As a condition of using this website, you agree to comply with and be subject to all of the following terms and conditions of use.

The Gist:

We (Promis Network Pty Ltd) run a bill management platform called Promis.co and would love for you to use it. Promis connects you to e-invoicing in Australia and New Zealand. Your invoices will be sent electronically to your clients that can receive them. You will also receive invoices from your suppliers who are using e-invoicing.
Our service is designed to give you as much control and ownership over your data as possible. For that, we ask you to play fair and use the service responsibly.

Joining Promis

When joining Promis Network Pty Ltd (Promis) via the website, you confirm that all the details that you have provided are true and correct. If you choose to connect an accounting system to Promis, we will access the following data:

• Entity details (including Name, ABN, address, phone and user details including details on how to pay you – e.g. for Australia BSB and Account number). We try to use this to update the contact details that are stored in your client and supplier accounting systems when you interact with them. You can review and edit these details within Promis and any changes will automatically be updated in any of your contacts’ accounting systems when you interact with them by sending or receiving an invoice, if they have opted into that feature.
• Chart of accounts and tax rates. We use these as choices for your own expense accounts, bank accounts and tax settings when syncing your own invoices and payments.
• Contacts (incl. Name, ABN, contact and address details) to facilitate the matching of your invoices to clients.
• Invoices and credit notes you create to your clients (in the initial setup, all invoices that have an amount due; then only new and changed invoices). We send the details to your clients (incl. line descriptions, unit amounts, quantities, discounts, invoice numbers, date and due date and a pdf if available) through PEPPOL, but never details about your income accounts, purchase item codes or specific tax settings.

When you choose to sync incoming supplier bills with your accounting system, or pay a bill through Promis, we may push the following data into your accounting system (if authorised).

• Contacts (including name, ABN, contact and payment details) are updated where we can find a match, otherwise a new contact will be created within your accounting system.
• Bills and credit notes you accept or pay within Promis. It includes the details as above, but we add your own (expense) account and tax rate details.
• Payments made through one of the connected payment gateways. For future dated transactions, we sync the payments immediately, but might delete them if the payment fails later-on.

Data Never Accessed

Promis will not access any of your financial reports in your accounting system. Neither our software, nor our team members have access to details about your or your business’ financial position.

Privacy

Our respect for our customers’ right to privacy of their personal information is paramount. Promis has opted to be covered by the Privacy Act, and are fully committed to supporting the Australian Privacy Principles. These set clear standards for the collection, access, storage and use of personal information which we obtain as part of our business operations. View our Privacy Policy for more information.

E-invoicing Messages

In the connection to e-invoicing, we are sending and receiving data through a registered access point (Ozedi).

Optional Payments

Promis may offer the ability to receive payments from your clients and automate the payments to your suppliers. We allow you to connect your own merchant services (or set up a new account). When you do that, you enter into a separate contract with the merchant provider and agree to their Terms & Conditions and fees.

The list of possible merchant services will expand, currently it includes:

• Stripe Terms of Service (see specific Prohibited Businesses)
• Split Payments Terms of Service

Additional Data Access

• Payments and credit note allocations to update the Promis app with the changes you make in your accounting system.
• Payments that your clients make through your merchant gateway when connected to Promis will be booked into a specific merchant holding account in your accounting system.
• Cash transfers from your merchant holding account to your specified bank account will also be booked into your accounting system, if you connect your merchant provider to Promis

Pricing Policy

Promis offers a single annual price to Australian users of defined accounting systems (currently Xero, MYOB AccountRight Live and QuickBooks Online). It includes all the sales invoices you send and all the purchase bills you receive via Promis or the Trans-Tasman e-invoicing interoperability framework.

Connections to other accounting systems often require more customisation and will be quoted or referred to a partner depending on the circumstances and invoicing volume. Please check Pricing for details.

All pricing on our website is in Australian dollars (AUD) and includes goods and services tax (GST) where applicable. Prices are subject to change without notice.

Termination

If you do not agree with any of our Terms of Service, you may terminate our Service and delete your account. We may still keep some of your details in our database to the extent that they have been shared with your contacts and they choose to keep this data.

If your conduct is not in the spirit of a fair and trustworthy relationship, we have the right to terminate our relationship at a 30 days notice. If your conduct or use of the Service endangers Promis or other users, we will remove your access instantly.

Refunds and Cancellations

We want you to enjoy Promis. If we cannot deliver a service to your satisfaction you are entitled to a full refund for up to 30 days after signing up. No additional refunds are available.

Liability Disclaimer

Our services are provided in good faith and Promis does not make any representations or warranties of any kind, express or implied, in relation to all or any part of the services provided, and all warranties and representations are hereby excluded to the extent permitted by law.

