Terms & Conditions

1. Introduction

1. These terms and conditions govern access to and use of the AdmitVoice website, platform, software, interview workflows, dashboards, communications and related services.
2. The platform is owned and operated by Emma Infotech Pty Ltd (ABN 16 644 105 368) trading under the AdmitVoice brand.
3. By accessing or using the platform, you agree to be bound by these Terms.
4. If you do not agree to these Terms, you must not access or use the platform.
5. We may amend these Terms by updating this page or otherwise notifying you. Continued use means acceptance of the updated Terms.

2. Who these Terms apply to

These Terms apply to all users of the platform, including website visitors, institutions, administrators, admissions teams, reviewers, staff, students, applicants, parents or guardians where applicable, agents, representatives and contractors.

3. Nature of the Platform

1. AdmitVoice provides software tools that assist with applicant engagement, interview recording, submission workflows, review workflows, transcript generation, internal collaboration, reporting, exports, notifications and related administrative processes.
2. Unless we expressly agree otherwise in writing, AdmitVoice does not make or recommend admissions, enrolment, scholarship, visa or eligibility decisions, act as a university or adviser, verify the truth or legality of interview content, moderate or pre-approve interview content in standard operations, or assume responsibility for how institutions assess or rely on information through the platform.
3. All admissions, assessment, compliance and review decisions remain solely with the relevant institution and its authorised users.

4. Data roles and allocation of responsibility

1. For applicant, student, candidate, reviewer and interview-related data processed through the platform, the relevant institution is the primary data controller or equivalent responsible party, and AdmitVoice acts as a data processor or service provider.
2. Institutions are solely responsible for lawful collection and processing, providing notices and obtaining consents, determining who may access data, reviewing recordings, handling minors or vulnerable persons, lawful communications, and compliance with privacy, education, discrimination, marketing, child protection and other applicable laws.
3. We do not determine how institutions use applicant data and do not assume institutional obligations unless expressly set out in a separate written agreement signed by us.

5. Accounts, access and authority

1. You may need an account, invitation, access link or institutional authorisation to use parts of the platform.
2. You must ensure all information you provide is accurate, complete and current.
3. You are responsible for maintaining the confidentiality of your login credentials and for all activities under your account or access method.
4. If you use the platform on behalf of an institution or entity, you warrant that you have authority to bind that entity to these Terms.
5. Institutions are responsible for user access, permissions, reviewer rights and internal account governance.
6. We may suspend, restrict or terminate access where we reasonably believe there is misuse, unauthorised access, a security incident, non-payment, legal risk, breach of these Terms, or risk to the platform or its users.

6. Acceptable use

You must use the platform only in accordance with these Terms and applicable laws.

• You must not misuse the service, reverse engineer it, scrape it, or exploit it without permission.
• You must not use it for unlawful, misleading, fraudulent, abusive, discriminatory or improper purposes.
• You must not upload unlawful, defamatory, threatening, infringing, exploitative or otherwise inappropriate material.
• You must not interfere with the platform, attempt unauthorised access, scan or probe it without authorisation, or upload malicious code.
• You must not impersonate another person, submit an interview for someone else without lawful authority, or use the platform in a way that breaches law or institutional policy.

7. Student and applicant obligations

• You are responsible for the content you record, upload or submit.
• You must not include inappropriate, unlawful, abusive, infringing or unrelated material in your interview or submission.
• You must comply with institution instructions for the interview process.
• You must not obtain unauthorised assistance or misrepresent your identity, circumstances or work.
• You must ensure, so far as reasonably practicable, that your interview environment is suitable and does not reveal content you are not authorised to disclose.

AdmitVoice does not take responsibility for the content of your interview or any decision made by an institution based on that content.

8. Institution obligations

• Institutions are responsible for configuring and using the platform lawfully and appropriately for their own purposes.
• They must ensure applicants may lawfully be invited and contacted.
• They must obtain required parental or guardian consents where users may be under 18 or otherwise unable to consent for themselves.
• They remain responsible for reviewer and staff conduct, lawful communications, retention requirements and all admissions, eligibility, ranking, scholarship, review and compliance decisions.

