Last updated: August 2026
These Terms of Service ("Terms") govern your use of GroupDesk, a club and community group management platform provided by GroupDesk ("we", "us", "our"). By using GroupDesk you agree to these Terms. Our Privacy Policy forms part of these Terms and explains how personal information is handled on the platform.
GroupDesk provides software for managing bookkeeping, memberships, equipment, meeting records, communications, calendars and events, and document storage for community organisations. The service is provided on a subscription basis as described on our pricing page.
We offer a 60-day free trial with no credit card required. At the end of the trial period we will contact you to discuss continuing your subscription. There is no automatic charge at the end of the trial. If you choose not to continue, data entered during the trial is retained for 30 days after the trial ends to allow for export, then deleted in accordance with section 5.
Subscriptions are billed monthly or annually as selected at signup. Annual subscriptions are billed upfront for the full year. A one-off setup fee applies to Full Suite and Association Hub plans as described on our pricing page; the Starter plan setup fee is currently waived.
We invoice by email and accept payment by bank transfer. Invoices for annual renewals are sent approximately 6 weeks before the renewal date. Payment is due within 14 days of the invoice date unless otherwise agreed.
You may cancel your subscription at any time by emailing support@groupdesk.com.au. Monthly subscriptions will not be billed for the following month. Annual subscriptions are non-refundable after 30 days from the start of the annual term, except at our discretion or as provided in sections 13 and 14.
We may suspend your organisation's access to GroupDesk if an invoice remains unpaid 14 days after we have given you written notice of the overdue amount. Access is restored promptly once payment is received.
We may terminate your account on written notice if your organisation materially breaches these Terms (including the acceptable use requirements in section 8) and does not remedy the breach within 14 days of being notified, or where the breach is incapable of remedy.
If your account is suspended or terminated under this section, your organisation retains the right to export its data during the 30-day retention period described in section 6. Suspension or termination does not affect your obligation to pay amounts owing for services already provided.
You retain ownership of all data you enter into GroupDesk, including member records, financial transactions, asset records, meeting minutes, communications, calendar events and uploaded documents.
You may export your records at any time using the CSV export functions provided in the platform, and download uploaded documents through the Documents module. If you need assistance producing a complete export of your data, including all uploaded files, contact us and we will provide one within a reasonable time at no charge.
Upon cancellation or termination, we retain your data for 30 days to allow for export, after which it is permanently deleted from our live systems. Deleted data may persist in encrypted backups for a further limited period until those backups are cycled out.
Document storage is subject to the storage allowance included in your plan as described on our pricing page or in the platform. We will notify you if your organisation approaches its allowance and will discuss options with you; we will not delete your documents for exceeding an allowance without first giving you reasonable notice.
GroupDesk is hosted on secure servers located in the United States, and transactional email is processed by Brevo in the European Union, as described in our Privacy Policy. By using GroupDesk your organisation acknowledges that data entered into the platform is stored and processed in these locations.
You are responsible for:
You agree not to use GroupDesk to:
Your organisation indemnifies us against any claim, loss or expense (including reasonable legal costs) arising from content your organisation or its users enter into or upload to the platform, or from your organisation's breach of sections 8 or 9, except to the extent the claim arises from our own negligence or breach of these Terms.
We aim to keep GroupDesk available at all times but do not guarantee uninterrupted access. We may perform maintenance that temporarily affects availability and will give advance notice of planned maintenance where practicable. We are not liable for any loss arising from periods of downtime, subject to section 12.
GroupDesk is provided "as is". To the maximum extent permitted by law, we exclude all warranties not expressly stated in these Terms, and we are not liable for indirect or consequential loss, including loss of profits, loss of funding or grants, or loss of reputation. Our total liability arising from your use of GroupDesk is limited to the amount you have paid us in the 12 months preceding the claim.
Nothing in these Terms excludes any guarantee, warranty or other right which cannot be excluded under the Australian Consumer Law. Where liability under such a guarantee can be limited, it is limited to resupplying the service or paying the cost of resupply.
Additional customisation services requested through the platform (such as data migration, custom reports or training) are quoted and billed separately from your subscription. Work commences only after you accept the quoted price.
We may update or modify GroupDesk from time to time to improve functionality, security or performance. We will provide reasonable notice of any change that materially affects how you use the platform.
We may update these Terms from time to time. We will give you at least 30 days' notice by email before any material change to these Terms takes effect. If you do not accept a material change, you may cancel your subscription before the change takes effect and we will refund any prepaid fees for the unused portion of your subscription on a pro-rata basis. Continued use of GroupDesk after a change takes effect constitutes acceptance of the updated Terms.
If we decide to discontinue GroupDesk, we will give all active subscribers at least 90 days' written notice, keep the export functions available throughout that period, assist you to obtain a complete copy of your data, and refund any prepaid fees covering the period after the service ends on a pro-rata basis.
Organisations accessing GroupDesk under an Association Hub agreement are subject to the specific terms agreed between GroupDesk and the relevant peak body, in addition to these Terms.
These Terms are governed by the laws of South Australia, Australia. Any disputes will be subject to the exclusive jurisdiction of the courts of South Australia.
For any questions about these Terms, contact us at support@groupdesk.com.au.