Terms & Conditions - Privacy policy - ARCSITE PLATFORM
ARCsite Terms & COnditions
TERMS OF USE – ARCSITE PLATFORM
Last updated: November 2025
In order to use the Online Software Platform (“the System” or “Arcsite”) available at portal.arcsite.com.au and available on the QR codes in your building, you must first agree to these terms and conditions of use and purchase (the “Terms”), which set out the general legal relationship between You and Arcsite.
By using the Arcsite portal or the Arcsite QRcode as a occupant, committee member, or supplying a service of anytype to this building or to an individual occupant of this building you acknowledge that:
You are over the age of eighteen (18) years;
You have read and agree to these Terms; and
(where You are applying for registration on behalf of Your Organisation) You are authorised to apply and bind the Organisation to these Terms;
by using Arcsite QR code, portal login you accept.
1. CONTRACT
1.1 Contract Formation
You agree that by using the Arcsite Platform to accept you are making an offer to enter into a contract with Us. The contract between You and Arcsite is formed when You are granted access to the System. We reserve the right to accept or reject Your subscription application to the System.
1.2 Precedence
These Terms prevail over any other documentation or communication from You or Us.
1.3 Updates to These Terms; Recurring Re-acceptance
We may amend or update these Terms from time to time. You must review and re-confirm Your acceptance when prompted (which will occur on a recurring basis). When doing so, You will be reminded that the Terms may have changed since You last accepted them. Continued access to or use of Arcsite after any amendment constitutes Your agreement to the updated Terms. If You do not agree, You must immediately discontinue use of Arcsite.
1.4 Incorporation of Policies
By using Our Website and the Arcsite Platform and any information or services provided through it, You agree that these Terms, as well as any disclaimers, copyright notices and Our Privacy Policy (including any “Your Data & Privacy” statement) displayed on Arcsite or Our Website, apply. The Privacy Policy is incorporated into and forms part of these Terms.
2. INITIAL REGISTRATION
2.1 Organisation Registration
To access and use Arcsite:
Your Organisation must be registered with Us and have paid the Subscription Fee (if applicable) for the relevant Subscription Period; and
all proposed Users must be approved by Us.
Once an Organisation is registered, it may allocate its User licences to representatives or agents of the Organisation as it sees fit. User licences cannot be shared.
If You are registering Your Organisation, You represent and warrant that:
You have authority to bind the Organisation to these Terms; and
You have the Organisation’s authority to be nominated as the Administrator.
We may grant You access while We verify details. If payment is not received or there is a breach of these Terms, We may terminate access immediately. An Administrator may approve or reject Users and allocate User licences. We are not liable for any Administrator decision. Access ceases for an Organisation and its Users at the end of the Subscription Period or on termination. We may (in Our absolute discretion) remove or refuse System access to any User (including an Administrator) where that User has breached these Terms.
2.2 Individual Registration
Individuals must register. Access will be verified before approval. Access ceases on the earlier of the end of the Subscription Period or termination.
2.3 Payment Terms
You must pay Subscription Fees when due. If payment is denied or not received, We may suspend or terminate access.
2.4 Changes to the Subscription Fees
We may change Subscription Fees from time to time and will provide reasonable notice. You may cancel before changes take effect.
2.5 Automatic Renewal
Subscriptions renew automatically based on the original registration date unless cancelled prior to renewal.
3. ARCSITE AND OUR OBLIGATIONS
3.1 Purpose and Limitations of Arcsite
Arcsite is a digital platform designed to assist Organisations with maintenance planning, compliance management and record-keeping. Arcsite records reminders, maintenance actions and associated documentation to support regulatory and operational processes. Arcsite does not replace, reduce, or discharge the legal duties, obligations, or standard of care imposed upon an Organisation, its officers, the executive committee, or its agents under any applicable law, regulation, or code of conduct. All statutory and fiduciary obligations remain the sole responsibility of the Organisation and its authorised representatives.
3.2 Availability and Security Commitment
We will take reasonable commercial and technical steps to maintain the availability and functionality of Arcsite. We do not warrant or guarantee that Arcsite will operate without interruption, delay, or error. You acknowledge that: (a) performance may be affected by factors outside Our reasonable control (including network failures, third-party services, maintenance); and (b) data transmission over the Internet involves inherent security risks.
Security Measures. We will implement appropriate technical and organisational measures to protect personal information and other Data held in the System against unauthorised access, use, alteration, disclosure, loss or destruction, including access controls and encryption appropriate to the risk.
3.3 Intellectual Property
All Intellectual Property Rights in and to Arcsite, including design, architecture, software, databases, documentation, trade marks and content, remain Our exclusive property. You and Your Organisation retain ownership of any Data and New Material You upload. You grant Us a non-exclusive, royalty-free, worldwide licence to host, reproduce, transmit and use that Data and New Material solely to operate, maintain, improve and support Arcsite, and to comply with law.
3.4 Data Use and Disclosure
You acknowledge and agree that:
(a) We may disclose Data and associated information to government departments, regulators, or authorised compliance bodies as required by law, regulation or policy, or as part of a lawful audit, inspection or formal compliance review;
(b) We may use de-identified and aggregated Data to produce statistical insights, research reports or industry analysis, provided such Data does not identify You, Your Organisation, or any individual; and
(c) We may retain and use Data for operational purposes necessary to perform Our contractual and legal obligations.
3.5 Data Access and Control
While Arcsite retains operational control and custodianship of Data to fulfil its service and compliance obligations, ownership rights over building-related Data rest with the relevant property owner or the Organisation responsible for that property. Arcsite will provide access to such Data to authorised representatives of the relevant building owner or Organisation upon reasonable request, subject to verification and applicable law.
3.6 No Warranty
To the maximum extent permitted by law, Arcsite is provided “as is” and “as available”. We expressly disclaim all warranties, express or implied, including merchantability, fitness for purpose and uninterrupted availability. Your use of Arcsite and reliance on any Data within it is at Your own risk.
4. YOUR OBLIGATIONS
You must provide accurate and complete information, maintain confidentiality of passwords, and use Arcsite only as authorised. You are responsible for preventing unauthorised access and ensuring compliance with all relevant laws and these Terms. If You or Your Users allow third parties access to Your account, We disclaim liability for any resulting misuse.
5. USE OF THE SYSTEM
You must use Arcsite only for its intended purpose. You must not: (a) use Arcsite for any fraudulent or illegal purpose; (b) hack, extract data, or interfere with security; (c) facilitate unauthorised access; or (d) distribute Material for commercial gain. You must notify Us immediately of any unauthorised access or breach.
6. NEW MATERIAL AND DATA
6.1 Responsibility
You are responsible for all New Material and Data uploaded to Arcsite. Uploading New Material does not imply Our endorsement. We accept no liability for any New Material submitted, uploaded, or transmitted through Arcsite. You warrant that You have all Intellectual Property Rights for any New Material and Data uploaded.
6.2 User Personal Information – Warranties and Consents
(a) Lawful Basis. You represent and warrant that any Personal Information You upload or provide to Arcsite (including information about residents, owners, leaseholders, contractors or other third parties) has been collected, used and disclosed in compliance with all applicable privacy laws (including the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs)), and—where required— with valid consent from the individual.
(b) Notification. You warrant that affected individuals have been informed that their Personal Information will be stored and processed using Arcsite for building management and compliance purposes, and that You have authority to provide that information to Us.
(c) Data Minimisation. You will only upload Personal Information that is reasonably necessary for the intended purposes of the Services and will not upload extraneous or sensitive information unless strictly necessary and permitted by law (and where required, with the individual’s explicit consent).
6.3 Accuracy and Updates
You are responsible for the quality and accuracy of Personal Information You input. If information becomes inaccurate or outdated, You will correct or delete it. Arcsite may provide tools to facilitate such updates.
6.4 Prohibited and Illegal Content
(a) You and Your Users must not upload or store any Data or New Material that: is illegal; breaches confidentiality or privacy laws; infringes intellectual property rights; contains malware or harmful code; is offensive, defamatory, discriminatory or otherwise unlawful; or solicits commercial activity outside Arcsite’s stated purpose.
(b) Any User or Organisation that uploads illegal or prohibited content will be solely liable for all associated losses, damages, claims, costs or penalties.
(c) We may, at Our sole discretion and without notice, remove or anonymise any Data or New Material We reasonably suspect to be illegal, offensive, harmful, or in breach of these Terms, and may suspend or terminate access in serious or repeated cases.
6.5 Licence to Host
You grant Us a non-exclusive, royalty-free licence to host and use New Material and Data as necessary to provide the System.
6.6 Indemnity – User Content and Privacy
You indemnify and hold harmless Arcsite, its directors, officers, employees and contractors from and against all Claims and Liability (including full legal costs) arising from or connected to: (a) any Personal Information or content You or Your Users upload that is unlawful or infringes third-party rights (including privacy, confidentiality, IP or publicity rights); (b) Your breach of these Terms or of any applicable privacy or data protection law; or (c) misuse of the Services under Your account.
7. AVAILABILITY, UPDATES AND MAINTENANCE
We will endeavour to keep Arcsite available 24/7 but do not guarantee uninterrupted service. We may update, maintain or modify Arcsite without notice and are not liable for any resulting interruption.
8. TERMINATION
We may suspend or terminate Your access if You breach these Terms. If terminated due to Your breach, You are not entitled to a refund. If terminated due to Our breach, You may receive a pro-rata refund. Upon termination, all rights to use Arcsite immediately cease.
9. DISCLAIMER & LIABILITY
9.1 Arcsite is provided for its intended purpose only and does not replace an Organisation’s maintenance obligations.
9.2 We do not guarantee that information in Arcsite is accurate or complete.
9.3 We are not liable for any reliance placed on information contained within Arcsite.
9.4 We are not liable for the actions or content of any Users.
9.5 Arcsite is provided “as is” and “as available.”
9.6 You warrant that Arcsite is fit for Your intended use.
9.7 External website links are provided for convenience only.
9.8 To the fullest extent permitted by law, We exclude all liability for any loss or damage arising from use of Arcsite, including loss of data, interruption of business or indirect/consequential loss.
9.9 Except as required by law, all warranties are excluded.
9.10 Subject to non-excludable laws, Our aggregate liability for all Claims is limited to the amount paid by You for the Subscription during the 12 months preceding the event giving rise to liability.
9.11 For any non-excludable Prescribed Terms, Our liability is limited (at Our election) to re-supply of the services or payment of the cost of having the services supplied again.
9.12 If You wish to make a claim for breach of a Prescribed Term (Warranty Claim), You must notify us by contacting Our nominated contact person as soon as reasonably possible after the defect becomes evident setting out the nature of the defect.
9.13 If You wish to make a Warranty Claim You must contact us via email at info@arcsite.com.au
9.14 You must describe the fault in Arcsite at the time of making the Warranty Claim.
9.15 If Your claim is valid, Our liability is limited and You will bear any expenses incurred by You that arise from making the Claim.
9.16 You are liable to Us, and indemnify Us, for all Claims and Liability suffered by Us as a result of Your breach of these Terms or Our policies, except to the extent We cause or contribute.
9.17 An Organisation is liable to Us (in accordance with clause 9.16) for all acts and omissions of its Users in connection with their use of the System.
9.18 User Uploads and Content Responsibility. Arcsite accepts no responsibility or liability for any Data or New Material uploaded, stored, or transmitted through the System by You or Your Users. We do not pre-screen or vet user uploads. You and Your Organisation are solely responsible for compliance with all applicable laws.
9.19 Indemnity for Unlawful Use. You and Your Organisation must indemnify and keep indemnified Arcsite against any Claims or Liability arising directly or indirectly from: (a) the upload, storage, or distribution of any illegal, offensive, infringing, or prohibited material; or (b) any breach of law or third-party rights caused by Your or Your Users’ use of the System.
9.20 Emergency Services Disclaimer. Arcsite does not provide emergency services and is not a substitute for contacting emergency responders. Any prompts or recommendations within the System suggesting that You contact emergency services (including calling 000) are provided for general information only. You remain solely responsible for contacting emergency services in an actual or suspected emergency. If the System recommends that You contact emergency services and You are unable to do so for any reason (including network or device failure, lack of connectivity, system outage or any other technical or communication limitation), Arcsite is not liable for any loss, injury, damage or consequence arising from or connected with Your failure or inability to contact emergency services. To the maximum extent permitted by law, Arcsite disclaims all liability related to any emergency-related prompt, notification, omission, failure or delay.
10. PRIVACY & DATA PROTECTION
10.1 Compliance
Arcsite will handle Personal Information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs), and, where applicable, other data protection laws (including the EU/UK GDPR). The Privacy Policy forms part of these Terms.
10.2 Roles (APP Entity / Controller & Processor)
As between You and Arcsite:
You (or Your Organisation) determine the purposes and means of processing Personal Information You upload to the System and are responsible for ensuring a lawful basis, notices and consents are in place.
Arcsite provides the System and processes such Personal Information on Your behalf to deliver the Services and comply with law. Arcsite will not use Your Personal Information for its own independent purposes except as permitted under these Terms or required by law.
10.3 Processing on Instructions; Confidentiality
Arcsite will process Personal Information only on Your documented instructions (including as given through Your use of the System), except where required by law. Arcsite personnel will access Personal Information only as necessary to provide the Services and are bound by confidentiality obligations.
10.4 Security
Arcsite will implement and maintain appropriate technical and organisational measures to protect Personal Information, including access controls, encryption in transit and at rest where appropriate, role-based access, logging and monitoring, vulnerability management and employee training.
10.5 Assistance with Individual Rights
Arcsite will provide reasonable assistance to help You respond to requests from individuals to access, correct or delete Personal Information stored in the System, and to meet related legal obligations (e.g., privacy complaints handling), to the extent technically feasible and legally permitted.
10.6 Incident Management and Breach Notification
Arcsite maintains incident response processes. If Arcsite becomes aware of a Data Breach involving Personal Information in Your account that is likely to result in serious harm to individuals (or otherwise requires notification under applicable law), Arcsite will notify You without undue delay and provide information reasonably available to assist You in meeting any legal notification obligations to regulators and affected individuals.
10.7 Sub-processors
You authorise Arcsite to engage reputable third-party service providers (“Sub-processors”) to process Personal Information as necessary to provide the Services (e.g., cloud infrastructure, email delivery, support tools). Arcsite will ensure Sub-processors are bound by data protection obligations no less protective than those set out in these Terms, and Arcsite remains responsible for their performance.
10.8 Cross-Border Disclosures
If Personal Information is disclosed or stored outside Australia, Arcsite will take reasonable steps to ensure the overseas recipient will handle the information in accordance with standards substantially similar to the APPs, or as otherwise permitted by the Privacy Act. Where GDPR applies, appropriate transfer safeguards (such as standard contractual clauses) will be implemented.
