Handover HQHandover HQ

Acceptable Use Policy

Effective Date: 11 February 2026 · Document Ref: HHQ-POL-AUP-001

ABN 34 689 167 477 · ACN 689 167 477

Acceptable Use Policy

Responsible and lawful use of the Handover HQ platform

Effective Date: 11 February 2026

Document Reference: HHQ-POL-AUP-001

Classification: PUBLIC

Review Cycle: Annual (or upon material change)

1. Purpose

This Acceptable Use Policy (AUP) sets out the rules and standards for using the Handover HQ Pty Ltd (ABN 34 689 167 477 · ACN 689 167 477) platform and services (the Service). This AUP is incorporated into and forms part of our Terms of Service. By using the Service, including during the Free Trial period, you agree to comply with this AUP.

Handover HQ is committed to responsible AI development and ensuring our platform is used lawfully, ethically, and in a manner that respects the rights and dignity of all individuals involved in the knowledge transfer process.

2. Applicability

This AUP applies to all users of the Service, including those on the three (3) month Free Trial, paid subscription plans, and any other access arrangements. Violation of this AUP during the Free Trial may result in immediate termination of the trial without notice.

3. General Principles

You agree to use the Service only for lawful purposes and in accordance with these principles:

  • Use the Service in compliance with all applicable laws, regulations, and industry standards.
  • Respect the privacy, dignity, and rights of departing employees and all individuals whose information is processed through the platform.
  • Provide accurate and truthful information to the Service.
  • Use AI-generated outputs responsibly, with appropriate human review and oversight.
  • Maintain the confidentiality and security of information processed through the platform.

    • 4. Prohibited Uses

    You must not use the Service to:

    4.1 Unlawful or Harmful Activities

  • Engage in or facilitate any activity that violates applicable laws or regulations.
  • Process information in violation of employment law, privacy law, anti-discrimination law, or workplace health and safety legislation.
  • Harass, intimidate, coerce, or discriminate against any individual, including departing employees.
  • Use the Service in connection with unfair dismissal, constructive dismissal, or any form of workplace retaliation.

    • 4.2 Data Misuse

  • Collect or process personal information without proper legal basis, consent, or authorisation.
  • Use departing employee data for purposes other than legitimate knowledge transfer and business continuity.
  • Share, sell, or otherwise disclose personal information obtained through the Service to unauthorised third parties.
  • Retain personal information beyond the period necessary for its intended purpose or beyond any applicable legal retention requirements.

    • 4.3 AI and Content Misuse

  • Attempt to reverse engineer, extract, or replicate Handover HQ's AI models, algorithms, or proprietary technology.
  • Use AI-generated outputs to make employment decisions without appropriate human review and oversight.
  • Misrepresent AI-generated content as having been created by a human.
  • Input content that is defamatory, obscene, threatening, or that infringes the intellectual property rights of others.
  • Use the Service to generate misleading or fraudulent handover documentation.

    • 4.4 System Integrity

  • Attempt to gain unauthorised access to any part of the Service, other users' accounts, or connected systems.
  • Introduce viruses, malware, or any other harmful code into the Service.
  • Interfere with or disrupt the integrity or performance of the Service or its infrastructure.
  • Use automated tools (bots, scrapers, etc.) to access the Service except through our documented API.
  • Probe, scan, or test the vulnerability of the Service without prior written authorisation.

    • 4.5 Circumvention and Trial Abuse

  • Circumvent, disable, or interfere with any security features or usage limits of the Service.
  • Share account credentials with unauthorised individuals or allow others to use your account.
  • Create multiple accounts to circumvent credit limits, free trial restrictions, or enforcement actions.
  • Register for multiple Free Trials using different email addresses, aliases, or organisation names for the purpose of obtaining additional trial entitlements beyond the one (1) Free Trial permitted per organisation.

    • 5. Employee Rights and Ethical Use

    Given that Handover HQ processes sensitive information about departing employees, we hold all users to a heightened standard of ethical conduct:

  • Informed Participation: Departing employees should be informed about the handover process and their rights in relation to the information being captured. Participation in handover processes, including voice interviews, should be voluntary.
  • Fair Representation: Information captured through the Service should be used to preserve institutional knowledge, not to evaluate, rate, or make judgments about the departing employee's performance or character.
  • Data Minimisation: Only capture information that is reasonably necessary for business continuity and knowledge transfer purposes.
  • Transparency: Be transparent with departing employees about how their information will be used, stored, and who will have access to it.

    • 6. Reporting Violations

    If you become aware of any violation of this AUP, please report it to us immediately at enquiries@handoverhq.com / enquiries@handoverhq.ai. We take all reports seriously and will investigate promptly.

    7. Enforcement

    We reserve the right to investigate any suspected violation of this AUP and take appropriate action, which may include:

  • Issuing a warning.
  • Temporarily suspending your access to the Service.
  • Immediately terminating a Free Trial without notice.
  • Permanently terminating your account.
  • Removing or disabling access to content that violates this AUP.
  • Reporting violations to relevant law enforcement or regulatory authorities.

    • Where practicable, we will provide notice before taking enforcement action, unless immediate action is necessary to protect the safety, security, or integrity of the Service or other users.

    8. Changes to This Policy

    We may update this AUP from time to time to reflect changes in our Service, applicable laws, or industry best practices. We will notify you of material changes through our Service or by email. Continued use of the Service after changes take effect constitutes acceptance of the updated AUP.

    9. Contact Us

    For questions about this Acceptable Use Policy, please contact us at:

    Email: enquiries@handoverhq.com / enquiries@handoverhq.ai

    Handover HQ Pty Ltd (ABN 34 689 167 477 · ACN 689 167 477)

    Websites: handoverhq.com and handoverhq.ai