CertPass — Terms of Service
Last updated: 25 July 2026
1. About these terms
1.1 These Terms of Service (Terms) govern your access to and use of the CertPass platform, website at certpass.com.au, dashboards, application programming interfaces and related services (Service).
1.2 The Service is provided by Certpass Pty Ltd (ACN 697 524 342) (CertPass, we, us or our), a proprietary company registered in Queensland, Australia. Our contact details are set out in clause 19.
1.3 These Terms form a legally binding agreement between CertPass and the registered training organisation, business or person who registers for or uses the Service (you, your or the Customer). Please read them carefully. By registering for, accessing or using the Service, you agree to be bound by these Terms and by our Privacy Policy.
1.4 If you do not agree to these Terms, you must not register for or use the Service.
1.5 The Service is intended for use by Australian Registered Training Organisations (RTOs) and their authorised personnel in the course of their business. It is not directed at consumers for personal, domestic or household use.
2. Definitions
2.1 In these Terms:
(a) Certificate means a digital training credential generated, delivered or verified through the Service — whether an accredited statement of attainment or a non-accredited certificate (such as a verification of competency or certificate of completion) — including the associated wallet pass, PDF and verification page. (b) Customer Data means all data, records and content that you or your Users upload to, create in, or generate through the Service, including Trainee Personal Information. (c) Intellectual Property Rights means all present and future intellectual property rights, including copyright, trade marks, trade names, domain names, patents, designs, rights in confidential information and know-how, whether registered or unregistered. (d) Personal Information has the meaning given in the *Privacy Act 1988* (Cth) (Privacy Act). (e) Trainee means an individual to whom a Certificate relates or is issued. (f) Trainee Personal Information means Personal Information about a Trainee that you provide to, or generate within, the Service — for example a Trainee's name, contact details, Unique Student Identifier (USI) and record of units of competency or skills. (g) User means an individual you authorise to access the Service under your account, such as an administrator, trainer or staff member. (h) Verification Page means the public web page accessible via a Certificate's QR code or link that displays verification information about that Certificate.
3. Eligibility, accounts and authority
3.1 To register for the Service you must be an RTO, or a business or person acting for an RTO, and you must be at least 18 years old and able to enter into a binding contract.
3.2 If you register or use the Service on behalf of an RTO or other entity, you represent and warrant that you are authorised to bind that entity to these Terms, and references to "you" include that entity.
3.3 Registration may be subject to review and approval by us before your account is activated. As part of onboarding we may verify your RTO number and details against publicly available registers, including training.gov.au, and may decline or revoke registration acting reasonably.
3.4 You must provide accurate, current and complete information when registering and keep it up to date.
3.5 You are responsible for all activity that occurs under your account and for maintaining the confidentiality and security of your account credentials. You must enable and use any security measures we make available (including multi-factor authentication where offered) and notify us promptly at hello@certpass.com.au if you become aware of any unauthorised access to or use of your account.
3.6 You are responsible for your Users' access to and use of the Service, and for ensuring your Users comply with these Terms.
4. The Service
4.1 The Service enables you to record training sessions, generate and deliver digital Certificates (including Apple Wallet passes, Google Wallet passes and PDF documents), and provide employers, auditors and others with a means to verify Certificates via a Verification Page and QR code.
4.2 The Service is a tool that records, delivers and displays information that you supply or generate. CertPass does not itself deliver training, assess competency, issue nationally recognised qualifications, or certify that any training or assessment complies with the VET Quality Framework, the Standards for RTOs, or any determination of the relevant regulator. You remain solely responsible for the accuracy, completeness and compliance of your training records and Certificates.
4.3 A Verification Page displays the status and details of a Certificate as recorded by you. Where you void, correct or reissue a Certificate through the Service, the Verification Page is updated accordingly. It is your responsibility to keep Certificate records accurate and to void or correct Certificates where required.
4.4 We may update, add, modify or remove features of the Service from time to time. We will try to give you reasonable notice of any change that materially reduces core functionality.
5. Your responsibilities and Customer Data
5.1 As between you and CertPass, you own all Customer Data. You grant us a non-exclusive licence to host, copy, process, transmit and display Customer Data to the extent reasonably required to provide, maintain, secure and improve the Service and to perform our obligations under these Terms.