10.9 Retention; Return/Deletion
Arcsite will retain Personal Information only for as long as necessary to provide the Services or as required by law. Upon termination of Your account, or earlier upon Your written request, Arcsite will delete Personal Information in Your account (including from backups within a reasonable cycle) or, if agreed, return a copy to You, except where retention is required by law.
11. GENERAL
These Terms are governed by the laws of the Australian Capital Territory. You submit to the jurisdiction of its courts. A right under these Terms may not be waived or varied except in writing. You may not assign these Terms without Our written consent. We may assign Our rights at any time by notice to You.
12. DEFINITIONS
Administrator means the person granted ‘administrator’ authority on a Subscription to accept or reject User applications.
APPs means the Australian Privacy Principles in the Privacy Act 1988 (Cth).
Claim includes any claim, action, demand or proceeding under, arising out of, or in any way connected with these Terms, Arcsite or the Material, or arising otherwise at law (including equity, statute, tort, contract, restitution or unjust enrichment).
Data means any and all documents, data and information provided or permitted by the Organisation to reside on Arcsite, including text, spreadsheets, graphics, photos, audio-visual elements, plans, drawings, video or other content, emails, letters, or other materials.
Data Breach means unauthorised access to, unauthorised disclosure of, or loss of Personal Information, that is likely to result in serious harm to an individual (as defined or interpreted under applicable law).
Eu/UK GDPR means Regulation (EU) 2016/679 and the UK GDPR, as applicable.
Intellectual Property Rights means all intellectual property rights, including copyright, patents, trade marks, design rights, trade secrets, domain names, know-how and other rights of a similar nature, whether registered or not.
Jurisdiction means the State or Territory in which the Property is located.
Liability means all liabilities, costs, damages, losses, expenses and outgoings of whatever description, including costs of defending or settling any Claim.
Material means templates, documents, recommendations, manuals or information on how to use Arcsite and create or manage Maintenance Plans.
New Material means any content created using Arcsite with Your Data, including maintenance plans, reminders, notifications and action items.
Organisation means an entity eligible to use the System (as determined by Us in Our discretion) which may include an Executive Committee, Owners Corporation or Arcsite Manager.
Owners Corporation has the same meaning as in the Unit Titles (Management) Act 2011 (ACT).
Personal Information has the meaning given in the Privacy Act 1988 (Cth).
Prescribed Terms means non-excludable guarantees, warranties or terms imposed by law.
Sub-processor means a third-party service provider engaged by Arcsite to process Personal Information on Arcsite’s behalf.
Subscription Fees, Subscription Period, Subscription Type, System, User, User licence have the meanings set out in these Terms.
13. INTERPRETATION
Headings are for convenience only and do not affect interpretation. The singular includes the plural and vice versa. References to “including” mean “including without limitation”.
ARCSITE PLATFORM TENANT PORTAL TERMS AND CONDITIONS
Last updated: November 2025
1. Acceptance of Terms
By registering for or using the Arcsite Tenant Portal (“Portal”), you agree to be bound by these Terms and Conditions. If you do not agree, do not access or use the Portal. You must actively accept these terms during sign-up.
✔️ Consent checkbox must be ticked before portal access is granted:
“I agree to the Terms and Conditions and consent to the collection, storage, and use of my personal data as outlined in the Privacy Policy.”
2. Eligibility
The Portal is for tenants or authorised residents of properties registered under the Arcsite system. Use is conditional upon compliance with these Terms and with the strata by-laws or tenancy terms of your building.
3. Permitted Use
You agree to:
Use the Portal only for lawful purposes related to your tenancy or property;
Provide accurate and truthful information at all times;
Refrain from transmitting any unlawful, abusive, defamatory, or misleading content;
Comply with all applicable local, state, and federal laws and regulations.
4. Communication Consent
By using the Portal, you expressly consent to receive digital communications from Arcsite and its authorised partners (e.g. property managers, service providers, strata committees) via:
Email (e.g. Mailchimp campaigns);
SMS;
Push or in-platform notifications.
You may opt out of marketing emails at any time via the unsubscribe link provided. Essential building communications cannot be opted out of.
5. User-Generated Content
You may be able to submit information via the Portal (e.g. requests, messages, uploads). You:
Acknowledge you are solely responsible for such content;
Must not upload anything offensive, false, defamatory, or unlawful;
Grant Arcsite a non-exclusive licence to use submitted content for operational purposes.
Arcsite does not pre-screen content but reserves the right to remove or report content that violates these Terms or any applicable law.
6. Access Control
Arcsite or its authorised representatives may suspend or permanently remove your access if:
You breach these Terms;
You behave inappropriately in the Portal;
You use the system for non-authorised purposes.
Access may be revoked without prior notice if misuse is detected.
7. Privacy and Data Collection
Your personal information is collected and used in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). This includes:
Your full name, contact details, tenancy records, communications, and Portal usage;
Secure cloud-based storage and restricted access protocols.
Arcsite may share relevant data with authorised building managers or third-party service providers only to the extent required to operate the Portal.
