Terms of Service

These Terms of Service (“Terms”) govern access to and use of Visa File Expert (“Visa File Expert” or the “Service”), a product of EASEMATE PTY LTD (ABN 11 700 394 681) (“Company”, “we”, “us”, or “our”).

By creating an account, signing an order, requesting a paid subscription, or otherwise using the Service, you agree to these Terms on behalf of yourself and, if applicable, the organisation you represent.

Visa File Expert is a cloud software platform for migration professionals to manage leads, client matters, documents, agreements, billing, collaboration, and related client-portal workflows.

Features may include optional integrations such as connecting Google Drive so that files can be stored with a connected Google account. Availability of features may depend on your plan, workspace configuration, and third-party service status.

• You must provide accurate registration and billing information.
• You are responsible for activity under your workspace and for keeping login credentials and authentication methods secure.
• You must ensure only authorised staff and clients access the Service, using the roles and permissions available in the product.
• You must not share accounts in a way that bypasses seating, security, or licensing controls.

You retain ownership of the data you and your users upload into the Service (“Customer Data”), including client personal information and documents.

You are responsible for:

• Having a lawful basis to collect, upload, and process Customer Data (including migration-client personal information).
• Configuring access appropriately within your workspace.
• Using the Service in compliance with applicable laws, professional obligations, and privacy requirements.
• Content stored in third-party destinations you connect (such as Google Drive), and the permissions you grant those services.

We process Customer Data to provide and secure the Service, as described in our Privacy Policy and Client Data Security Policy.

Fees, setup charges, maintenance, server charges, and promotional offers (including limited-time launch offers) are as stated on our website, order form, or written quotation. Unless otherwise agreed in writing:

• Fees are payable in advance according to the selected billing cycle.
• Promotional credits (such as free maintenance months on an annual plan) apply only as expressly described.
• Unpaid amounts may result in suspension or termination of access.
• Fees are generally non-refundable except where required by Australian Consumer Law or expressly agreed.

You must not:

• Use the Service for unlawful, fraudulent, or harmful purposes.
• Attempt to gain unauthorised access to systems, data, or other customers' workspaces.
• Upload malware or interfere with the integrity or performance of the Service.
• Reverse engineer or resell the Service except as permitted by law or a written agreement with us.
• Misrepresent your identity, registrations, or authority to act for clients.

Customer Data in Visa File Expert is primarily hosted on Australian servers. Optional Google Drive storage is provided through Google's infrastructure under Google's terms. We are not responsible for outages, policy changes, or data handling by third-party providers beyond our reasonable control, though we will take commercially reasonable steps to maintain Service continuity.

The Service, including software, branding, designs, and documentation, is owned by EASEMATE PTY LTD or its licensors. These Terms grant you a limited, non-exclusive, non-transferable right to use the Service during your paid or trial subscription period.

Each party must keep the other party's confidential information secure and use it only for purposes related to the Service, except where disclosure is required by law or the information is already public through no fault of the receiving party.

We provide the Service using reasonable skill and care. Except as required by non-excludable consumer guarantees under Australian law, the Service is provided on an “as available” basis and we do not warrant uninterrupted or error-free operation.

Visa File Expert is practice-management software. It does not provide legal advice, migration advice, or guarantee visa outcomes. Professional advice remains the responsibility of registered migration agents and other qualified practitioners using the Service.

To the maximum extent permitted by law, EASEMATE PTY LTD is not liable for indirect, incidental, special, consequential, or lost-profit damages, or for loss of Customer Data caused by your misconfiguration, unauthorised access through your credentials, or third-party services you connect (including Google Drive).

Where liability cannot be excluded, our aggregate liability for claims arising out of the Service in any 12-month period is limited to the fees you paid us for the Service in that period.

We may suspend or terminate access for material breach, non-payment, security risk, or unlawful use. You may stop using the Service and cancel according to your plan terms. Upon termination, your right to access the Service ends, and we may delete Customer Data after any agreed export window, subject to legal retention requirements.

We may update these Terms and will post the revised version on this page with an updated date. Material changes may also be communicated by email or in-product notice. Continued use after changes take effect constitutes acceptance.

These Terms are governed by the laws of Victoria, Australia. Courts in Victoria have non-exclusive jurisdiction, without limiting any rights you may have under Australian Consumer Law.

EASEMATE PTY LTD — Visa File Expert
ABN 11 700 394 681
20 Toomey street, Vermont, Victoria - 3133 - Australia
sales@visafileexpert.com