Terms and Conditions, Copyright & Acceptable Use

AVDesk Terms and Conditions · Version 2.1 · Effective 26 October 2026 · AVDesk Pty Ltd, ABN 89 719 330 602

About these terms

These Terms and Conditions (the "Terms") are a binding agreement between AVDesk Pty Ltd (ABN 89 719 330 602) of New South Wales, Australia ("AVDesk", "we", "us") and every person and organisation that accesses or uses the AVDesk platform ("you").

You accept these Terms by doing any of the following: ticking "I have read and agree to the Terms and Conditions" when you first sign in to AVDesk Control; signing in to or using any part of the Service after they have been shown to you; or signing a subscription agreement, order or quotation that refers to them. If you use the Service on behalf of a company, integrator or other organisation, you confirm that you are authorised to bind that organisation, and "you" includes it.

When you accept these Terms inside AVDesk Control, we record the date and time of your acceptance, the version and the part you accepted, the IP address your request came from and a description of the device and browser you used.

If you do not agree to these Terms you must not use the Service. Nobody may use AVDesk Control until they have accepted the current version of these Terms once.

The software stays oursAVDesk is licensed to you, never sold. You may use it; you may not copy it, rebuild it, resell it or lend it to anyone else.

Your data stays yoursThe assets, sites, tickets and records you put in belong to you. We host and process them only to run the Service for you, and we back them up once a day.

No breaking inAny attempt to get around AVDesk’s security, probe it, scrape it, overload it or use it without authority is forbidden and is a criminal offence in Australia.

Keep your account safeOne person, one account. Use a strong password and two-factor authentication, and tell us at once if your account is misused.

The summary above is for convenience only. The numbered clauses below are the agreement.

Definitions

"Service" or "Platform" means the AVDesk platform as a whole: the hosted application known as AVDesk Control (including every page, portal, API, email, report, label, QR and public page it produces), the on-site AV Control Server software known as "Ody" and any other agent, firmware or edge software we supply, our websites, and any documentation, support and updates we provide.
"Software" means every program, script, interface, design, database structure, data model, algorithm, image, icon, logo, text, document, template, API and other work that makes up the Service, in source and object form, together with the selection, arrangement and structure of all of them.
"Account" means the credentials and profile under which a named person signs in to the Service.
"User" means any person with an Account.
"Your Content" means the data, records, configurations, files, photographs, documents, messages and other material that you or your Users enter into or upload to the Service, and the readings the Service collects from equipment at your sites on your behalf.
"Equipment" means any physical device we supply for use with the Service, including Ody units and network link devices.

Accounts, access and security

An Account is issued to one named person and may be used by that person only. You must not share, lend, sell or transfer an Account, and you must not sign in as another person or allow another person to sign in as you.
You are responsible for everything done under your Account. Choose a password that is strong and unique to AVDesk. Where two-factor authentication is offered, we recommend you turn it on; where we require it (for AVDesk Staff and administrator accounts) you must.
The Service records sign-ins, sign-outs, IP addresses, devices and the actions taken under each Account. These records are kept for security, for support and as evidence of use.
You must tell us at hello@avdesk.com.au immediately if you believe an Account has been compromised, a password has been exposed or the Service has been accessed without authority.
Access is granted according to your role and the permissions set by your organisation’s administrators, by your Integrator or by AVDesk. You must not attempt to see, change or act on any client, site, asset, ticket or record that your role does not grant you access to, even if a defect, misconfiguration or oversight would let you.
We may suspend or close an Account that we reasonably believe is being misused, shared, or used in breach of these Terms, with or without notice.

Licence to use the Service

Subject to these Terms, AVDesk grants you a limited, non-exclusive, non-transferable, non-sublicensable and revocable licence to access and use the Service, through the interfaces we provide, for your own internal business purposes during the subscription term.

The Service is provided as hosted software. You are given access to use the running Service. You are not given, and acquire no right to, a copy of the Software for installation, retention, redistribution or independent operation, except for an Ody or other agent we supply, which may be run only on Equipment or hardware we authorise, at an authorised site, as part of the Service.

The licence ends automatically when the subscription that covers you ends, when your Account is closed, or if you breach these Terms. Nothing in these Terms transfers any ownership of the Software or of any intellectual-property right to you.

Copyright and intellectual property

The Software and the Service are original works owned by AVDesk Pty Ltd and are protected by the Copyright Act 1968 (Cth), by the copyright laws of other countries through international treaties including the Berne Convention, and by trade-mark, design, confidential-information and other intellectual-property laws. AVDesk and its licensors retain all right, title and interest in and to the Software and the Service, including every improvement, update and derivative work, whoever suggests or requests it.

