Galaxy CFO — Terms of Use

Introduction

These terms are our contract with you. They set out what we'll do, what you're responsible for, and what happens when things go wrong.

We've written them to be read. Each section starts with a short summary in italics telling you what's in it. The summaries are there to help — the numbered clauses are the ones that count.

Galaxy CFO shows you things about your business that you can't currently see: when the money runs out, what's coming that you haven't planned for, which client is quietly killing you. That's a forward-looking product, and how we handle uncertainty is written into these terms deliberately — see What Galaxy CFO is, and what it isn't and How we handle what we can't see. Please read both.

If you can't agree to these terms, you can't use Galaxy CFO.

Questions? Email support@galaxycfo.com.

Joining and using Galaxy CFO

How you sign up, who's responsible for what, and what we're granting you. Words in bold keep the same meaning everywhere they appear.

1. You and us. When we say you or your, we mean you and any business, entity or firm you're authorised to represent. When we say Galaxy CFO, we, us or our, we mean Jack and the Beanstalk Pty Ltd (ABN 67 661 466 397), trading as Galaxy CFO.

2. Our services. Our services are everything we provide through Galaxy CFO now or in the future — the web application, the modules within it, any mobile or desktop apps, our APIs, and any reports, forecasts, valuations, dashboards or exports the platform produces.

3. Creating a subscription. When you sign up and accept these terms, you become a subscriber. The subscriber is responsible for paying for the subscription and for how it's used.

4. Invited users. An invited user is anyone other than the subscriber who's been given access to a subscription. If you're an invited user, you also have to accept these terms before you can use the services.

5. Roles and access. If you invite people into your subscription, you're deciding what they can see and do — including access to your financial data. Understand the permission levels before you grant them. You can change or revoke any invited user's access at any time.

6. What the subscriber controls. As subscriber, you control the subscription. That means:

• you decide who is invited and at what access level;
• you can change or remove access at any time;
• you're responsible for what your invited users do with the subscription;
• you're responsible for resolving any dispute with an invited user about access. We won't arbitrate those.

7. Your right to use the services. Subject to these terms, we grant you a non-exclusive, non-transferable right to use the services for your own business purposes, for as long as the subscription is paid for and active, and — if you're an invited user — for as long as your access continues.

8. Your organisation must be Australian. Galaxy CFO is built for Australian businesses. Our compliance, tax, payroll and corporate-law logic assumes Australian rules and Australian regulators. We don't currently support businesses operating under other tax or corporate regimes, and you shouldn't rely on the services if yours is one.

9. Your responsibilities. You agree to:

• keep your account details, including a working email address, current;
• give us true, accurate and complete information;
• check the accuracy of anything you take out of Galaxy CFO before you rely on it for a legal, tax, lodgement or compliance obligation;
• keep your login credentials secure and not share them.

10. Rules. Whatever your role, you agree to follow the rules in clause 60.

11. New and changed features. We release new features and change existing ones regularly. Releases may be staged, so not everyone gets a feature at the same moment. If a new feature comes with additional terms, we'll tell you what they are before you use it.

12. What we own. We own the services and everything in them — the software, the design, the interfaces, the underlying models and logic, our documentation, our name and marks — except your data (clause 34) and content owned by third parties. You agree not to copy, modify, distribute, or make derivative works from any of it, and not to use our intellectual property except as these terms allow.

13. Feedback. If you send us ideas or suggestions about the product, we can use them without restriction and without owing you anything. We won't identify you as the source without your permission.

What Galaxy CFO is, and what it isn't

This is the most important section in these terms. Galaxy CFO produces forecasts, valuations and compliance information. Read this before you rely on any of it.

14. We are software, not an adviser. Galaxy CFO is a financial intelligence tool. We're not an accounting firm, a tax agent, a BAS agent, a financial adviser, a valuer, a lawyer or a CFO. Nothing the platform produces is professional advice, and nothing in it creates a professional engagement between us and you.