9. Interview recordings and submissions

1. The platform may allow users to create, upload, save, submit or transmit video, audio, text, metadata and related materials, including interview recordings, responses, transcripts, notes and attachments.
2. Submissions are created and provided by users and institutions, not by AdmitVoice.
3. Students initiate the recording process themselves, institutions are responsible for reviewing interviews, and AdmitVoice does not routinely monitor or moderate interview recordings during standard operations.
4. We are not liable for the content of submissions, any inappropriate or illegal material submitted by a user, any failure by an institution to review content properly, or any decision made by an institution based on a submission or related output.

10. Consent and authority to participate

1. The platform may require users to acknowledge notices, check boxes, or otherwise confirm consent before an interview begins.
2. These mechanisms support workflow integrity and institutional compliance, but they do not transfer legal responsibility from the institution to AdmitVoice.
3. Each institution is responsible for determining whether the consent flow implemented in its use case is legally sufficient.
4. Each participant is responsible for ensuring they have the legal right, authority and permission to participate in a recorded interview.

11. Minors and vulnerable persons

1. The platform is intended primarily for higher education or post-secondary admissions workflows, but some users may be under 18.
2. AdmitVoice does not independently verify age, parental consent, guardian approval or legal capacity.
3. Institutions are solely responsible for deciding whether minors may use the platform and how minors or vulnerable persons are lawfully managed.

12. AI-assisted features and automated processing

1. The platform may include AI-assisted or automated features such as transcripts, summaries, tags, prompts, workflow suggestions or other outputs.
2. These outputs may be inaccurate, incomplete, biased, delayed or unsuitable for your purpose.
3. They must not be relied on as the sole basis for any admission, compliance, legal, disciplinary, migration, academic or other material decision.
4. Institutions remain solely responsible for reviewing any AI-assisted output before relying on it.

13. Internal access, support access and legal access

1. By default, AdmitVoice personnel do not access interview recordings as part of ordinary business operations.
2. We may access records, logs, metadata, configuration information and, where necessary and authorised, certain content for technical support, troubleshooting, platform integrity, security investigation, legal compliance, or another lawful and authorised purpose.
3. We may implement technical, contractual or workflow restrictions that limit personnel access to recordings unless expressly authorised.

14. Privacy

Your use of the platform is also subject to our Privacy Policy. Where there is a separate signed agreement between us and an institution relating to data processing or privacy, that agreement prevails to the extent of any inconsistency.

15. Subscriptions, fees and payment

• Access to some or all of the platform may be subject to subscription fees, implementation fees, usage fees or other agreed charges.
• Commercial terms may be set out in a proposal, order form, statement of work, invoice, subscription agreement, master services agreement or similar written arrangement.
• Unless otherwise agreed, fees are payable in Australian dollars, exclusive of GST unless stated otherwise, non-refundable except as required by law, and we may suspend access where fees are overdue.

16. Availability, maintenance and changes

1. We aim to make the platform available on a reliable basis, but we do not guarantee uninterrupted or error-free access.
2. The platform may be affected by maintenance, upgrades, outages, cloud provider incidents, internet issues, browser limitations, hardware failures, software defects, third-party service issues or events outside our control.
3. We may add, remove, change, suspend or discontinue any feature, workflow, interface, page, module or function at any time.

17. Information on the Platform

• We do not warrant that the platform will be free from errors, defects or interruptions.
• We do not warrant that messages or notifications will be delivered promptly or at all.
• We do not warrant that information, transcripts, outputs, reports or insights made available through the platform are accurate, complete, current or fit for any particular purpose.
• You are responsible for assessing the suitability, accuracy and completeness of information made available through the platform.

18. Data storage, retention and backups

• The platform may use cloud infrastructure and third-party services for storage, hosting, processing, analytics, messaging, AI processing and service delivery.
• Interview recordings and related content may be retained for periods determined by us, the institution, contractual terms, legal requirements or system configuration.
• We may archive, move, restrict, anonymise or delete data in accordance with our policies, contractual rights, client instructions, legal obligations or operational requirements.