Without limiting the above, the following are AVDesk’s copyright works: the AVDesk Control application and every one of its pages and features; the Ody agent and its transport protocol; our database schemas, data models and the way data is organised; our APIs and their request and response shapes; our reports, labels, email templates and documents; our help guide, documentation and training material; our visual design, layouts, icons, illustrations and colour system; and our source code and object code.

Copying is forbidden. You must not copy, reproduce, download, scrape, record, photograph, screen-capture for publication, mirror, frame, republish, distribute, transmit, display publicly, sell, rent, lease, lend, sublicense or otherwise make available any part of the Software or the Service, or any compilation of its content, in any form or by any means, without AVDesk’s prior written permission. Ordinary use of the Service for your own business (printing a report, a label or a ticket, for example) is permitted; building anything from it is not.

Trade marks. "AVDesk", "AVDesk Control", "Ody", the AVDesk logo and mark, and our product and feature names are trade marks of AVDesk Pty Ltd. You must not use them, or any confusingly similar name or mark, without our written permission. Other product and company names that appear in the Service (for example the manufacturers of monitored equipment) are the trade marks of their owners and are used only to identify their products.

Feedback. Any suggestion, idea, request or feedback you give us about the Service may be used by AVDesk for any purpose without restriction or payment, and anything we build from it belongs to AVDesk.

Confidential information. The non-public parts of the Service (including its code, architecture, roadmaps, security arrangements and any information marked or reasonably understood to be confidential) are AVDesk’s confidential information. You must keep them confidential and use them only to use the Service.

Restrictions on use

Except to the extent expressly permitted by these Terms or by a separate written agreement with AVDesk, you must not, and must not permit, assist or encourage any other person to:

copy, reproduce, duplicate, imitate or clone the Software or the Service, or any feature, page, workflow, layout, design, data model or document of it, in whole or in part;
modify, adapt, translate, port or create derivative works from the Software or the Service;
reverse engineer, decompile, disassemble, decrypt, unpack or otherwise attempt to derive the source code, protocols, file formats, database structure, algorithms or underlying ideas of the Software, including the Ody agent and its communication with AVDesk Control;
use the Service, or any knowledge gained from it, to design, build, train, test or market a product or service that competes with or substantially resembles the Service, or to benchmark the Service for publication;
use any robot, crawler, spider, scraper, script, headless browser, automated tool or bulk-export technique to collect data, content, code or functionality from the Service, other than through an export or API feature we provide for that purpose and within its limits;
use artificial-intelligence or machine-learning tools to ingest, analyse, reproduce or re-create the Software, its interfaces, its documentation or its content;
remove, obscure or alter any copyright, trade-mark or other proprietary notice, or any version, licence or security marking, in or on the Software or the Service;
sell, resell, rent, lease, sublicense, white-label, time-share or otherwise commercially exploit the Service, or provide it to third parties as a service bureau, except that an Integrator may give its own Clients access to the Service in the manner the Service itself provides;
share, publish or disclose credentials, API keys, inbound-mail keys, agent tokens, enrolment codes or other secrets issued by the Service;
use the Service in breach of any law, or to store or transmit material that is unlawful, infringing, defamatory, obscene or harmful.

Unauthorised reproduction is an infringement. Any reproduction, adaptation or distribution of the Software without AVDesk’s written permission infringes AVDesk’s copyright and other rights, and AVDesk will pursue every remedy available to it, including injunctions, damages, additional damages for flagrant infringement, account of profits and costs.

No unauthorised access, hacking or interference

The security of the Service protects every Integrator and Client who uses it. You must not, and must not attempt to, and must not help or allow anyone else to:

