Last update: March 2026

Pixelroom Terms And Conditions


Document Reference: PR-TC-001

Effective Date: April 2026

Our Approach

At Pixelroom, we believe successful client relationships are built on clear communication, mutual respect and fair commercial practices.

These Terms & Conditions explain how we work with our clients, the responsibilities of both parties and the principles that guide our engagements.

We've written them in plain English because we believe important business documents should be easy to understand.

If you have any questions, we're always happy to discuss them before we begin working together.

The Commercial Foundation

Purpose

These Terms & Conditions set out the general terms under which Pixelroom provides consulting, implementation and managed business services to its clients.

They are intended to establish a clear understanding of the responsibilities of both Pixelroom and the Client throughout the engagement and should be read together with the applicable Proposal, Client Engagement Agreement and any other documents expressly referenced between the parties.

Where there is any inconsistency between these Terms & Conditions and an accepted Proposal, the Proposal will take precedence to the extent of that inconsistency.

Definitions

For the purposes of these Terms & Conditions:

Client means the individual, business or organisation engaging Pixelroom to provide services.


Pixelroom means Pixelroom ABN 73449092622


Proposal means the written proposal or Scope of Services provided by Pixelroom describing the services, deliverables, pricing and commercial arrangements.


Client Engagement Agreement means the signed agreement confirming the Client's acceptance of the Proposal and these Terms & Conditions.


Services means the consulting, implementation, configuration, optimisation, advisory, managed services and any other professional services provided by Pixelroom.


Monthly Investment means the recurring monthly amount payable by the Client for the agreed Services.


Business Day means Monday to Friday, excluding Queensland public holidays.


Third-Party Platforms means any external software, applications or services used as part of the engagement, including but not limited to GoHighLevel, Stripe, Google, Meta, OpenAI, Twilio and other technology providers.


Services

Pixelroom provides professional consulting and business improvement services designed to help clients improve customer communications, operational efficiency and business performance.

The specific Services to be provided will be described in the applicable Proposal.

Unless expressly stated otherwise, Pixelroom provides professional services and consulting expertise rather than guaranteeing any particular commercial outcome, increase in revenue or business performance.

Where recommendations are provided, the Client remains responsible for all business decisions and the implementation of those decisions unless implementation services have been specifically included within the agreed Proposal.

Deliverables approved by the Client will be deemed accepted. Any changes requested after approval may be treated as additional work and may incur additional fees.

Unless expressly stated otherwise in the Proposal, Pixelroom does not provide legal, accounting, taxation, financial planning, engineering or regulatory advice. Clients should obtain independent professional advice where appropriate.

Proposals & Acceptance

All Proposals issued by Pixelroom remain valid for thirty (30) days unless otherwise stated.

An engagement will commence only after:

  • the Proposal has been accepted by the Client;

  • the Client Engagement Agreement has been signed (where applicable); and

  • the initial payment has been successfully received unless otherwise agreed in writing.

Any changes requested by the Client after acceptance may require a revised Proposal or a written variation.

Pixelroom reserves the right to decline requested changes that materially alter the agreed scope of work without a revised commercial agreement.

Fees & Payment

The Client agrees to pay the fees set out in the accepted Proposal.

Unless otherwise agreed in writing:

  • Monthly Investments are payable in advance.

  • Payments will be automatically processed using the nominated payment method on the monthly anniversary of the service commencement date.

  • All prices are quoted in Australian Dollars (AUD).

  • GST will be applied where required under Australian taxation legislation.

Unless otherwise stated within the Proposal, the Monthly Investment includes the standard platform, telephony and AI processing costs reasonably required to deliver the agreed Services.

Additional work requested outside the agreed scope may be quoted separately and will not commence until approved by the Client.

Payment Failures

If a scheduled payment cannot be successfully processed, Pixelroom may attempt to process the payment again using the Client's nominated payment method.

The Client agrees to maintain valid payment details throughout the engagement.

Where payment remains outstanding for fourteen (14) days after the original due date, Pixelroom may, at its discretion:

  • suspend part or all of the Services;

  • pause active project work;

  • suspend access to managed systems where appropriate; or

  • delay future scheduled work until the account has been brought up to date.

Pixelroom will make reasonable efforts to notify the Client before any suspension of Services.

The suspension of Services does not relieve the Client of their obligation to pay outstanding amounts.

Price Reviews

Pixelroom may review its pricing from time to time to reflect changes in operating costs, technology licensing, supplier pricing or the scope of Services provided.

Where an ongoing Monthly Investment is affected, Pixelroom will provide not less than thirty (30) days' written notice before any pricing change takes effect.

Where the Client does not agree to the revised pricing, either party may elect to end the engagement in accordance with these Terms & Conditions.

Price reviews will be undertaken reasonably and in good faith.

Part 2 – Working Together

Client Responsibilities

To enable Pixelroom to provide the agreed Services effectively, the Client agrees to:

  • provide accurate and complete information reasonably required to deliver the Services;

  • provide timely access to systems, accounts, websites, software platforms and other resources where required;

  • nominate an authorised representative to make decisions and provide approvals on behalf of the Client where appropriate;

  • respond to requests for information, approvals or feedback within a reasonable timeframe;

  • ensure all content, images, logos, trademarks and other materials supplied to Pixelroom are owned by the Client or used with the appropriate permission or licence; and

  • comply with all applicable laws and regulations relevant to their business and industry.

The Client acknowledges that delays in providing information, approvals or system access may affect delivery timeframes and project outcomes.

Where delays occur due to the Client's actions or inaction, Pixelroom will make reasonable efforts to minimise disruption but accepts no responsibility for resulting delays.

Pixelroom Responsibilities

Pixelroom will provide the Services with reasonable care, skill and professionalism consistent with accepted industry practice.

Throughout the engagement, Pixelroom will:

  • act honestly, professionally and in good faith;

  • provide advice and recommendations based on the information reasonably available at the time;

  • use reasonable efforts to deliver the agreed Services within the anticipated timeframes;

  • keep the Client informed of any material issues that may affect delivery; and

  • communicate openly regarding recommended improvements, risks or opportunities identified during the engagement.

Pixelroom will exercise professional judgement when providing advice and recommendations but does not warrant that every recommendation will be suitable for every business or circumstance.

Client Communications & Support

Pixelroom is committed to providing professional and responsive client support throughout the engagement.

Client enquiries will be responded to as soon as reasonably practicable during normal Business Days.

As Pixelroom provides consulting, implementation and advisory services, immediate responses cannot always be guaranteed. Pixelroom may be attending client meetings, conducting workshops, travelling or otherwise engaged in delivering services.

Where a critical interruption to the agreed Services occurs, Pixelroom will make reasonable efforts to respond as soon as practicable, taking into account the nature and urgency of the issue.

Unless otherwise agreed in writing, Pixelroom does not provide guaranteed response times, service level agreements (SLAs) or twenty-four (24) hour support.

Third-Party Platforms

Many of Pixelroom's Services rely upon software, applications and technology provided by independent third-party providers.

These may include, but are not limited to:

  • GoHighLevel

  • Stripe

  • Google

  • Microsoft

  • Meta

  • Twilio

  • OpenAI

  • Domain and website hosting providers

  • Email providers

  • SMS and telecommunications providers

The Client acknowledges that Pixelroom does not own or control these third-party services.

Accordingly, Pixelroom is not responsible for:

  • outages or service interruptions;

  • software defects or platform bugs;

  • changes to features, functionality or pricing introduced by third-party providers;

  • service limitations imposed by third-party providers;

  • delays caused by external platform providers; or

  • decisions made by third-party providers affecting the availability or operation of their services.

Where a third-party issue affects the Client's Services, Pixelroom will make reasonable efforts to assist the Client in identifying the issue and, where appropriate, liaise with the relevant provider.

Any fees charged directly by third-party providers remain the responsibility of the Client unless expressly included within the Proposal.

Passwords & Security

The Client is responsible for maintaining appropriate security of their own accounts, passwords and authentication methods.

Data Backups

Unless specifically included within the Proposal, Pixelroom is not responsible for maintaining independent backups of Client data or systems.

AI-Assisted Services

Where agreed as part of the Services, Pixelroom may utilise artificial intelligence (AI), automation technologies and machine learning tools to assist in delivering certain services.

These technologies may include AI voice agents, AI chat agents, workflow automation, content generation, knowledge management and other intelligent business solutions.

The Client acknowledges that AI-generated responses, recommendations and outputs may not always be complete, accurate or appropriate for every circumstance.

While Pixelroom takes reasonable care in the configuration, testing and optimisation of AI-assisted services, no AI system should be relied upon as the sole basis for legal, financial, medical, regulatory or other significant business decisions.

The Client remains responsible for reviewing and approving all significant decisions, communications and business actions arising from AI-assisted services.

Pixelroom will make reasonable efforts to improve AI performance over time through ongoing optimisation where such services form part of the agreed engagement.