The contents of the website and other Promis written communications do not constitute advice and should not be relied upon in making, or refraining from making, any decision.

To the extent permitted by law, Promis hereby disclaims all liability (howsoever arising) in connection with any loss and/or damage, arising out of or in connection with any use of, or inability to use, all or any part of our services, or any action taken (or refrained from being taken) as a result of using these services.

Promis may change these terms from time to time and so you should check these terms regularly. Your continued use of our Website or Service will be deemed acceptance of the updated or amended Terms.

Intellectual Property

This Agreement does not transfer from Promis to you any Promis or third party intellectual property, and all right, title, and interest in and to such property will remain (as between the parties) solely with Promis. The Promis logo, and all other trademarks, service marks, graphics and logos used in connection with our Services, are trademarks or registered trademarks of Promis or Promis’ licensors. Other trademarks, service marks, graphics and logos used in connection with our Services may be the trademarks of other third parties. Your use of our Services grants you no right or license to reproduce or otherwise use any Promis or third-party trademarks.

Changes

We are constantly updating our Services, and that means sometimes we have to change the legal terms under which our Services are offered. If we make changes that are material, we will let you know by posting on one of our blogs, or by sending you an email or other communication before the changes take effect. The notice will designate a reasonable period of time after which the new terms will take effect. If you disagree with our changes, then you should stop using our Services within the designated notice period. Your continued use of our Services will be subject to the new terms. However, any dispute that arose before the changes shall be governed by the Terms (including the binding individual arbitration clause) that were in place when the dispute arose.

Miscellaneous

This Agreement constitutes the entire agreement between Promis and you concerning the subject matter hereof, and they may only be modified by a written amendment signed by an authorized executive of Promis, or by the posting by Promis of a revised version. Except to the extent applicable law, if any, provides otherwise, this Agreement, any access to or use of our Services will be governed by the laws of the state of Queensland, Australia, excluding its conflict of law provisions, and the proper venue for any disputes arising out of or relating to any of the same will be the state and federal courts located in Brisbane, Queensland, Australia. Except for claims for injunctive or equitable relief or claims regarding intellectual property rights (which may be brought in any competent court without the posting of a bond), any dispute arising under this Agreement shall be finally settled in accordance with the National Mediator Accreditation System (NMAS) Standards by a registered arbitrator (accredited by one of the Recognised Mediator Accreditation Bodies (RMABs)). The arbitration shall take place in Brisbane, Queensland, Australia, in the English language and the arbitral decision may be enforced in any court. The prevailing party in any action or proceeding to enforce this Agreement shall be entitled to costs and attorneys’ fees. If any part of this Agreement is held invalid or unenforceable, that part will be construed to reflect the parties’ original intent, and the remaining portions will remain in full force and effect. A waiver by either party of any term or condition of this Agreement or any breach thereof, in any one instance, will not waive such term or condition or any subsequent breach thereof. You may assign your rights under this Agreement to any party that consents to, and agrees to be bound by, its terms and conditions; Promis may assign its rights under this Agreement without condition. This Agreement will be binding upon and will inure to the benefit of the parties, their successors and permitted assigns.

(We’ve made the above Terms of Service available under a Creative Commons Sharealike license, which means you’re more than welcome to repurpose it for your own use – we used the wordpress.com version as our basis. Just make sure to replace references to us with ones to you, and if you don’t mind we’d appreciate a link to Promis.co somewhere on your website.)

Update Log

19 November 2019 Adjustments to reflect PEPPOL preparation
24 October 2019 Adjustments to reflect new pricing

Your privacy is critically important to us. At Promis Network Pty Ltd (Promis) we have a few fundamental principles:

• We don’t ask you for personal information unless we truly need it.
• We don’t share your personal information with anyone except when you authorise us to, to comply with the law, develop our products and protect our rights.
• We don’t store personal information on our servers unless required for the on-going operation of our services (for example, you might choose to store your billing history on our servers, if you choose not to, we don’t).
• In our Service, we aim to make it as simple as possible for you to control what’s visible to the public, shared with Your contacts, kept private, and permanently deleted.

If you have questions about deleting or correcting your personal data please contact our support team.

Promis operates several websites (including www.promis.co) and Services (including a web service, a public API and mobile apps). It is Promis’ policy to respect your privacy regarding any information we may collect while operating our websites and Services.

