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Instant Strata

Terms and Conditions

Effective: 29 August 2026
Last updated: 31 August 2026

These Terms and Conditions (Terms) govern your use of Instant Strata, an Australian strata management platform.

They are written in plain English so you can understand them. They are a legally binding agreement. If you do not agree, do not create an account or use the service.

1. Who we are

Instant Strata (we, us, our) operates the Instant Strata platform at app.instantstrata.com.au.

We are based in Australia. For our current legal entity name, ABN, and registered office, email privacy@instantstrata.com.au.

These Terms are governed by the law of New South Wales, Australia.

2. Agreeing to these Terms

You agree to these Terms when you:

  • tick the agreement box on sign-in or sign-up (which also covers the Privacy Policy and AI Usage Policy), or
  • create an account, or
  • use Instant Strata after we have made these Terms available to you.

If you use Instant Strata for an organisation (for example a strata management agency, owners corporation, body corporate, or committee), you confirm that you are authorised to bind that organisation. In that case, you and account holder mean both you personally and that organisation.

You must also read our Privacy Policy and AI Usage Policy. They explain how we handle personal information, and how AI is used in Instant Strata.

3. What Instant Strata is

Instant Strata is software for running Australian strata schemes. Depending on your plan and permissions, that can include:

  • scheme records, the strata roll, lots, and owner contacts
  • meetings, motions, proxies, minutes, and resolutions
  • levies, budgets, invoices, payments, and trust-related accounting records
  • maintenance, quotes, work orders, and contractors
  • insurance, disputes, by-laws, and compliance
  • notices, broadcasts, and owner or resident communications
  • AI-assisted search, drafting, and suggestions

We provide the platform. We do not act as the owners corporation, body corporate, strata manager, lawyer, accountant, or insurer for a scheme unless a separate written agreement says otherwise.

4. Who may use the service

You must:

  • be 18 or older
  • use a real email address you control
  • keep your login details confidential
  • tell us promptly if you think someone else has used your account

Instant Strata uses passwordless sign-in (a magic link and a one-time code). Anyone who can access your email can access your account. Protect that inbox.

We may refuse, suspend, or close an account if we reasonably believe these Terms have been broken, or if we need to protect a scheme, a person, or the platform.

5. Your role when you hold scheme data

Much of what you put into Instant Strata is held on behalf of your clients or schemes, not for our own independent use.

That typically includes:

  • strata roll details (owners, tenants, mortgagees, contacts, unit entitlements)
  • official records (minutes, notices, by-laws, certificates, registers)
  • financial and, where you use those features, trust accounting records
  • maintenance, insurance, dispute, and contractor records
  • messages and documents you upload

You remain responsible for that information. In particular, you must:

  • have lawful authority to collect it and to store it in Instant Strata (for example as the appointed strata manager, a committee member with the right access, or another authorised agent)
  • only upload information that is necessary and accurate
  • apply the right access and privacy settings for your scheme
  • give lot owners and other individuals any collection notices the Privacy Act requires, where you are the one dealing with them
  • comply with the strata and other laws that apply to your schemes (including NSW, and other Australian jurisdictions when you use Instant Strata there)
  • decide who in your organisation may access each scheme

We supply the tools, access controls, and audit logging. We do not take over your statutory duties as manager, committee, or owners corporation.

If you are a strata manager, your agreement with each owners corporation or body corporate still governs what you may do with their records. Instant Strata does not replace that appointment.

6. Artificial intelligence

Instant Strata uses artificial intelligence (AI) to help you search records, summarise information, draft content, extract details from documents, and suggest next steps.

AI is there to help you. It does not replace you. AI-generated content can be incomplete, outdated, misleading, or wrong. It may miss a statutory requirement, misstate a by-law, or use the wrong scheme facts.

The full rules are in our AI Usage Policy. That policy is part of your agreement with us.

6.1 You must review AI output before you use it

It is the account holder’s responsibility to make sure that you and your authorised users:

  • read and check any AI-generated content before you rely on it
  • confirm it is accurate, appropriate, and authorised for that scheme
  • are comfortable with it before you approve or save it
  • amend it where needed
  • obtain any committee, manager, or professional approval that the situation requires

Do not treat AI output as legal, financial, insurance, or statutory advice. Do not file it as an official record, send it to owners, or act on it until a human has reviewed it.

If you choose to use AI-generated content after that review, that use is yours.

6.2 Human approval before actions

We will always require a person with the right permission to approve before Instant Strata takes an action that is not a simple search, lookup, or fetch.

Approval is required before, for example:

  • sending a notice, email, broadcast, or other outgoing communication
  • creating, changing, filing, or deleting scheme records
  • approving quotes, work orders, invoices, or payments
  • issuing levies, certificates, or formal notices
  • lodging or submitting documents
  • any other step that changes data, creates an obligation, or has an effect in the real world

Approval is not required for read-only steps, for example:

  • searching scheme documents
  • looking up a lot, owner, meeting, or record
  • fetching a dashboard figure, report, or file you are already allowed to see

A search, lookup, or fetch still respects your login and scheme permissions. It does not by itself change records or send anything.

6.3 Limits of AI

AI features:

  • are aids only
  • may use scheme documents you have stored, and the prompt you enter, to produce a response
  • may be processed by our subprocessors, including providers outside Australia (see the Privacy Policy)
  • do not replace professional advice or a committee decision

We do not warrant that AI output is correct, complete, current, or suitable for a statutory purpose.

7. Acceptable use

You must not:

  • use Instant Strata for anything unlawful
  • upload information you are not allowed to hold or share
  • try to access another scheme, account, or dataset without permission
  • interfere with security, audit logs, or access controls
  • reverse engineer the platform except as Australian law allows
  • send spam, or use the platform to harass or defame anyone
  • submit prompts designed to extract other customers’ data
  • misrepresent AI-generated content as having been independently verified when it has not

You must follow any usage, seat, or storage limits that apply to your plan.

8. Your content and scheme records

You (or the scheme you act for) keep ownership of the records and files you put into Instant Strata (Customer Content).

You grant us a limited licence to host, process, display, back up, and otherwise handle Customer Content only as needed to:

  • provide the service to you
  • maintain security, backups, and audit logs
  • follow the law
  • improve reliability and, in de-identified or aggregated form, the platform

We do not sell Customer Content. We do not use identifiable scheme records to train public AI models.

You are responsible for the quality of Customer Content and for keeping your own copies of records you are legally required to retain.

9. Privacy and confidentiality

We handle personal information as described in our Privacy Policy.

We will treat Customer Content as confidential, except where:

  • you ask us to share it (for example by granting a user access, or sending a notice)
  • it is already public
  • we must disclose it by law, or to professional advisers under confidentiality, or to subprocessors who need it to run the service and are bound to protect it

You must treat other users’ and lot owners’ information as confidential and only use it for the scheme purpose it was collected for.

10. Plans, fees, and GST

If your plan is paid:

  • fees are in Australian dollars and include GST unless we say otherwise
  • you must pay invoices by the due date
  • we may suspend access for undisputed overdue amounts after notice

We will describe what a plan includes at the point you subscribe. Optional add-ons may be charged separately.

11. Availability and changes to the service

We aim to keep Instant Strata available and secure. We do not promise uninterrupted access. We may:

  • perform maintenance
  • add, change, or withdraw features
  • apply usage limits that are reasonable for the platform

Where a change is material and will adversely affect you, we will give reasonable notice where we can.

12. Australian Consumer Law

Nothing in these Terms excludes, restricts, or modifies any consumer guarantee, right, or remedy you have under the Australian Consumer Law or any other law that cannot be excluded.

If you acquire Instant Strata as a consumer, our services come with guarantees that cannot be excluded. For a major failure, you may cancel and receive a refund for the unused portion, or similar remedies the law allows. For a minor failure we may repair, replace, or refund as the law requires.

If the Australian Consumer Law lets us limit our liability for a failure to comply with a consumer guarantee, and it is fair and reasonable to do so, our liability is limited to supplying the services again or paying the cost of having them supplied again.

13. Liability

Subject to section 12 and any liability that cannot be limited by law:

  • we are not liable for loss that was not reasonably foreseeable, or for loss of profit, revenue, goodwill, or data (except that we remain responsible for taking reasonable care of Customer Content while it is on our systems)
  • we are not liable for decisions you make using AI output or other platform content that you have not independently checked
  • we are not liable for the acts of a scheme, committee, owner, contractor, or other third party
  • our total liability for all claims arising out of these Terms or the service in any 12-month period is limited to the fees you paid us for Instant Strata in that period (or AUD $100 if you are on a free plan)

These limits apply to the fullest extent permitted by law, including for negligence, but not for fraud, or for death or personal injury caused by our negligence, or for any other liability that Australian law does not allow us to limit.

14. Your responsibility for claims

You must cover us for claims, losses, and reasonable legal costs arising from:

  • Customer Content that you were not entitled to upload
  • your use of Instant Strata in breach of these Terms or the law
  • outgoing communications, filings, or other actions you (or someone using your account) approved
  • a third-party claim that your Customer Content infringes their rights

This does not apply to the extent the claim was caused by our breach, negligence, or misconduct.

15. Suspension and ending the agreement

You may stop using Instant Strata at any time. If you want your account closed, email privacy@instantstrata.com.au.

We may suspend or end access if:

  • you break these Terms and do not fix the breach within a reasonable time after notice (or immediately if the breach is serious)
  • we are required to by law
  • we discontinue the service, in which case we will give reasonable notice

On termination:

  • your right to use Instant Strata ends
  • you should export any records you need, where the product allows it
  • we will handle remaining personal information and Customer Content as described in the Privacy Policy, including any legal retention requirement

Ending the agreement does not affect rights or liabilities that already accrued.

16. Changing these Terms

We may update these Terms. We will publish the new version at /legal/terms and update the “Last updated” date.

If a change is material, we will give at least 30 days’ notice (for example by email or an in-product message) where it is reasonable to do so. If you do not agree, you should stop using Instant Strata and ask us to close your account before the change takes effect.

The current version always appears at /legal/terms.

17. General

  • If a court finds part of these Terms unenforceable, the rest still applies.
  • These Terms are the main agreement for use of Instant Strata. They sit alongside the Privacy Policy, the AI Usage Policy, and any separate written order or enterprise agreement. If a signed enterprise agreement conflicts with these Terms, that agreement wins for the overlapping topic.
  • You may not assign these Terms without our consent. We may assign them to a successor that takes over the platform.
  • A failure to enforce a right is not a waiver.
  • Notices to you may be sent to your account email. Notices to us should be sent to privacy@instantstrata.com.au.

18. Disputes and governing law

These Terms are governed by the laws of New South Wales, Australia. Australian Consumer Law still applies as it otherwise would.

If there is a dispute, contact us first so we can try to resolve it. You may also have the right to contact NSW Fair Trading, the Australian Competition and Consumer Commission (ACCC), or another regulator.

Courts of New South Wales have jurisdiction, except that you may bring a claim in any Australian court that the law allows.

19. Contact

Instant Strata
Email: privacy@instantstrata.com.au
Platform: app.instantstrata.com.au