1. Agreement to Terms
By accessing or using the WIDEN AI Assistant platform at ai.widen.com.au ("the Service"), operated by WIDEN Migration Consultancy ("we", "us", "our"), you agree to be bound by these Terms of Service. If you do not agree with any part of these terms, you must not use the Service.
2. Service Description
WIDEN AI Assistant is a software-as-a-service (SaaS) platform designed for Australian Registered Migration Agents. The Service provides:
- AI-Powered Email Management — Gmail integration with automatic categorisation, priority scoring, and smart reply suggestions
- Client Database Management — Storing and organising client information, visa details, and case notes
- Document Processing — AI-powered extraction of data from passports and travel documents
- Email Campaigns — Creating and sending personalised communications to client groups
- Lead Scoring & Analytics — AI analysis of client engagement and priority
- AI Email Drafting — Generating professional email responses and visa checklists
3. Eligibility
The Service is intended for use by:
- Registered Migration Agents (RMAs) in Australia
- Migration consultancy staff and authorised employees
- Individuals who are at least 18 years of age
By using the Service, you represent that you meet these eligibility requirements.
4. Account Registration & Security
- You must provide accurate and complete information when creating an account
- You are responsible for maintaining the confidentiality of your login credentials
- You must notify us immediately of any unauthorised access to your account
- You are responsible for all activity that occurs under your account
- We reserve the right to suspend or terminate accounts that violate these terms
5. User Responsibilities
5.1 Lawful Use
You agree to use the Service only for lawful purposes and in accordance with:
- All applicable Australian federal and state laws
- The Migration Act 1958 (Cth) and associated regulations
- The Code of Conduct for Registered Migration Agents
- The Australian Privacy Act 1988 (Cth)
5.2 Client Data
- You are responsible for obtaining appropriate consent from your clients before storing their personal information in the Service
- You must handle client data in compliance with the Australian Privacy Principles
- You must not upload false, misleading, or fraudulent information
5.3 Gmail Integration
- You must only connect Gmail accounts that you are authorised to access
- You acknowledge that email content will be processed by AI for analysis purposes
- You are responsible for ensuring that your use of Gmail integration complies with Google's Terms of Service
6. Acceptable Use
You must not:
- Use the Service to send spam, phishing, or unsolicited bulk communications
- Attempt to access other users' data or accounts
- Reverse engineer, decompile, or attempt to extract the source code of the Service
- Use the Service to store or transmit malicious code or malware
- Interfere with or disrupt the integrity or performance of the Service
- Use the Service for any purpose that is illegal or prohibited by these terms
- Share your account credentials with unauthorised individuals
- Use automated scripts or bots to access the Service without our written permission
7. Data Ownership
Your data remains yours. You retain full ownership of all data you input, upload, or sync to the Service, including client records, emails, documents, and campaign content.
- We do not claim ownership of your data
- You grant us a limited licence to process your data solely for the purpose of providing the Service
- Upon account termination, you may request a complete export of your data
- We will delete your data upon request in accordance with our Privacy Policy
8. AI-Generated Content
- The Service uses Anthropic's Claude AI to generate email drafts, analyses, and suggestions
- AI-generated content is provided as a recommendation only and should be reviewed before use
- You are solely responsible for reviewing, editing, and approving any AI-generated content before sending it to clients
- We do not guarantee the accuracy, completeness, or legal sufficiency of AI-generated content
- AI suggestions do not constitute legal or migration advice
9. Subscription & Payment
9.1 Plans
- The Service offers a free trial period of 14 days
- After the trial, continued access requires an active paid subscription
- Subscription plans and pricing are available on our website
9.2 Billing
- Subscriptions are billed on a recurring basis (monthly or annually as selected)
- Payments are processed securely through Stripe
- You authorise us to charge your payment method for the applicable subscription fees
9.3 Cancellation
- You may cancel your subscription at any time
- Cancellation takes effect at the end of the current billing period
- No refunds are provided for partial billing periods
- Your data will be retained for 30 days after cancellation, after which it may be permanently deleted
10. Service Availability
- We strive to maintain 99.9% uptime but do not guarantee uninterrupted service
- We may perform scheduled maintenance with reasonable advance notice
- We are not liable for service interruptions caused by third-party providers (Google, Anthropic, Railway, Stripe)
- We reserve the right to modify, suspend, or discontinue the Service with reasonable notice
11. Limitation of Liability
To the maximum extent permitted by Australian law, WIDEN Migration Consultancy shall not be liable for any indirect, incidental, special, consequential, or punitive damages arising from your use of the Service.
- The Service is provided "as is" and "as available" without warranties of any kind
- We do not warrant that AI analysis or suggestions will be error-free or suitable for any specific purpose
- Our total liability for any claim arising from the Service shall not exceed the amount you paid to us in the 12 months preceding the claim
- You acknowledge that the Service is a productivity tool and does not replace professional migration advice or legal counsel
12. Indemnification
You agree to indemnify and hold harmless WIDEN Migration Consultancy, its officers, directors, and employees from any claims, damages, losses, or expenses arising from:
- Your use or misuse of the Service
- Your violation of these Terms
- Your violation of any applicable law or regulation
- Any content you upload or transmit through the Service
13. Intellectual Property
- The Service, including its design, features, code, and branding, is owned by WIDEN Migration Consultancy
- You may not copy, modify, distribute, or create derivative works of the Service
- The WIDEN name, logo, and associated marks are trademarks of WIDEN Migration Consultancy
14. Termination
We may terminate or suspend your access to the Service:
- For breach of these Terms of Service
- For non-payment of subscription fees
- If required by law or regulatory authority
- If your use poses a security risk to the Service or other users
Upon termination, your right to use the Service ceases immediately. Provisions that by their nature should survive termination (including liability limitations, indemnification, and dispute resolution) shall survive.
15. Governing Law
These Terms are governed by the laws of New South Wales, Australia. Any disputes arising from these Terms or the Service shall be subject to the exclusive jurisdiction of the courts of New South Wales.
16. Changes to Terms
We may update these Terms from time to time. Material changes will be communicated via email or a notice on the Service. Continued use of the Service after changes constitutes acceptance of the updated terms.
17. Contact Us
For questions about these Terms of Service, please contact us:
Back to Home