Lead Pilot Systems – Terms & Conditions
Effective Date: 19/05/2026
These Terms & Conditions (“Agreement”) govern the services provided by Lead Pilot Systems (“we”, “us”, “our”) to the client (“you”, “your”, “client”). By purchasing, subscribing to or using our services, you agree to these Terms & Conditions.
1. About Our Services
Lead Pilot Systems provides communication automation, workflow setup, client communication systems, booking support systems and related implementation services for appointment-based businesses.
Our services may include:
Communication workflow setup
Automated SMS responses
Missed call text-back systems
Booking workflow support
Reminder automation
Follow-up communication systems
CRM configuration
Client communication dashboards
AI-assisted communication tools
Automation integrations
Calendar and booking integrations
System optimisation and support
Unless expressly agreed in writing, Lead Pilot Systems does not provide:
Marketing services
Paid advertising management
SEO services
Guaranteed lead generation
Guaranteed business growth
Legal advice
Financial advice
Medical advice
IT infrastructure management
Custom software development
2. No Guarantee Of Results
Lead Pilot Systems provides systems, workflows and automation solutions designed to assist businesses in managing communication and client journeys more efficiently.
While our systems may help improve operational efficiency, response times and communication consistency, we do not guarantee:
Revenue increases
Sales increases
Lead generation outcomes
Booking increases
Business growth
Client retention outcomes
Specific conversion rates
Elimination of missed appointments
Elimination of no-shows
Business results depend on numerous factors outside our control including your staff performance, business operations, marketing activity, customer demand, pricing, competition and internal processes.
3. Client Responsibilities
You agree to:
Provide accurate information
Provide required account access and permissions
Maintain your own third-party subscriptions where required
Ensure your business complies with all applicable laws and regulations
Review automation workflows before implementation where requested
Notify us of any issues promptly
Ensure your team understands how to use implemented systems
Maintain appropriate internet, phone and software services
You are responsible for:
Your staff actions
Your client communications
Your business operations
Your compliance obligations
Your customer data
Reviewing automated communications before approval
Delays caused by failure to provide required access, approvals or information may affect implementation timelines.
4. Third-Party Platforms & Integrations
Our services may integrate with third-party software and platforms including but not limited to:
GoHighLevel
Twilio
Meta
Stripe
Calendly
CRM platforms
Calendar providers
SMS providers
Email providers
Lead Pilot Systems is not responsible for:
Third-party outages
API failures
Platform downtime
Account suspensions
Software changes made by third parties
Third-party billing issues
Platform policy changes
SMS delivery failures caused by carriers or providers
Calendar sync interruptions
Third-party security incidents
Third-party providers may change pricing, functionality or policies at any time.
Any third-party fees remain your responsibility unless otherwise agreed.
5. Communication Systems & Automation Disclaimer
Automation systems rely on internet connectivity, software integrations, carrier networks and external platforms.
While we take reasonable care in setup and configuration, you acknowledge that:
Automated systems may occasionally fail
Messages may not always deliver successfully
Carriers may block or delay messages
Calendar integrations may disconnect
AI-generated responses may require human review
Technical issues may occur outside our control
You remain responsible for monitoring your business communications and ensuring your clients are appropriately supported.
Lead Pilot Systems is not liable for:
Missed enquiries
Missed appointments
Lost sales
Communication delays
Booking errors
Scheduling conflicts
Incorrect customer information
Business interruption
Lost profits
6. Setup & Implementation
Setup fees cover:
System configuration
Workflow creation
Integration setup
Initial onboarding
Testing and implementation
Communication configuration
Implementation timeframes vary depending on:
Business complexity
Third-party integrations
Client responsiveness
Access requirements
Scope of services
Estimated timelines are indicative only and are not guaranteed.
7. Subscription Services
Where services are provided on a subscription basis:
Fees are billed in advance
Billing may occur weekly, monthly or annually depending on your plan
Ongoing subscriptions automatically renew unless cancelled
You authorise recurring payments using your nominated payment method
Failure to pay invoices by the due date may result in:
Suspension of services
Restriction of platform access
Removal of automation functionality
Cancellation of services
Lead Pilot Systems reserves the right to change pricing with reasonable notice.