access any part of the Service, any Account, any data or any system that you are not authorised to access, or exceed the access you have been given;
probe, scan, fingerprint, fuzz or test the vulnerability of the Service, its servers, its APIs, its email handling, its Equipment or any connected network, or carry out any penetration test or security assessment, without AVDesk’s prior written consent;
exploit, or attempt to exploit, any vulnerability, defect or misconfiguration in the Service for any purpose;
bypass, disable, defeat or interfere with any authentication, authorisation, two-factor, session, rate-limiting, licensing, tenancy, encryption, signing, logging or other security or access-control measure of the Service;
forge, spoof or manipulate any request, header, token, signature, Message-ID, email sender address or other identifier used by the Service, or impersonate AVDesk, an Integrator, a Client or any User;
introduce or transmit any virus, worm, ransomware, malware, back door, logic bomb or other harmful code, or any material designed to interrupt, damage or limit the Service;
carry out any denial-of-service, flooding, brute-force, credential-stuffing or resource-exhaustion attack against the Service or any part of it;
intercept, monitor, sniff or redirect any traffic between a User, an Ody unit, a monitored device and the Service;
tamper with, image, extract, repurpose or run outside the Service any Ody unit, network link device or agent software, or connect Equipment to networks or devices other than those for which it was commissioned;
use the Service’s email, notification, remote-control or automation features to send unsolicited mail, to control equipment you are not authorised to control, or to cause harm to any person or property.

This conduct is a crime. Unauthorised access to, modification of or impairment of computer data and electronic communications are offences under Part 10.7 of the Criminal Code Act 1995 (Cth) and under State and Territory laws, with penalties that include imprisonment. AVDesk logs access to the Service, preserves evidence, and will report suspected offences to the Australian Cyber Security Centre and the police and co-operate fully with any investigation, in addition to pursuing its civil remedies and terminating access.

Responsible disclosure. If you discover a security weakness in the Service, stop at the point of discovery, do not access or alter any data beyond what was necessary to notice it, and report it privately to hello@avdesk.com.au with the subject "Security". We will acknowledge your report, keep you informed and will not take action against good-faith reporters who follow this clause.

Acceptable use

Use the Service only for the purpose it is provided: managing audiovisual estates, their rooms, assets, monitoring, support and the work around them, for the organisations you are authorised to act for.
Keep the information you enter accurate and up to date, including your own name, contact details and the details of the people and sites you manage.
Treat every other organisation’s information in the Service as confidential. An Integrator may see its Clients’ data for the purpose of serving them, and a Client may see its own; nobody may use another organisation’s data for any other purpose.
Do not upload or send through the Service any material that is unlawful, infringes anyone’s rights, is defamatory, abusive, obscene or discriminatory, or contains anyone’s personal information that you are not entitled to hold.
Files. Every file you upload to the Service (photographs, documents, drawings, manuals, attachments to tickets, tasks, shifts, rooms, assets or the wiki) must be lawful under Australian law, Commonwealth, State and Territory, and must be yours to upload: nothing that infringes copyright or another person’s rights, nothing obscene or prohibited, no malware, and no personal or confidential information you are not entitled to hold or share. AVDesk may remove a file that breaks this rule and may report unlawful material to the authorities. You are responsible for every file uploaded under your Account.
Do not use the Service’s email features (support addresses, Communications, reports, notifications, task and roster mail) to send bulk, marketing or unsolicited mail, or to send anything unrelated to the Service.
Do not place unreasonable load on the Service. Automated access must stay within the limits we publish or communicate, and must stop when we ask.
Do not misrepresent your identity, your role or your authority, and do not present yourself as AVDesk or as speaking for AVDesk.

Your content, data and backups

You own Your Content. AVDesk claims no ownership of the asset records, site data, tickets, documents, photographs, configurations or other material you put into the Service, or of the monitoring readings collected from your equipment. These Terms give AVDesk only the rights it needs to run the Service for you.

Backups. AVDesk backs up the Service’s data once a day. The backup is taken for disaster recovery, so that the Service can be restored as a whole after a failure of our hosting; it is not an archive you can draw on, and we cannot promise to recover an individual record, file or photograph that you or your Users deleted or changed. Because the backup is daily, work done since the last backup may be lost if the Service has to be restored from it. Keep your own copies of anything you cannot afford to lose: the Service provides exports of registers, tickets and reports, and your photographs and documents can be downloaded.

You are responsible for Your Content: for having the right to put it into the Service, for its accuracy, and for keeping any copies you need. Every file uploaded must be in accordance with Australian law (see the Acceptable use clause).

When the subscription that covers you ends, Your Content may be exported for a period of 30 days, after which we may delete it. We may keep copies in backups for a limited time after that, and we may keep records needed for security, legal or audit purposes.

Privacy

AVDesk handles personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles. The personal information the Service holds includes the names, email addresses, phone numbers, titles and roles of Users and contacts; sign-in and activity records including IP addresses and devices; the record of your acceptance of these Terms; photographs and files Users upload; and the messages sent and received through the Service.

