Version 2026-1
Approved Systems Pty Ltd (ABN 53 637 851 104)
Status: Official
Effective date: 5 January 2026
1. Introduction
1.1 What this Agreement is
These General Terms & Conditions (“General Terms”) apply to all services supplied by Approved Systems Pty Ltd (“Approved Systems”, we/us/our) to a customer (you/your).
Your agreement with us (“Agreement”) is made up of multiple documents (see Section 2). By submitting an application, placing an order, accepting a quote, signing electronically, paying for, or using any service, you agree to be bound by this Agreement.
1.2 Who this Agreement applies to
These General Terms apply to both:
- Residential customers; and
- Business customers,
unless your specific service documentation states otherwise.
1.3 How to contact us
Support, billing enquiries, complaints, and service requests must be lodged via our official support channels:
https://www.approvedsystems.com.au/services/approved-systems-support/
2. Structure of the Agreement
2.1 Documents that form the Agreement
Your Agreement may include, as applicable:
- Application, Order Form, or Quote Acceptance (including any special conditions)
- Any Critical Information Summary (where required)
- These General Terms & Conditions
- Published Rates, Pricing Pages, or Payment Schedules
- Any Direct Debit Service Agreement
- Acceptable and Fair Use Policy
- Privacy Policy
- Support Policy (including AI triage, support channels, service tiers, and billing model)
- Any Statement of Work (SOW), Service Schedule, or Service Level Agreement (SLA)
- Telecommunications Annex (see Section 18)
Where documents are published on our website, the version published at the relevant time applies, as updated from time to time, subject to applicable law.
2.2 Order of precedence
If there is any inconsistency between documents, the document listed higher in Section 2.1 prevails unless expressly stated otherwise.
2.3 Changes to the Agreement
We may update this Agreement (including policies, pricing, and schedules) due to:
- changes in law or regulation
- security, fraud, or risk management requirements
- supplier or carrier changes
- technology changes or service discontinuation
- operational improvements
Where required by law, we will provide notice and advise of any rights you may have to cancel affected services.
3. Definitions and interpretation
3.1 Key definitions
- Agreement means the documents listed in Section 2.1.
- Business hours means 9:00am–5:00pm Monday to Friday, excluding public holidays in the service location.
- Charges / Fees means all amounts payable for services, usage, equipment, and support.
- Customer equipment means equipment owned or controlled by you.
- Service equipment means equipment supplied, financed, or arranged by Approved Systems.
- Services means services supplied by Approved Systems, including managed services, telecommunications, cloud, security, and professional IT support.
- Supplier includes carriers, wholesalers, and third-party providers.
3.2 Interpretation
Headings are for convenience only. Words such as “including” do not limit meaning. References to legislation include amendments and replacements.
4. Provision of services
4.1 Availability
Service availability depends on location, supplier capability, carrier coverage, and technical feasibility. Availability is not guaranteed in all locations.
4.2 Commencement
A service commences when it is activated, credentials are issued, equipment is delivered, or work begins, whichever occurs first, unless stated otherwise.
4.3 Maintenance and outages
Planned or urgent maintenance may occur. Where practicable, we will provide notice.
4.4 Support delivery model
Support is delivered in accordance with the Support Policy and the service tier you have purchased.
Real-time, step-by-step phone helpdesk support is a separate paid service under a Helpdesk Contract and is not included unless expressly purchased.
4.5 Training
Training is not included unless explicitly stated and is chargeable as professional services.
4.6 Third-party suppliers
We may use third-party suppliers. You must not contact suppliers directly unless authorised. Costs incurred due to unauthorised contact may be charged to you.
5. Fees, invoicing, and payment
5.1 Fees and rates
Fees are as set out in accepted quotes, service schedules, or published pricing pages. Recurring charges are typically billed in advance; usage and time-based charges are billed in arrears.
5.2 Responsibility for use
You are responsible for all charges arising from use of services, whether authorised or not, except where the law provides otherwise.
5.3 GST
All fees are exclusive of GST unless stated otherwise.
5.4 Invoicing and payment terms
Invoices must be paid by the due date specified.
5.5 Invoice disputes
Unless required by law, invoice disputes must be raised in writing within 5 months of the invoice date. Undisputed amounts remain payable.
5.6 Non-payment
If payment is not received by the due date, we may restrict, suspend, or cancel services. Charges may continue to accrue during restriction or suspension.
5.7 Interest and recovery costs
To the extent permitted by law, you are liable for:
- interest on overdue amounts at a reasonable commercial rate; and
- reasonable administrative, legal, and third-party debt recovery costs.