5.2 You are responsible for the accuracy, quality, legality and reliability of all Customer Data, and for ensuring you have all rights, consents and authority necessary to provide it to us and to have it processed through the Service.
5.3 You acknowledge that we handle Trainee Personal Information largely on your behalf and on your instructions in order to provide the Service. You are responsible, as between you and each Trainee, for:
(a) collecting Trainee Personal Information lawfully and in accordance with the Privacy Act and the Australian Privacy Principles; (b) providing Trainees with any required collection notices and, where required, obtaining their consent (including to the delivery of Certificates by SMS and email and to the display of verification information on a Verification Page); (c) handling Trainee requests to access or correct their Personal Information; and (d) your own record-keeping, retention and reporting obligations as an RTO.
5.4 You must not upload or process through the Service any Personal Information, or other data, that you are not authorised to provide, or that is unlawful, misleading or infringing.
5.5 You are responsible for maintaining your own independent records. While we take reasonable steps to keep Customer Data available, the Service is not a substitute for your compliance record-keeping systems, and you should retain your own copies of records you are required by law to keep.
6. Acceptable use
6.1 You must use the Service only for lawful purposes and in accordance with these Terms. You must not:
(a) issue, or attempt to issue, a Certificate that is false, misleading or that misrepresents the training delivered, the units of competency or skills completed, the accreditation status of the training, or the identity of the Trainee or issuing RTO; (b) use the Service in a way that breaches any law, regulation, or the rights of any person; (c) access or use the Service, or any account, data or Certificate, that you are not authorised to access; (d) reverse engineer, decompile or disassemble any part of the Service, or attempt to derive its source code, except to the extent this restriction is prohibited by law; (e) copy, resell, sublicense, or commercially exploit the Service or make it available to any third party other than your Users, except as expressly permitted; (f) use robots, scrapers, crawlers or other automated means to access or extract data from the Service, or impose an unreasonable load on our infrastructure; (g) introduce any virus, malware or harmful code, or interfere with or disrupt the integrity, security or performance of the Service; or (h) attempt to gain unauthorised access to the Service or its related systems or networks.
6.2 We may investigate suspected breaches of this clause and may suspend access, remove content, or take other steps we reasonably consider necessary to protect the Service, our other customers, or any person.
7. Fees, credit, billing and taxes
7.1 Prepaid credit model. The Service is provided on a prepaid basis. You purchase credit, and each Certificate you issue draws down that credit at the per-Certificate rate that applies to your account. Our current rates, the monthly free-certificate allowance, top-up amounts, and any founding-customer rate are set out on our website, in your account (the Billing page), or in your order or plan confirmation, and form part of these Terms. There is no subscription or fixed periodic fee.
7.2 Free allowance. Each account includes a number of free Certificates per calendar month (as set out in the Service). The free allowance is used before prepaid credit is drawn down, resets each month, and does not accumulate or carry over.
7.3 GST. Rates and credit amounts are stated in Australian dollars (AUD) and exclusive of GST. Where GST applies, it is added at the point of purchase by our billing provider acting as merchant of record, and the amount charged to you at checkout is inclusive of that GST.
7.4 Payments and top-ups. Payments and top-ups are processed through our third-party billing provider, Polar, which acts as merchant of record. Your use of that provider's payment services is subject to its own terms. You authorise us and our billing provider to charge your nominated payment method for the top-up amounts you purchase. Purchases of credit are one-off transactions; the Service does not automatically renew or charge a recurring subscription.
7.5 Credit does not expire; refunds. Prepaid credit does not expire while your account remains open. Except where required by the Australian Consumer Law, amounts already incurred (such as per-Certificate charges for Certificates already issued) are non-refundable. Unused prepaid credit is refundable on request when you close your account, processed through our billing provider.
7.6 Rate changes. We may change our rates or the free allowance from time to time. We will give you reasonable notice of any change. A reduction in the standard rate applies to your subsequent Certificates automatically. The credit you have already purchased is not affected by a rate change.
7.7 Founding-customer rate. The founding-customer rate, where offered, is a limited early-customer commitment made on the terms described at the point of sign-up. Where you qualify, we will honour that rate for 12 months from the date you qualify, provided your account remains active and in good standing. After that period your account moves to the then-current standard rate.
