Terms & Conditions

1. Changes to these Terms

We may update these Terms from time to time by publishing the revised version on this page. The updated Terms apply from the date they are published, unless otherwise stated.

If a change materially affects paid access or normal use of the Service, we will take reasonable steps to notify affected customers through the website, application, email, subscription page or other practical means.

2. Purpose of the Service

Xreference is a business administration software product designed to help businesses manage operational records such as customers, suppliers, sales, expenses, jobs, projects, inventory, purchasing, accounting, payroll, portals, reporting and related business activity.

The Service can assist with record keeping and operational visibility, but it does not provide legal, financial, accounting, taxation, payroll compliance, industrial relations, insurance or other professional advice. You remain responsible for checking information, making business decisions and obtaining professional advice where required.

3. Accounts, company workspaces and authority

A Xreference customer workspace is intended for the business or organisation that creates or purchases access to it. You must only create, manage or access a workspace if you have authority to do so.

You are responsible for maintaining the confidentiality of login details, choosing appropriate users and permissions, and for activity that occurs under accounts connected to your workspace.

You agree to provide accurate registration, billing, contact and business information and to keep that information reasonably up to date.

4. Users, staff access and portals

Xreference may distinguish between internal users, staff users, service personnel, employee access, customer portal access and other portal-style access depending on the plan and features enabled for the workspace.

For subscription purposes, an active internal user generally means a person who has internal access to the Xreference application or company workspace. Portal users are not treated as active internal users unless they are granted internal system access or the subscription page states otherwise.

You are responsible for adding, removing and maintaining users promptly, especially when staff, contractors or service personnel leave the business or no longer require access.

5. Plans, features and the subscription page

Xreference may offer different subscription plans, feature levels, included starting access, add-ons or usage allowances. Available features may include accounting, payroll, jobs, portals, purchase orders, projects, stock control, inventory, AI analytical reports and other tools.

Plan names, feature availability, included usage, active user count, renewal date and current subscription amount are shown inside the subscription page, Stripe checkout or other purchase flow at the time you subscribe, renew, upgrade, downgrade or change access.

We may add, change, rename, improve, remove or repackage features over time. We will not intentionally remove core paid functionality from an active customer in a way that materially defeats the plan they purchased without providing a reasonable alternative, transition, notice or remedy where required by law.

6. Billing, Stripe, renewal dates and prorating

Paid subscriptions are processed through Stripe. Xreference does not accept PayPal, cash, cheque, direct transfer or other payment methods unless Protosoft Pty Ltd expressly agrees in writing.

Monthly subscriptions renew on the first day of each calendar month, rather than on the anniversary date of the original sign-up. Your first charge, or the charge after certain plan or user changes, may be prorated so the subscription aligns with the next first-of-month renewal.

All calendar months are treated as equal monthly billing periods. A monthly subscription amount is not reduced or increased merely because a month has more or fewer days, except for any prorating used to align the first billing period or mid-cycle subscription changes.

If you add users, remove users, upgrade, downgrade or change subscription options during a billing period, Xreference or Stripe may apply prorated charges or credits. The amount payable should be shown in the subscription page, Stripe checkout, invoice or billing confirmation before the change is completed.

7. Starting access

Xreference may include the first month of Standard access without charge. This is a normal customer subscription with an expiry date and the same Standard access rules as a paid subscription.

If you do not continue with paid access after the included period, your workspace may be restricted, suspended, archived or deleted after a reasonable period. We are not required to keep expired unpaid workspace data indefinitely.

8. Cancellation

You may cancel a paid subscription at any time through the subscription tools made available in Xreference, through Stripe where applicable, or by contacting support if self-service cancellation is unavailable.

Cancellation stops future renewals. Unless otherwise shown in the subscription page or required by law, access normally continues until the end of the current paid billing period and amounts already paid are not automatically refunded.

After cancellation, your workspace may be restricted, made read-only, archived or deleted after a reasonable period. You should export or save any information you need before access ends.

9. Refunds and consumer guarantees

Because Xreference may include the first month without charge and subscriptions can be cancelled, payments are generally non-refundable once paid access has been purchased, except where required by law or expressly agreed by Protosoft Pty Ltd.

Nothing in these Terms excludes, restricts or modifies any rights or remedies you may have under the Australian Consumer Law or any other law that cannot lawfully be excluded.

10. Included usage, storage and fair use

Xreference plans include reasonable usage for normal business administration. This may include database records, documents, file attachments, storage, portal activity, report generation, AI report generation, backups, support and other system activity.

The Service may display usage indicators, gauges, meters or similar tools so you can see how your workspace is tracking against included usage or capacity. These indicators are provided as practical guides and may not update instantly.