Ownership & End of Engagement

Intellectual Property

Unless otherwise agreed in writing, all intellectual property owned by either party before the commencement of the engagement remains the property of that party.

Upon receipt of all amounts due under the agreed Proposal, the Client will own the final deliverables specifically created for the Client as part of the Services, unless otherwise stated in the Proposal.

Pixelroom retains ownership of all pre-existing intellectual property, methodologies, frameworks, templates, processes, documentation, software configurations, automation techniques, know-how and other proprietary materials developed independently of the Client engagement.

Nothing in these Terms & Conditions transfers ownership of Pixelroom's business methods, operating procedures, internal documentation or reusable assets.

Pixelroom reserves the right to continue using its general knowledge, experience, methodologies and skills acquired during the engagement for the benefit of other clients, provided no confidential information belonging to the Client is disclosed.

Marketing Permission

Unless the Client requests otherwise in writing, Pixelroom may identify the Client as a customer and display publicly available information, completed work or the Client's business name and logo within Pixelroom's portfolio, website or marketing materials.

Pixelroom will not disclose confidential information without the Client's prior consent.

Confidentiality

Both parties acknowledge that, during the course of the engagement, they may receive confidential or commercially sensitive information relating to the other party.

Each party agrees to:

  • keep confidential information secure and confidential;

  • use confidential information only for the purposes of the engagement;

  • not disclose confidential information to any third party unless authorised by the other party or required by law; and

  • take reasonable steps to protect confidential information from unauthorised access or disclosure.

This obligation does not apply to information that:

  • is already publicly available;

  • becomes publicly available through no fault of the receiving party;

  • was lawfully obtained from another source; or

  • is required to be disclosed by law or a court of competent jurisdiction.

The obligations of confidentiality survive the termination of the engagement.

Privacy

Pixelroom is committed to handling personal information responsibly and in accordance with applicable Australian privacy legislation.

Where personal information is collected during the engagement, it will be used only for the purposes of delivering the agreed Services, administering the client relationship and complying with legal obligations.

Pixelroom will take reasonable steps to protect personal information from unauthorised access, misuse or disclosure.

Where third-party platforms are used to deliver the Services, the Client acknowledges that personal information may also be processed in accordance with the privacy policies and practices of those third-party providers.

Suspension of Services

Pixelroom may suspend part or all of the Services where reasonably necessary, including where:

  • payments remain outstanding in accordance with these Terms & Conditions;

  • the Client requests work that is unlawful, unethical or outside the agreed scope;

  • continued delivery of the Services would expose Pixelroom to legal, regulatory or security risks;

  • the Client fails to provide information, approvals or access reasonably required to continue the engagement; or

  • circumstances beyond Pixelroom's reasonable control prevent the continued delivery of the Services.

Where practical, Pixelroom will provide reasonable notice before suspending the Services and will work with the Client to resolve the issue wherever possible.

Suspension does not terminate the agreement or relieve the Client of any outstanding payment obligations.

Termination

Either party may terminate the engagement by providing thirty (30) days' written notice, unless otherwise specified in the Proposal or Client Engagement Agreement.

Pixelroom may terminate the engagement immediately where:

  • the Client commits a material breach of these Terms & Conditions and fails to remedy that breach within a reasonable period after receiving written notice;

  • the Client engages in unlawful, fraudulent or abusive conduct;

  • continued engagement would expose Pixelroom to unacceptable legal, regulatory or reputational risk; or

  • the Client becomes insolvent or enters external administration.

Upon termination:

  • All outstanding invoices for Services performed up to the termination date remain payable in accordance with the agreed payment terms.

  • completed work performed up to the termination date remains payable;

  • recurring Services will cease at the end of the applicable notice period unless otherwise agreed; and

  • each party will return or securely dispose of confidential information belonging to the other where reasonably practicable.

Termination does not affect any rights or obligations that accrued before the termination date.

Transition Assistance

Where the Client chooses to end the engagement, Pixelroom will make reasonable efforts to assist with an orderly transition of the agreed Services.

Subject to payment of all outstanding amounts, Pixelroom may provide reasonable assistance to:

  • transfer administrative access to client-owned systems;

  • provide relevant documentation created specifically for the Client;

  • hand over agreed project materials;

  • assist with the transition to another provider where reasonably requested.

Unless otherwise included within the Proposal, transition assistance beyond standard handover activities may be quoted separately or charged at Pixelroom's then current consulting rates.