15. Not tax agent or BAS services. We don't provide tax agent services or BAS services within the meaning of the Tax Agent Services Act 2009 (Cth). Our compliance features surface information about obligations — due dates, calculated figures, status indicators — drawn from your accounting data. They are a tool to help you and your adviser, not a substitute for either. We don't lodge anything on your behalf, we don't confirm anything has been lodged, and we don't advise you on your liabilities, obligations or entitlements. Before you lodge, pay or rely on a compliance figure, have it checked by a registered tax or BAS agent.

16. Not financial product advice. Some features — including valuation, cap table and equity-related modules — produce estimates and structures relating to your business and its securities. These are general information only. They don't take account of your objectives, financial situation or needs, they aren't financial product advice under the Corporations Act 2001 (Cth), and they aren't an offer, recommendation or invitation in relation to any financial product. Get your own licensed advice before acting.

17. Valuations are estimates, not appraisals. Any valuation Galaxy CFO produces is a modelled estimate generated from the data available to us, using stated methods and assumptions. It is not a formal or independent valuation, it isn't prepared by a qualified valuer, and it isn't suitable for a transaction, a dispute, a tax position, a financing arrangement or a court. Don't present it as one.

18. Forecasts are forecasts. Cash flow forecasts, runway dates, three-way forecasts, scenarios and projections describe possible futures based on historical patterns and the assumptions in force at the time. They are not predictions, guarantees or promises. Actual results will differ, sometimes materially, and often because of things no model can see — a lost client, a delayed payment, a change in the law. You should never treat a forecast as a fact about the future.

19. Garbage in. Almost everything Galaxy CFO shows you is derived from data in your accounting system. If that data is wrong, incomplete, unreconciled, misclassified or out of date, our output will be wrong too. Our Ledger Integrity checks are designed to find some of these problems and tell you about them, but they can't find all of them, and passing them doesn't mean your books are correct.

20. Compliance obligations remain yours. Meeting your BAS, PAYG, superannuation, workers compensation, ASIC, employment and other obligations is your responsibility and no one else's. We may show you a date, a figure or a status. We don't monitor whether you acted on it, we can't confirm what a regulator has received, and we're not liable for anything you miss, lodge late, underpay or get wrong.

21. Automated and AI-assisted output. Parts of the services use automated processing, and some features use AI models to interpret documents, generate explanations or draft narrative. AI-assisted output can be wrong, incomplete or plausible-sounding and false. Where a feature uses AI in a way that materially affects what you see, we'll tell you within the product. Always check AI-assisted output before relying on it, and never rely on it alone for a payment, a lodgement or a decision that matters.

22. Decisions are yours. You're the one running your business. Every decision you make using Galaxy CFO — to hire, to spend, to raise, to sell, to pay or not to pay — is yours. Subject to clause 77 and the guarantees in clause 82, we're not liable for the consequences of those decisions.

How we handle what we can't see

A commitment about how the product behaves. We think it's important enough to be in the contract, not just the marketing.

23. We show you the gaps. Where we can't see something, can't forecast it, or don't have the data to score it, the product is built to say so — visibly and in plain language — rather than fill the gap with a zero, an assumption or a confident-looking number. A blocked chart, an unscored pillar or a stated "we can't see this" is the product working correctly, not an error.

24. Why this matters to you. It means an absent figure in Galaxy CFO is information, not a defect. If you see a gap, the honest answer is that the data isn't there — usually because your accounting system doesn't hold it, or a connected source doesn't expose it. Where we know the reason, we'll tell you.

25. What it doesn't mean. It doesn't mean every gap is labelled, or that we've found every limitation in your data. Clause 19 still applies.

Connecting Xero and other data sources

How the connection works, what we do with the access you grant, and what we can't get at.

26. Connecting an accounting system. Galaxy CFO connects to Xero and may connect to other systems over time. To connect, you authorise us through that provider's authorisation process. You warrant that you're entitled to grant that access for the organisation you're connecting.

27. What we access. We access the data the connection allows and that the services need — your chart of accounts, transactions, contacts, invoices, bills, payroll and reports, among other things. We access it to provide the services to you and for the purposes in clause 34.

28. Read and write access. Most of what we do is read-only. Where a feature writes back to your accounting system, we'll make that clear before you use it and you'll need to authorise it. You're responsible for reviewing anything written back to your ledger.

