Terms of use
Pilot version, 11 November 2026
1. About these terms
1.1 HotSeat HQ is a product of First Hour Advisory Pty Ltd (ACN 704 054 197, ABN 87 704 054 197) ("we", "us"). These terms are an agreement between us and the organisation or consultant that signs up for HotSeat HQ ("you"). They cover your use of the HotSeat HQ website and app (the "Service").
1.2 The person who signs up confirms they are authorised to accept these terms for you. By ticking "I agree" or using the Service, you accept these terms and our Privacy policy.
2. Your account
2.1 You must give accurate details and keep them up to date.
2.2 You can invite team members to your account. You are responsible for everything done under your account, and for keeping passwords and invite links private.
2.3 Tell us promptly at support@firsthouradvisory.com.au if you think your account has been accessed without permission.
3. Licence
3.1 While your plan is current and you comply with these terms, we give you a non-exclusive, non-transferable right to use the Service for your internal purposes (or, for consultants, to deliver exercises to your clients).
3.2 You may print and share reports, slides and playbooks produced by the Service within your organisation (or with your clients). You may not resell or give access to the Service itself to anyone else.
4. Plans and free trials
4.1 Our plans, what each includes and their prices are shown on our pricing page or in your order form.
4.2 A free trial lasts 14 days. At the end of a trial, or when a paid plan ends without renewal, your account becomes read-only: you can view and export your data but cannot start new exercises.
4.3 Not-for-profit pricing is available to organisations we have verified as registered charities or not-for-profits. We may ask for evidence.
4.4 A consultant plan covers the number of active client organisations stated in your plan. You can archive a client to free a place.
5. Fees and payment
5.1 Fees are in Australian dollars and are payable in advance. GST is added where it applies.
5.2 We invoice you and you must pay within 14 days of the invoice date, unless we agree otherwise. If paying by card, you authorise us (through our payment provider) to charge the fees when due.
5.3 If you do not pay on time, we may make your account read-only after giving you 7 days' notice.
5.4 Fees are not refundable, except where the law requires or clause 15.4 applies.
6. Renewal and cancellation
6.1 Annual plans run for 12 months. We will remind you at least 30 days before the end. Plans do not renew automatically: you renew by paying the renewal invoice.
6.2 You can cancel at any time by not renewing or by emailing us. You keep access until the end of the period you have paid for.
6.3 We may change our prices for future periods by telling you at least 30 days before your renewal.
7. Acceptable use
You must not:
- use the Service for anything unlawful, or to store information you have no right to store;
- enter sensitive information (such as health information) or information about people beyond what the Service asks for;
- try to access another customer's data, test or disrupt our security, or overload the Service;
- copy, reverse-engineer or build a competing product from the Service or its scenarios;
- share login details between people (each person should have their own login).
8. Your data
8.1 You own the information you enter into the Service, such as your organisation profile, people, exercise logs, actions and reports ("Your Data").
8.2 You give us permission to store and process Your Data only as needed to provide, secure and support the Service.
8.3 We keep Your Data in Australia (Amazon Web Services, Sydney) and separate from other customers' data. We will not sell it or use it to train artificial intelligence models.
8.4 You can export Your Data at any time while your account is open, and for 90 days after it closes. After that we delete it, as described in our Privacy policy.
8.5 We may use anonymous, combined statistics (for example, how many exercises are run each month) that do not identify you or any person.
9. People's information
9.1 When you enter details of staff or other people (names, roles, contact details), you must have the right to do so and must tell them, as the Privacy Act requires. You can point them to our Privacy policy.
9.2 If you are a consultant, you are responsible for having your client's permission to enter its information and its people's details, and for any agreement you have with your client. Our contract is with you, not your client.
9.3 We handle personal information in line with our Privacy policy and will tell you without undue delay if we become aware of a data breach affecting Your Data.
10. Exercise content is not advice
10.1 Scenarios, injects, regulator references, reporting timeframes, playbooks and debrief suggestions are training material to help you practise. They are not legal, regulatory, compliance or professional advice.
10.2 Laws and reporting obligations change and depend on your circumstances. You remain responsible for your own crisis plans, decisions and compliance, and should get your own advice.
10.3 Exercises can involve stressful themes (for example violence, threats or loss). You are responsible for preparing participants and offering support, such as your employee assistance program.
11. Intellectual property
11.1 We (and our licensors) own the Service, including the software, scenarios, injects, templates, wording and design. Except for the licence in clause 3, these terms do not transfer any of it to you.
11.2 Changes you make to scenario wording within your account are part of Your Data, but the underlying scenario remains ours.
11.3 If you send us suggestions or feedback, we may use them freely to improve the Service.
12. Service availability and your consumer rights
12.1 We aim to keep the Service available and working well, but it may sometimes be unavailable, for example for maintenance or because of problems with our hosting provider. We will try to give notice of planned maintenance. We recommend you keep a printed or PowerPoint copy of an exercise as a backup on the day.
12.2 Nothing in these terms excludes or limits any rights you have under the Australian Consumer Law that cannot lawfully be excluded. Where the law allows, our liability for failing to meet a consumer guarantee is limited to supplying the Service again or paying the cost of having it supplied again.
12.3 Apart from those rights, the Service is provided as it is, and we do not promise it will meet every need or be free from errors.
13. Limits on liability
13.1 To the extent the law allows, neither of us is liable to the other for indirect or consequential loss, or for loss of profit, revenue or data (except that we remain responsible for keeping Your Data secure as these terms describe).
13.2 To the extent the law allows, our total liability under these terms is limited to the fees you paid us in the 12 months before the event giving rise to the claim.
13.3 Our liability is reduced to the extent you caused or contributed to the loss, including by relying on exercise content as advice (clause 10).
13.4 You are responsible for loss we suffer because you broke clause 7 or 9, or entered information you had no right to enter.
14. Support
We provide support by email at support@firsthouradvisory.com.au on Australian business days, and aim to reply within 2 business days.
15. Suspension and ending these terms
15.1 We may suspend access straight away if needed to protect the Service, other customers or people's information, and will tell you why.
15.2 Either of us may end these terms by written notice if the other seriously breaks them and does not fix the breach within 14 days of being asked.
15.3 You may close your account at any time (see clause 6.2).
15.4 We may end the Service for everyone by giving at least 60 days' notice. If we do, we will refund the unused part of any fees you have paid in advance.
15.5 When these terms end, you can export Your Data as set out in clause 8.4. Clauses 8, 10, 11 and 13 continue after the end.
16. Changes to these terms
We may update these terms. We will give account owners at least 30 days' notice by email of changes that reduce your rights. If you do not agree, you can cancel and we will refund the unused part of any prepaid fees.
17. General
17.1 These terms are governed by the laws of Queensland, Australia, and both of us accept the courts of that state.
17.2 Neither of us is responsible for delays caused by events beyond our reasonable control.
17.3 You may not transfer this agreement without our consent. We may transfer it to a business that takes over the Service (for example, a related company), and will tell you if we do.
17.4 These terms, any order form and our Privacy policy are the whole agreement about the Service. If an order form conflicts with these terms, the order form wins.
17.5 Notices are sent by email: to us at support@firsthouradvisory.com.au, and to you at the account owner's email address.
Contact
First Hour Advisory Pty Ltd (ACN 704 054 197, ABN 87 704 054 197). Email: support@firsthouradvisory.com.au. Website: hotseathq.com.au.