Terms and Conditions

Effective date: [Insert date]
Business name: AES Healthcare / [Insert legal entity name]
Contact email: [Insert email]
Contact phone: [Insert phone]

1. Acceptance

By accessing the AES Healthcare website, creating a portal account, submitting information, uploading documents, or using the portal, you agree to these Terms and Conditions.

If you do not agree with these Terms, you must not use the website or portal.

2. About the portal

The AES Healthcare portal is used to collect, manage and review information and documents relevant to onboarding, compliance, identity verification, payment administration and related service coordination.

The portal may be used by independent providers, care professionals, applicants, clients or other authorised users, depending on the purpose for which access is provided.

3. Account creation and access

You must provide accurate, current and complete information when creating an account or using the portal.

You are responsible for:

  • Keeping your login details secure

  • Ensuring your account is used only by you

  • Promptly notifying AES Healthcare if you suspect unauthorised access

  • Keeping your information and documents up to date

AES Healthcare may suspend, restrict or remove access to the portal if we reasonably believe there has been misuse, inaccurate information, unauthorised access, security risk, or breach of these Terms.

4. Information you provide

You agree that all information and documents you provide through the portal are accurate, complete, current and not misleading.

This may include:

  • Personal details

  • Contact details

  • Address details

  • ABN details, where relevant

  • Payment details

  • Identity documents

  • Compliance documents

  • Qualifications

  • Certificates

  • Insurance documents

  • Screening checks

  • Police checks

  • Resumes

  • Vaccination records

  • Document dates, including expiry dates, issue dates or dates received

You must update AES Healthcare if any information becomes inaccurate, incomplete, expired, revoked, replaced or no longer valid.

5. Compliance documents

The portal may request compliance documents relevant to onboarding, administration, coordination, payment, compliance review, insurance, safety or related business purposes.

Uploading a document does not mean that the document has been accepted, verified, approved or deemed sufficient.

AES Healthcare may request further information, replacement documents, updated documents or clarification at any time.

You are responsible for ensuring uploaded documents are valid, readable, complete and current.

6. Identity verification

Where identity verification is required, AES Healthcare may ask you to upload identity documents or provide identity information.

AES Healthcare may use a sight, verify and delete process for identity documents. This means uploaded identity documents may be reviewed, verified and then deleted once no longer required, unless AES Healthcare identifies a specific lawful reason to retain them.

AES Healthcare may retain a limited record of the identity verification process, including the document type sighted, points attributed, verification status, date of review and related internal notes.

You must not upload false, altered, misleading or unauthorised identity documents.

7. Payment and business details

Where relevant, you may be asked to provide payment or business details, including:

  • Account name

  • BSB

  • Account number

  • Australian Business Number (ABN)

These details are used for payment administration, onboarding, invoicing, record keeping or related business purposes.

You are responsible for ensuring payment and business details are accurate and up to date.

AES Healthcare is not responsible for payment delay, error or misdirection caused by inaccurate or outdated details you provide.

8. Independent providers

Where you register, submit information or upload documents as a care professional, you do so as an independent provider and not as an employee of AES Healthcare, unless AES Healthcare has expressly agreed otherwise in writing.

Access to the portal does not, by itself, create an employment relationship, partnership, agency relationship, guarantee of engagement, guarantee of referral, or guarantee of work.

Independent providers are responsible for managing their own professional, legal and business obligations, including:

  • Tax obligations

  • Australian Business Number (ABN) details, where relevant

  • Invoicing and record keeping

  • Superannuation obligations, where applicable

  • Insurance requirements

  • Registrations, qualifications and professional obligations

  • Compliance with applicable laws, standards and industry requirements

AES Healthcare does not provide tax, accounting, legal, financial or superannuation advice. Independent providers should obtain their own professional advice where required.

Any separate agreement between AES Healthcare and an independent provider, client or other party will operate in addition to these Terms.

