GrantMe Terms of Service

1. About these terms

1.1 These Terms of Service (Terms) govern access to and use of the GrantMe platform (the Service) by the school, college or other organisation that registers an account or is named in an order form or pilot agreement (the School, you).

1.2 The agreement between us is made up of the following documents, which apply in this order of precedence where they conflict:

• any Foundation Member Pilot Agreement or order form signed by both parties;
• the GrantMe Data Processing Agreement (DPA), which prevails over these Terms on any data protection matter;
• these Terms; and
• any policy expressly incorporated by reference, including the Privacy Policy and the Vulnerability Disclosure Policy.

1.3 By registering an account, signing an order form, or using the Service, the School agrees to these Terms. The individual accepting them warrants that they are authorised to bind the School.

1.4 These Terms are entered into in South Australia and are governed by the law of South Australia.

2. Definitions

3. The Service

3.1 The Service helps school staff to discover grant opportunities, match them against school priorities, prepare and track grant applications, and manage acquittals. It includes artificial-intelligence features described in clause 7.

3.2 The Service is a staff tool. It is not a student information system. It is not designed for, and must not be used for, holding student records or making decisions about individual students, staff or applicants.

3.3 GrantMe may improve, modify or add to the Service at any time. GrantMe will not materially reduce the core functionality the School has paid for during a current term without giving at least 30 days’ notice, and the School may terminate under clause 16.3 if a material reduction is not acceptable to it.

3.4 Features identified in the Service as beta, preview or experimental are provided for evaluation only, may be withdrawn without notice, and are excluded from any availability or support commitment.

4. Accounts and Authorised Users

4.1 The School is responsible for its Authorised Users and for all activity under its account. The School must ensure its Authorised Users comply with these Terms.

4.2 Multi-factor authentication is mandatory for every account. Credentials must not be shared between individuals, and generic or shared logins must not be used.

4.3 The School must promptly deactivate any Authorised User who no longer requires access, including staff who leave the School.

4.4 The School must notify GrantMe at security [at] grantme.au as soon as it becomes aware of any suspected unauthorised access to its account.

5. Acceptable use

5.1 The School must not, and must ensure its Authorised Users do not:

• enter into the Service any student personal information, health information, financial account details, biometric information, or other sensitive information as defined in the Privacy Act 1988 (Cth);
• use the Service for any unlawful purpose, or in breach of any funder’s rules, a School policy, or an education authority direction;
• upload material that the School does not have the right to provide, or that infringes the rights of a third party;
• attempt to access another school’s data, circumvent access controls, or probe, scan or test the security of the Service without GrantMe’s prior written consent (see clause 8.4);
• copy, modify, reverse engineer, decompile or create derivative works from the Service, except to the extent this restriction cannot lawfully be imposed;
• resell, sublicense or provide the Service to any third party, or use it to build a competing product or service;
• use automated means to extract the grant catalogue or other GrantMe content in bulk; or
• use the Service in a way that imposes an unreasonable load on it or degrades it for other users.

5.2 If prohibited information is entered into the Service, GrantMe may de-identify or destroy it as soon as practicable, where lawful to do so, and will tell the School it has done so.

6. School Data and content

6.1 The School owns its School Data. GrantMe claims no ownership of School Content or of the grant applications the School produces using the Service.

6.2 The School grants GrantMe a non-exclusive licence to host, store, copy, process, transmit and display School Data for the sole purpose of providing, securing and supporting the Service, and for no other purpose. This licence ends when the data is deleted under clause 10 of the DPA.

6.3 De-identified service analytics. GrantMe may generate and use aggregated, de-identified statistical information about how the Service is used, to operate, secure and improve it. Such information must not identify the School, any individual, or the content of any application, and must not be disclosed in a form from which the School could reasonably be identified. This clause does not permit any use of School Content itself.

6.4 No AI training on School Data. GrantMe does not use School Data to train, fine-tune or otherwise develop artificial-intelligence models, and its AI provider is contractually prohibited from doing so.

6.5 No cross-school use without consent. One school’s content is never used to generate, suggest or inform content for another school, except where that school has expressly chosen to contribute a specific completed application to the shared example library under clause 6.6. Content the School has not contributed under clause 6.6 remains strictly private to the School.

