. Approval for invoicing, and any credit limit, may be reduced or withdrawn on reasonable notice. Where your account is approved for invoicing, you must pay each invoice within 14 days of its date unless custom terms are otherwise agreed upon, and we may set a credit limit of up to $500.

9.5 Overdue amounts. If an invoice is overdue, we may (a) withdraw invoicing and require payment in advance; (b) suspend the Services until you have paid; and/or (c) charge interest on the overdue amount, calculated daily. We may recover the reasonable costs of recovering overdue amounts.

9.6 Invoices and statements. We make a per-order invoice and a monthly account statement available to you in the Portal, which you can download.

9.7 GST. At the date of these Terms, PostMyDoc is not registered for GST. Accordingly, no GST is charged on the fees, and documents issued by PostMyDoc are invoices rather than tax invoices.

If PostMyDoc becomes registered for GST, PostMyDoc will give the Customer reasonable prior notice. From the effective date stated in that notice, unless PostMyDoc expressly states otherwise in writing, all fees and other amounts payable under the Agreement are exclusive of GST.

If GST is payable on a taxable supply made under or in connection with the Agreement, the Customer must pay PostMyDoc an additional amount equal to the GST payable on that supply at the same time as payment for the taxable supply is due. PostMyDoc will issue a valid tax invoice for the taxable supply.

GST applies only to orders placed on or after PostMyDoc’s effective GST registration date, or another later date notified by PostMyDoc. This clause applies to standard prices, account-specific rates, quoted prices and other agreed charges, unless the applicable price, quote, order or statement of work expressly states that it is GST-inclusive.

In this clause, GST has the meaning given in the A New Tax System (Goods and Services Tax) Act 1999 (Cth).

9.8 Price changes. We may change our prices. A change applies to orders placed after it takes effect. Where we have agreed ongoing pricing with you, we will give you reasonable notice before a change to that pricing takes effect.

9.9 Disputed invoices. If you dispute an invoice, tell us within 7 days of its date, with your reasons, and pay any undisputed amounts when due. We will investigate the dispute in good faith.

9.10 Destination taxes and duties. You are responsible for any taxes, duties or customs charges imposed at the destination for international items, other than Australian taxes (including GST, once applicable) that are our responsibility.

9.11 Refunds. Refunds and cancellations are governed by the PostMyDoc Business Refund Policy. Nothing in this clause limits your rights under the Australian Consumer Law (see clause 11).

10. Confidentiality

10.1 Obligation. Each party must keep the other’s Confidential Information confidential, use it only for the purposes of the Agreement, and protect it with reasonable care.

10.2 Exceptions. The obligation does not apply to information that is or becomes public other than through a breach, was already lawfully known to the recipient, is independently developed without using the other’s Confidential Information, or is required to be disclosed by law (in which case the recipient will, where lawful, give prior notice).

10.3 Your documents and data. We treat your documents and account data as your Confidential Information, and handle them in accordance with the Privacy Policy and the DPA.

10.4 Survival. This clause survives termination of the Agreement.

11. Australian Consumer Law and disclaimers

11.1 Consumer guarantees. Our Services come with guarantees that cannot be excluded under the Australian Consumer Law and other laws. Nothing in these Terms excludes, restricts or modifies any guarantee, right or remedy you have under the Australian Consumer Law or any other law that cannot lawfully be excluded (Non-excludable Rights). If a provision of these Terms is inconsistent with a Non-excludable Right, the Non-excludable Right prevails and the provision is read down or severed to the extent of the inconsistency.

11.2 You may be a “consumer”. Even though you acquire the Services for business, you may be a “consumer” under the Australian Consumer Law — for example, where the price of the Services acquired is up to $100,000. These Terms do not affect any rights you have as a consumer.

11.3 Otherwise provided “as is”. Subject to clause 11.1, and except for Non-excludable Rights, the Portal and the Services are provided on an “as is” and “as available” basis, and we do not give any other warranty — including that the Portal will be uninterrupted, error-free or secure, or that any delivery timeframe will be met (delivery timeframes being Australia Post estimates outside our control).

11.4 Limitation for services not of a personal kind. To the extent the Services are not of a kind ordinarily acquired for personal, domestic or household use or consumption, and to the extent permitted by section 64A of the Australian Consumer Law, our liability for failure to comply with a consumer guarantee (other than a guarantee that cannot be limited) is limited, at our option, to supplying the Services again or paying the cost of having them supplied again.

12. Liability

12.1 No indirect or consequential loss. Subject to clause 11, neither party is liable to the other for any indirect or consequential loss, or for any loss of profit, revenue, anticipated savings, business, goodwill or data, however arising, whether in contract, tort (including negligence) or otherwise.

12.2 Cap on liability. Subject to clauses 11 and 12.3, our total aggregate liability arising out of or in connection with the Agreement is limited to the greater of (a) the fees paid for the order or orders giving rise to the claim and (b) the total fees paid by you to us in the 12 months before the event giving rise to the liability.

12.3 Exceptions to the limits. Clauses 12.1 and 12.2 do not apply to: (a) liability that cannot lawfully be limited or excluded, including liability for Non-excludable Rights; (b) your obligation to pay fees; or (c) a party’s fraud.

12.4 Your indemnity. The Customer indemnifies PostMyDoc and its officers, employees, agents, authorised personnel and contractors against any Loss suffered or incurred by them, to the extent arising out of or in connection with:

(a) your breach of clause 5 or any applicable law;

(b) the content of a PDF file, or recipient data supplied by or for you, infringing a third party’s intellectual property, privacy, confidentiality or other rights, or breaching any applicable law; or

(c) a third-party claim arising from a matter in paragraph (a) or (b).

For the purposes of this clause, Loss includes reasonable legal costs, investigation costs, regulatory response costs, amounts paid under a settlement approved by PostMyDoc, and damages, penalties, fines or other amounts that PostMyDoc is legally required to pay.

PostMyDoc must notify the Customer of a claim as soon as reasonably practicable, but a delay in giving notice does not reduce the Customer’s obligations except to the extent the Customer is materially prejudiced by that delay. The Customer must provide reasonable co-operation and information in relation to the claim.

PostMyDoc may control the defence, settlement and resolution of a claim, acting reasonably. PostMyDoc must not agree to a settlement that requires the Customer to admit liability or perform a non-monetary obligation without the Customer’s prior written consent, not to be unreasonably withheld or delayed.

The Customer’s indemnity is reduced to the extent that PostMyDoc’s act, omission or breach of the Agreement caused or contributed to the Loss.

12.5 Mitigation. Each party must take reasonable steps to mitigate its loss.

13. Term, suspension and termination

13.1 Term. These Terms apply from the time you accept them (or, if later, when your Business account is approved) and continue until your account is closed or the Agreement ends.

13.2 Termination by you. You may close your account and stop using the Service at any time, on notice through the Portal or to business@postmydoc.au. You remain liable for orders already placed and for amounts owing.

13.3 Suspension or termination by us. PostMyDoc may suspend or terminate the Customer’s access to the Portal or the Agreement, in whole or in part:

(a) By giving at least 7 days’ written notice, for convenience;

(b) Immediately, if the Customer commits a material breach of the Agreement and does not remedy that breach within 14 days after receiving written notice requiring it to do so, or if the breach cannot be remedied;

(c) Immediately, if PostMyDoc reasonably considers suspension or termination is necessary because of non-payment, suspected fraud, unlawful use, breach of the Acceptable Use Policy, a security incident, a material risk to the Portal or its users, or a legal or regulatory requirement; or

(d) On shorter written notice than paragraph (a), where reasonably necessary to protect the security, integrity or operation of the Portal, comply with law, prevent fraud, or address a genuine operational or risk issue.

Where reasonably practicable and lawful, PostMyDoc will give the Customer notice of a suspension under paragraph (c) or (d), and will act proportionately having regard to the nature of the relevant issue.

For an order that has entered production before a suspension or termination takes effect, PostMyDoc may, acting reasonably, complete the order or cancel it. Any refund is governed by the Refund Policy and clause 11.

13.4 Effect of termination. On termination:

(a) your right to use the Portal ends;

(b) each party’s accrued rights and obligations continue;

(c) you must pay all amounts owing;

(d) an order already in production may, acting reasonably, be completed or cancelled;

(e) document content associated with an order remains subject to the applicable deletion, back-up or destruction lifecycle in clause 6; and

(f) we deal with personal information in accordance with the DPA and Privacy Policy, including the applicable return and deletion requirements following termination.

13.5 Survival. Any provision that by its nature should survive — including clauses 5.2, 7, 9 (for accrued amounts), 10, 11, 12, this clause 13.4 to 13.5, 14 to 16, and the definitions — survives termination.

14. Events outside our control

14.1 Force majeure. Neither party is liable for any failure or delay in performing its obligations (other than an obligation to pay an amount already due) to the extent it is caused by an event beyond its reasonable control — including natural disaster, fire, flood, epidemic or pandemic, war or civil unrest, industrial action, failure of utilities, telecommunications or the internet, disruption to the postal network, or government action. The affected party will notify the other and use reasonable efforts to mitigate the effect. If the event continues for more than 30 days, either party may terminate the affected Services on notice.

15. Complaints and dispute resolution

15.1 Talk to us first. If you have a concern, please contact us at business@postmydoc.au. We will try to resolve it quickly.

15.2 Notice of dispute. If a dispute is not resolved, a party may give the other written notice setting out the details of the dispute and a proposed resolution. Within 14 days of that notice, senior representatives of each party (with authority to settle) will meet — including by video — in good faith to try to resolve it.

15.3 Mediation or court. If the dispute is not resolved within 21 days of the notice, either party may refer it to mediation or commence proceedings. Nothing in this clause prevents a party from seeking urgent injunctive or interlocutory relief.

15.4 Continue performing. During a dispute, each party must continue to perform its obligations that are not the subject of the dispute.

16. General

16.1 Governing law and jurisdiction. The Agreement is governed by the laws of South Australia and the Commonwealth of Australia. The parties submit to the non-exclusive jurisdiction of the courts of South Australia and the courts that hear appeals from them.