29. Limits of the connection. We can only see what the provider makes available. Some information simply isn't accessible through an accounting system's interface — lodgement status with a regulator is one example — and no configuration on your side or ours will change that. Where a limit affects what we can show you, clause 23 applies.

30. Your relationship with the provider is yours. Xero and any other connected provider are independent of us. Their terms, their pricing, their privacy practices and their availability are between you and them. We're not responsible for a provider's service, its accuracy, its outages, its rate limits, or its decision to change or withdraw access. If a provider changes its interface in a way that breaks a Galaxy CFO feature, we'll tell you and do what we reasonably can — but we can't promise a fix.

31. Disconnection. You can disconnect a source at any time. When you do, the affected features stop updating, and some will stop working entirely.

Advisors, firms and multiple clients

For accountants, bookkeepers and fractional CFOs running Galaxy CFO across a client base.

32. Who the subscriber is. An accounting firm, bookkeeper or fractional CFO can be the subscriber for one or more client organisations. If you do that:

• you warrant that you're authorised by each client to subscribe on their behalf, to connect their accounting data to Galaxy CFO, and to accept these terms in relation to their organisation;
• you're responsible for the fees and for everything done within those subscriptions;
• you must, if the client asks, give them at least read-only access to their own organisation in Galaxy CFO;
• you're responsible for your own professional obligations to that client. These terms don't change them, and we don't assume any of them.

33. When an engagement ends. If your engagement with a client ends, you're responsible for handing over or removing access, and for telling us if the subscription for that organisation should be transferred, exported or closed. A client can ask us to transfer their organisation's subscription to them; we'll act reasonably and may ask both of you to confirm before we do.

Your data and privacy

What's yours, what we're allowed to do with it, and one thing we don't do.

34. Your data stays yours. Your data is everything you enter into Galaxy CFO and everything we retrieve from a source you've connected. You own it. You grant us a licence to host, copy, transmit, store, process, analyse and back it up so we can:

• provide the services to you;
• maintain, secure, troubleshoot and support the platform;
• meet a legal or regulatory obligation.

35. We don't train models on your data. We do not use your financial data to train, fine-tune or improve machine learning models, whether ours or anyone else's. We don't share it with a third party for that purpose either.

36. Aggregated statistics. We may produce aggregated, de-identified statistics from platform usage and data — for example, distributions of payment terms across industries. Once information is genuinely aggregated and de-identified so that no business or individual can be identified from it, we may use it to operate, improve and describe our services, including in benchmarks and published research. If we publish a benchmark you contributed to, it will never identify you.

37. Privacy. We handle personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles, and as described in our Privacy Policy at galaxycfo.com/privacy. That policy sets out what we collect, why, who we disclose it to, whether any recipient is overseas, and how you can access, correct or complain about it.

38. Personal information you give us about others. Your data will usually include personal information about other people — your employees, customers and suppliers. You're responsible for having the right to give it to us and for telling those people what's happening to it, to the extent the law requires. We handle it on your behalf and only for the purposes in clause 34.

39. Data location and service providers. We store your data in Australia. Like every modern platform, we rely on specialist service providers to run parts of the service — payment processing, email delivery and AI processing among them — and some of them may process limited data outside Australia in the course of providing their service to us. Our Privacy Policy lists the categories of provider we use, what each receives, and where they operate, and we'll update it before any material change.

40. Data breaches. If we become aware of unauthorised access to or disclosure of personal information we hold on your behalf, we'll notify you without undue delay and give you the information you reasonably need. Where the Notifiable Data Breaches scheme applies, you may need to assess and report the incident for your own contacts — you'll usually know more about that data than we do, so we'll support you rather than decide for you.

41. Confidentiality. Each of us may learn confidential information about the other. We each agree to protect the other's confidential information with reasonable care and not to disclose it, except where the law or a regulator requires it.

Security

What we do, what we don't claim, and what's on you.

42. Our safeguards. We use technical, physical and administrative measures to protect your data, including encryption in transit and at rest, access controls, and audit logging. No system is completely secure, and we can't guarantee absolute security.