6.6 Shared example library (opt-in). GrantMe operates a library of anonymised examples drawn from successful grant applications, which may be used to inform drafting suggestions for other schools. Contribution to that library is entirely optional and is subject to all of the following:

• a School administrator must give express, informed consent for each individual application contributed. There is no blanket or account-level consent, and consent may be declined without any effect on the School’s use of the Service;
• before an application can be used, it is automatically anonymised to remove school names, individual names, monetary amounts and other identifying details, and is then reviewed by a person before it becomes available;
• no identifiable information about the School, its staff, or its projects is made available to any other school at any stage; and
• the School may withdraw consent for a contributed application at any time by written notice, and GrantMe will remove it from the library.

6.7 The School warrants that it has the right to provide the School Content it enters, and that it has complied with clause 5.1 in relation to student and sensitive information.

6.8 Export and deletion of School Data are dealt with in clause 10 of the DPA.

7. Artificial intelligence features

7.1 The Service uses a large language model, accessed through Amazon Web Services Bedrock and processed within Australia, to help draft and review grant application content. Authorised Users are told within the Service when they are interacting with an AI feature.

7.2 AI Output is a draft, not advice, and not a finished application. The School must review, verify and edit AI Output before relying on it or submitting it to any funder. GrantMe does not review or approve the content a School submits.

7.3 AI Output is not verified for accuracy. GrantMe does not check AI Output against any external source, and gives no assurance that AI Output is accurate, complete or current. Large language models can produce statements that appear plausible but are incorrect. Every factual claim, figure, date and eligibility statement in AI Output must be verified by the School before it is submitted to a funder. Each AI feature is labelled within the Service, and each AI response includes a means of reporting a problem with it to GrantMe.

7.4 No funding outcome is promised. GrantMe’s review features indicate how an application might be strengthened against published criteria. They do not predict, influence or guarantee any funder’s decision. GrantMe makes no representation that any application prepared using the Service will be successful, eligible, or compliant with a particular funder’s requirements.

7.5 The Service does not make automated decisions about individuals. Every AI-generated suggestion is presented for a human to accept, edit or reject, and no AI feature can be triggered to submit an application on the School’s behalf.

7.6 AI features operate only where the School has agreed to their use. A School administrator may switch AI features off for the whole School at any time in the Service’s settings.

7.7 GrantMe may change the underlying AI model or provider, provided the commitments in clause 6.4, clause 6.5 and clause 6 of the DPA (data location) continue to be met. GrantMe will notify the School of any change of AI provider at least 30 days in advance.

7.8 The School is responsible for complying with any funder, School or education authority requirement to disclose the use of AI assistance in a grant application, and for any declaration it makes about the authorship of material it submits.

8. Availability, support and security

8.1 GrantMe will use reasonable endeavours to keep the Service available, and will give advance notice of planned maintenance where practicable. No service level or uptime figure is committed during the Pilot Phase. Any service level applying after the Pilot Phase will be set out in the applicable order form.

8.2 Support is provided by email to support [at] grantme.au during business hours in Adelaide, South Australia. GrantMe will use reasonable endeavours to acknowledge support requests within one business day.

8.3 GrantMe will implement and maintain the technical and organisational security measures described in Annex B of the DPA.

8.4 Vulnerability disclosure. Suspected security vulnerabilities should be reported to security [at] grantme.au. GrantMe will acknowledge reports and will not pursue action against a reporter who acts in good faith, avoids privacy violations and data destruction, and gives GrantMe a reasonable opportunity to remediate before any disclosure. Unauthorised security testing of the Service remains a breach of clause 5.1.

9. Fees, GST and payment

9.1 Fees are those set out in the applicable pilot agreement or order form. Where no order form applies, GrantMe’s then-current published pricing applies.

9.2 All amounts are stated exclusive of GST unless expressly stated otherwise. GST is payable in addition where applicable, and GrantMe will issue a valid tax invoice.

9.3 Invoices are payable within 30 days of the date of invoice.

9.4 Except where these Terms expressly provide for a refund, or where a refund is required by law, Fees are non-refundable.

9.5 GrantMe may change its Fees for any renewal term by giving at least 60 days’ written notice before the end of the current term. The School may decline to renew.

