Legal
Acceptable Use Policy
Version: 2.0 Published: 6 September 2026 Effective Date: 6 October 2026 Supersedes: Version 1.0 (18 February 2026)
RTO MATE PTY LTD (ABN 41 684 275 401) trading as Qualticks ("Qualticks", "we", "us", "our").
1. Purpose and Scope
1.1 Why This Policy Exists
Qualticks holds compliance evidence for Registered Training Organisations. The integrity of that evidence matters to you, to your students, and to the regulators who may rely on it. This policy sets out how the Platform may and may not be used.
1.2 Who It Applies To
This policy applies to every person who accesses the Platform under your subscription, including your employees, contractors and agents. You are responsible for their compliance with it.
1.3 Relationship to the Terms of Service
This policy forms part of the Agreement. Breach of this policy is a breach of the Terms of Service and may lead to suspension or termination under clause 15.3 of those Terms.
2. General Obligations
You must:
Use the Platform only for lawful purposes and in accordance with the Agreement
Provide accurate information and keep it current
Keep your credentials confidential and use a unique account per person
Enrol in multi-factor authentication
Promptly remove access for people who leave your organisation
Notify us at support@qualticks.com.au if you become aware of a security issue or unauthorised use of your account
3. Prohibited Conduct
3.1 Unlawful Activity
You must not use the Platform to breach any law, to infringe any person's intellectual property, privacy or other rights, or to engage in fraudulent or deceptive conduct.
3.2 Compliance and Evidence Integrity
Given the regulatory purpose of the Platform, the following are treated as serious breaches:
Fabricating, backdating or falsifying validation evidence
Falsifying trainer or assessor qualifications, credentials or currency evidence
Creating records that misrepresent whether an activity actually occurred
Misrepresenting your compliance position to ASQA or another regulator using records generated in the Platform
Altering or deleting records with intent to mislead a regulator or auditor
Using the Platform to conceal non-compliance
3.3 Security and System Integrity
You must not:
Attempt to gain unauthorised access to the Platform, other accounts, or any system or network connected to it
Probe, scan or test the vulnerability of the Platform without our prior written consent (responsible vulnerability disclosure under Section 7.3 of our Security Policy is welcome and is not a breach)
Circumvent authentication, authorisation, rate limiting or any other control
Introduce malware, or any code intended to disrupt, damage or gain unauthorised access
Interfere with or place unreasonable load on the Platform, including by automated scraping or excessive automated requests
Reverse engineer, decompile or disassemble the Platform, except to the extent that right cannot lawfully be excluded
3.4 Account Misuse
You must not share credentials between individuals, create accounts by automated means, impersonate another person, resell or sublicense access, or use the Platform to build a competing product.
3.5 Content
Content you upload must be accurate, lawful, and free of third-party rights infringements. You must not upload content that is illegal, malicious, defamatory, harassing, or that you do not have the right to provide to us.
3.6 Conduct Towards Others
You must not harass, threaten or abuse other users or Qualticks personnel. We may suspend access for abusive conduct towards our staff.
4. Monitoring and Investigation
4.1 What We Log
The Platform maintains audit logs of sign-ins, data access, record modifications, uploads and administrative actions, as described in our Security Policy.
4.2 Our Right to Investigate
We may review usage and audit logs where we have a reasonable basis to suspect a breach of this policy, where we are investigating a security incident, or where required by law.
4.3 Limits on Monitoring
We do not routinely read or review the substantive content of your Customer Data. Access to Customer Data by Qualticks personnel occurs only where necessary to provide support you have requested, to investigate a suspected breach or security incident, or where required by law. Such access is logged and, where it relates to a support request or investigation, the account holder is notified.
5. Consequences of Breach
5.1 Proportionate Response
Our response will be proportionate to the seriousness of the breach. In most cases we will follow this sequence:
StepWhenWhat happens1. EnquirySuspected or minor breachWe contact you, explain the concern and ask for an explanation2. WarningConfirmed minor breachWritten warning, with a period to remedy3. SuspensionUnremedied breach, or serious breachAccess suspended; Customer Data retained, not deleted4. TerminationSerious or repeated breachSubscription terminated under clause 15.3(a) of the Terms
5.2 Immediate Action
We may suspend or terminate immediately, without prior warning, where the breach involves:
Conduct under Section 3.2 (evidence integrity)
An active security threat to the Platform or other customers
Unlawful activity
A requirement imposed on us by law or a court
Where we take immediate action, we will tell you the reason as soon as practicable and give you an opportunity to respond.
5.3 What Suspension Means
During suspension your Customer Data is retained and not deleted. You may request an export of your data. Access is restored if the matter is resolved in your favour or the breach is remedied to our reasonable satisfaction.
5.4 Fees on Termination for Breach
If we terminate for a serious breach of this policy, fees already paid for the current billing period are not refundable, except where a refund is required under the Australian Consumer Law. Nothing in this clause limits your rights under clause 3 of the Terms of Service.
6. Appeals and Reinstatement
6.1 Your Right to Appeal
If we suspend or terminate your access for breach of this policy, you may appeal.
6.2 How to Appeal
Email support@qualticks.com.au with the subject line "AUP Decision Appeal" within 30 days of the decision. Include the affected account, why you believe the decision was wrong or disproportionate, and any supporting information.
6.3 How We Handle Appeals
We will acknowledge your appeal within 2 Business Days and give you a decision within 10 Business Days. The appeal will be considered by someone who takes a fresh look at the facts. We will give reasons in writing.
6.4 Reinstatement
If an appeal succeeds, or the breach is remedied to our reasonable satisfaction, we will restore access promptly and extend your subscription period by the length of the suspension.
6.5 Data During an Appeal
We will not delete your Customer Data while an appeal is on foot, and for at least 30 days after a final decision, so that you can export it.
6.6 External Options
Nothing in this section prevents you from making a complaint to a regulator, or from exercising any right you have under the Australian Consumer Law or otherwise at law.
7. Cooperation with Authorities
Where required by law, or where we reasonably believe conduct on the Platform involves a serious criminal offence, we may report the matter to and cooperate with relevant authorities, including ASQA, the OAIC and law enforcement. We may retain relevant records for legal or regulatory purposes notwithstanding any deletion request.
8. Reporting a Breach of This Policy
To report suspected misuse of the Platform, email support@qualticks.com.au with the subject "AUP Report". Please include as much detail as you can. We treat reports confidentially so far as we are able.
9. Changes to This Policy
We may update this policy. Where a change materially affects your rights or obligations, we will give at least 30 days' notice by email and publish the updated policy with a new version number and effective date.
10. Contact
RTO MATE PTY LTD (ABN 41 684 275 401) trading as Qualticks PO Box 101, Craigieburn VIC 3064, Australia Email: support@qualticks.com.au