If a workspace uses materially more storage, traffic, AI processing, portal activity, automation or infrastructure capacity than is reasonable for its plan, we may contact you to discuss an upgrade, additional storage or other capacity options. We may also restrict, throttle, suspend or refuse unusually high-volume, abusive, automated or infrastructure-intensive activity where necessary to protect the Service.

11. Files, uploads and storage behaviour

You must only upload files that you are entitled to store and use. You must not upload malware, unlawful material, content that infringes another person’s rights, or files that are misleading, harmful or unrelated to reasonable business use of the Service.

Xreference should not be used as a general-purpose public file store, bulk archive, media hosting service, backup replacement or file transfer platform. We may limit upload types, file sizes, storage volumes or download behaviour to protect the Service and manage operating costs.

12. AI analytical reports

Some plans may include AI analytical reports or AI-assisted commentary. These reports may be generated from selected business data, summaries, totals, trends, ratios, usage information or other structured information prepared by Xreference.

AI reports are provided for general business insight and convenience. They may contain errors, omissions, assumptions or interpretations that require human review. You must not treat AI-generated content as legal, financial, accounting, taxation, payroll, employment or professional advice.

AI report availability, frequency, report types, usage limits and included access may vary by plan and may be shown in the subscription page or within Xreference. We may limit or delay AI report generation during unusually high usage, provider outages, security events or capacity constraints.

13. Your data

You retain ownership of the company and operational information entered into the Service. You grant us a limited right to host, store, back up, process, transmit and display that data as required to provide, maintain, secure, support and improve the Service.

You are responsible for the accuracy, legality and suitability of the data entered into your workspace. You are also responsible for reviewing reports, exports, payroll information, accounting information and business records before relying on them.

14. Privacy

Our Privacy Policy explains how we collect, use, store and disclose personal information.

Where the Service involves third-party providers such as Stripe, Microsoft Azure, communication providers or AI services, those providers may process information according to their own terms, privacy policies and security arrangements.

15. Acceptable use

You agree to use the Service only for lawful business purposes and in a way that does not interfere with the rights, security or use of the Service by others.

• Do not attempt to access accounts, systems, workspaces or data you are not authorised to access.
• Do not upload malware, harmful files, unlawful content or deliberately misleading information.
• Do not scrape, copy, reverse engineer, resell, white-label or commercially exploit the Service without written permission.
• Do not use the Service for spam, phishing, credential harvesting, harassment, unlawful surveillance or abusive automation.
• Do not place unreasonable load on our infrastructure or use automated tools in a way that may affect other customers.

16. Suspension, restriction and termination

We may restrict, suspend or terminate access if we reasonably believe a user has breached these Terms, created a security risk, misused the Service, failed to pay for paid access, exceeded reasonable usage, or acted in a way that may cause harm to Protosoft Pty Ltd, Xreference, another customer or the Service.

Where practical and appropriate, we will try to contact the account owner before taking major action. Immediate action may be taken where required for security, legal compliance, payment failure, abuse prevention or infrastructure protection.

17. Intellectual property

The website, software, design, text, graphics, logos, images, icons, code, workflows, reports, interface patterns and other materials forming part of the Service are owned by or licensed to Protosoft Pty Ltd.

You may use the Service only as permitted by these Terms and your current subscription access. No ownership of the software, code or platform is transferred to you.

18. Third-party services

Xreference may rely on third-party services for hosting, payment processing, email, SMS, analytics, AI report generation, backups, security or other operational needs. These services may include providers such as Stripe, Microsoft Azure and other infrastructure or technology providers.

We are not responsible for outages, errors, changes, fees, restrictions or security events caused by third-party providers, except to the extent required by law.

19. Availability and changes to the Service

We aim to keep the Service available and operating properly, but we do not guarantee uninterrupted, secure, error-free operation or that data will never be lost or affected by technical failure.

We may perform maintenance, release updates, change hosting arrangements, modify features, alter usage limits, or adjust the Service where reasonably required for security, reliability, legal compliance, commercial sustainability or product improvement.

20. Disclaimer and limitation of liability

To the maximum extent permitted by law, the Service is supplied on an “as is” and “as available” basis. We do not warrant that the Service will be complete, accurate, uninterrupted, secure, error-free or suitable for every particular need.

To the maximum extent permitted by law, Protosoft Pty Ltd will not be liable for indirect, incidental, special, consequential or economic loss arising from use of, inability to use, or reliance on the Service.

Where liability cannot be excluded but can be limited, our liability is limited to the resupply of the Service, the cost of resupplying the Service, or another remedy permitted by law.

21. Governing law

These Terms are governed by the laws of South Australia and the Commonwealth of Australia. You agree to submit to the jurisdiction of the courts of South Australia and Australia for disputes relating to these Terms or your use of the Service.

22. Contact

If you have questions about these Terms, billing, cancellation, subscription access or support, contact Protosoft Pty Ltd at support@protosoft.com.au.