7.8 Overdue amounts and low balance. If your prepaid credit is exhausted, your ability to issue further Certificates beyond any permitted buffer may be paused until you top up. Where any amount is genuinely overdue, we may suspend your access to the Service after giving you reasonable notice, and you remain liable for amounts owing.
8. Intellectual property
8.1 The Service, and all Intellectual Property Rights in it (including its software, design, and documentation, but excluding Customer Data and your branding), are owned by or licensed to CertPass. Nothing in these Terms transfers any of those rights to you.
8.2 We grant you a non-exclusive, non-transferable, revocable licence to access and use the Service for your internal business purposes as an RTO during the term of your agreement with us, in accordance with these Terms.
8.3 You retain all Intellectual Property Rights in your Customer Data and your branding (such as your logo and colours). You grant us a licence to use your branding solely to render your Certificates, Verification Pages and communications as part of the Service.
8.4 You may not remove or obscure any proprietary notices on the Service, and you may not use our name, logo or trade marks without our prior written consent, except to accurately state that you use CertPass.
8.5 If you give us feedback or suggestions about the Service, we may use them without restriction or obligation to you.
8.6 Reference and publicity. You grant us a non-exclusive, royalty-free licence to use your name and logo to identify you as a customer of CertPass — including in our customer lists, on our website, and in marketing, promotional and investor materials — and to refer to the fact that you use the Service. We will use your logo in accordance with any reasonable brand guidelines you provide, and will not misrepresent the nature of our relationship or disclose your Confidential Information in doing so. You may withdraw this permission at any time by written notice to hello@certpass.com.au, after which we will stop making new use of your name and logo for this purpose within a reasonable time (materials already printed or distributed excepted).
9. Third-party services and integrations
9.1 The Service relies on and integrates with third-party services, which may include (among others) Apple Wallet, Google Wallet, training.gov.au, the Australian Business Register, our email and SMS delivery providers, our billing provider (Polar), and our authentication, hosting and infrastructure providers (Third-Party Services).
9.2 Third-Party Services are provided by their respective operators and are outside our control. We are not responsible for the availability, accuracy, or performance of any Third-Party Service, and your use of a Certificate within Apple Wallet or Google Wallet is also subject to Apple's or Google's own terms.
9.3 If a Third-Party Service changes, becomes unavailable, or ceases to interoperate with the Service, the affected functionality may be modified, suspended or discontinued. We will take reasonable steps to minimise disruption but are not liable for changes to Third-Party Services beyond our reasonable control.
10. Availability, support and suspension
10.1 We will use reasonable efforts to keep the Service available, but we do not guarantee that it will be uninterrupted, error-free, or free of harmful components. Access may be affected by maintenance, updates, and matters beyond our reasonable control.
10.2 We provide support on a reasonable-efforts basis via hello@certpass.com.au. We may set out any specific support or availability commitments separately.
10.3 We may suspend all or part of the Service (including your access) where reasonably necessary — for example to address a security risk, a suspected breach of these Terms, exhausted or unpaid amounts, or a legal requirement. Where practicable we will give you prior notice.
11. Confidentiality
11.1 Each party may receive confidential information of the other. Each party must keep the other's confidential information confidential, use it only to perform its obligations or exercise its rights under these Terms, and protect it with reasonable care. This clause does not apply to information that is public through no fault of the receiving party, is independently developed, or is required to be disclosed by law.
12. Privacy and data protection
12.1 We handle Personal Information in accordance with the Privacy Act, the Australian Privacy Principles, and our Privacy Policy, which forms part of these Terms and is available at certpass.com.au/privacy.
12.2 In relation to Trainee Personal Information, you are responsible for the matters set out in clause 5.3, and we process that information on your behalf in order to provide the Service. Each party will comply with its own obligations under the Privacy Act.
12.3 If either party becomes aware of a data breach affecting Personal Information handled under these Terms, it will notify the other party promptly and cooperate reasonably so that any obligations under the Notifiable Data Breaches scheme can be met.
13. Warranties, disclaimers and the Australian Consumer Law
13.1 To the maximum extent permitted by law, and subject to clause 13.2, the Service is provided "as is" and we exclude all warranties, representations and guarantees not expressly set out in these Terms.
