AI and Acceptable Use Terms

Version 1.1 · effective 18 October 2026

Also read:Terms of ServicePrivacy PolicyData Processing Addendum

These terms apply to everyone who uses CareHelm, provided by Data Nebula Pty Ltd (ABN 63 684 548 598). They form part of our Terms of Service. You accept them when you accept the Terms.

1. Use CareHelm for your compliance work

CareHelm helps NDIS providers prepare for registration audits and manage compliance tasks. Use it for your own business's compliance work.

2. Participant information

CareHelm is a compliance tool. Keep participant details to the minimum:

• Where CareHelm asks about a participant (for example in participant file checklists), use a participant code you choose, such as "P-07".
• Leave out participant names, dates of birth, NDIS numbers, addresses, diagnoses, care plans, behaviour support plans and progress notes, unless a feature asks for them.
• The incident register needs enough detail to meet your reporting duties. Use the participant code in place of a name where you can, and record only what those duties need.
• If you upload a real document as evidence, black out participant details first (for example, write "Participant A").

If you find you've uploaded participant details you didn't mean to, delete them or email us and we'll help.

3. Staff information

You may upload information about your staff (such as qualifications, screening check details and certificates) to track compliance. Tell your staff that you do this, keep it accurate, and upload only what you need.

4. Things you must not do

You must not use CareHelm to:

1. break any law, including privacy, consumer, anti-discrimination or NDIS laws;
2. create false or misleading records, backdate evidence, or fabricate documents to show an auditor or the NDIS Commission;
3. upload content you don't have the right to use, including template packs or documents copied from other companies in breach of their copyright;
4. upload malware, try to access other customers' data, probe or break our security, or get around usage limits;
5. use automated tools to scrape or bulk-download the Service, except the export features we provide;
6. resell, sublicense or share accounts outside your organisation;
7. use AI features to generate content that is unlawful, abusive, discriminatory or deceptive; or
8. present CareHelm's output as an audit finding, certification or approval by the NDIS Commission, an auditor or us.

5. How our AI features work

5.1 What AI does. Some CareHelm features use AI services to write drafts and suggestions from the information you give.

5.2 Where it runs. AI services process the content outside Australia. Our Privacy Policy (sections 5 and 6) explains how we choose and oversee them. We may change the AI services we use; clauses 5.3 to 5.5 apply to every one.

5.3 What we send. The content the task needs, in full: for example your answers, a recording you make, a file you chose or its text, and your business details. We don't remove names before sending. That is why section 2 asks you to use participant codes.

5.4 No training on your data. We don't use your data to train AI models. In the live service, we use AI services only under terms that stop them from using the content we send to train their models.

5.5 A person decides. Rules decide what applies to you. AI writes drafts. Every AI draft and suggestion stays marked as a draft until you confirm it.

5.6 Test environment. Our test environment is a separate copy of CareHelm for trying features. Its AI services may use what is sent to improve their products, and they process it outside Australia. Enter test data only there: made-up businesses, people and files. The app shows "Test environment: use test data only." next to every AI draft. We test AI features the same way.

6. Using AI features responsibly

1. Review everything. AI drafts, categories and dates can be wrong. Read and check every section before you approve it.
2. Make it true. Your policies must describe what your business actually does. Edit drafts so they match your real practice. Auditors check practice as well as paperwork.
3. Approve deliberately. Mark a section as approved only once you've read it and it's accurate.
4. Keep it current. Review your policies when your services, staff or the standards change, and at least once a year.
5. Describe processes. Leave participant details out of your answers.
6. Get advice when you need it. For legal, clinical or complex compliance questions, talk to a qualified professional.

7. If these terms are broken

If we reasonably believe these terms have been broken, we may ask you to fix it, remove the content involved, or suspend access as set out in the Terms of Service. Except in urgent cases (such as a security threat), we'll contact you first.

8. Reporting

To report misuse or a security concern, email support@carehelm.com.au.