Terms of Service

1. Definitions

• Rapid Intelligence Systems / we / us: the trading name of Cooper Lee Chochovski, ABN 92 318 977 973, a sole trader registered in Victoria, Australia.
• Client: a business or individual who has created an account and subscribed to the Platform.
• End User: a visitor to a Client's website who interacts with a RIKO widget.
• RIKO: the AI-powered customer service chatbot product offered by Rapid Intelligence Systems.
• RISE: the AI-powered social media automation product offered by Rapid Intelligence Systems, sold as a standalone subscription or bundled with RIKO.
• RIFT: the billing recovery product offered by Rapid Intelligence Systems, which analyses a Client's practice billing records to identify unbilled, unpaid, or unclaimed amounts and, at the Client's direction, sends account reminder emails to the Client's Patients.
• Patient: an individual whose records appear in a Client's practice management system and whose data is processed by RIFT on the Client's behalf.
• Platform: the RIKO, RISE, and RIFT products, management dashboards, and all associated services and infrastructure.
• Content: any text, data, or material provided by a Client, including website content crawled for knowledge base generation.

2. The Platform

Rapid Intelligence Systems provides the following products under the Platform:

• RIKO - an AI-powered customer service assistant that Clients can embed on their websites, including a management dashboard, conversation history, escalation routing, booking handling, and analytics (availability varies by plan)
• RISE - an AI-powered social media automation tool for generating, scheduling, and publishing content to social platforms such as LinkedIn, Facebook, and Instagram, with optional advertising tools (for platforms such as Meta and Google) at higher tiers
• RIFT - a billing recovery tool that analyses a Client's own practice billing records to identify revenue leakage and, under the Client's control, sends account reminder emails to Patients (see section 13). RIFT may be offered on an early access basis, during which features may change without notice

Features available at each subscription tier are described on our pricing page. We reserve the right to modify or discontinue features with reasonable notice.

3. Account registration

To use the Platform, you must create an account with accurate, complete information. You are responsible for:

• Keeping your login credentials confidential
• All activity that occurs under your account
• Notifying us immediately if you suspect unauthorised access

You must be at least 18 years old and have legal authority to enter into a binding contract.

Administrative access. To provide support, investigate or resolve technical issues, maintain the security and integrity of the Platform, or comply with a legal obligation, authorised Rapid Intelligence Systems personnel may access your account and its contents - including logging in to your account - where reasonably necessary for those purposes. Such access is limited to what is reasonably necessary and is restricted to personnel on a need-to-know basis.

4. Trial period

New accounts may start a free trial. Add a plan to your cart, create an account, and provide a payment method via Stripe - you are not charged until the trial ends. The standard trial period is 14 days. Accounts created via a referral or promotional link may receive an extended trial period (up to 30 days) as specified at the time of signup. Unless you cancel before the trial ends, your subscription begins automatically and your chosen plan's monthly fee is charged. You may cancel at any time during the trial via your account dashboard to avoid being charged.

Pilot programs. From time to time we may invite a limited number of practices to use a product free of charge for a fixed pilot period - for example, RIFT for six months. The pilot period, what we ask in return (typically brief in-app feedback), and any discount offered afterwards are stated in the invitation and on the pilot signup page. No payment method is taken during a pilot and nothing is charged. A pilot ends automatically on its stated end date, at which point access to the product is withdrawn unless you choose to subscribe; nothing converts to a paid subscription without your action. A discount offered to pilot participants applies for as long as the resulting subscription remains continuously active and is applied to our published prices as they stand from time to time. These Terms, our Privacy Policy and (where the product processes personal information on your behalf) our Data Processing Agreement apply to pilot use in full. During a pilot, our personnel may review how the product performed on your data, for example items you dismissed or corrected, in order to fix and improve it. Anything learned is applied as changes to the product; patient information is never copied out of the Platform, published, or used to train AI models. We may use de-identified totals and percentages from the pilot, without your practice's name, to improve the product and to describe pilot outcomes; any named case study or testimonial needs your separate written agreement.

5. Subscriptions and payment

Paid subscriptions are billed monthly in advance. By subscribing, you authorise us to charge your payment method via Stripe on a recurring monthly basis.

• All prices are in Australian Dollars (AUD). We are not currently registered for GST, so no GST is charged on our fees
• If we register for GST in the future, GST will be added to fees as required by law, with notice provided in accordance with this clause
• Failed payments result in a 7-day grace period, after which access may be suspended
• You are responsible for keeping your payment details up to date

We reserve the right to change our published prices with 30 days' written notice. Continued use after the effective date constitutes acceptance of the new pricing.

Usage-banded pricing (RIFT). RIFT is priced in bands according to the number of active clinicians at your practice, as published on our pricing page. An active clinician is one with at least one client appointment in the preceding 30 days, measured by RIFT from your own practice records each time it syncs rather than self-reported. Moving between bands is not a change to our published prices, and the 30 days' notice above does not apply to it: the price schedule stays the same and your band follows your measured usage. Where your band changes we notify you by email, and the new amount applies from your next invoice - we do not charge a difference part-way through a billing period. Practices above the largest published band are priced individually by agreement and are never adjusted automatically.

