Acceptable Use Policy

Last updated: 12 April 2026

PMFlow Pty Ltd (ABN 18 695 363 841)

Last updated: 12 April 2026

1. Purpose

This Acceptable Use Policy ("AUP") sets out the rules for using the PMFlow property management operations platform at pmflow.com.au (the "Platform"). This AUP is part of our Terms of Service and applies to all users of the Platform.

The Platform is designed to support professional property management operations. This policy ensures that all users maintain the standards expected of licensed property management professionals.

2. Permitted Use

The Platform may be used for:

• Managing residential tenancy arrears, including staged communications and legal notice workflows
• Generating and reviewing AI-assisted draft communications to tenants, owners, and vendors
• Tracking maintenance jobs, inspections, lease renewals, bonds, and compliance obligations
• Generating prescribed forms and legal documents under applicable legislation
• Storing and managing property management documents and records
• Managing inbound and outbound communications related to property management
• Scheduling, task management, and team coordination for property management activities
• Generating reports for property owners
• Any other lawful purpose directly related to property management operations

3. Prohibited Conduct

You must not use the Platform to:

3.1 Unlawful Activities

• Engage in any activity that violates applicable Australian federal, state, or territory laws
• Breach the Residential Tenancies Act 1987 (WA) or equivalent legislation in your jurisdiction
• Discriminate against tenants or prospective tenants on any prohibited ground
• Harass, threaten, intimidate, or coerce tenants, owners, or any other person
• Engage in unconscionable conduct as defined by the Australian Consumer Law

3.2 Misuse of Communications

• Send unsolicited bulk communications unrelated to legitimate property management operations
• Use the Platform to send communications outside the tenant-landlord-agent relationship
• Send communications that are abusive, defamatory, or contain threats of violence
• Misrepresent AI-generated content as personally authored legal advice
• Send legal notices without verifying their accuracy and applicability
• Circumvent tenant communication preferences or opt-out requests (including SMS opt-out)
• Send communications during quiet hours (before 8:00 AM or after 8:00 PM local time) except for genuine emergencies

3.3 Data Misuse

• Access, collect, or store personal information beyond what is necessary for property management operations
• Share tenant personal information with unauthorised third parties
• Use tenant data for purposes unrelated to property management (e.g., marketing, profiling)
• Attempt to access data belonging to other agencies or accounts
• Export data for the purpose of circumventing subscription cancellation data retention policies

3.4 Security Violations

• Attempt to gain unauthorised access to the Platform, other accounts, or underlying systems
• Upload malicious code, viruses, malware, or any harmful content
• Circumvent, disable, or interfere with security features, access controls, or rate limits
• Probe, scan, or test the vulnerability of the Platform without written authorisation
• Use automated tools (bots, scrapers, crawlers) to access the Platform without authorisation
• Share account credentials with unauthorised individuals

3.5 Platform Integrity

• Interfere with or disrupt the Platform's operation or infrastructure
• Place unreasonable load on the Platform through excessive API calls or data transfers
• Reverse engineer, decompile, or disassemble any part of the Platform
• Copy, reproduce, or create derivative works of the Platform
• Remove or alter any proprietary notices, labels, or branding

3.6 AI Feature Misuse

• Use AI drafting features to generate content unrelated to property management
• Attempt to manipulate AI outputs for harmful, deceptive, or illegal purposes
• Present AI-generated legal documents to courts or tribunals without professional review
• Use AI classification or triage outputs as the sole basis for legal decisions without human review
• Submit false or misleading information to AI features to generate inaccurate outputs

4. Content Standards

All content uploaded to or generated through the Platform must:

• Be accurate and not misleading
• Comply with applicable laws and regulations
• Respect the rights and dignity of tenants, owners, and other parties
• Be relevant to property management operations
• Not contain offensive, discriminatory, or inappropriate material

5. Enforcement

5.1 Monitoring

We may monitor Platform usage to ensure compliance with this AUP. We do not routinely monitor the content of individual communications but may review content in response to reports of violations or as required by law.

5.2 Violations

If we determine that you have violated this AUP, we may take one or more of the following actions:

• Issue a warning
• Temporarily suspend access to specific features
• Suspend your account pending investigation
• Terminate your account
• Report the violation to relevant authorities (including licensing bodies)

The action taken will be proportionate to the severity and nature of the violation. We will endeavour to provide notice before taking action, except where immediate action is necessary to protect the Platform or other users.

5.3 Appeals

If your account is suspended or terminated, you may appeal the decision by contacting legal@pmflow.com.au within 14 days. We will review the appeal and respond within 30 days.

6. Reporting Violations

If you become aware of a violation of this AUP, please report it to:

• Email: abuse@pmflow.com.au
• Include: description of the violation, any supporting evidence, your contact details

We will investigate all credible reports and take appropriate action.

7. Relationship to Terms of Service

This AUP is incorporated into and forms part of our Terms of Service. In the event of a conflict between this AUP and the Terms of Service, the Terms of Service prevail.

8. Changes to This Policy

We may update this AUP from time to time. Material changes will be notified to registered users by email or through the Platform. Continued use of the Platform after changes are posted constitutes acceptance of the updated policy.

9. Contact Us

For questions about this Acceptable Use Policy:

PMFlow Pty Ltd Email: legal@pmflow.com.au Website: pmflow.com.au