GearHawk Terms of Service

Effective date: 17 June 2026 Last updated: 17 June 2026

1. These terms

These Terms of Service ("Terms") are an agreement between you and GearHawk, currently operated by Matthew Charles Parnell, trading as "GearHawk" (ABN 15 753 353 207), of 22–28 Penkivil Street, Bondi NSW 2026, Australia ("GearHawk", "we", "us", "our"). They govern your access to and use of the GearHawk website (gearhawkapp.com), progressive web app, and related services (together, the "Service"). (GearHawk currently trades as a sole trader and will be transferred to a dedicated company once registered; these Terms will be updated with the new entity name and ACN at that time.)

By creating an account, or by accessing or using the Service, you agree to these Terms and to our Privacy Policy, which forms part of these Terms. If you do not agree, do not use the Service.

If you use the Service on behalf of a business or other organisation, you confirm you are authorised to bind that organisation to these Terms, and "you" includes that organisation.

2. What GearHawk is

GearHawk is a software tool for tradespeople and small trade businesses. It helps you:

• track tools, equipment and consumables, including check-in/check-out across a crew and job sites;
• capture and categorise expenses, including reading text from receipt images;
• create, send and track tax invoices;
• prepare GST/BAS-style summaries and other reports, and keep a mileage logbook;
• manage a vehicle fleet (registration and service reminders); and
• collaborate with a crew across one or more workspaces.

GearHawk is provided on a free tier and on paid subscription tiers (section 6).

3. GearHawk is a tool, not a professional adviser — IMPORTANT

GearHawk helps you organise records and produce documents. It is not an accountant, bookkeeper, registered tax agent, BAS agent, financial adviser or lawyer, and it does not provide accounting, tax, financial, legal or other professional advice.

• Invoices, GST/BAS summaries, mileage logbooks and reports generated by the Service are tools to assist you. You are solely responsible for the accuracy, completeness and lawfulness of your own invoices, tax records and lodgements, and for meeting your obligations to the Australian Taxation Office and any other authority.
• We do not guarantee that any document, calculation or report produced by the Service is correct, complete, or will be accepted by the ATO or any other body.
• You should obtain advice from a qualified professional (such as a registered tax agent or accountant) before relying on anything produced in the Service for tax, financial or legal purposes.

4. Eligibility and accounts

• You must be at least 18 years old and able to form a legally binding contract.
• You must provide accurate, current and complete information when you register, and keep it up to date.
• You are responsible for keeping your login credentials secure and for all activity that occurs under your account. Notify us immediately of any unauthorised use.
• You may invite others to your workspace. You are responsible for the people you invite, for the roles and access you grant them, and for their use of the Service within your workspace.

5. Your content and acceptable use

5.1 Your content

"Your content" means the data you create or upload — your business details, clients, invoices, expenses, receipts, tools, vehicles, logbook and other records. You retain ownership of your content.

You are responsible for your content and for backing up anything important to you. You represent and warrant that:

• you own or have the right to provide all content you upload, including any personal information about other people (such as clients, workers or drivers), and that you are entitled to provide it to us and have it handled as described in our Privacy Policy; and
• your content and your use of the Service do not breach any law or any other person's rights.

5.2 Licence to us

You grant us a non-exclusive, worldwide, royalty-free licence to host, store, copy, transmit, display and process your content solely to operate, provide, secure and improve the Service and as otherwise described in our Privacy Policy. We do not claim ownership of your content.

5.3 Acceptable use

You must not:

• use the Service to create false, fraudulent or misleading invoices, records or tax documents, or for any unlawful purpose;
• upload another person's personal information without the right to do so, or upload unlawful, infringing, harmful or malicious content;
• attempt to gain unauthorised access to the Service, other users' data, or our systems, or interfere with or disrupt the Service;
• copy, scrape, reverse engineer, decompile or attempt to extract the source code of the Service, except to the extent this restriction is prohibited by law;
• resell, sublicense or commercially exploit the Service without our written consent; or
• use the Service in a way that breaches these Terms or any applicable law.

We may suspend or limit access if we reasonably believe these rules are being breached, or to protect the Service, our users or third parties.

6. Plans, billing and cancellation

6.1 Free and paid tiers

GearHawk offers a free tier (which includes invoicing) and paid subscription tiers with additional features. Current plans, features and prices are shown on our pricing page. Paid plans currently comprise Tax & Reports (billed quarterly) and Workshop and Factory (each billed monthly or annually). Plan inclusions and prices may change — see section 6.5.

6.2 Trials and promotional codes

We may offer free trials and promotional or founding-member codes. Unless stated otherwise, at the end of a trial your plan will continue on the applicable paid terms if you have provided payment details, or your access to paid features will end. Promotional terms apply only as described when the offer is made.

6.3 Payment

Paid subscriptions are billed through our payment processor, Stripe. By subscribing you authorise us (via Stripe) to charge the applicable fees to your nominated payment method on a recurring basis until you cancel. You are responsible for keeping your payment details current. Card details are handled by Stripe and are not stored by GearHawk. Unless stated otherwise, the prices shown for paid plans are inclusive of GST.

6.4 Cancellation and refunds

• You can cancel at any time through the billing/subscription management options in your account. Cancellation takes effect at the end of your current billing period, and you keep paid access until then.
• Except where required by the Australian Consumer Law or other applicable law, fees already paid are non-refundable and we do not provide refunds for partial or unused billing periods.
• If a payment fails, we may suspend or downgrade your access to paid features.

6.5 Changes to plans and prices

We may change plans, features and prices. For changes that affect a paid subscription you hold, we will give you reasonable advance notice (for example by email or in the Service), and the change will take effect at your next renewal. If you do not agree, you may cancel before the change takes effect.

7. Intellectual property

The Service, including its software, design, text, graphics and the GearHawk name and logo, is owned by GearHawk or our licensors and is protected by intellectual property laws. Except for the rights expressly granted to you in these Terms, we reserve all rights. You must not use our branding without our prior written consent. Your content remains yours (section 5.1).

8. Availability, beta features and changes to the Service

• The Service is currently offered on a beta basis and is provided "as is" and "as available". Features may change, and parts of the Service may be unavailable from time to time for maintenance, updates or reasons beyond our control.
• The Service includes offline functionality that stores data on your device and syncs when you reconnect. We are not responsible for data that is not successfully synced (for example because of device loss, browser data clearing, or sync conflicts). Keep your own backups of important records.
• We may add, change or remove features, or discontinue the Service or any part of it. Where we discontinue the Service, we will give reasonable notice where practicable.

9. Third-party services

The Service relies on and integrates with third-party services (including Supabase, Stripe, Google services, Resend, Vercel and others described in our Privacy Policy). We are not responsible for third-party services, and your use of them may be subject to their own terms. We are not liable for any failure or act of a third-party provider beyond our reasonable control.

10. Australian Consumer Law

Nothing in these Terms excludes, restricts or modifies any consumer guarantee, right or remedy you have under the Australian Consumer Law (ACL) or other law that cannot lawfully be excluded ("Non-excludable Rights"). If you are a "consumer" under the ACL, you may be entitled to remedies that these Terms do not limit.

To the extent we are entitled to do so, where the Service is supplied to you other than as a consumer (or in respect of goods or services not of a kind ordinarily acquired for personal, domestic or household use), our liability for breach of a consumer guarantee is limited, at our option, to resupplying the Service or paying the cost of having it resupplied.

11. Disclaimers and limitation of liability

This section applies subject to section 10 — it does not exclude or limit Non-excludable Rights.

• To the maximum extent permitted by law, the Service is provided without warranties of any kind, express or implied, including as to accuracy, reliability, fitness for a particular purpose, or that the Service will be uninterrupted, secure or error-free.
• GearHawk is not a tax adviser, accountant, bookkeeper, registered tax agent or BAS agent (see section 3). To the maximum extent permitted by law, we make no warranty that any invoice, GST/BAS summary, logbook or report produced using the Service is accurate, complete, or will be accepted by the ATO or any other authority, and you are solely responsible for the accuracy, completeness and lawfulness of your records and lodgements.
• To the maximum extent permitted by law, GearHawk is not liable for any indirect, incidental, special or consequential loss, or for loss of profits, revenue, data, goodwill, or for any tax liability, penalty, interest or fine, or any loss arising from errors in invoices, tax records, calculations or reports produced using the Service.
• To the maximum extent permitted by law, GearHawk's total aggregate liability arising out of or in connection with the Service or these Terms is limited to the greater of (a) the total fees you paid us for the Service in the 12 months before the event giving rise to the liability, or (b) AUD $500.

You agree to indemnify us against claims, losses and costs arising from your breach of these Terms, your content, or your unlawful use of the Service, to the extent permitted by law.

12. Suspension and termination

• You may stop using the Service and close your account at any time.
• We may suspend or terminate your access if you breach these Terms, if required by law, or to protect the Service, our users or third parties. Where reasonable, we will give you notice and an opportunity to fix the problem.
• On termination, your right to use the Service ends. We will handle your data in accordance with our Privacy Policy. If you need a copy of your data, contact us — see section 15 — and we will provide it on request (a self-service export is not currently available). We may retain information where required or permitted by law (for example tax-related records).
• Sections that by their nature should survive termination (including content ownership, IP, disclaimers, limitation of liability, indemnity and governing law) will survive.

13. Changes to these Terms

We may update these Terms from time to time. When we make material changes, we will update the "Last updated" date and, where appropriate, notify you by email or through the Service. Changes take effect when posted (or on the date we specify). Your continued use of the Service after a change takes effect means you accept the updated Terms. If you do not agree, you must stop using the Service.

14. Governing law

These Terms are governed by the laws of New South Wales, Australia, and you and we submit to the non-exclusive jurisdiction of the courts of New South Wales and the courts that may hear appeals from them.

15. Contact us

Questions about these Terms? Contact us at:

GearHawk Email: [email protected] 22–28 Penkivil Street, Bondi NSW 2026, Australia

16. General

• Entire agreement. These Terms and the Privacy Policy are the entire agreement between you and us about the Service and replace any prior agreements on that subject.
• Severability. If any part of these Terms is unenforceable, the rest continues to apply.
• No waiver. If we do not enforce a right, that is not a waiver of it.
• Assignment. You may not transfer your rights under these Terms without our consent. We may assign these Terms in connection with a sale or restructure of our business.