8. Cancellation Policy
Unless otherwise agreed in writing:
Subscription services require 14 days written notice to cancel
Setup fees are non-refundable once work has commenced
Monthly subscription fees already paid are non-refundable
Cancellation does not remove outstanding payment obligations
If services are cancelled:
Access to systems may be removed
Automations may stop functioning
Hosted assets may be deleted after a reasonable period
Clients are responsible for exporting any required data prior to cancellation.
9. Refund Policy
Due to the nature of digital services, automation setup and implementation work:
Setup fees are generally non-refundable once work has commenced
Refunds are assessed at our discretion
Completed implementation work is non-refundable
Subscription fees already incurred are non-refundable
Nothing in this Agreement excludes rights available under Australian Consumer Law.
10. Intellectual Property
Unless otherwise agreed in writing:
Lead Pilot Systems retains ownership of workflows, templates, automations, processes and proprietary systems developed by us
Clients receive a non-exclusive licence to use implemented systems during active service periods
Clients may not copy, resell or redistribute proprietary systems or workflows without written permission
Client-owned content, branding and business information remain the property of the client.
11. Confidentiality
Both parties agree to keep confidential information private and not disclose confidential information to third parties unless required by law.
Confidential information includes:
Business processes
Client data
Login credentials
Pricing
Internal workflows
Commercial information
This obligation survives termination of services.
12. Privacy & Data
Lead Pilot Systems may collect and store information required to deliver services.
We take reasonable steps to protect client information; however, no internet-based system is completely secure.
Clients are responsible for ensuring they comply with:
Privacy Act requirements
Spam laws
SMS marketing laws
Customer consent requirements
Data protection obligations
You are responsible for obtaining appropriate consent from your customers before sending marketing communications.
13. Limitation Of Liability
To the maximum extent permitted by law:
Lead Pilot Systems will not be liable for:
Indirect losses
Consequential losses
Loss of revenue
Loss of profits
Loss of business opportunity
Loss of data
Business interruption
Reputational damage
Our total liability relating to any claim is limited to the total fees paid by you to Lead Pilot Systems during the 3 months preceding the claim.
Nothing in this Agreement excludes liability that cannot legally be excluded under Australian law.
14. Indemnity
You agree to indemnify and hold harmless Lead Pilot Systems, its owners, contractors and affiliates against claims, liabilities, damages, costs and expenses arising from:
Your business operations
Your use of the systems
Your communications with customers
Your breach of laws or regulations
Your misuse of automation systems
Your customer disputes
15. Fair Use & Acceptable Use
You agree not to use our systems for:
Spam
Illegal activity
Fraudulent activity
Harassment
Misleading communications
Unlawful marketing
Sending unsolicited messages in breach of Australian law
Lead Pilot Systems reserves the right to suspend services where misuse is suspected.
16. Support & Maintenance
Support availability may vary depending on your plan.
Support does not include:
Third-party software support
Staff training beyond agreed onboarding
Custom development unless separately quoted
Hardware troubleshooting
Emergency after-hours support unless separately agreed
We may perform maintenance, updates or workflow adjustments where required.
17. Independent Contractor Relationship
Lead Pilot Systems operates as an independent service provider.
Nothing in this Agreement creates:
A partnership
Employment relationship
Joint venture
Agency relationship
18. Force Majeure
Lead Pilot Systems is not liable for delays or failure to perform caused by events beyond reasonable control including:
Internet outages
Platform outages
Government actions
Natural disasters
Cyber attacks
Telecommunications failures
Power failures
Third-party service interruptions
19. Changes To Terms
We may update these Terms & Conditions from time to time.
Updated terms become effective upon publication on our website or notification to clients.
Continued use of services constitutes acceptance of updated terms.
20. Governing Law
These Terms & Conditions are governed by the laws of Queensland, Australia.
Any disputes arising in connection with these Terms shall be subject to the jurisdiction of the courts of Queensland, Australia.
21. Contact Information
Lead Pilot Systems
Email: [email protected]
Website: https://leadpilotsystems.com.au
22. Australian Consumer Law
Nothing in these Terms & Conditions excludes, restricts or modifies any consumer guarantees, rights or remedies available under the Australian Consumer Law where such rights cannot legally be excluded.
23. Entire Agreement
These Terms & Conditions constitute the entire agreement between the parties and supersede prior discussions, understandings or agreements relating to the services provided by Lead Pilot Systems.
24. Acceptance
By purchasing, subscribing to or using our services, you acknowledge that you have read, understood and agreed to these Terms & Conditions.