6. Cancellation and refunds

You may cancel at any time via the account dashboard or by contacting us. Cancellation takes effect at the end of the current billing period. We do not offer pro-rata refunds for unused portions of a billing period.

Following cancellation, account data is retained for 90 days for export, then permanently deleted.

7. Acceptable use

You agree not to use the Platform to:

• Provide false, misleading, or deceptive information to End Users
• Collect sensitive personal information (health information, financial account details, government identifiers, biometric data) from End Users without their explicit informed consent
• Violate any applicable law, regulation, or third-party rights
• Infringe the intellectual property rights of any person
• Transmit malicious code, spam, or unsolicited communications
• Reverse-engineer, decompile, or extract the source code or AI configuration of the Platform
• Scrape or use automated tools to extract data from the Platform beyond normal use
• Resell, sublicense, or white-label the Platform without prior written consent
• Impersonate any person or entity
• Use the Platform in any way that could damage, disable, or impair our infrastructure

Our full Acceptable Use Policy forms part of these Terms. We reserve the right to suspend or terminate any account we reasonably believe is in breach of these Terms, without prior notice in cases of serious or repeated breach.

8. Client data responsibilities

You are the data controller in respect of personal information collected from your End Users through the RIKO widget. As a Client, you are solely responsible for:

• Ensuring you have a lawful basis to collect and process your End Users' personal information
• Providing End Users with a privacy notice disclosing the use of an AI chat assistant
• Ensuring your use of the Platform complies with all applicable privacy laws
• Obtaining all necessary consents before configuring the Platform to handle sensitive personal information
• Complying with all industry-specific regulatory obligations applicable to your business (including healthcare, financial services, and legal)

We process End User data only as a data processor, acting on your instructions as data controller. You must not use the Platform in a way that requires us to process sensitive information without our prior written agreement. RIFT is the exception by design: it is built to process practice billing records, which may include health information, and your use of RIFT is governed by section 13 - subscribing to RIFT constitutes our written agreement to process that data for the purposes described there.

You indemnify us against any claims, losses, or penalties arising from your failure to comply with your own data protection and privacy obligations.

9. Your content and our licence

You retain full ownership of your website content and data provided to the Platform. You grant Rapid Intelligence Systems a limited, non-exclusive, royalty-free licence to crawl, process, store, and use your website content and other Content you provide solely for the purpose of operating the Platform services included in your subscription - for example, powering your RIKO assistant or generating RISE content drafts for your review.

This licence terminates when your account is closed. You warrant that you own or have the right to use all content you provide and that it does not infringe third-party rights.

10. Intellectual property

The Platform, the RIKO, RISE, and RIFT product names, all underlying software, code, algorithms, prompt architecture, AI configuration, designs, and documentation are the exclusive intellectual property of Rapid Intelligence Systems. These Terms do not transfer any ownership of our intellectual property to you.

You may not:

• Copy, modify, or create derivative works of the Platform
• Remove or alter any proprietary notices
• Use our name, brand, or trademarks without prior written consent
• Claim ownership over improvements we make to the Platform, including those informed by your feedback

Any feedback or suggestions you submit may be used by us without restriction and without any obligation to compensate you.

11. AI disclaimer and limitations

RIKO, RISE, and RIFT include AI-powered features and may occasionally produce inaccurate, incomplete, or inappropriate output. You acknowledge that:

• You are responsible for reviewing the AI assistant's behaviour before and after going live
• You are responsible for configuring appropriate escalation settings for sensitive enquiries
• You are responsible for reviewing all AI-generated RISE content (posts, images, and ad creative) before approving it for publication
• In RIFT, dollar amounts and invoice details in Patient emails are always taken directly from your own practice records, never generated by AI; the optional AI rewording feature operates only on your email template wording and is never given Patient information
• AI responses are not a substitute for qualified professional advice in regulated fields such as healthcare, law, or financial services
• Rapid Intelligence Systems is not liable for any loss or damage arising from AI responses to your End Users or from AI-generated content you approve for publication

12. RISE social accounts and advertising

These additional terms apply where your subscription includes RISE:

• Connected accounts: you warrant that you own or are authorised to manage each social media or advertising account you connect to RISE, and you authorise us to act on those accounts via the platforms' official APIs on your instruction (for example, publishing an approved post or creating a draft ad campaign)
• Content approval: nothing is published or launched without your action. You are solely responsible for reviewing and approving all content, including AI-generated content, before it is published or launched
• Advertising spend: ad campaigns run on your own advertising accounts (for example, Meta Ads or Google Ads). All advertising spend is charged by the advertising platform directly to the payment method on your advertising account. Advertising spend is separate from, and in addition to, your subscription fees, and we never collect or handle it
• Budgets and launch: ad campaigns are created in a paused state and only begin spending after you explicitly confirm the campaign and its budget. You are responsible for the budgets you approve and for monitoring your campaigns and advertising accounts
• Platform and legal compliance: you are responsible for ensuring your posts and ads comply with each platform's content and advertising policies and with applicable advertising law, including the Australian Consumer Law and any industry-specific advertising rules that apply to your business (such as health services advertising requirements)
• No performance guarantee: we do not guarantee any particular reach, engagement, lead volume, or return on advertising spend