10. Intellectual property

10.1 GrantMe owns, and retains, all intellectual property rights in the Service, including its software, interfaces, prompt and model configuration, grant catalogue, requirement checklists, templates and documentation. Nothing in these Terms transfers any of those rights.

10.2 GrantMe grants the School a non-exclusive, non-transferable, revocable licence to access and use the Service for its own internal purposes during the term.

10.3 As between the parties, all rights in School Content and in the grant applications the School produces belong to the School. To the extent GrantMe holds any rights in AI Output generated for the School, GrantMe assigns those rights to the School. The parties acknowledge that material generated by an AI system may not attract copyright protection in Australia, and GrantMe gives no warranty that AI Output is capable of being owned.

10.4 If the School gives GrantMe feedback, suggestions or ideas about the Service, GrantMe may use them without restriction or payment. GrantMe is under no obligation to act on feedback, and feedback is not confidential unless the School marks it as such at the time it is given.

11. Confidentiality

11.1 Each party must keep the other’s confidential information confidential, use it only for the purposes of this agreement, and disclose it only to personnel and advisers who need it and are bound by equivalent obligations.

11.2 These obligations do not apply to information that is public through no fault of the receiving party, was already lawfully known to it, is independently developed, or is required to be disclosed by law or by an education authority, in which case the receiving party will, where lawful, notify the other party first.

11.3 Confidentiality obligations survive for three years after termination, and indefinitely in respect of School Data.

12. Warranties and disclaimers

12.1 Each party warrants that it has full power and authority to enter into this agreement.

12.2 GrantMe warrants that it will provide the Service with due care and skill, and in accordance with the security measures in Annex B of the DPA.

12.3 Except as expressly stated in these Terms and to the maximum extent permitted by law, the Service is provided on an “as is” and “as available” basis. GrantMe does not warrant that the Service will be uninterrupted or error-free, that defects will be corrected, that the grant catalogue is complete or current, or that any output, recommendation or match will be accurate, complete or suitable for a particular purpose.

12.4 Australian Consumer Law. Nothing in these Terms excludes, restricts or modifies any guarantee, right or remedy conferred by the Australian Consumer Law (Schedule 2 to the Competition and Consumer Act 2010 (Cth)) or any other law that cannot lawfully be excluded, restricted or modified.

12.5 Where the Service is not of a kind ordinarily acquired for personal, domestic or household use or consumption, and to the extent permitted by section 64A of the Australian Consumer Law, GrantMe’s liability for failure to comply with a consumer guarantee is limited, at GrantMe’s option, to supplying the services again or paying the cost of having the services supplied again.

13. Limitation of liability

13.1 Subject to clause 12.4 and clause 13.5, neither party is liable to the other for any indirect or consequential loss, or for any loss of profit, revenue, goodwill, anticipated savings, business opportunity, or data (other than the cost of restoring data from backup), however arising.

13.2 Grant funding is expressly excluded. Without limiting clause 13.1, GrantMe is not liable for any loss of grant funding, any unsuccessful, ineligible or rejected application, any missed deadline, or any consequence of a funder’s decision, whether or not the Service was used in preparing the application.

13.3 Subject to clauses 12.4, 13.4 and 13.5, GrantMe’s total aggregate liability arising out of or in connection with this agreement, whether in contract, tort (including negligence), under statute or otherwise, is limited to the greater of:

• three times the Fees paid by the School in the 12 months immediately preceding the first event giving rise to the liability; and
• AUD $10,000.

13.4 Data-breach sub-cap. For claims arising from a breach of the DPA or from unauthorised access to, or disclosure of, School Data caused by GrantMe’s failure to maintain the measures in Annex B of the DPA, the cap in clause 13.3 is replaced by AUD $1,000,000 or the amount actually recoverable under GrantMe’s cyber liability insurance policy for that claim, whichever is the greater. GrantMe will maintain cyber liability insurance of not less than AUD $1,000,000 for the term and will provide a certificate of currency on request.

13.5 Nothing in this clause 13 limits liability for fraud, wilful misconduct, death or personal injury, a party’s obligation to pay Fees properly due, or any liability that cannot lawfully be limited.