43. What we don't claim. Some of our infrastructure providers hold their own security certifications. Their certifications are theirs, not ours. Unless we state in writing that Galaxy CFO itself holds a particular certification, you shouldn't assume we do, and you shouldn't represent to anyone else that we do.

44. Security features. We may add security features — multi-factor authentication, session controls, IP restrictions. Where we make one mandatory, you'll need to adopt it. Where we make one optional and you choose not to use it, the consequences of that choice are yours.

45. Your part. Keep your credentials secure. Don't share logins. Keep your own devices and systems secure. Tell us immediately at support@galaxycfo.com if you think there's been unauthorised access to your account or to the email address attached to it. Don't put credit card numbers, passwords or bank account credentials into free-text fields anywhere in the product.

Pricing, trials and refunds

What you pay, when, and what happens if you stop. This section is for subscribers.

46. Prices exclude GST. All prices are quoted in Australian dollars and exclude GST unless stated otherwise. GST is added at checkout and shown on your tax invoice.

47. Subscription fees. Using the services requires a subscription fee, on the plan you select. The plan sets out the fee, the billing period, what's included, and any limits. The plan terms form part of these terms.

48. Billing and auto-renewal. We bill in advance for each billing period using the payment method you give us. Your subscription renews automatically at the end of each billing period, at the then-current price for your plan, until you cancel. You authorise us to charge that payment method for each renewal.

49. Free trial. New organisations start a 14-day free trial with everything included — no credit card needed. You can subscribe at any time during the trial: nothing is charged until the trial ends, and billing starts from the day it does. When the trial ends without a subscription, your organisation is locked — access to the services and to the data in it ends until you subscribe. We retain your organisation in line with clause 72, so if you subscribe later you can pick up where you left off, but while it's locked you can't get at it. If you want to keep anything from your trial, email support@galaxycfo.com before day 14 and we'll export it for you.

50. Price changes. We may change our prices. We'll give you at least 30 days' notice before a change takes effect for you, and the new price will only apply from your next billing period after the notice ends. If you don't want to pay the new price, you can cancel before it takes effect and clauses 51 and 52 apply. Price changes never apply retrospectively, and they don't apply to a fixed-term price lock while it's running.

51. Refunds — annual and multi-month terms. If you've paid for a term longer than one month and you cancel part-way through, we'll refund the unused portion pro rata. We calculate it in whole months: the month you're in when you cancel is not refunded, and every complete month after it is. If you got a discount for committing to the term, we calculate the refund on what you actually paid.

52. Refunds — monthly subscriptions. If you're billed monthly, cancelling stops the next charge. The current month isn't refunded — you keep access until the end of the period you've paid for.

53. How to get a refund. Email support@galaxycfo.com. We'll process it to the original payment method within 10 business days of confirming the cancellation.

54. Late payment. If a payment fails, we'll try to tell you. If it's still unpaid 7 days after it was due, we may suspend access. If it's still unpaid after 14 days, we may terminate the subscription. Paying what's outstanding reactivates it.

55. Taxes and other costs. You're responsible for any other taxes, duties or bank charges connected with your use of the services.

Apps, integrations and the Xero App Store

Buying through a marketplace, and using other people's products alongside ours.

56. Buying through a marketplace. You may be able to subscribe to Galaxy CFO through the Xero App Store or another marketplace. If you do, that marketplace's terms govern how you're billed, what payment methods you can use, and how you cancel — and they may differ from clauses 46 to 54. Where there's a conflict about billing, the marketplace's terms win for billing; everything else in these terms still applies to your use of Galaxy CFO.

57. Marketplace fees. A marketplace may charge you separately, and may set a price different to ours. We don't control that.

58. Third-party products. You may use other companies' products alongside Galaxy CFO. Those companies are independent of us. Their terms, prices, data practices and reliability are between you and them. We don't endorse them and we're not responsible for them.

59. Third-party marks. Where we display a third party's brand — Xero's, for example — we do it under their brand guidelines. Nothing in the services implies that a third party endorses us or that we're affiliated with them beyond any partnership we've actually stated.

Do's and don'ts

The rules. Most of it is common sense.

