1. Introduction and Acceptance
- By using ARC by AiOC ("the Service"), you agree to these Terms and Conditions
- These terms are a legally binding agreement with AiOC Pty Ltd
- You must be 18+ and have legal authority to enter this agreement
Important: The Service assists with record-keeping but does not replace statutory obligations under the Weapons Act 1990 (Qld). Users remain responsible for QPS compliance.
2. Service Description
- Form 10, Form 16 & PTA/Other Processing: AI-powered digitization of firearms transaction forms and supporting documents
- Search: Searchable database of digitized records
- Image Storage: Secure storage of original form images
- Audit Trail: Comprehensive logging for compliance
Recognition accuracy depends on image quality. Users must verify extracted data.
3. Account Registration and Security
- Access to the platform is by invitation only. Dealer (shop owner) accounts are created by AiOC upon verification of a valid Queensland Firearms Dealer Licence (FDL). Staff accounts are created by the shop owner via the Staff Invitation feature. Self-registration is not available.
- One account per authorised user
- Multi-factor authentication (MFA) is mandatory
- Users must not share credentials
- Users are responsible for all activity under their account
4. Subscription & Pricing
| Component | Price (inc GST) | Details |
|---|
| Trial | FREE | 20 uploads, 14 days, full functionality |
| Monthly Subscription | $50/month | 100 uploads/day, searchable records |
| Per-Form Usage | $0.10 per approved record | Charged only on successful approval |
| Onboarding Package | $500 one-time | Innex DC500 camera, kit, setup, training, 5 dedicated onboarding days |
| Additional Unlimited Day | $50 per day | No upload limits, no per-form charges for 24 hours |
All prices in AUD inclusive of GST. Monthly billing via Stripe. No lock-in contracts.
Approval-Gated Billing: You are only charged the $0.10 per-form fee when a record is successfully approved. Unapproved, rejected, or failed records incur no usage charge. Records are not searchable until approved.
5. Onboarding Days
- Onboarding days provide 24 hours of unlimited uploads with no per-form charges
- 5 days are included with the $500 Onboarding Package
- Additional days can be purchased at $50 each
- Days must be scheduled via the Calendar booking system
- Only one shop may book a given day (dedicated processing capacity)
- Cancellations permitted up to 24 hours before the booked date
- Onboarding days are non-refundable once activated
6. Usage Limits and Fair Use
- Daily limits reset at midnight AEST
- No automated scraping or bulk extraction
- Anomalous usage patterns subject to review
7. Payment Terms
- Credit card payments via Stripe (Visa, Mastercard, Amex)
- Monthly subscription ($50) billed on the same date each month
- Per-form usage ($0.10 per approved record) billed at end of each billing cycle
- One-time purchases (onboarding package, unlimited days) charged at time of purchase
- Cancel anytime — no lock-in, no cancellation fees
- 7-day grace period for failed payments
- Price changes notified 60 days in advance
8. Trial Accounts
- 20 total uploads, 14-day evaluation period
- No credit card required
- All data preserved upon upgrade
9. Data Ownership and Retention
Ownership
- All uploaded records, form images, and extracted data remain your property at all times
- AiOC does not claim any ownership or licence over your uploaded content
Data Retention Policy
- Active Subscription: All data retained indefinitely and fully accessible
- Cancelled Subscription: All data is preserved indefinitely. Your data is never deleted upon cancellation. Access (uploads and search) is suspended but data remains intact and is restorable immediately upon resubscription
- No Deletion Threats: We will never threaten to delete your data to pressure resubscription. Your records are safe regardless of subscription status
- Audit logs retained minimum 7 years for compliance
Data Export
- Full data export available upon request for subscribers with 6 or more months of active subscription history
- Export fee: $50 per 100 records, with a minimum fee of $2,000
- Export requests processed within 5–10 business days
- Export includes all form images, extracted data, and audit records
- No bulk self-service export functionality is provided to maintain platform security and data integrity
10. Privacy Policy
Information We Collect
- Account info (name, email, business details)
- Form images and extracted data
- Usage data (login times, actions)
- Immutable audit logs
We Do NOT
- Sell your personal information
- Share data with other users
- Transfer data outside Australia (except Stripe for payments)
Your Rights
- Access/correction requests processed within 30 days
- Complaints: OAIC at www.oaic.gov.au
11. Cookie Policy
We use only essential cookies:
| Cookie | Purpose |
|---|
| Session | Authentication |
| CSRF Token | Security |
No advertising, tracking, or third-party cookies.
12. Data Security
- 10-layer security architecture
- Encryption in transit and at rest
- Complete data isolation per dealer
- Mandatory MFA for all accounts
- Immutable audit logging
See our Security Overview for details.
13. User Responsibilities
- Capture clear, complete form images
- Verify data accuracy after processing
- Maintain original paper records as required by law
- Report security concerns immediately
14. Acceptable Use Policy
Prohibited:
- Uploading fraudulent or illegal documents
- Attempting to access other users' data
- Automated scraping or bulk extraction
- Sharing login credentials
- Circumventing security controls
Violations may result in immediate suspension without refund.
15. Intellectual Property
- The Service and branding are AiOC property
- "ARC" and "ARC by AiOC" are trademarks of AiOC Pty Ltd
- You retain ownership of your uploaded content
16. Service Availability
- Target: 99.5% uptime
- Planned maintenance notified 48 hours in advance
- Email support: [email protected]
17. Limitation of Liability
- Service provided "as is" without warranties
- No warranty of recognition accuracy - verify your data
- Maximum liability: fees paid in preceding 12 months
- Australian Consumer Law rights preserved
18. Indemnification
You indemnify AiOC against claims arising from your breach of these Terms, violation of laws, or your uploaded content.
19. Termination
User Cancellation
- Cancel anytime — no lock-in contracts, no cancellation fees
- Cancellation takes effect at the end of the current billing period
- Upon cancellation, uploads and search are disabled but all data remains preserved (see Section 9)
- Resubscribe at any time to restore full access to your existing data
Termination by AiOC
- AiOC may suspend or terminate accounts for breach of these Terms, non-payment, or prohibited conduct
- 7-day grace period for failed payments before suspension
- Even in the event of termination, your data is preserved and available for export (subject to export fees in Section 9)
20. Refund Policy
- 14-day cooling-off for new subscriptions
- No refunds after cooling-off period
- Onboarding packages and unlimited days are non-refundable once activated
- Per-form usage charges are non-refundable (charged only on successful approval)
- Rejected or failed records are never charged
21. Changes to Terms
- 30-day notice for material changes
- Continued use constitutes acceptance
22. Governing Law
- Governed by laws of Queensland, Australia
- Courts of Queensland have exclusive jurisdiction
Acceptance: By using ARC by AiOC, you acknowledge that you have read, understood, and agree to these Terms and Conditions, including the Privacy Policy and Cookie Policy.