13.2 Nothing in these Terms excludes, restricts or modifies any consumer guarantee, right or remedy that applies under the Australian Consumer Law or any other law and that cannot be lawfully excluded ("non-excludable rights"). If we are liable for a failure to comply with a non-excludable right in respect of services, and the failure does not relate to a guarantee of a kind that cannot be limited, our liability is limited, at our option, to re-supplying the services or paying the cost of having them re-supplied.
14. Limitation of liability
14.1 Subject to clause 13.2, and to the maximum extent permitted by law:
(a) neither party is liable to the other for any indirect, special or consequential loss, or for loss of profits, revenue, anticipated savings, data or goodwill, arising out of or in connection with these Terms or the Service; and (b) our total aggregate liability to you arising out of or in connection with these Terms or the Service, however arising (including in contract, tort (including negligence) or under statute), is limited to the total fees paid by you to us for the Service in the 12 months immediately before the event giving rise to the liability.
14.2 Each party must take reasonable steps to mitigate its loss. We are not liable for loss to the extent it is caused by your breach of these Terms, your Customer Data, your instructions, or matters beyond our reasonable control.
15. Indemnity
15.1 You indemnify CertPass against liability, loss, and reasonable costs it suffers or incurs arising out of or in connection with: (a) your breach of these Terms; (b) your Customer Data, including any claim that it is unlawful or infringes a third party's rights or that you lacked authority or consent to provide it; or (c) your use of the Service in breach of law. This indemnity is reduced to the extent our own negligence or breach contributed to the liability or loss.
16. Term, termination and effect
16.1 These Terms apply from when you first register for or use the Service and continue until your account is terminated.
16.2 You may stop using the Service and close your account at any time in accordance with any process we make available.
16.3 We may suspend or terminate your account on reasonable notice, or immediately where you materially breach these Terms and (if the breach can be remedied) do not remedy it within a reasonable time, or where required by law.
16.4 On termination, your right to access the Service ceases. For a reasonable period after termination we will, on request, make available a means for you to export your Customer Data, and we will refund any unused prepaid credit on request (clause 7.5), after which we may delete your data in accordance with our Privacy Policy and data-retention practices, except where we are required by law to retain it or retain it in routine backups.
16.5 Clauses that by their nature should survive termination (including those on intellectual property, confidentiality, fees accrued, liability, indemnity and governing law) survive.
17. Events beyond reasonable control
17.1 Neither party is liable for any delay or failure to perform its obligations (other than an obligation to pay money) caused by an event beyond its reasonable control, including acts of God, natural disaster, pandemic, government action, changes in law, industrial action, failure of utilities or telecommunications, and failure of Third-Party Services or infrastructure.
18. General
18.1 Changes to these Terms. We may update these Terms from time to time. We will post the updated Terms on our website or notify you, and, unless stated otherwise, changes take effect when posted or on the date we specify. Your continued use of the Service after that date constitutes acceptance. If a change materially and adversely affects you, you may stop using the Service before it takes effect.
18.2 Assignment. You may not assign or transfer your rights or obligations under these Terms without our prior written consent. We may assign or novate these Terms to a related entity or in connection with a sale or reorganisation of our business, provided your rights are not materially adversely affected.
18.3 Notices. We may give you notices through the Service, by email to your registered address, or on our website. You may contact us using the details in clause 19.
18.4 Entire agreement. These Terms, together with the Privacy Policy and any plan or order details, are the entire agreement between the parties about the Service and supersede any prior understanding.
18.5 Severability. If any provision of these Terms is invalid or unenforceable, it is severed to the extent necessary and the remaining provisions continue in force.
18.6 Waiver. A failure or delay in exercising a right is not a waiver of that right.
18.7 No third-party rights. These Terms do not confer rights on any person who is not a party, except as expressly stated.
18.8 Governing law. These Terms are governed by the laws of Queensland, Australia. The parties submit to the non-exclusive jurisdiction of the courts of Queensland and the courts competent to hear appeals from them.
19. How to contact us
Certpass Pty Ltd (ACN 697 524 342) Registered / postal address: [insert registered office or postal address] General enquiries: hello@certpass.com.au Website: certpass.com.au
By registering for, accessing or using the Service, you confirm that you have read and agree to these Terms and to our Privacy Policy.