16.2 International access. The Portal may be accessed from outside Australia. We do not represent that it complies with the laws of any country outside Australia. If you access the Portal from outside Australia, you do so at your own risk and are responsible for complying with local law. You are responsible for ensuring your documents and their dispatch comply with the laws of the destination country, including customs, export-control and sanctions laws (see clause 5).

16.3 Notices. Notices to us must be sent to info@postmydoc.au (or to privacy@postmydoc.au for privacy or DPA notices). Notices to you may be sent to your Primary Contact’s email or given through the Portal. A notice is taken to be received when sent, unless it bounces, and (if sent after 5pm or on a non-business day) on the next business day.

16.4 Assignment. You may not assign or novate the Agreement without our consent (not to be unreasonably withheld). We may assign or novate it to a related body corporate, or in connection with a transfer of our business, on notice to you.

16.5 Subcontracting. We may use subcontractors and service providers (including those identified in the Privacy Policy and the DPA) to provide the Services, but we remain responsible for the Services.

16.6 Entire agreement. The Agreement is the entire agreement between the parties about its subject matter and supersedes prior representations and arrangements about that subject matter, except for liability for fraud or under the Australian Consumer Law.

16.7 Variation. Except as set out in clause 1.8, any variation of these Terms must be in writing.

16.8 Waiver. A right is only waived in writing. A failure or delay in exercising a right is not a waiver of it.

16.9 Severance. If a provision of these Terms is or becomes invalid or unenforceable, it is read down or severed to the minimum extent necessary, without affecting the remaining provisions.

16.10 Relationship. The parties are independent contractors. Nothing in the Agreement creates a partnership, agency, employment or joint venture between them.

16.11 No third-party rights. The Agreement is for the benefit of the parties and, except as expressly stated, confers no benefit on any third party.

16.12 Electronic acceptance and counterparts. The Agreement may be accepted online (clause 1.5) or, where it is executed rather than accepted online, in counterparts, including by electronic signature, consistent with the Electronic Transactions Act 1999 (Cth) and its State equivalents.

17. Definitions

In these Terms:

“Agreement” means the documents described in clause 1.3.

“Australian Consumer Law” means Schedule 2 to the Competition and Consumer Act 2010 (Cth).

“Authorised User” means a person the Customer permits to access and use the Portal under its Business account, including the Primary Contact.

“Burn After Reading Policy” means the operating commitment described in clause 6 under which PDF files uploaded through the Portal are held temporarily in live server storage and removed by an automated purge once they become more than 24 hours old, independently of dispatch, while other copies and returned physical mail follow the separate deletion, retention or destruction lifecycles applying to their custody channels.

“Business account” means the PostMyDoc Business account approved by us and held by the Customer.

“Business Order” means an order that we accept as an order of the Customer under its approved Business account, regardless of whether it is submitted through the Portal, by email, by telephone or through another ordering channel we accept.

“Confidential Information” means information disclosed by one party to the other that is confidential or that a reasonable person would treat as confidential, including these Terms, pricing and the Customer’s documents and account data.

“Content” means the materials and information we provide through the Portal and the Site, as described in clause 7.1.

“DPA” means the PostMyDoc Business Data Processing Agreement.

“Envelope” means an individual physical mailing unit prepared for dispatch under a Business Order. An Envelope may contain one or more document files, and a Business Order may contain one or more Envelopes.

“GST” means the meaning given in clause 9.7.

“Non-excludable Rights” means the meaning given in clause 11.1.

“personal information” means the meaning given in the Privacy Act 1988 (Cth); and “sensitive information” has the meaning given in that Act.

“Platform” means the PostMyDoc Business Portal, the Site and our supporting systems and software.

“Portal” means the PostMyDoc Business Portal at postmydoc.au/business-dashboard/ and its sub-pages.

“Primary Contact” means the Authorised User nominated to administer the Customer’s Business account (shown in the Portal as the Account Admin), as described in clause 3.2.

“Privacy Policy” means the PostMyDoc Business Privacy Policy.

“Refund Policy” means the PostMyDoc Business Refund Policy.

“Services” means the meaning given in clause 2.1.

“Site” means the PostMyDoc website at postmydoc.au, including the business pages.

“Terms” means these terms of service.

“we, us, our, PostMyDoc” means PostMyDoc Digital Mailing Service Pty Ltd (ACN 697 539 512), trading as PostMyDoc.

18. How to contact us

PostMyDoc Digital Mailing Service Pty Ltd

trading as PostMyDoc · ACN 697 539 512 · ABN 18 697 539 512

82 Onkaparinga Valley Road, Woodside, South Australia 5244

General and accounts: business@postmydoc.au

Privacy and DPA: privacy@postmydoc.au

19. Acceptance and execution

Where these Terms are accepted online, clause 1.5 governs acceptance and no signature is required. The signature blocks below are provided for use where the parties choose to execute these Terms instead.

Signed for and on behalf of PostMyDoc Digital Mailing Service Pty Ltd (trading as PostMyDoc):

Signed for and on behalf of the Customer:

End of Terms of Service — PostMyDoc Business