Client Terms
COURSEBOX CLIENT TERMS
Effective date: 1 August 2026
In these terms, a reference to “Coursebox”, “we”, “our”, or “us” means Coursebox Pty Ltd (ABN 64 652 541 798)..
1. Definitions
“AI Output” means content generated by the Service’s AI features (including RAG‑generated materials, avatar/talking‑photo videos and voice‑synthesised audio).
“Approved Expert” means a user designated as an Expert with specially-designated permissions by the Client
“Client”, “you”, or “your” means the person or entity who establishes the online account with Coursebox and is responsible for, among other matters, (1) the selection of a Plan, (2) payment of all Fees, (3) receipt of legal and other important notices from Coursebox, and (4) compliance with these Terms by all Users (including administrators) associated with the Client in using the Services.
“DPA” means the Coursebox Data Processing Agreement, as amended from time to time and available at https://www.coursebox.ai/dpa.
“Expert Services” are services provided by an Approved Expert to a Learner or User on a given portal.
“Fees” means fees and charges payable by the Client in connection with Services provided to the Client.
“Intellectual Property” (or “IP”) means all copyright and all rights in relation to inventions (including patent rights), registered and unregistered trademarks (including service marks), registered and unregistered designs, and any other rights resulting from intellectual activity in the industrial, scientific, literary, artistic, and professional services fields recognised in domestic law anywhere in the world.
“Learner” means a User enrolled in a Learning Module (via request, open access, purchase or VIP).
“Learning Module” includes: assessment, text/image/gallery screens, chat, interactive (HTML/SCORM), video (including embedded), surveys, reporting/analytics, and events.
“Personal Data” means information about an identified or reasonably identifiable individual (excludes de‑identified data).
“Plan” refers to the membership plan selected by the Client, including that plan’s listed features and benefits.
“Profile Opinions & Ratings” means the feedback/rating system Coursebox operates.
“Privacy Policy” means the Coursebox Privacy Policy, as amended from time to time and available at https://www.coursebox.ai/privacy-policy.
“Private Portal” is a customisable Service that may be offered by Coursebox from time to time.
“Private Portal Agreement” is the Coursebox Private Portal Agreement, as amended from time to time and available at https://www.coursebox.ai/private-portal-agreement.
“Service” means the websites, apps, APIs and related services provided by Coursebox to deliver the Plan to the Client and their Users.
“Terms” or “Agreement” means these Client Terms as updated from time to time.
“Terms of Use” means the Coursebox Terms of Use, as updated from time to time and available at https://www.coursebox.ai/user-agreement.
“Third‑Party AI Provider” means a third-party vendor Coursebox may use to provide AI features in connection with the Services, including Google Gemini (images), HeyGen (avatar videos), ElevenLabs (voice), OpenAI/LLMs, Google Cloud/Vertex AI, Azure OpenAI, or similar.
“User” means an individual or entity that visits Coursebox’s website or uses the Service.
“User Content” means content that is uploaded or submitted to the Service by a User (including images, video, audio, text, documents, prompts, and metadata).
2. Welcome
We are excited to welcome you as our Client. These Client Terms govern our relationship. By purchasing our Services, you agree to these Terms, the Coursebox Terms of Use, the Coursebox Privacy Policy, Coursebox Fees & Charges PolicyDPA, and (if applicable) the Coursebox Private Portal Agreement. The latter four documents are incorporated with these Terms by reference.
3. Responsibility for User Conduct
The Client accepts responsibility for taking reasonable endeavours to ensure all Users of the Services comply with the Terms of Use. If the Service for the Client is provided under a Private Portal Agreement or other enterprise agreement, the Client will ensure all Users review and agree to comply with either: (1) the Terms of Service or, (2) in the case of a ‘white-labelled’ Service where all Coursebox branding is removed, a document that includes terms and conditions materially identical to the Terms of Use.
The Client indemnifies and holds Coursebox harmless against any claims, costs, losses, or damages incurred by or assessed against Coursebox in connection with a failure by the Client to comply with this clause 3.
