Important: Vraivo is an AI-assisted drafting tool. It does not replace professional judgement, organisational policies, clinical decision-making or legal obligations. Users remain solely responsible for ensuring that all documentation is accurate, appropriate and compliant with the requirements applicable to their workplace, profession and the services they provide.
1. Acceptance of These Terms
By downloading, installing, or using Vraivo ("the App"), you agree to be bound by these Terms of Use ("Terms"). If you do not agree, do not use the App. The App is published by VraiSys Pty Ltd (ABN 24 580 717 968) ("we", "us").
2. Description of the Service
Vraivo is an AI-assisted case note drafting application. It may be used by support workers and care professionals across a range of settings — including disability, aged care, community services, and other support work — including but not limited to those delivering NDIS-funded supports. It uses voice transcription and artificial intelligence to assist workers in preparing professional case notes.
The App is a general-purpose documentation drafting aid designed to improve efficiency and consistency in record keeping. It assists with documentation only and does not replace professional judgement, employer policies, organisational procedures or legal obligations.
The App stores completed case notes locally on your device. It does not require user accounts and does not maintain a server-side database of completed case notes.
3. No Endorsement or Certification
The application is not built for, or specific to, any single funding scheme or regulatory body; is not endorsed by the NDIS or any other scheme; is not certified by the NDIS Quality and Safeguards Commission or any other regulator; and is not an official record management system for any scheme or funder. Users remain responsible for transferring documentation to their own organisation's approved systems where required.
4. No Compliance Guarantees
The App does not guarantee compliance with any particular sector's, scheme's, or regulator's requirements (for example, NDIS compliance); audit readiness; legal compliance; or funding approval. Every case note remains a draft until you complete the in-app sign-off, which requires you to actively confirm the note is accurate and reflects the support delivered.
5. Eligibility & Intended Use
The App is intended for use by support workers and related professionals across care and human services settings, acting within their employment or engagement, for the purpose of drafting case notes about support they have personally delivered. You must be legally entitled to work in this capacity to use the App for that purpose.
6. Authorised Use
By using the App, users warrant that they:
- are authorised to use the application by their employer or engagement principal;
- are authorised to process the relevant person's information in their professional capacity;
- comply with employer policies regarding use of third-party documentation tools;
- comply with applicable privacy obligations, including the Privacy Act 1988 (Cth), and any practice standards relevant to their sector (such as the NDIS Practice Standards, where applicable).
7. Your Responsibilities
Users remain responsible for:
- Accuracy — ensuring every case note accurately reflects the support actually delivered;
- Completeness — reviewing AI-generated content for omissions;
- Appropriateness — confirming the language and content meet professional standards;
- Final approval — completing the in-app sign-off before relying on any case note;
- Storage of official records — transferring approved documentation to your organisation's approved record-keeping system.
Specific conduct required:
- Enter information about the person you support using only a first name, initials, nickname, or your own reference — never a surname, government ID, date of birth, address, phone, email, Medicare number, or emergency contact.
- Review every AI-generated case note in full before relying on it, signing off, exporting, or filing it.
- Keep your device secure, since case notes are stored locally on it.
- Enter only a general Support Location (e.g. "Client's home", "Community centre") — avoid street addresses or unnecessary identifying information.
8. Client / Participant Information
Users should avoid entering unnecessary identifying information about the person they support. The App recommends using a reference, initials, first names, or nicknames. The App does not require, and users must not enter, surnames, government or scheme identification numbers, dates of birth, addresses, phone numbers, email addresses, Medicare numbers, or emergency contact details.
9. AI-Generated Content — Important Disclaimer
Case notes are drafted by an AI system based on what you record or type. AI may make mistakes, omit information, or generate content that is inaccurate or incomplete. AI-generated content should always be reviewed before use. You, not the App or its publisher, are responsible for the final content of every case note you export, file, or rely on. AI-generated content should be treated as a draft requiring professional review before it is relied upon, submitted or incorporated into an official record.
10. Prohibited Uses
- Entering surnames, government or scheme identification numbers, dates of birth, addresses, phone numbers, emails, Medicare numbers, or emergency contact details into any field or voice recording.
- Using the App to generate documentation about support that was not actually delivered, or that you know to be false or misleading.
- Attempting to reverse-engineer, decompile, or interfere with the App's backend, security, or AI proxy.
- Using the App in a manner that breaches any applicable professional or sector code of conduct, your employer's policies, or applicable law.
11. Exports
Once documentation is exported from the App, the user controls that copy and VraiSys cannot delete exported copies. Users are responsible for the secure storage and disposal of all exported documents in accordance with their organisation's policies and applicable law.
12. Third-Party AI Services
The App relies on third-party AI processing (speech-to-text and language-model providers) to function, delivered through a secure server-side proxy. Service availability depends partly on those providers, which we do not control. See our Privacy Policy for details of the providers used.
13. Data & Privacy
Our Privacy Policy explains what information the App handles and how. Case notes are stored locally on your device; we do not maintain a server-side database of your notes. By using the App, you agree to the practices described in the Privacy Policy.
14. Intellectual Property
The App, including its design, code, and branding, is owned by VraiSys Pty Ltd (ABN 24 580 717 968) and protected by intellectual property laws. You retain ownership of the case note content you create using the App. We claim no ownership over your case notes.
15. Disclaimer of Warranties
Vraivo is provided "as is" and "as available", without warranties of any kind, whether express or implied, including but not limited to warranties of merchantability, fitness for a particular purpose, accuracy, or non-infringement, to the maximum extent permitted by law. We do not warrant that the App will be uninterrupted, error-free, or secure, or that AI-generated content will be accurate, complete, or fit for any compliance, legal, funding, or audit purpose in any sector.
16. Limitation of Liability
To the maximum extent permitted by law, VraiSys Pty Ltd will not be liable for any indirect, incidental, special, consequential, or punitive damages, or any loss of data, revenue, business opportunity, or professional standing, arising from your use of, or reliance on, the App or any AI-generated content. VraiSys is not responsible for decisions made by employers, funding bodies, regulators, auditors or courts based on documentation created using the App.
Our total aggregate liability arising out of or relating to the App will not exceed the amount you paid us in the 12 months preceding the claim. Nothing in these Terms excludes, restricts, or modifies any right or remedy that cannot lawfully be excluded, including any guarantee, warranty, or condition implied by the Australian Consumer Law.
17. Indemnification
You agree to indemnify and hold us harmless from any claims, damages, or expenses arising from your use of the App in breach of these Terms, or from case notes you have signed off, exported, or relied upon.
18. Termination
We may suspend or discontinue the App, or your access to it, at any time. Because your case notes are stored locally on your device, uninstalling or resetting the App will permanently remove them. Documents you have exported and any copies held in operating-system backups remain outside the App's control and are not affected by resetting or uninstalling the App.
19. Governing Law
These Terms are governed by the laws of South Australia, Australia, and you submit to the non-exclusive jurisdiction of its courts.
20. Changes to These Terms
We may update these Terms from time to time. Continued use of the App after changes take effect constitutes acceptance of the updated Terms.
21. Contact Us
Questions about these Terms can be directed to: