Client portal terms

These terms govern the client portal at eloradigital.com.au/app (the portal), which is operated by ELORA DIGITAL Pty Ltd (ELORA DIGITAL, we, us), Box Hill North VIC 3129, Australia. ABN 85 703 334 098.

You accept them by ticking the agreement box when you create an account, and again by continuing to use the portal after we publish a change. They apply alongside the website terms of use and the privacy policy, which explains what we collect in the portal and how long we keep it.

Work we do for your organisation is governed by the written Services Agreement for that project. If these terms conflict with it, the Services Agreement prevails for that project.

• Your account is for you alone. It belongs to one organisation, your business, and the people we add to that organisation can see everything in its projects. Tell us if someone should no longer have access.
• You must confirm your email address before you can use the portal, and you must give us your real name: it is the name on your messages, your uploads and any quote you accept.
• You can sign in with a password, an emailed link, Google (once we have switched it on) or a passkey, and you can add an authenticator app in your settings. We recommend a passkey or an authenticator app. Keep your password, your passkeys and your sign-in links private, and tell us straight away if you think someone else has used your account.
• A session ends 24 hours after your last action in the portal and seven days after you signed in at most. We email you when a new device signs in or a sign-in method changes, and you can see and end your sessions in your settings. Sensitive actions, such as changing how you sign in, exporting your data or asking for your account to be deleted, ask you to confirm your identity again.
• You are responsible for what is done through your account until you tell us about a problem. We may end an account's sessions or suspend an account to protect it, and we will tell you when we suspend one.
• Organisation roles: an owner can accept and decline quotes; members read them. We set roles when we add someone and change them at an owner's request. Only we add people to an organisation.

The website's acceptable use rules apply in the portal. In addition, you must not:

• post spam, abusive, threatening or unlawful content in a project message, or use messages for anything other than the work;
• upload a file you do not have the right to share, or that contains malware, hidden active content or someone else's personal information that the project does not need;
• try to reach another organisation's projects, files, messages, quotes or invoices, or to use an account that is not yours;
• probe, scan or load-test the portal, or try to get around its limits, its scanning or its screening;
• ask the assistant to act outside its purpose or to reveal information about other people.

Every new client message is screened automatically for spam and abuse after it is posted. Screening never hides a message by itself: a flagged message stays visible, you are told that it is being reviewed, and a founder decides. Anyone in your organisation can report someone else's message for review. We may hide a message that breaks these terms and record a strike against its author; a hidden message is kept and can be restored.

• You can upload PDF, Word (DOCX), PNG and JPEG files of up to 10 MB each to a project, and a new version of a file. Other types are refused.
• Every file is checked for its real type and for hidden active content (for example scripts in a PDF or macros in a document), and then scanned for malware before anyone, including you, can open it. A file that fails a check is refused with a plain reason; the stored copy of a file the scanner flags is deleted at once, the file is never shared, and we may contact you about it.
• Images are re-encoded on upload, which removes embedded metadata such as location, and files are stored under a random name in private storage. Downloads go through links that expire after 15 minutes and work only for the signed-in person they were made for.
• There are limits on the size of each file, the amount uploaded to a project each day and the total stored per organisation. When a limit is reached the upload is refused with a message that says so; ask us if you need more room.
• You can delete a file you uploaded yourself. It disappears from the portal for everyone at once, and its record and stored copy are removed 30 days later.
• Files uploaded to a project are business records of the project, shared with everyone in your organisation and with us for the work. You own them; you give us a licence to store, scan, display and process them to deliver the service, and for no other purpose.

• Each project has one message thread, visible to everyone in your organisation and to us. You can mention a colleague to notify them.
• Emails about portal activity name the project and the author's first name but never contain the message, the update or the file, so your content stays in the portal. In your settings you can turn off the email for each new message and the daily summary of updates; emails when someone mentions you, and security emails, always arrive.
• We reply within one business day on business days (Melbourne time). Messages are not an emergency channel; support for a live system is covered by your Services Agreement or care plan.
• Messages you post stay with the project as its record, even after you leave the organisation or your account is deleted; your name is then replaced with "Former member".

A formal quote we send to your organisation appears under Quotes with its scope, amount, validity date and a PDF. An owner of your organisation can accept it or decline it there; members can read it.

Accepting by typed name

• To accept, an owner types their name as it appears on their account (capital letters and spacing do not matter), or ticks "I am authorised to accept on behalf of" their organisation and types the full name of the person accepting. The page says, next to the box, that this records your acceptance of the quote above and that the written scope and contract follow.
• The typed name is your electronic signature. Under the Electronic Transactions Act, a typed name given with the intention to accept, in a way that identifies you, is as effective as a signature on paper, and by typing it you consent to accepting this way.
• We record the name you typed, your account, the date and time, the IP address and browser used, and a fingerprint (a cryptographic hash) of the quote's number, title, scope, amount and validity date as you saw them. If the quote changes after you load the page, your acceptance is refused and you see the new version first.
• A quote can be accepted only while it is current: not after its validity date (Melbourne time), not after we withdraw it, and only once. You can decline a current quote instead, with an optional reason.

What acceptance means

Accepting a quote tells us to proceed on the terms the quote states: the scope, the price and the validity date. The detailed written scope and the Services Agreement for the project follow, and the Services Agreement prevails over the quote where they differ. A request you sent through the project wizard, and its indicative estimate, is not a quote; only a formal quote we send can be accepted.

The assistant in the portal answers questions about our services, prices and process, helps you describe a project, can look up the status of your organisation's projects when you ask, and can ask a founder to follow up. Its limits:

• It is an AI, and its panel says so. It provides information only. Nothing it says is advice, a contract or a commitment by us.
• It can be wrong. Check anything important with a founder.
• Any price or estimate it gives is indicative, based on our published ranges, until a founder confirms it in writing.
• It never sees your password, your files or your messages, and it is instructed never to ask you for a password or payment details. Do not give it either, or any other sensitive information.
• Voice conversations are transcribed as you speak; we keep the transcript and a summary for 12 months and no audio, and a founder may read them, as the privacy policy explains.

We aim to keep the portal available at all times, but we do not promise uninterrupted access. We may take it offline for maintenance, usually outside Melbourne business hours and, where we can, with notice by email first, and we may add, change or remove features. We require daily encrypted backups of the portal's database and files, and we test a restore before the portal takes its first client and on a schedule after that. Hosting, backups and monitoring for the portal itself are our responsibility; support for your own systems is covered by your Services Agreement or care plan.

We may suspend an account that breaks these terms, that we believe has been taken over, or that keeps sending spam, abuse or malicious content. An account that receives three strikes for hidden messages within 90 days is suspended automatically. Suspension ends the account's sessions at once, and we tell you by email that the account is suspended and how to get in touch; ask us and we will explain why. A suspended account cannot sign in until we lift the suspension. Suspending an account does not delete anything, and your organisation's other members keep their access.

• You own the files, messages and other content you put in the portal. You give us a licence to store, scan, process and display that content so that we can deliver the service and your project, and for no other purpose. You confirm that you have the right to share it with us.
• We keep it for as long as the privacy policy says. You can download a copy of your data at any time from Settings, Privacy, as a ZIP archive of JSON files with the files you uploaded yourself, after confirming your identity.
• We use what you put in the portal for your project and for keeping the portal secure, not for marketing and never to train AI models. New client messages are screened by an AI service as the privacy policy describes.

You can ask for your account to be deleted at any time from Settings, Privacy, after confirming your identity, with a reason if you want to give one. What happens next:

• We email you that we have received the request, and a founder reviews it within 30 days.
• Before approving it we check whether anything must be kept: open invoices or invoices issued in the last 5 years, an active project, a quote accepted in the last 7 years, or your being the last owner of an organisation that still has other members. If something must be kept, we tell you what and why, and we delete what we can.
• When it is approved, your account, sessions, sign-in methods, profile, notifications and your own assistant conversations are deleted, your enquiries are deleted, and the contact details, IP address and text of your wizard requests are erased. Messages you posted stay with your organisation's projects under "Former member", and files you uploaded stay with the organisation without your name, because they are its business records. If you were the organisation's only member and nothing has to be kept, its projects, files, quotes and invoices are deleted too.
• We email you when it is done. Deletion cannot be undone.

We may close an account that has not been used for a long time after a project has ended and no engagement remains, after emailing you. We may also remove someone from an organisation at an owner's request.

The limitation of liability and the governing law in the website terms of use apply to the portal as well. The Australian Consumer Law gives you guarantees that cannot be excluded, and nothing in these terms limits them. Your Services Agreement sets out our responsibilities for the work itself.

These terms are effective from 23 October 2026. We may update them from time to time; the new version is published on this page with a new date, and portal users are told about material changes by email or in the portal.

Questions about these terms: contact@eloradigital.com.au. Postal address: we give you one on request.