4. Use of the Service
The Client warrants they will comply with these Terms and all instructions by Coursebox, and will not misuse the Service. Use is permitted only as allowed by law (including export controls/sanctions). Use of the Service does not grant any Intellectual Property rights in the Service or third‑party content. Coursebox may review, remove or refuse content we reasonably believe violates law or these Terms (including clause 5), but we are not obliged to monitor all content. The Client acknowledges their responsibility for maintaining strict confidentiality of all credentials.
4.1 API Services
The Service may include application programming interfaces (“APIs”) provided by YouTube and Google. By using the Service, the Client agrees to comply with YouTube’s and Google terms of service for their respective APIs. Coursebox’s use/transfer of information from Google APIs adheres to the Google API Services User Data Policy, including Limited Use. A Client may revoke access by the Google API at any time via their Google security settings. See the Coursebox Privacy Policy for more information.
4.2 Mobile Apps & White‑Labelling
Coursebox may offer applications designed for mobile devices and an optional custom branded (or “white label”) application service. Where we provide these applications (or “apps”), the Client must:
• comply with Apple Store and Google Play store policies, branding rules, and applicable law.
• be responsible for app metadata, screenshots, privacy notices, age ratings, content moderation, support email, and lawful distribution in your developer account (if applicable).
• comply with additional white‑label terms and fees that will be disclosed before Coursebox develops the mobile or white-label apps.
• not use Coursebox’s Intellectual Property without our written permission, which we may or may not grant at our sole discretion and thereafter only upon compliance with our brand guidelines. Furthermore, the Client must not misrepresent the app’s (or their) affiliation with Coursebox.
The Client acknowledges that Coursebox may withdraw any mobile or white-label apps that fail to comply with an online store’s legal or other requirements.
4.3 Exporters & Interoperability (PDF/HTML, SCORM)
Coursebox does not warrant that any reproduction or export of the Service or its output through an export application will be complete or accurate, and the use of such reproduced or exported content will be fully at the Client’s risk. In particular:
• PDF/HTML Exporter. Exports in these static electronic file formats are a convenience feature and may exclude interactive elements, embedded media, dynamic content, analytics and certain layout/styling. They are not a complete reproduction of the course.
• SCORM. Where Coursebox provides an uploaded Service to a third-party learning management system (“LMS”) in conjunction with SCORM standards, interoperability, tracking and grading of such uploaded Service depends on the qualities and capabilities of the destination LMS. Accordingly, Coursebox do not warrant feature parity or fidelity of the uploaded Service.
5. Prohibited conduct
The Client warrants it will not to: (1) post content in inappropriate areas; (2) use the Service illegally or in violation of another person’s rights; (3) fail to pay for Expert Services purchased (subject to the Learner’s breach/material change); (4) fail to deliver Expert Services sold (subject to the Learner’s breach/material change); (5) circumvent Fees or billing; (6) post false, misleading, defamatory or offensive content; (7) undermine Profile Opinions & Ratings; (8) transfer an account, ratings, or username without our consent; (9) send unwelcome messages or solicitations; (10) distribute malware or harmful content; (11) scrape/aggregate User data or listings or frame/mirror the Service without permission; (12) reverse engineer the Service; (13) copy, modify, or distribute Coursebox’s IP without consent; (14) impersonate any person or entity or misrepresent affiliation; (15) attempt unauthorised access to the Service or related systems.
Additional avatar/likeness/voice restrictions appear in Sections 7 and 10.2.
6. Privacy and Intellectual Property Protection
Coursebox’s Privacy Policy explains how we collect, use and disclose Personal Data, including images, likeness, voice and media processed by AI features. Our DPA sets out the terms under which we process Personal Data on behalf of Clients as a data processor, including our obligations regarding sub-processors, data security, international transfers, and data breach notification. By using the Service, the Client consents to Coursebox’s Privacy Policy, DPA, and data practices.
The Client acknowledges and agrees that they do not own or acquire any rights in Coursebox’s IP and will not take any action that may have a detrimental effect on our IP rights or title.
The Client retains all IP rights in the User Content, and grants Coursebox a non‑exclusive, worldwide, royalty‑free licence to host, cache, index, transform (e.g., create embeddings/vectors), and display the User Content to operate, secure and improve the Service and to provide selected Plan features (including analytics, abuse prevention and AI processing such as RAG, avatars and voice synthesis). Coursebox responds to copyright infringement notices and may terminate infringing Users and/or Clients.