13. RIFT billing recovery and Patient communications

These additional terms apply where your subscription includes RIFT:

• Your data, your authority: you warrant that you own or are authorised to administer the practice management system (for example, Zanda, Cliniko or Nookal) whose data you connect or provide to RIFT, and that you are entitled to use that data for account and billing administration. The data remains yours at all times
• Health information: you acknowledge that practice billing records may constitute health information under the Privacy Act 1988 (Cth) and applicable state health records legislation (for example, the fact that a person attends your practice, appointment attendance history, and funded-plan or Medicare claim details). By using RIFT you instruct us to process that information solely to operate RIFT for you, as described in our Privacy Policy. We never use it for any other purpose
• Emails are sent on your behalf: Patient emails are sent in your practice's name, at your direction, using templates and settings you control. Depending on the mode you choose, each email is either individually approved by you or sent automatically under rules you have configured. You are responsible for the wording of any template you customise and for the sending modes, caps, and schedules you configure
• Your relationship with your Patients: you warrant that you are entitled to contact each Patient about their account with your practice. RIFT account reminders are communications from your practice to its own patients about existing accounts; you must not use RIFT to send marketing or any communication unrelated to a Patient's account
• Not a debt collection service: we are not a debt collector and do not undertake collection activity. RIFT sends account reminders on your behalf and identifies items for your follow-up; anything beyond that (calls, payment arrangements, escalation to collection) is between you and your Patient. You must ensure your overall collection conduct complies with applicable law and the ACCC/ASIC debt collection guideline
• Accuracy of figures: amounts, invoice numbers, and dates in RIFT are derived from your own practice records at the time of the last data sync. You are responsible for the accuracy of your practice records, for checking an item before approving its email, and for reviewing your settings before enabling automatic sending. We are not liable for reminders that reflect errors or omissions in your records
• Opt-outs are honoured: every Patient email includes a working opt-out link. Once a Patient opts out, RIFT will not email them again, and you must not use RIFT to circumvent an opt-out
• No recovery guarantee: we do not guarantee that any amount identified by RIFT will be recovered, or that RIFT will identify every recoverable amount
• Findings are not billing advice: RIFT may flag items as worth checking, including where a Medicare or NDIS item may have applied to a session, or where an item code appears to have been retired from the scheme's published schedule. These flags are automated estimates built from your practice records and the schemes' published schedules at the time of analysis. They are not billing, financial, or legal advice, and they do not establish that any entitlement exists or that any claim should be made or changed. You are responsible for verifying every flag against the scheme's current rules and your own records before making, changing, or resubmitting any claim, and we are not liable for claims made or not made in reliance on a flag

14. Availability and support

We aim for high availability but do not guarantee uninterrupted, error-free service. The Platform is provided on a commercially reasonable efforts basis.

We provide email support at contact@rapidintelligence.com.au. Response times vary by subscription plan.

15. Limitation of liability

To the maximum extent permitted by law, Rapid Intelligence Systems shall not be liable for any indirect, incidental, special, consequential, or punitive damages arising from your use of the Platform, including loss of profits, data, goodwill, or business interruption.

Our total aggregate liability for all claims shall not exceed the total fees paid by you in the 12 months immediately preceding the claim.

Nothing in these Terms excludes liability for fraud, death or personal injury caused by negligence, or any other liability that cannot be excluded under Australian law.

16. Indemnity

You agree to indemnify and hold harmless Rapid Intelligence Systems and its personnel from claims, liabilities, losses, and expenses arising from:

• Your breach of these Terms
• Your violation of any applicable law or regulation
• Your failure to comply with your privacy and data protection obligations
• Any claim by an End User or third party relating to the content or conduct of your RIKO assistant, or to content or advertising you publish through RISE

17. Termination

You may terminate at any time via the dashboard or by contacting us.

We may terminate or suspend your account immediately if you:

• Breach these Terms in a material way
• Fail to pay fees and do not remedy the failure within 7 days of notice
• Use the Platform in a way that poses a legal, reputational, or security risk
• Are required to be suspended or terminated by law or court order

18. Changes to these Terms

We may update these Terms from time to time. Active account holders will be notified of material changes by email at least 14 days before they take effect. Continued use of the Platform after the effective date constitutes acceptance. If you do not accept the revised Terms, you must cancel before the effective date.

19. Governing law and disputes

These Terms are governed by the laws of Victoria, Australia. Disputes shall be subject to the exclusive jurisdiction of the courts of Victoria. Before commencing formal proceedings, you agree to first contact us to attempt resolution in good faith.

20. General

• Entire agreement: these Terms, together with our Privacy Policy, Acceptable Use Policy, and any executed Service Agreement, constitute the entire agreement between you and Rapid Intelligence Systems.
• Severability: if any provision is unenforceable, the remaining provisions continue in full force.
• Waiver: our failure to enforce any right does not constitute a waiver of that right.
• Assignment: you may not assign your rights without our prior written consent.

21. Contact

Questions about these Terms: contact@rapidintelligence.com.au