Please read these terms carefully before using Proactive AI's website or services.
Last updated: June 2026 · Proactive AI · ABN 89 628 778 147
This Terms and Conditions document is a working template and does not constitute legal advice. You should seek independent legal advice from a qualified professional before relying on any part of this document. Proactive AI accepts no liability for any loss or damage arising from its use.
These Terms and Conditions ("Terms") govern your use of the Proactive AI website ("Website") and services offered by Proactive AI ("we", "us", "our"), an AI automation company based in Australia. By accessing and using this Website, you agree to comply with and be bound by these Terms. If you do not agree with these Terms, please refrain from using the Website.
By using our Website and services, you confirm that you have read, understood, and agreed to these Terms. We reserve the right to modify these Terms at any time, and such changes will be posted on this page. Your continued use of the Website after such changes will constitute your acceptance of those changes.
You must be at least 18 years of age or have the consent of a legal guardian to use our Website and services. By using this Website, you represent and warrant that you meet these eligibility requirements.
Proactive AI provides AI-powered automation solutions for medical and allied health businesses. Our services include, but are not limited to, AI-powered SMS automations, voice automations, appointment scheduling, patient communication, lead generation and follow-up sequences, CRM integration, conversational AI design, and other related AI automation services ("Services"). By using our Services, you agree to follow all instructions and guidelines provided by us.
In order to access certain features of the Website or use our Services, you may be required to create an account. When you create an account, you agree to provide accurate, current, and complete information and to update it as necessary. You are responsible for maintaining the confidentiality of your account and for all activities that occur under your account.
All content on the Website, including text, graphics, logos, images, videos, software, AI automation frameworks, conversational flows, prompt designs, and bot configurations, is owned by Proactive AI or its licensors and is protected by Australian and international copyright laws. You may not copy, modify, distribute, reverse-engineer, or create derivative works based on any content from the Website without our express written consent.
Our AI-powered automations are designed to assist medical and allied health businesses with patient communications, appointment management, and customer engagement. While we strive for accuracy and reliability, AI-generated responses may occasionally contain errors or inaccuracies. Our AI services are not a substitute for professional advice, including but not limited to legal, medical, financial, or accounting advice. You acknowledge that:
By using our Website and AI Services, you agree not to:
By using our AI-powered Services, you acknowledge that patient and customer interactions with AI automations may be recorded, stored, and analysed for the purposes of improving service quality and generating performance reports. You are responsible for informing your patients and end users that they may be interacting with an AI-powered system and for obtaining any necessary consents required under applicable privacy legislation, including the Australian Privacy Act 1988 (Cth).
By using our AI-powered Services, you acknowledge that patient and customer interactions with AI automations may be recorded, stored, and analysed for the purposes of improving service quality and generating performance reports. You are responsible for informing your patients and end users that they may be interacting with an AI-powered system and for obtaining any necessary consents required under applicable privacy legislation, including the Australian Privacy Act 1988 (Cth).
While Australia does not yet have a standalone AI Act, AI is actively regulated through a combination of existing laws and voluntary frameworks. Proactive AI is committed to operating in compliance with all applicable frameworks, including those listed below. This section summarises the key regulatory obligations and standards we adhere to:
The primary federal law governing how personal and health information is collected, used, stored, and disclosed. All 13 Australian Privacy Principles (APPs) apply to Proactive AI as a handler of health information, regardless of business size. The Privacy and Other Legislation Amendment Act 2024 introduced new enforcement powers, a statutory tort for serious privacy invasions (effective June 2025), and automated decision-making transparency requirements (effective December 2026).
Published by the Department of Industry, Science and Resources. Voluntary but widely adopted as the foundational framework for responsible AI design and deployment in Australia. Proactive AI's full commitment to all 8 principles is set out in section 19 of these Terms.
Published by the National AI Centre (NAIC), this guidance sets out six essential practices for safe and responsible AI governance. It is the primary government guidance for responsible AI adoption and replaces the earlier Voluntary AI Safety Standard. Proactive AI aligns its operations with these six practices.
Australia's whole-of-government strategic policy for developing, deploying, and governing AI. The Plan confirms Australia will manage AI risks through existing legal frameworks rather than a standalone AI Act, supported by the new Australian AI Safety Institute (operational early 2026).
Regulates harmful digital content and applies to AI-generated communications. Proactive AI does not generate or facilitate harmful, misleading, or unsafe content through any of its AI automations.
Prohibits misleading or deceptive conduct, including through AI-generated outputs. All AI communications deployed by Proactive AI are configured to be accurate, truthful, and consistent with the information provided by our clients. The proposed Unfair Trading Practices Bill 2026 explicitly includes AI-enabled manipulation within its scope — Proactive AI does not engage in any such practices.