19. Intellectual property

1. We retain ownership of the platform and all related materials, branding, interfaces, workflows, documentation, designs, code and other content made available by us.
2. Nothing in these Terms transfers ownership of our intellectual property to you.
3. Subject to these Terms, we grant you a limited, non-exclusive, non-transferable, revocable right to access and use the platform for its intended purpose.

20. User content and licence

1. As between you and us, you retain ownership of content you upload or submit to the platform, subject to rights held by the relevant institution or another third party.
2. You grant us a non-exclusive, worldwide, royalty-free licence to host, store, reproduce, process, transmit, adapt, format, analyse and otherwise use that content as reasonably necessary to operate and provide the platform.
3. You warrant that you have all rights, permissions and authority necessary to submit the content and grant that licence.

21. Third-party services and links

• The platform may contain links to third-party websites or integrate with third-party providers such as cloud hosts, analytics services, AI providers, email services, security tools, communication platforms or payment providers.
• We are not responsible for the availability, performance, legality, security or privacy practices of third-party services.

22. Security

• We take reasonable administrative, physical and technical steps to protect the platform and information processed by it.
• No platform, network, transmission method or storage environment is completely secure.
• You must take your own precautions to ensure that your systems, devices and access methods do not expose you to malicious code or other interference.

23. Suspension and termination

• We may suspend or terminate access immediately if you breach these Terms, fail to pay applicable fees, or we suspect fraud, abuse, illegality, security risk or misuse.
• Institutions may remove or restrict their own users in accordance with their internal rights and controls.
• On suspension or termination, your rights under these Terms cease immediately to the extent of the suspension or termination, but accrued rights and clauses intended to survive continue.

24. Warranties disclaimer

To the maximum extent permitted by law, the platform is provided on an as is and as available basis. We exclude all warranties, representations and guarantees not expressly set out in these Terms.

25. Liability

• To the maximum extent permitted by law, we will not be liable for indirect, incidental, special, exemplary, punitive or consequential loss, or loss of profit, revenue, data, opportunity, goodwill or business interruption arising out of or in connection with the platform or these Terms.
• We are not liable for admissions, scholarship, enrolment, review, academic, disciplinary or visa outcomes, the content or legality of interviews and submissions, institutional decisions, AI-assisted outputs, or third-party service failures.
• Nothing in these Terms excludes or restricts any right or remedy that cannot lawfully be excluded, including rights under the Australian Consumer Law.

26. Indemnity

You indemnify and hold harmless AdmitVoice, Emma Infotech and our officers, employees, contractors and agents from and against claims, liabilities, losses, costs and expenses arising from your use of the platform, your breach of these Terms, your content, your breach of law, or your failure to obtain required consents, permissions or authority.

27. Confidentiality

Each party must use reasonable care to protect confidential information received from the other party and must not disclose it except for permitted use of the platform, to bound advisers and personnel who need to know, with consent, or as required by law.

28. General

28.1 Governing law and jurisdiction

These Terms are governed by the laws of Queensland, Australia. Each party submits to the exclusive jurisdiction of the courts of Queensland and courts of appeal from them.

28.2 Waiver

No party may rely on the words or conduct of another party as a waiver of any right unless the waiver is in writing and signed by the party granting it.

28.3 Severance

Any provision of these Terms that is wholly or partially void or unenforceable is severed to the extent of the invalidity or unenforceability. The remainder continues in full force and effect.

28.4 Assignment

You may not assign or transfer your rights or obligations under these Terms without our prior written consent. We may assign or novate our rights and obligations to a related body corporate, successor or acquirer of our business or assets.

28.5 Entire agreement

These Terms, together with our Privacy Policy and any separate written commercial agreement we enter into with you, embody the entire agreement between the parties in relation to the subject matter and supersede prior negotiations, understandings and agreements.

29. Contact

Emma Infotech Pty Ltd
AdmitVoice
Email: info@admitvoice.com