8. Data Retention and Deletion
Arcsite retains personal information only for as long as necessary to:
Support building and tenancy functions;
Comply with legal obligations;
Resolve disputes or enforce agreements.
Tenants may request access to or deletion of their data by contacting Arcsite via the contact method outlined in the [Privacy Policy].
9. Third-Party Services
The Portal may integrate with external tools (e.g. Mailchimp, Stripe, support platforms). You acknowledge that:
These providers have their own privacy and security practices;
Arcsite is not responsible for third-party system failures or data practices beyond its control.
10. Consumer Guarantees
Nothing in these Terms excludes or modifies any rights, guarantees, or remedies you may have under the Australian Consumer Law (ACL). These Terms apply in addition to, and do not replace, your statutory consumer rights.
11. Limitation of Liability
To the fullest extent permitted by law:
Arcsite excludes all liability for indirect, consequential, or incidental damages;
Arcsite is not liable for service interruptions, third-party outages, or user errors;
Arcsite does not warrant the accuracy, reliability, or availability of the Portal at all times.
Your use of the Portal is at your own risk.
11.1 Emergency Services Disclaimer
Arcsite does not provide emergency services. If the Portal recommends or suggests contacting 000, You must do so independently. If You are unable to contact emergency services for any reason including network failure, device malfunction, loss of connectivity, or system outage Arcsite is not responsible for any loss, injury, damage, or consequence arising from or connected with Your inability to contact 000 or any other emergency service.
12. Changes to Terms
Arcsite may amend these Terms at any time. You will be notified of significant changes via email or portal notification. Continued use of the Portal following any updates constitutes acceptance of the revised Terms.
13. Governing Law
These Terms are governed by the laws of Australia. Any disputes arising from these Terms shall be resolved in accordance with the laws of the state or territory in which the relevant property is located, and subject to the non-exclusive jurisdiction of its courts.
14. Contact
For questions or to exercise your data rights, please contact Arcsite at info@arcsite.com.au
ARCSITE PLATFORM OPERATIONAL USER TERMS & CONDITIONS
(Builders, Developers, Service Providers, Strata Managers, Building Managers & All External Parties)
Last updated: November 2025
1. ACCEPTANCE OF TERMS
By registering for or using the Arcsite Operational User Dashboard (“Dashboard”), you agree to be bound by these Terms & Conditions (“Terms”).
If you do not accept these Terms, you must not access or use the Dashboard.
✔ Mandatory consent checkbox:
“I agree to the Terms and Conditions and consent to the collection, storage, and use of my personal data as outlined in the Privacy Policy.”
These Terms apply in addition to the Arcsite Privacy Policy.
2. ELIGIBILITY
The Dashboard is restricted to authorised operational users, including but not limited to:
Builders and their subcontractors
Developers and developer representatives
Strata management companies & licensed strata managers
Building managers & facility managers
Service providers, trades & contractors
External consultants and professional advisers
Owners Corporation or Executive Committee representatives
You warrant that:
You are properly authorised to access building information;
Your organisation is engaged by the building or its managing entity;
You will comply with all applicable local, state, and federal laws.
3. PERMITTED USE
You agree to:
Use the Dashboard only for lawful building, strata, construction, DLP, compliance or service-related purposes;
Provide accurate and complete information;
Maintain strict confidentiality of passwords and access credentials;
Ensure only authorised personnel use your organisation’s logins;
Not upload unlawful, inaccurate, misleading, defamatory, offensive, fraudulent or unauthorised content;
Not interfere with system integrity or security;
Comply with all WHS, strata, building and construction legislation.
3.1 Admin-Level (“My People”) Logins
“My People” logins allow:
Adding, editing & deleting personnel
Editing and deleting building records
Managing defect data, compliance records, maintenance logs
Access to sensitive building data
These credentials must be granted only to senior authorised representatives.
You are fully responsible for all actions taken via your logins.
3.2 Technicians / Field Workers
Technicians do not require Dashboard accounts.
They access the building via QR code. Activity is automatically logged.
Your organisation is liable for all actions by your field staff.
4. DLP (DEFECTS LIABILITY PERIOD) – HIGH-STRENGTH DISCLAIMERS
4.1 Arcsite Is Not a DLP Administrator
You acknowledge that Arcsite is a data storage and workflow platform only.
Arcsite is not:
A DLP manager
A building consultant
A superintendent or contract administrator
A building assessor
A certifier
A fault assessor
A project manager
A coordinator of rectification
A party to any construction, warranty, or DLP contract
All DLP duties remain solely with the Builder, Developer, Strata Manager, Building Manager, or contracting entities.
4.2 No Responsibility for DLP Deadlines or Actions
Arcsite is not responsible for:
Missed DLP deadlines
Failure to identify, lodge, escalate, or rectify defects
Incorrect categorisation of defects
Failure to meet statutory defect obligations
Delays caused by any party
Misinterpretation of defect information
Incorrect or outdated building records
Defect disputes between parties
You agree that such responsibilities remain solely with the parties to the building or construction contract.