Below is our privacy statement which incorporates these goals:

Website Visitors and Mobile App Users

Like most website operators, Promis collects non-personally-identifying information of the sort that web browsers and servers typically make available, such as the browser type, language preference, referring site, and the date and time of each visitor request. Promis’ purpose in collecting non-personally identifying information is to better understand how Promis’ visitors use its website. From time to time, Promis may release non-personally-identifying information in the aggregate, e.g., by publishing a report on trends in the usage of its website. Promis may use third-party services to collect and store this information (e.g. Google Analytics, etc.).

Promis also collects potentially personally-identifying information like Internet Protocol (IP) addresses and device identifications. Promis does not use such information to identify its visitors, however, and does not disclose such information, other than under the same circumstances that it uses and discloses personally-identifying information, as described below.

Gathering of Personally-Identifying Information

Certain visitors to Promis’ websites choose to interact with Promis in ways that require Promis to gather personally-identifying information. The amount and type of information that Promis gathers depends on the nature of the interaction. For example, we ask visitors who sign up for an account at Promis.co to provide an email address. Those who engage in transactions with Promis are asked to provide additional information, including as necessary the personal and financial information required to process those transactions. In each case, Promis collects such information only insofar as is necessary or appropriate to fulfill the purpose of the visitor’s interaction with Promis.

Promis does not disclose personally-identifying information other than as described below. And visitors can always refuse to supply personally-identifying information, with the caveat that it may prevent them from engaging in certain or all parts of our Service.

Promis may receive and store personal information from You about others

Promis may also collect and store information about your contacts. You must ensure that You are authorised to disclose that information to Promis and that, without taking any additional steps, Promis complies with applicable data protection or privacy laws while collecting and storing such information for the purposes described in this Policy.

Use of personal data

Promis may collect aggregated statistics about the behavior of visitors to its websites and users of its Service. For instance, Promis may monitor the most active invoice generators on the Promis Network. Promis may display this information publicly or provide it to others. However, Promis does not disclose personally-identifying information other than as described below.

You may authorise Promis to share personal data with your contacts. This may include your contact and banking details, invoices addressed to specific clients (as identified by a verified email, mobile phone number or account numbers) or other information. You can revoke this authorisation at any point and we will stop any future sharing, but cannot retract already shared data.

Protection of Certain Personally-Identifying Information

• need to know that information in order to process it on Promis’ behalf or to provide services available at Promis’ websites and mobile apps, and
• that have agreed not to disclose it to others.

Some of those employees, contractors and affiliated organizations may be located outside of your home country; by using Promis’ Service, you consent to the transfer of such information to them.

Promis will not rent or sell potentially personally-identifying and personally-identifying information to anyone.

Other than to its employees, contractors and affiliated organizations, as described above, Promis discloses potentially personally-identifying and personally-identifying information only when required to do so by law, or when Promis believes in good faith that disclosure is reasonably necessary to protect the property or rights of Promis, third parties or the public at large.

If you are a registered user of a Promis Service or have supplied your email address, Promis may occasionally send you an email to tell you about new features, solicit your feedback, or just keep you up to date with what’s going on with Promis and our products. We expect to keep this type of email to a minimum.

If you send us a request (for example via a support email or via one of our feedback mechanisms), we reserve the right to publish it in order to help us clarify or respond to your request or to help us support other users. Promis takes all measures reasonably necessary to protect against the unauthorized access, use, alteration or destruction of potentially personally-identifying and personally-identifying information.

You are responsible for transfer of Your data to third-party applications

Promis allows you to authorise the connection to and automated exchange of data with third-party applications. This data transfer may include your personal identifiable information. Promis has no control over, and takes no responsibility for, the privacy practices of these third-party applications. You are responsible for checking their privacy policy so that You can be informed of how they will handle personal information.

Cookies

A cookie is a string of information that a website stores on a visitor’s computer, and that the visitor’s browser provides to the website each time the visitor returns. Promis uses cookies to help Promis identify and track visitors, their usage of Promis website, and their website access preferences. Promis visitors who do not wish to have cookies placed on their computers should set their browsers to refuse cookies before using Promis’ websites, with the drawback that certain features of Promis’ websites may not function properly without the aid of cookies.

Promis’ privacy complaints process

• by e-mail at privacy@promis.co, or
• by letter to
  Promis Network Pty Ltd
  PO Box 197
  Noosa Heads, QLD 4567
  Australia

• reply with an initial response within 10 business days, and
• investigate and work on resolving Your query or complaint within 30 business days or such longer period as is necessary and notified to you.

Privacy Statement Changes

Although most changes are likely to be minor, Promis may change its Privacy Statement from time to time, and in Promis’ sole discretion. Promis encourages visitors to frequently check this page for any changes to its Privacy Statement.

Change Log

24 March 2016 Updated Privacy Policy to be available under Creative Common Share-alike license.

Promis Network Pty Ltd