60. You must not:

• undermine the security or integrity of our systems, networks or data;
• use the services in a way that impairs them or interferes with anyone else's use;
• access any account, organisation or system you're not authorised to access;
• upload malicious code;
• copy, adapt, reverse engineer, decompile or extract the source code, models or logic of any part of the services;
• scrape, harvest or systematically extract data from the services other than through features we provide for that purpose;
• resell, lease, sublicense or provide the services to anyone else except as clause 32 allows;
• use the services or their output to build or train a competing product;
• present our output as an independent valuation, an audit, a lodgement, or professional advice from a licensed practitioner;
• use the services for anything unlawful;
• be abusive to our people. We won't tolerate it, including with our support team.

61. Fair use. We offer generous limits and expect reasonable use. If your usage is excessive enough to affect the service for others or to sit well outside what your plan contemplates, we'll tell you and ask you to bring it back within 14 days. If it continues, clause 69 applies.

62. Beta and early access. We sometimes release features as alpha, beta or preview. Use them at your own risk. They may change substantially or be withdrawn, and the availability and liability terms below apply to them with particular force.

Availability, maintenance and data loss

We try hard. Sometimes the internet has other ideas.

63. Availability. We aim to keep the services available and supported, but we don't guarantee uninterrupted access.

64. Maintenance. Sometimes we need downtime to keep things updated and secure. We'll try to give you advance notice of planned maintenance and to schedule it outside Australian business hours where we can.

65. Things outside our control. Access can fail for reasons that have nothing to do with us — your connection, your device, a provider's outage, an upstream API. We're not responsible for those.

66. Back up your data. Your accounting system remains your system of record. Keep your own copies of anything important. Our liability for lost or corrupted data is set out in clause 80.

67. Support. Email support@galaxycfo.com. We'll respond within the time stated on your plan, or within a reasonable time if your plan doesn't state one.

Ending your subscription

How either of us ends it, what you can take with you, and how long we keep things.

68. Cancelling. You can cancel at any time from within your account or by emailing support@galaxycfo.com. Cancellation takes effect at the end of your current billing period unless you ask for it sooner, and clause 51 or 52 applies.

69. Termination by us. We may terminate your subscription by giving you 30 days' written notice, in which case we'll refund the unused portion of any prepaid term on the basis in clause 51. We may terminate or suspend immediately if:

• you breach these terms and don't fix it within 14 days of us telling you;
• you breach these terms in a way that can't be fixed;
• your use presents a genuine and immediate security or legal risk; or
• you become insolvent, go into liquidation, appoint an administrator or receiver, or enter an arrangement with creditors.

Where we suspend rather than terminate, we'll limit the suspension to what's reasonably necessary and restore access once the cause is resolved.

70. Your data after the end. For 30 days after your subscription ends, you can ask us at support@galaxycfo.com to export your data, and we'll provide it in the formats the platform supports within 10 business days of your request. If you lost access for a reason that made asking within the window impossible, ask us anyway and we'll act reasonably.

71. What happens to your accounting connection. Ending your Galaxy CFO subscription doesn't affect your Xero subscription or your data in Xero. Your records stay where they've always been. We revoke our access to them.

72. Retention and deletion. After your subscription ends we retain your organisation so you can reactivate it. If the organisation stays inactive for 12 months, we archive it, and archived organisations may be deleted. You can ask us to delete your data at any time by emailing support@galaxycfo.com, and we'll do it within 30 days — except for anything we're required by law to keep, and for aggregated de-identified information under clause 36, which can't be re-identified and can't be extracted.

73. What survives. Clauses about intellectual property, confidentiality, liability, indemnity, disputes and anything else that by its nature should continue, survive termination.

Liability

Please read this closely. It applies to subscribers and invited users.

74. As-is. Except as these terms expressly say and as clause 82 requires, the services are provided as-is. We don't give any other warranty, express or implied, including implied warranties of merchantability, fitness for a particular purpose or non-infringement.

75. No warranty of accuracy. We don't warrant that the services will be uninterrupted or error-free, that any forecast, valuation, score or compliance figure will be accurate or complete, or that the services will meet your particular requirements.