5. DATA, CONTENT & FRAUD – CRITICAL DISCLAIMERS
5.1 User-Submitted Data Not Verified
Arcsite does not review, audit, verify, validate, pre-screen or check:
Defect reports
Photos or evidence
Compliance records
Contractor activity
Progress notes
Uploaded files or documents
Dates, classifications, or descriptions
Communications between parties
You acknowledge that Arcsite accepts data “as provided” by system users.
5.2 No Liability for Incorrect, Misleading or Fraudulent Information
Arcsite is not liable for:
Inaccurate, incomplete or incorrect data
Fraudulent uploads
False declarations
Manipulated evidence
Misleading communications between users
Fake check-ins
Any fraudulent or deceptive conduct by any user or organisation
Liability lies solely with the user or organisation responsible.
5.3 User Responsibility
You warrant that:
All data submitted is lawful and accurate;
You have authority to upload the information;
You have obtained necessary privacy consents where required;
You will correct any inaccuracies without delay.
6. COMMUNICATION CONSENT
By using the Dashboard, you consent to receive operational communications via:
Email
SMS
In-platform notifications
Operational messages cannot be opted out of.
Marketing communications can be unsubscribed.
7. ACCESS CONTROL
Arcsite may suspend or revoke access immediately where:
A breach of these Terms occurs;
Unauthorised access is detected;
Fraud or misconduct is reported;
A user behaves inappropriately;
The organisation is no longer engaged by the building.
Users may be removed without notice in serious cases.
8. PRIVACY & DATA COLLECTION
Arcsite complies with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).
You warrant that you have a lawful basis for any personal information uploaded.
Arcsite may provide access to authorised building stakeholders, including:
Owners Corporations
Strata Committees
Property managers
Contractors
Regulatory bodies where legally required
9. THIRD-PARTY SERVICES
Arcsite integrates with external tools (hosting, email, analytics, communications).
Arcsite is not responsible for:
Outages
Failures
Delays
Data practices of third-party systems
10. CONSUMER LAW
Nothing in these Terms limits your rights under the Australian Consumer Law.
11. LIMITATION OF LIABILITY
To the maximum extent permitted by law, Arcsite excludes all liability for:
DLP-related failures, delays, omissions or disputes
Defect mismanagement
Incorrect or inaccurate data
Loss of business, profit, reputation or opportunity
Contractor misconduct or negligence
Misinterpretation of building or defect information
Any reliance on system data
Fraudulent activity by any user
Compliance failures (WHS, strata, construction or regulatory)
System outages, third-party failures, network issues
Indirect, special, consequential or incidental loss
ARCSITE OWES NO DUTY OF CARE
You acknowledge that Arcsite does not owe any duty of care in:
Construction
Defect management
Building safety
Compliance
Contract administration
Supervision of works
Risk assessment
No duty arises in tort, contract, statute, equity, negligence or otherwise.
Maximum Liability Cap
If liability cannot be excluded, Arcsite’s liability is limited to:
Re-supply of the services; or
The cost of having the services re-supplied.
(As permitted under the ACL.)
12. EMERGENCY SERVICES DISCLAIMER
Arcsite does not provide emergency services.
If Arcsite suggests contacting 000, you must do so independently.
Arcsite is not responsible for your inability to contact 000 due to:
Device faults
Network failure
System outage
Connectivity issues
Delays or missed notifications
13. CHANGES TO TERMS
Arcsite may modify these Terms at any time.
Continued use constitutes acceptance.
14. GOVERNING LAW
These Terms are governed by the laws of Australia.
Disputes are resolved in the jurisdiction of the state or territory where the relevant property is located.
15. CONTACT
For support or data enquiries:
info@arcsite.com.au
ARCSITE PLATFORM DATA STORAGE TERMS AND CONDITIONS
Last updated: November 2025
This document describes Arcsite’s current technical and operational practices as at the date above. It does not create any guarantee, warranty, service level agreement or contractual obligation, and is subject to change without notice. Any uptime targets, RTO/RPO values and security measures are objectives only and Arcsite does not warrant that they will be achieved.
Infrastructure and Availability
Azure Region and Availability Zones
The Arcsite environment is hosted in the Australia East Azure region.
Third-Party Hosting Outside Australia
All core infrastructure and data are hosted within Australia. However, SendGrid and Twilio (email and sms push function) operate global networks. These services store only Arcsite business information related to registered accounts and do not host customer data.
System Uptime Target and Monitoring
The system targets 99.5% uptime. Availability and performance are continuously monitored using Azure Monitor, which provides alerts and logs for proactive issue detection.
Data Storage and Residency
Customer Data Storage Locations
Database: Azure SQL Database (Australia East)
File/image Storage: Azure Blob Storage (Australia East)
Backup Storage
All data backups are stored within Australia.
Data Residency and Transfers
No customer data is transferred outside Australia. However, users accessing the system from outside Australia can log in and view their data.
Third-party integrations (e.g., SendGrid, Twilio) contain only non-sensitive business account information.
Data Retention Policy
Customer data backups are retained for 15 days.
Data Deletion Policy
Data is soft-deleted in the system for potential recovery for a 90 day period after contract termination.