5.8 Debt recovery and disclosure
If amounts remain unpaid, we may engage external debt recovery agencies, legal advisers, or credit reporting bodies.
You consent to us disclosing relevant personal or business information to such parties for debt recovery and credit management purposes, to the extent permitted by law.
6. Hardware supply, ownership, and PPSA
6.1 Title and ownership
Unless expressly stated otherwise, title to hardware supplied by Approved Systems does not pass to you until payment is made in full.
6.2 Security interest (PPSA)
To the extent permitted by law, you grant Approved Systems a purchase money security interest (PMSI) under the Personal Property Securities Act 2009 (Cth) in all supplied hardware.
We may register our security interest on the PPS Register. You must not sell, dispose of, or encumber supplied hardware until title has passed.
6.3 Recovery of equipment
If services are suspended or terminated due to non-payment or breach, we may recover supplied hardware at your cost.
7. Privacy, data, and records
7.1 Privacy
We handle personal information in accordance with our Privacy Policy:
https://www.approvedsystems.com.au/wp-content/uploads/2021/09/privacy_policy.pdf
7.2 Data responsibility and backups
Unless expressly agreed otherwise in writing:
- you remain responsible for your data and its retention;
- backups are provided on a best-efforts basis according to the service purchased;
- we do not guarantee complete data recovery following loss or failure.
You must maintain independent backups appropriate to your risk profile.
7.3 Data loss and restoration
To the extent permitted by law, we are not liable for data loss or corruption except where directly caused by our proven negligence.
Data investigation, restoration, and recovery work is chargeable unless explicitly included.
7.4 Records and recordings
We may record calls and retain service records for compliance, security, quality assurance, billing, and dispute resolution.
8. Confidentiality
Each party must protect the other’s confidential information except where disclosure is required by law.
9. Customer obligations
You must:
- comply with all applicable laws;
- provide accurate and current information;
- maintain your equipment and internal networks;
- provide safe site access for onsite work;
- promptly notify us of security incidents.
10. Acceptable use
You must not use services unlawfully, interfere with networks, or access systems without authorisation. Use is governed by our Acceptable and Fair Use Policy.
11. Restriction, suspension, cancellation, and insolvency
11.1 Customer cancellation
You may cancel services with 30 days’ notice unless a fixed term applies.
11.2 Our rights
We may restrict, suspend, or cancel services for non-payment, breach, security risk, supplier withdrawal, or insolvency.
11.3 Insolvency events
An insolvency event includes bankruptcy, liquidation, administration, appointment of a receiver, deed of company arrangement, or inability to pay debts as they fall due.
If an insolvency event occurs, we may immediately suspend or terminate services, accelerate payment of outstanding amounts, recover hardware, and deny further service.
11.4 Consequences
On cancellation or insolvency, outstanding fees become immediately payable, access may be withdrawn, and equipment must be returned on demand.
12. Liability and consumer guarantees
Nothing in this Agreement excludes rights under the Australian Consumer Law. Where permitted, our liability is limited to resupply or repair.
13. Force majeure
We are not liable for events beyond our reasonable control, including carrier or supplier outages.
14. Assignment
You may not assign this Agreement without consent. We may assign with notice where required.
15. General
15.1 Authority
Business customers warrant authority to bind the entity.
15.2 Governing law
This Agreement is governed by the laws of the Australian Capital Territory and the Commonwealth of Australia.
16. Telecommunications Annex
16.1 Telecommunications services
Telecommunications services are supplied subject to carrier, wholesaler, and regulatory constraints.
16.2 Customer Service Guarantee
Where applicable, services may be subject to the Customer Service Guarantee. Business-grade services may be exempt.
16.3 Maintenance and outages
Carrier maintenance or outages may occur with limited notice.
16.4 Christmas / New Year change embargo
Approved Systems observes a Christmas / New Year change embargo period, typically from mid-December to early January.
During this period:
- non-critical changes and migrations may be deferred;
- carrier and supplier availability may be limited;
- emergency restoration may occur where covered by your agreement.
We are not liable for delays caused by embargo periods or supplier shutdowns.
17. Customer overview (plain-English summary – non-binding)
This section is provided for convenience only. If there is any inconsistency, the General Terms & Conditions prevail.
- Approved Systems provides managed and professional IT and telecommunications services, not unlimited on-demand help.
- Support is delivered via approved channels and governed by the Support Policy.
- Real-time phone helpdesk support is a separate paid service.
- Hardware may remain our property until paid in full.
- Competitive monthly pricing applies to included services; work outside scope is quoted.
- Holiday periods involve reduced availability and change embargoes.