We use this information to provide and secure the Service, to communicate with you about it, to support you, and to comply with law. We do not sell personal information. We disclose it only to the organisations you belong to or serve as the Service provides for (a Client’s information to its Integrator, an Integrator’s to AVDesk), to service providers who host or help us run the Service under confidentiality obligations, and where the law requires.

Where you enter the personal information of other people (your staff, your clients’ staff, requesters of support), you confirm that you are entitled to do so and have told them what they need to know. Questions about privacy, and requests to access or correct personal information, go to hello@avdesk.com.au.

Email from AVDesk

The Service sends email from addresses at avdesk.com.au (for example noreply@, hello@, accounts@ and tasks@) and, where an Integrator has set up its own support address, from that Integrator’s own domain. Our domain publishes SPF, DKIM and DMARC records so that receiving mail servers can refuse mail that forges our addresses.

AVDesk will never email you asking for your password, your two-factor code, your card or bank details, or any payment. A sign-in or password link from us always points to the address of your AVDesk Control. If you receive a message claiming to be from AVDesk that does any of these things, do not act on it: forward it to hello@avdesk.com.au.

You must not forge, spoof or imitate an AVDesk email address or template, and you must not route unrelated mail through the Service’s inbound addresses.

On-site equipment (Ody and network link devices)

Ody units, network link devices and any other Equipment we supply remain the property of AVDesk unless a written agreement states that title passes. They are licensed and lent solely for operation as part of the Service at the site for which they were commissioned.
Equipment must be kept physically secure, powered and connected as we instruct, and must not be opened, modified, imaged, copied, reflashed, repurposed or tampered with, or moved to another site or network without our agreement.
The software on the Equipment is part of the Software and the Copyright, Restrictions and No unauthorised access clauses apply to it in full.
When the subscription for a site ends, or when we ask, the Equipment must be returned in good condition.
The Equipment is authorised to discover, poll, read from and (where enabled) send commands to audiovisual and network devices on the networks it is connected to, and whoever connects it confirms they are entitled to permit that on those networks.

Third-party services and integrations

The Service can connect to third-party services (for example Microsoft Teams Rooms, Zoom, Webex, Poly, Q-SYS Reflect, ServiceNow, Jira, Freshservice, Xero, GoCardless and manufacturers’ device APIs). Those services are provided by their owners under their own terms, which you must accept and keep. AVDesk is not responsible for a third-party service, for changes its owner makes, or for any loss arising from it. You are responsible for the credentials you give the Service for them and for having the right to connect them.

Equipment manufacturers’ MIBs, protocols and names used in the Service belong to those manufacturers and are used only to identify and communicate with their products.

Availability, support and changes to the Service

We aim to keep the Service available at all times, but it is provided over the internet and depends on hosting, networks and equipment we do not fully control. We may suspend the Service for maintenance, upgrades, security or emergencies, and we will give notice where we reasonably can.

We improve the Service continually and may add, change or withdraw features, and change the look and operation of the Service, without notice. Support is provided to Integrators through the help guide, through Administration > AVDesk Support inside Control, and by email to hello@avdesk.com.au, during Australian business hours unless their agreement provides otherwise. Support for Clients is provided by their Integrator.

Warranties and disclaimers

Our goods and services come with guarantees that cannot be excluded under the Australian Consumer Law. Nothing in these Terms excludes, restricts or modifies any consumer guarantee, right or remedy that cannot lawfully be excluded, restricted or modified.

Subject to that, and to any written agreement, the Service and the Software are provided "as is" and "as available". To the maximum extent permitted by law, AVDesk gives no other warranty, express or implied, including as to fitness for a particular purpose, uninterrupted or error-free operation, the accuracy or completeness of monitoring readings, device status, reports or any other output, the recoverability of any particular data from a backup, or that the Service will meet your requirements. Monitoring, alerting, automation and remote control are aids to your own operations and judgement, not a substitute for them; you remain responsible for your sites, your equipment and your decisions.

Limitation of liability

To the maximum extent permitted by law, and subject to the Warranties and disclaimers clause:

AVDesk is not liable to you for any indirect, incidental, special, consequential or punitive loss or damage, or for any loss of profit, revenue, business, goodwill, data or anticipated savings, or for any cost of procuring substitute services, however arising, even if advised of the possibility of it;
where a consumer guarantee applies and liability for its breach cannot be excluded but can be limited, AVDesk’s liability is limited, at its option, to supplying the service again or paying the cost of having it supplied again.

You acknowledge that these limitations are a fair allocation of risk, and that AVDesk would not provide the Service without them.