76. What we're not liable for. To the extent the law allows, we're not liable for:

• loss of revenue, profit, goodwill, customers, capital or anticipated savings;
• legal, tax, accounting or compliance consequences, including penalties, interest, late fees or missed lodgements;
• decisions you or anyone else made using the services;
• the acts, omissions, outages or changes of any third-party provider, including a connected accounting system or a marketplace;
• indirect, consequential, incidental, special, punitive or exemplary loss.

77. Cap. Our total aggregate liability to you, however it arises — in contract, tort (including negligence), under statute or otherwise — is limited to the total amount you paid us for your subscription in the 12 months before the event giving rise to the claim. If you haven't paid us anything, including during a free trial, our aggregate liability is limited to AUD $100.

78. No cap where the law says so. Nothing in these terms limits our liability where the law doesn't permit it — including for fraud, wilful misconduct, or death or personal injury caused by our negligence.

79. Your responsibility for your own users. If you're a subscriber, you're responsible for your invited users' use of the subscription.

80. Data loss. If your data is lost or corrupted through something we did, our obligation is to take reasonable steps to restore it from our backups. Subject to clause 77, that's the extent of it.

81. Indemnity. You indemnify us against loss, cost (including reasonable legal costs) or liability we incur from a third-party claim arising out of:

• your breach of these terms;
• your use of the services in a way these terms don't permit;
• your representation of our output as professional advice, an independent valuation, an audit or a lodgement; or
• your failure to hold the authority you warranted under clause 32.

This indemnity doesn't apply to the extent the loss arises from our own breach, negligence, wilful misconduct or fraud. We'll tell you promptly about any claim, let you have conduct of the defence if you want it, and take reasonable steps to mitigate.

82. Australian Consumer Law. Certain guarantees under the Australian Consumer Law can't be excluded, and nothing in these terms excludes, restricts or modifies them. Where we're permitted to limit our liability for breach of a non-excludable guarantee, our liability is limited, at our option, to resupplying the service or paying the cost of having it resupplied.

Disputes

How we sort things out.

83. Talk to us first. Most problems are resolved fastest by emailing support@galaxycfo.com. Both of us agree to try in good faith to resolve a dispute informally before starting proceedings.

84. If that doesn't work. If we haven't resolved it within 30 days of one of us formally raising it in writing, either of us can take it further.

85. Between users. Disputes between a subscriber and an invited user, or between an advisor and their client, are for you to resolve. We're not a party to them.

Housekeeping

The last bits, and they matter.

86. Notices. Notices to us go to support@galaxycfo.com or to Level 1, 53–55 Sydney Road, Manly NSW 2095. Notices to you go to the email address on your account, or appear inside the product.

87. Changes to these terms. We may change these terms. We'll give you at least 60 days' notice of any material change, by email or a prominent notice in the product, before it takes effect. Changes never apply retrospectively. If a material change isn't acceptable to you, you can cancel before it takes effect and we'll refund the unused portion of any prepaid term under clause 51. Minor changes — correcting a typo, clarifying wording without changing its effect, updating a contact detail — we may make without notice.

88. Transfer. You can't transfer these terms or your subscription without our written consent, which we won't unreasonably withhold. We may transfer them to another entity as part of a sale, merger or restructure, and we'll tell you in writing if we do.

89. No partnership. Nothing here makes us partners, joint venturers, employer and employee, or agent and principal.

90. Severability. If part of these terms can't be enforced, that part is ignored and the rest still applies.

91. Entire agreement. These terms, your plan, any offer document that applies to you, and our Privacy Policy are the whole agreement between us about the services, and replace anything said or written beforehand.

92. Interpretation. "Include" and "including" aren't words of limitation. Where something is at our discretion, we'll exercise it reasonably.

93. Governing law. These terms are governed by the laws of New South Wales, Australia. Both of us submit to the non-exclusive jurisdiction of the courts of New South Wales.

Thanks for reading. If something in here isn't clear, tell us — a term you had to read three times is a term we wrote badly.

Galaxy CFO · Jack and the Beanstalk Pty Ltd · ABN 67 661 466 397 Level 1, 53–55 Sydney Road, Manly NSW 2095 · support@galaxycfo.com