13.6 Each party must take reasonable steps to mitigate its loss. A party’s liability is reduced to the extent the other party’s act or omission caused or contributed to the loss.

14. Indemnities

14.1 The School indemnifies GrantMe against any third-party claim arising from the School’s breach of clause 5.1 (acceptable use) or clause 6.7 (rights in content), including any claim arising from student or sensitive information being entered into the Service in breach of these Terms.

14.2 GrantMe indemnifies the School against any third-party claim that the School’s use of the Service in accordance with these Terms infringes that third party’s Australian intellectual property rights. This indemnity is subject to the limits in clause 13.3.

14.3 An indemnity under this clause is conditional on the indemnified party notifying the other promptly, not admitting liability, allowing the indemnifying party to conduct the defence and settlement of the claim, and providing reasonable assistance at the indemnifying party’s cost.

15. Suspension

15.1 GrantMe may suspend access to the Service, in whole or in part, where it reasonably considers this necessary to address a material security risk, to comply with a legal obligation, or where the School is in material breach of clause 5.

15.2 GrantMe may suspend the Service for non-payment only after the Fees are more than 30 days overdue and GrantMe has given at least 14 days’ written notice.

15.3 GrantMe will restore access promptly once the cause of suspension is resolved, and will not delete School Data during a period of suspension.

16. Term and termination

16.1 This agreement starts on the effective date and continues for the term set out in the applicable pilot agreement or order form.

16.2 Either party may terminate immediately by written notice if the other commits a material breach that is not remedied within 30 days of notice, or becomes insolvent or has an administrator, receiver or liquidator appointed.

16.3 The School may terminate for convenience on 30 days’ written notice. GrantMe will refund the unused portion of any prepaid Fees, calculated on a pro-rata daily basis from the effective date of termination.

16.4 GrantMe may terminate for convenience on 90 days’ written notice, and will refund the unused portion of any prepaid Fees on the same pro-rata basis.

16.5 On termination or expiry, the School’s right to use the Service ends. GrantMe will keep School Data available for export for 30 days, and will then delete or de-identify it in accordance with clause 10 of the DPA.

16.6 Clauses 6.1, 10, 11, 12, 13, 14, 16.5 and 18 survive termination, together with any other clause that by its nature is intended to survive.

17. Changes to these Terms

17.1 GrantMe may update these Terms from time to time. GrantMe will give at least 30 days’ written notice of any change that materially and adversely affects the School.

17.2 If the School does not accept a material change, it may terminate by written notice before the change takes effect and receive a pro-rata refund of prepaid Fees. Continuing to use the Service after the change takes effect constitutes acceptance.

17.3 Changes required to comply with law or to address a security risk may take effect immediately, with notice given as soon as practicable.

18. General

18.1 Notices must be in writing and sent to the email address recorded for the other party in the order form or account, and are taken to be received on the next business day.

18.2 Assignment. The School may not assign this agreement without GrantMe’s written consent, not to be unreasonably withheld. GrantMe may assign it as part of a genuine sale or restructure of its business, on written notice to the School, provided the assignee assumes all of GrantMe’s obligations.

18.3 Subcontracting. GrantMe may use subcontractors and subprocessors as permitted by the DPA and remains responsible for their performance.

18.4 Force majeure. Neither party is liable for a failure to perform caused by an event beyond its reasonable control, provided it notifies the other party and uses reasonable endeavours to resume performance. This does not excuse an obligation to pay.

18.5 Relationship. The parties are independent contractors. Nothing creates a partnership, joint venture, employment or agency relationship.

18.6 Entire agreement. These Terms, together with the documents listed in clause 1.2, are the entire agreement between the parties and supersede all prior representations, other than any statement made fraudulently or any liability that cannot be excluded.

18.7 Severance and waiver. If a provision is unenforceable it is severed and the rest continues. A right is only waived in writing, and a delay in exercising a right is not a waiver.

18.8 Disputes. Before commencing proceedings (other than for urgent interlocutory relief), the parties must meet in good faith to try to resolve the dispute, and if not resolved within 20 business days, refer it to mediation in Adelaide administered by the Australian Disputes Centre.

18.9 Governing law. This agreement is governed by the law of South Australia, and each party submits to the non-exclusive jurisdiction of its courts.

19. How to contact us