Indemnity

You indemnify AVDesk, its directors, employees and contractors against every loss, liability, cost (including reasonable legal costs), claim and expense arising out of or in connection with: your or your Users’ breach of these Terms, in particular the Copyright, Restrictions and No unauthorised access clauses; Your Content; your use of the Service in breach of any law or of any third party’s rights; and any claim by a Client, requester or other person who deals with you through the Service.

Suspension and termination

An Integrator or AVDesk may end a subscription at the end of its current term by giving the notice set out in the agreement (30 days unless it says otherwise). A Client ends its use of the Service by arrangement with its Integrator.
AVDesk may suspend or terminate any Account or subscription immediately on notice if you breach the Copyright, Restrictions, No unauthorised access or Acceptable use clauses, if you become insolvent, or if continuing would in our reasonable opinion expose AVDesk, the Service or other users to harm or legal risk.
On termination your licence ends, every Account of yours is closed, Equipment must be returned (see the On-site equipment clause), and the Your content, data and backups clause governs Your Content.
The Copyright, Restrictions, No unauthorised access, Your content, Privacy, Warranties, Liability, Indemnity, Enforcement, General and Governing law clauses, the confidentiality obligations of the part for your account, and every other clause that by its nature should survive, survive termination.

Changes to these terms

We may revise these Terms from time to time. The current version, its number and its effective date are always shown at the top of this page and inside AVDesk Control. When we make a material change we will give notice inside the Service or by email, and every User will be asked to read and accept the revised Terms once at their next sign-in before continuing to use the Service. Continued use after acceptance of a revised version is agreement to it. If you do not accept a revised version you must stop using the Service; an Integrator may end its subscription in accordance with the Suspension and termination clause, and a Client takes it up with its Integrator.

Enforcement, monitoring and evidence

AVDesk takes the protection of its intellectual property and the security of its users seriously and will enforce these Terms to the fullest extent of the law. You acknowledge that a breach of the Copyright, Restrictions or No unauthorised access clauses would cause AVDesk harm that damages alone could not remedy, and that AVDesk is entitled to seek an injunction or other equitable relief for any actual or threatened breach, without the need to prove special damage and in addition to every other remedy.

The Service keeps records of access and activity, including the acceptance record described in the About these terms clause, sign-in history, audit logs and inbound and outbound mail logs. You agree that those records, and the server records of our hosting providers, may be relied on as evidence of what was done under an Account and when.

If you become aware of any unauthorised copying, use or distribution of the Software, of any attempt to gain unauthorised access to the Service, or of any content in the Service that you believe infringes your rights, tell us at hello@avdesk.com.au so that we can investigate.

General

Entire agreement. If a signed agreement conflicts with these Terms, the signed agreement prevails to the extent of the conflict, except that the Copyright, Restrictions, No unauthorised access and Enforcement clauses always apply.
Assignment. You may not assign or transfer your rights or obligations without our written consent. AVDesk may assign them to a related body corporate or to a successor to its business on notice to you.
Severability. If any part of these Terms is unenforceable, it is to be read down or severed to the minimum extent necessary and the rest remains in force.
No waiver. A failure or delay by AVDesk in enforcing any right is not a waiver of it.
Notices. We may give you notice by email to the address on your Account or inside the Service. You may give us notice by email to hello@avdesk.com.au.
Relationship. Nothing in these Terms creates a partnership, joint venture, agency or employment relationship between AVDesk and an Integrator or a Client, and nothing in them makes AVDesk a party to the agreement between an Integrator and its Client.
Force majeure. Neither party is liable for a failure caused by events beyond its reasonable control.

Governing law

These Terms and any dispute or claim arising out of or in connection with them, the Service or the Software are governed by the laws of New South Wales, Australia. You and AVDesk submit to the non-exclusive jurisdiction of the courts of New South Wales and of the Commonwealth of Australia, and of the courts that hear appeals from them.

Contact

For questions about these Terms, licensing enquiries, permission requests, privacy requests, security reports or to report infringement or misuse:

Email: legal@avdesk.com.au
Web: www.avdesk.com.au

The AVDesk platform is owned and operated by AVDesk Pty Ltd (ABN 89 719 330 602), New South Wales, Australia.

These Terms and Conditions are the agreement under which the AVDesk platform is provided. They are not legal advice to you. AVDesk recommends that this document be reviewed by a qualified legal practitioner before it is relied upon for any specific purpose, and that you take your own advice before accepting it on behalf of an organisation.