9. No guarantee of approval or outcome

Creating an account, submitting information, uploading documents or completing portal steps does not guarantee:

  • Approval

  • Onboarding

  • Engagement

  • Referral

  • Work allocation

  • Client matching

  • Payment eligibility

  • Continued access to the portal

  • Any specific business, employment or service outcome

AES Healthcare may review information and documents at its discretion and may decline, suspend or discontinue a process where reasonably appropriate.

10. Use of the portal

You must not use the website or portal to:

  • Provide false, misleading, incomplete or unauthorised information

  • Upload unlawful, fraudulent, altered, malicious, offensive or infringing material

  • Access, copy, alter or interfere with another person’s information

  • Attempt to bypass security controls

  • Interfere with the operation, integrity or security of the website or portal

  • Use the portal for any unlawful, fraudulent or improper purpose

11. Third-party systems

AES Healthcare may use third-party systems and service providers to operate the website, portal, forms, database, document upload process, address autocomplete, security features, workflows and automation.

These may include services such as Softr, Airtable, Make, Google Maps / Google Places, Google reCAPTCHA and related technology providers.

AES Healthcare is not responsible for third-party platform outages, interruptions, limitations, errors or changes, except to the extent required by law.

12. Availability and changes

AES Healthcare may update, suspend, restrict, replace or discontinue any part of the website or portal at any time.

We do not guarantee that the website or portal will always be available, uninterrupted, error-free or secure.

13. Privacy

Your use of the website and portal is also governed by our Privacy Policy.

The Privacy Policy explains how AES Healthcare collects, holds, uses, discloses and protects personal information.

14. Intellectual property

Unless otherwise stated, all website and portal content, branding, layout, text, graphics, design elements and related materials are owned by or licensed to AES Healthcare.

You may use the website and portal only for the authorised purpose for which access is provided.

You must not copy, reproduce, modify, distribute, scrape, reverse engineer or commercially exploit any part of the website or portal without written permission, except as permitted by law.

15. Limitation of liability

To the maximum extent permitted by law, AES Healthcare is not liable for loss, damage, cost or expense arising from:

  • Your use of, or inability to use, the website or portal

  • Technical errors, interruptions, delays or outages

  • Inaccurate, incomplete or outdated information provided by you

  • Unauthorised access caused by your failure to keep login details secure

  • Third-party system failures or service interruptions

  • Loss or corruption of data, except where caused by AES Healthcare’s unlawful conduct, negligence or breach of applicable obligations

Nothing in these Terms excludes, restricts or modifies any rights, guarantees or remedies that cannot be excluded, restricted or modified by law, including under the Australian Consumer Law.

16. Indemnity

You indemnify AES Healthcare against loss, damage, liability, claim, cost or expense arising from:

  • Your breach of these Terms

  • Your misuse of the website or portal

  • Your provision of false, misleading, incomplete or unauthorised information

  • Your upload of unlawful, infringing, altered or unauthorised documents

  • Your breach of any applicable law or third-party right

This indemnity does not apply to the extent the loss is caused by AES Healthcare’s unlawful conduct, negligence or breach of applicable obligations.

17. Suspension or termination

AES Healthcare may suspend, restrict or terminate your access to the website or portal where reasonably necessary, including for:

  • Security reasons

  • Suspected misuse

  • Inaccurate or misleading information

  • Failure to provide required documents

  • Expired or invalid compliance documents

  • Breach of these Terms

  • Legal, regulatory, insurance, safety or operational reasons

18. Changes to these Terms

AES Healthcare may update these Terms from time to time.

The current version will be made available on the website or portal.

Continued use of the website or portal after updated Terms are made available will be treated as acceptance of the updated Terms.

19. Governing law

These Terms are governed by the laws of Victoria, Australia.

The parties submit to the non-exclusive jurisdiction of the courts of Victoria, Australia.

20. Contact

For questions about these Terms, contact:

AES Healthcare / [Insert legal entity name]
Email: [Insert email]
Phone: [Insert phone]
Address: [Insert address]