Following hard delete at 91 days, Azure permanently erases data from its systems as per Microsoft’s data deletion policy.
Security and Access Controls
Encryption Standards
At Rest: Server-Side Encryption (SSE) with platform-managed keys (PMK).
In Transit: Data is encrypted using TLS 1.2 and higher.
Key Management
Encryption keys are managed by Azure.
Administrative Access
Administrative access is restricted to whitelisted IP addresses. Access is logged and monitored if anyone tries to login in server.
Multi-Factor Authentication (MFA)
MFA is applicable to all system users for V2.0 Nov 2025
Patch Management
Monthly Windows updates and security patches are applied and verified on all servers as part of the maintenance schedule.
Compliance and Certifications
Applicable Frameworks and Certifications
IRAP (Information Security Registered Assessors Program)
APP (Australian Privacy Principles)
Privacy Compliance
Data residency and processing are maintained within Australia, ensuring compliance with the Australian Privacy Principles (APPs) and the Privacy Act 1988.
Data Protection Contact
All security and server-related communications are managed via our centralised support desk:
📧 servers@dotsquares.com
Support is available 24/7 for incident management and server-related assistance.
Operations and Monitoring
Monitoring and Alerting Tools
We use Azure Monitor for real-time monitoring, alerting, and performance tracking.
Incident Detection and Response
The infrastructure is hosted on Microsoft Azure (Australia East) our team oversees the incident detection, response, and resolution process following defined internal procedures if there are any issue at server site.
Customer Notification Process
Clients are notified in advance of planned maintenance or any emergency incidents impacting the environment.
Change Management and Maintenance
All updates and configuration changes are implemented during off-business hours to minimise disruption.
Typical changes include OS updates, database patching, and regular maintenance.
Clients are informed beforehand to ensure smooth operations.
Vulnerability Scanning
Regular vulnerability scans and security reviews are performed as part of ongoing server support and maintenance.
Data Sharing and Third Parties
Third-Party Access to Customer Data
No third-party vendors or subcontractors have direct access to customer data.
Contractors to a building (eg, Security, Fire) have limited access to their team’s QR code interface data push and the building’s asset register. Access is only available while a contract is live.
Third-Party Risk Management
We monitor third-party service providers (e.g., SendGrid, Twilio) for operational changes.
Notifications or updates received from them are reviewed to assess potential impacts at owner’s email address.
External Hosting or Analytics Services
No data analytics or support services are hosted outside Azure or outside Australia.
Backup, Recovery, and Continuity
Backup Frequency and Retention
Frequency: Daily backups (every 24 hours)
Retention: 15 days
Recovery Objectives
Recovery Time Objective (RTO): 1–2 hours
Recovery Point Objective (RPO): Daily backups (data loss limited to last 24 hours)
Data Extraction on Termination
When an Arcsite subscription is terminated (either by the customer or by Arcsite in accordance with the Terms of Use):
Notice Period: Customers will receive written notice confirming the termination date and data access window.
Access Window: Customers will retain full read-only and export access to their account for 30 days after the termination date.
Export Options: During this period, customers may:
Export building data, reports, and documents directly from the platform in standard formats (e.g., PDF, XLSX, CSV, ZIP, JPG, PNG).
Request a full system export by written request to info@arcsite.com.au, which will include all building-level data and associated attachments.
ARCSITE PRIVACY POLICY
Last updated: November 2025
Purpose of This Policy
Arcsite Pty Ltd (“Arcsite”, “we”, “us”, or “our”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, store, and disclose personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).What Personal Information We Collect
We may collect your name, contact details, company information, login details, website usage data, and communications with us. We do not collect sensitive information unless it is necessary and you consent to its collection.How We Collect Information
We collect information when you use our website, fill in forms, contact us, or interact with our platform. We may also use cookies and analytics tools as outlined in our Cookies Policy.How We Use Information
We use your information to provide and improve our services, respond to enquiries, send updates or marketing (you can opt out anytime), conduct analytics, and meet legal obligations.Disclosure of Information
We may share your information with service providers, professional advisers, business partners, or regulators where required by law. Some partners may be overseas, including in the United States and European Union. We take steps to ensure such transfers comply with Australian privacy standards. We do not sell personal data.Data Security and Retention
We use encryption, firewalls, and access controls to protect data. Information is retained only as long as necessary and securely deleted or de-identified when no longer required.Access and Correction
You may request access to or correction of your information by contacting us. We may need to verify your identity before processing requests.Direct Marketing
We may send marketing or industry updates occasionally. You can opt out anytime using the unsubscribe link or by contacting us directly.Links to Other Websites
We are not responsible for privacy practices on third-party sites linked from Arcsite.Updates to This Policy
We may update this Privacy Policy periodically. The latest version will always be available on our website.
If you believe your privacy rights have been breached, you can contact the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au.