The Client indemnifies and holds Coursebox harmless against any claims, costs, losses, or damages we may incur in connection with a violation of Coursebox’s or any third party’s IP rights by the Client or their associated Users.
7. Use of Artificial Intelligence Tools
The Client acknowledges that the Service consists predominantly of artificial intelligence tools and that Users are interacting with an AI system. Accordingly, all content generated by the Service, including text and images, is AI-generated or AI-manipulated, whether or not it is explicitly labelled as such. However, Provider may apply digital watermarks or "AI-assisted" labels to content to comply with global laws.
Coursebox offers AI features including RAG course creation, image creation (Google Gemini), avatar videos (HeyGen), and voice synthesis (ElevenLabs). User acknowledges AI Outputs may be inaccurate or incomplete and accepts the responsibility of verifying the quality of the AI Outputs before User publishes or makes use of those outputs.
7.1 RAG Features (Your Content → Original Course Materials)
RAG Features are retrieval‑augmented generation processes that index a User’s authorised content to help generate new course material for that User.
The Client understands that the AI may generate similar outputs to those of other Users. Coursebox does not guarantee uniqueness.
The Client also understands that the AI features do not provide legal, compliance, or educational advice (see Sections 16–17 and 20).
7.2 Images & Videos (HeyGen, Google Gemini)
The Service uses Google Gemini to create images.
The Client acknowledges that Users may upload images (and where available audio/video) to generate talking‑avatar videos by HeyGen.
Where applicable, Users consent to the use of their likeness by HeyGen, and may opt-out of such consent at any time. Users are strictly prohibited from uploading another person’s image, likeness or voice without explicit consent, and must not impersonate any person (including “deepfakes”).
Avatar features are powered by HeyGen and are subject to HeyGen’s terms and privacy policy in addition to these Terms.
User must be at least 18 years of age (or age of majority) to use avatar features. Where minors are depicted, Client acknowledges User must hold all necessary rights and lawful consents.
Coursebox may remove/disable content or access to avatar features where we reasonably believe there has been non-compliance with these requirements.
7.3 Voice Synthesis (ElevenLabs)
Where supported, Users may upload audio or record speech to create a voice clone. Because voice prints may constitute sensitive biometric data, the Client or the User is responsible for their compliance with applicable local law and consent requirements for the jurisdiction where the provider of the voice resides.
The Client will take reasonable measures to ensure that Users will not create or distribute a clone of another person’s voice without explicit consent or for a misleading or deceptive purpose.
Voice features powered by ElevenLabs (or equivalent) are subject to the provider’s terms and privacy policy in addition to these Terms.
User must be at least 18 years of age (or age of majority) to use voice cloning features.
Coursebox may remove/disable content or access to voice features where we reasonably believe there has been non-compliance with these requirements.
7.4 IP Ownership Rights, and Authorisations for AI Processing
Subject to law, and in particular the issue of human authorship of content created by AI, the Cleint or the User, as determined by their relationship, retains all IP rights to their AI Outputs.
The Client acknowledges that Coursebox may use the User Content with the Client’s consent to train our base foundation models (or where processing/fine‑tuning is deployed within a Private Portal and necessary to provide that feature). We may use aggregated, de‑identified telemetry to improve performance and safety.
The Client authorises our use of Third‑Party AI Providers as sub‑processors for the above purposes. Their use of User Content is governed by their own terms/policies (e.g., HeyGen/ElevenLabs may process content to operate or improve their services).
8. Fees, Charges, and Payments
The Client agrees to pay to Coursebox the Fees applicable to the Plan, and in accordance with Coursebox’s Fees and Charges Policy. Fees may change from time to time upon notice to the Client. Unless stated otherwise, Fees are listed in United States Dollars.
Unless otherwise stated in writing, Coursebox will not provide any of the Services, nor commence preparatory work (if required) for the provision of the Services, until it has received payment in full for those Services.
Coursebox may appoint an agent to accept or make payments (including merchant facilities). Such an agent may exercise rights necessary to process payments on our behalf. Coursebox is not liable for losses arising from the agent’s negligence/acts beyond its authority.
9. Taxes
The Client is responsible for the payment of applicable taxes (e.g., GST/VAT). Taxes may be added to invoices where required.
10. User Consents and Warranties
10.1 User Consents
The Client provides the following consents in connection with the Service:
1) Profile display. User profile details may be displayed across the platform where enabled but will not used in marketing without written consent.
2) Public course search engine optimisation (“SEO”). If a course is publicly searchable, Coursebox may use its landing‑page data to assist the SEO effectiveness of that course.
3) Hosting & data locations. Client and User information may be stored inside or outside Australia, and data residency is not guaranteed unless expressly agreed in a separate enterprise agreement. The Client acknowledges that Coursebox may migrate the hosting of our Service (including Private Portals) and data between providers or regions throughout the world to accommodate growth and improve reliability.
4) Uptime acknowledgement. Coursebox generally targets ~99%+ availability but does not guarantee uptime. Any SLA, credits or uptime commitments apply only if agreed in a separate signed enterprise agreement.
5) Newsfeed/group visibility. If enabled by an administrator, a User profile name and link may appear in newsfeeds or group updates when the User posts or comments.
6) Tags. Hashtags and @channel tags may be used to deliver more relevant news and suggestions.
7) Automatic updates. Coursebox may automatically update Service software without prior notice.
8) Licence to operate the Service. The Client grants us the limited licence in Section 7.4 to use the User Content to operate, secure and improve the Service and provide AI features (including RAG). Coursebox otherwise keeps User Content confidential, subject to these Terms and our Privacy Policy.
9) Third‑party content. Coursebox accepts no liability for content created by other Users or third parties accessed by a User through the Service.
10) Storage. Coursebox is not responsible for deletion of, or failure to store, any content.
10.2 Special Requirements for Images, Likeness & Voice (Avatars/Clones)
By uploading images, video or audio (e.g., for avatar videos or voice cloning) Clients represent, warrant and agree that they: (i) own or have all necessary rights and lawful consents; (ii) will not impersonate others or create non‑consensual deepfakes; (iii) will comply with HeyGen/ElevenLabs terms and all applicable laws; and (iv) understand Coursebox may remove/disable content or features at our discretion for suspected violations.
10.3 Your Content—Representations & Warranties
The Client represents and warrants their User Content: (1) does not infringe any third-party IP or privacy rights; (2) does not violate any law, including those prohibiting defamatory and libellous statements; (3) is not obscene and does not include child sexual abuse or exploitation; (4) does not concern the development, design, manufacture, production of missiles or nuclear, chemical, or biological weapons; (5) does not contain or promote terrorist activity; (6) is not false or misleading; and (7) does not contain malware or harmful code.
The Service may link to third‑party services Coursebox does not control or endorse. Client acknowledges that Users use of such third-party services is at their own risk.
11. Profile Opinions and Ratings
Feedback and reviews may be used, modified or deleted by Coursebox. Users must not manipulate the ratings system. Coursebox may suspend or terminate accounts for feedback abuse. Ratings belong to Coursebox and may be used only to facilitate Services on our platforms unless we consent otherwise in writing.
12. Advertising
Clients with Private Portals may host or engage with advertising on their Private Portal where lawful and consistent with the Private Portal Agreement.
13. Breach and Termination
Either party may terminate this Agreement at any time in the event of a breach by the other party of any of these Terms, provided that prior written notice of the alleged breach is delivered to the offending party and the offending party fails to cure its breach within 14 days from receipt of such notice. Thereafter, termination may be effected by way of a prior written notice of 7 days by the aggrieved party without prejudice to any other legal remedy it may have.
Coursebox may suspend its performance of this Agreement (including the provision of any Services) or terminate by written notice events with immediate effect in the case of a breach of any of the following clauses in these Terms: 3, 5, 8, 10.2, 10.3, and 11.
14. About these Terms (Updates; Enterprise Precedence)
Coursebox may modify these Terms at any time without prior notice. Coursebox will provide notice within a reasonable time where such modifications result in material changes. After we have issued the notice, continued access to our website or the Service constitutes a Client’s acceptance of those changes.
The terms of enterprise agreements, include a Private Portal Agreement or SaaS Enterprise Agreement, prevail to the extent of any conflict with these Terms.
Any failure or delay by Coursebox to exercise a right does not operate as a waiver of the right or otherwise prevent the future exercise of that right.
Any provision of these Terms that is deemed to be unenforceable is, where possible, to be severed to the extent necessary to make these Terms enforceable.
The laws of South Western Australia govern these Terms and the Service. Claims must be brought exclusively in the courts of South Western Australia, and the parties consent to that jurisdiction.
15. Whole Agreement
These Terms form the entire agreement between Coursebox and the Client, and supersedes all prior written, electronic, or oral communications, representations, agreements, or understandings regarding the subject matter.
16. Disclaimer of Warranties
To the fullest extent permitted by law, the Service (including AI Outputs) is provided “as is” and “as available” without warranties of any kind, express, implied, statutory or otherwise (including merchantability, fitness for a particular purpose, title, non‑infringement or accuracy). Coursebox does not warrant that the Service will be uninterrupted or error‑free, that defects will be corrected, or that servers are free of harmful content.
17. Limitation of Liability
To the fullest extent permitted by law, Coursebox will not be liable for any indirect, incidental, special, consequential, exemplary or punitive damages (including, but not limited to, lost profits, data, business interruption, lost opportunity, or cost of substitute services) arising out of or related to the Service or its termination, even if advised of the possibility. Unless otherwise required by law, Coursebox’s aggregate liability for all claims will not exceed the fees paid by the Client in the 12 months immediately before the event giving rise to the liability.
In any case, Coursebox’s aggregate liability as set out above is limited to the maximum extent permitted by law in the applicable jurisdiction.
18. Feedback & Questions
Questions about these Terms should be directed to support@coursebox.ai.
19. Refund Policy
Coursebox charges monthly/annually fees for the use of its platform and services in advance. Subject to the following, monthly and annual fees are nonrefundable.
In compliance with the Australian Consumer Law (ACL), Clients defined as a “consumer” under section 3 of the ACL are entitled to remedies if services are faulty, not as described, or fail to meet statutory consumer guarantees.
If the Service was faulty, not delivered as described, or does not function as promised, the Client may be entitled to a remedy under ACL, subject to written notice with supporting evidence submitted to support@coursebox.ai.
20. Additional Terms for RTOs – Use of AI‑Generated Training and Assessment Resources
20.1 Australian RTO Compliance Responsibility
Clients designated as an Australian Registered Training Organisation (“RTO”) or acting on behalf of an RTO, acknowledge and agree that:
No Implied ASQA Compliance: Coursebox does not represent or warrant that any training, assessment, or related resources generated, modified, or published using the platform are compliant with the standards for RTOs, ASQA, or any other regulatory or funding body requirements.
User Validation Required: The Client is solely responsible for reviewing, customising, validating, and updating all outputs—whether generated by AI, template, or User input—to ensure they meet the relevant regulatory, industry, and organisational requirements before use.
Professional Review: All resources intended for accredited training and assessment must be reviewed and approved by suitably qualified staff (such as compliance managers, instructional designers, or other relevant experts) within Client’s organisation.
No Substitute for Expert Advice: The Service and other tools, and any instructional materials (including videos, guides, or templates), are intended to assist with resource creation and do not constitute compliance, legal, or educational advice. The Client should seek independent professional advice for all matters regarding compliance and validation.
User Indemnity: To the extent permitted by law, the Client indemnifies Coursebox, and its related parties from any claims, losses, or regulatory actions arising from the use of AI‑generated or platform‑generated resources that have not been validated as compliant by the Client’s own qualified personnel.
20.2 Disclaimer on Demonstrations and Support Materials
From time to time, Coursebox may provide demonstrations, user guides, or training videos to illustrate how features (such as the Unit of Competency to F2F Training Package builder) operate. Such materials are provided for illustrative and educational purposes only and do not guarantee compliance with ASQA or other standards. The Client acknowledges that such third‑party contributors do not provide a legal or compliance endorsement.
20.3 RTO Acknowledgement
By using the Service to generate, adapt, or manage training and assessment resources, the Client expressly acknowledges responsibility to: (1) undertake internal validation and quality assurance; (2) remain current with regulatory obligations and changes; and (3) not rely on Coursebox or its AI‑powered features as a replacement for qualified human review or regulatory consultation.