Once the agreed transition has been completed, responsibility for the ongoing operation, maintenance, configuration and performance of the transferred systems or services passes to the Client or their nominated service provider, unless otherwise agreed in writing.

Part 3 - Legal Framework

Warranties

Pixelroom warrants that the Services will be provided with reasonable care, skill and diligence consistent with accepted professional standards.

Except as expressly stated in these Terms & Conditions or required by law, Pixelroom makes no representation or warranty that:

  • the Services will achieve any particular commercial outcome;

  • the Client's revenue, profitability or business performance will increase;

  • third-party software or platforms will operate without interruption or error; or

  • AI-assisted services will produce complete, accurate or uninterrupted results in every circumstance.

The Client acknowledges that business outcomes are influenced by many factors outside Pixelroom's reasonable control, including market conditions, customer behaviour, internal business practices and decisions made by the Client.

Limitation of Liability

To the maximum extent permitted by law, Pixelroom's total aggregate liability arising from or relating to the Services, whether in contract, tort (including negligence), statute or otherwise, will not exceed the total fees paid by the Client to Pixelroom during the twelve (12) months immediately preceding the event giving rise to the claim.

Pixelroom is not liable for any indirect, incidental, consequential or special loss or damage, including but not limited to:

  • loss of profits;

  • loss of revenue;

  • loss of business opportunities;

  • loss of goodwill;

  • loss of data; or

  • business interruption,

except where such liability cannot be excluded under applicable law.

Nothing in these Terms & Conditions excludes or limits any rights or remedies that cannot lawfully be excluded under the Australian Consumer Law or any other applicable legislation.

Force Majeure

Neither party will be liable for any delay or failure to perform its obligations where that delay or failure results from circumstances beyond its reasonable control.

Such circumstances may include, but are not limited to:

  • natural disasters;

  • severe weather events;

  • fire;

  • flood;

  • pandemic;

  • industrial disputes;

  • government actions;

  • widespread internet or telecommunications failures;

  • cyber security incidents affecting third-party providers; or

  • failures of third-party infrastructure.

The affected party will notify the other party as soon as reasonably practicable and will use reasonable efforts to minimise the impact of the event.

Where a Force Majeure event continues for an extended period and materially prevents the delivery of the Services, either party may terminate the engagement by written notice without penalty.

Dispute Resolution

Both parties agree to act in good faith and use reasonable efforts to resolve any dispute arising under these Terms & Conditions through discussion before commencing legal proceedings.

If a dispute cannot be resolved through informal discussions, the parties agree to attempt to resolve the matter through mediation before commencing court proceedings, unless urgent legal action is reasonably required.

Nothing in this clause prevents either party from seeking urgent injunctive or other equitable relief where necessary to protect its legal rights.

Governing Law

These Terms & Conditions are governed by the laws of the State of Queensland, Australia.

Both parties submit to the non-exclusive jurisdiction of the courts of Queensland and any courts entitled to hear appeals from those courts.

General Provisions

Entire Agreement

These Terms & Conditions, together with the accepted Proposal, Client Engagement Agreement and any documents expressly incorporated by reference, constitute the entire agreement between the parties and supersede all previous discussions, representations or understandings relating to the Services.

Amendments

No amendment to these Terms & Conditions will be effective unless agreed in writing by both parties.

Pixelroom may update these Terms & Conditions from time to time for future engagements. Updated Terms & Conditions will not apply retrospectively unless agreed by both parties.

Independent Contractor

Nothing in these Terms creates a partnership, employment or joint venture.

Severability

If any provision of these Terms & Conditions is found to be invalid, illegal or unenforceable, the remaining provisions will continue in full force and effect.

Assignment

Neither party may assign or transfer its rights or obligations under these Terms & Conditions without the prior written consent of the other party, except where required by law or as part of the sale or restructure of a business.

Waiver

A failure or delay by either party to exercise any right under these Terms & Conditions does not constitute a waiver of that right.

Electronic Execution

These Terms & Conditions, the Client Engagement Agreement and any Proposal may be executed electronically.

Electronic signatures and electronic acceptance are deemed to have the same legal effect as handwritten signatures, to the extent permitted by applicable law.

Document Control

Document Reference: PR-TC-001

  • Document Title: Pixelroom Terms & Conditions

  • Version: 1.0

  • Effective Date: April 2026

  • Owner: Pixelroom

  • Review Frequency: Bi-annual

  • Next Review Date: October 2026

  • Classification: Client Facing Commercial Document

Pixelroom
📧 hey@pixelroom.com.au