ARCSITE COOKIES POLICY
Last updated: November 2025
Purpose of this Policy
This Cookies Policy explains how Arcsite.com.au (“Arcsite”, “we”, “us”, or “our”) uses cookies and similar technologies on our website. It outlines what cookies are, the types we use, and how you can manage them. By continuing to use our website, you consent to our use of cookies as described in this policy.What Are Cookies
Cookies are small text files stored on your device when you visit a website. They help websites function properly, improve user experience, and provide analytics or advertising data. Cookies do not give us access to your computer or any personal information beyond what you voluntarily provide.Types of Cookies We Use
a. Essential Cookies – These are necessary for the website to function and enable core features such as navigation and secure areas.
b. Performance and Analytics Cookies – We use tools like Google Analytics to understand how visitors use our site and improve performance. Data is collected in an aggregated, anonymous form.
c. Functional Cookies – These remember your preferences, such as login details or language settings, for a more personalised experience.
d. Marketing and Advertising Cookies – We may use third-party cookies (Google Ads, LinkedIn, Meta) to deliver relevant advertising and measure campaign effectiveness.Third-Party Cookies
Some cookies are set by trusted partners, including Google Analytics, LinkedIn Insight Tag, and Meta Pixel. Each third party manages its own cookie and privacy settings. Please refer to their policies for more information.Managing and Disabling Cookies
You can control or disable cookies in your browser settings. Disabling cookies may affect certain site functions. For more information, visit www.allaboutcookies.org.Updates to This Policy
We may update this policy to reflect changes in technology, law, or our operations. The most recent version will always appear on our website.
Arcsite consolidates every essential building document – plans, compliance certificates, maintenance logs, asset registers, service contracts into one secure, cloud-based system. This eliminates the need to search through multiple folders, emails, or storage systems, saving significant administrative time and ensuring information is always up to date and accessible from anywhere.
When a building changes management companies, it’s common for records to be incomplete or lost in the transition. Arcsite keeps all documentation tied to the building, not the manager. This means incoming managers can instantly access the full building history plans, warranties, past maintenance records without relying on manual handovers or risking gaps in critical information.
Arcsite acts as your central compliance library. You can upload and tag all relevant reports fire safety statements, pool compliance certificates, asbestos registers, lift inspections, energy audits and set reminders for expiry dates or renewal deadlines. This ensures you maintain full compliance with strata laws, building codes, and local council requirements, avoiding fines and legal exposure
Yes. Arcsite is designed for portfolio management, allowing you to manage multiple properties from one account while keeping their records entirely separate. You can assign access rights so that committees, tenants, contractors, and inspectors see only the information relevant to their role and building.
Security is a core focus. Arcsite uses encrypted cloud storage, controlled access permissions, and secure backups to protect building data. Every action uploads, edits, downloads is tracked with an audit trail, so you have complete oversight of who accessed or changed documents.
Arcsite centralises all project documents plans, compliance certificates, manuals, and warranties into one secure platform, making handovers faster, more professional, and fully documented.
Yes. You can log defects, attach photos, track rectification progress, and maintain a clear record throughout the defect liability period
Absolutely. Arcsite works on mobile devices and tablets, allowing you to upload documents, drawings, and photos directly from the job site.
Yes. You can provide customised access to building managers, executive committees, contractors, or clients, showing only what is relevant to them.
All files are stored in encrypted cloud servers with controlled access, ensuring only authorised stakeholders can view or download them.
Yes. Core features are free for contractors, with optional premium tools are available on a pay-as-you-go basis.
Arcsite gives you a secure portal to upload quotes, compliance certificates, warranties, and completion photos directly to the building’s record, keeping everyone on the same page.
Yes. Arcsite works on mobile devices and tablets, so you can view plans, scope details, and notes while on-site
Absolutely. You can store licences, insurances, and compliance certificates in your profile so managers and committees can verify them instantly.
Arcsite uses encrypted cloud storage and controlled permissions, ensuring your business documents are safe and only visible to authorised stakeholders.
Yes. All data is tied to the building, not the manager. This guarantees continuity and protects your records during any management transitions.
Yes. Committees can grant tenants controlled access to relevant documents, improving transparency and reducing back-and-forth requests.
Absolutely. You can view key compliance documents such as pool safety certificates, fire safety statements, and maintenance records at any time, helping you track obligations and deadlines.
Arcsite gives committees complete, centralised access to all building documentation plans, compliance records, maintenance logs ensuring you can make informed decisions without relying solely on a building manager.
All data is stored in encrypted, secure servers with controlled permissions, so only authorised parties can view or download documents.
Arcsite Australia is a building management software platform that stores all building information in one place. It helps teams manage compliance, maintenance, reporting, and daily operations.
Arcsite is designed for developers, building managers, contractors, facility teams, committees, and tenants. It works well for organisations that need reliable property management software.
Arcsite keeps compliance documents, inspection records, and reports organised and easy to access. This helps teams prepare for audits and reduces the chance of missing important requirements.
Arcsite records maintenance activity, inspections, and updates in real time. This gives teams a clear history of the building and makes it effective as a building maintenance software solution.
Yes. Arcsite uses secure storage and controlled access to protect building data. It is a dependable choice for organisations looking for safe and trusted facility maintenance software.