Our SMS automation services operate in compliance with the Spam Act 2003 (Cth) and the Telecommunications Act 1997 (Cth), as administered by the Australian Communications and Media Authority (ACMA). All SMS communications require appropriate consent and include clear opt-out mechanisms.
AI systems used in healthcare contexts may be subject to oversight by the Therapeutic Goods Administration (TGA) if classified as Software as a Medical Device (SaMD). Proactive AI's systems are designed to support administrative and communication functions only — they do not provide clinical advice or make medical decisions — and are not currently classified as SaMD. Clients remain responsible for all clinical decisions.
Your use of the Website is also governed by our Privacy Policy. Please review our Privacy Policy to understand how we collect, use, and protect your personal data.
If applicable, you agree to pay for any Services that you purchase through the Website. All payments are due in accordance with the terms specified at the time of purchase. AI service subscriptions are billed on a recurring basis as outlined in your service agreement. We reserve the right to suspend or terminate your access to the Services, including deactivating any active AI automations, if payment is not received.
While we endeavour to maintain high availability of our AI automation services, we do not guarantee uninterrupted or error-free operation. Scheduled maintenance, third-party platform outages (including CRM, telephony, and messaging providers), and unforeseen technical issues may result in temporary service disruptions. We will make reasonable efforts to notify you of planned downtime in advance.
To the maximum extent permitted by law, Proactive AI is not liable for any indirect, incidental, special, or consequential damages arising from your use or inability to use the Website or Services, including but not limited to loss of data, loss of profits, loss of leads, missed appointments, inaccurate AI-generated responses, or other damages. Our liability for any claim arising from the use of the Website or Services shall be limited to the amount you have paid for the Service in question.
Our Services may integrate with or contain links to third-party platforms, including but not limited to CRM systems, telephony providers, payment processors, and messaging platforms. We do not control or endorse the content, practices, or availability of these third-party services and are not responsible for any damages, losses, or service interruptions that may arise from your use of them.
You agree to indemnify and hold harmless Proactive AI, its affiliates, officers, employees, agents, and licensors from any claims, damages, liabilities, and expenses (including legal fees) arising from your use of the Website or Services, your violation of these Terms, or your infringement of any third-party rights.
We reserve the right to suspend or terminate your access to the Website and Services at our sole discretion, with or without notice, for any reason, including violation of these Terms. Upon termination, any active AI automations deployed on your behalf may be deactivated, and access to associated data and analytics may be revoked.
These Terms are governed by and construed in accordance with the laws of Victoria, Australia. Any disputes arising under these Terms shall be resolved in the courts located in Victoria.
If any provision of these Terms is deemed unlawful, void, or unenforceable, the remaining provisions will remain in full effect.
Proactive AI is committed to designing and deploying all AI automation solutions in alignment with Australia's 8 AI Ethics Principles. All services also comply with the Australian Privacy Principles (APPs) and the Notifiable Data Breaches Scheme. The following commitments describe how each principle is upheld in our services:
Our AI automations are designed exclusively to benefit patients, healthcare providers, and the broader community — by reducing missed care opportunities, improving access to information, and relieving administrative burden on healthcare teams.
Patients always retain the right to speak with a human. Our AI systems are configured to escalate to a real person upon request and will never override patient autonomy, engage in deception, or prevent a patient from accessing human care.
Our AI systems are designed to be inclusive and accessible to all patients regardless of age, background, language, or ability. Our multilingual capability specifically ensures patients from diverse communities can access the same quality of response. We do not design or configure AI systems in ways that could result in unfair discrimination.
All patient and client data is handled in accordance with the Australian Privacy Act 1988 (Cth). Data is encrypted in transit and at rest, access is strictly controlled, and data is never sold or shared with third parties. Full details are set out in our Privacy Policy.
All AI systems deployed by Proactive AI are tested before go-live and monitored on an ongoing basis. AI responses are configured using only content approved by the client. We maintain incident response protocols and will promptly notify clients of any system issue that may affect patient communications.
All AI systems deployed by Proactive AI are required to identify themselves as AI to patients and callers at the start of every interaction. Patients are never deceived into believing they are speaking with a human. Clients are provided with clear documentation of how their AI system operates, what it can and cannot do, and how responses are generated.
Patients and clients have the right to question, challenge, or seek review of any AI-generated response or outcome. A human contact — Paul Dorotich CPA — is always available to address concerns. Clients may request a review of any AI interaction log at any time by contacting [email protected].
Proactive AI — and specifically Paul Dorotich CPA — accepts full accountability for the design, configuration, and ongoing operation of all AI systems deployed on behalf of clients. Clients are accountable for the accuracy of content they provide to train or configure AI systems. Both parties' responsibilities are clearly set out in the service agreement.
These principles are consistent with the Australian Government's AI Ethics Principles published by the Department of Industry, Science and Resources. Read the full principles →
Website: proactiveai.pro
Email: [email protected]
ABN: 89 628 778 147
Mildura, Victoria, Australia