Terms of Service
Last updated: 16 June 2026
These terms are an agreement between you and Always Building AI Pty Ltd ("we", "us", "our") covering your use of the My Plan BFF service ("the service"). You accept them by ticking the agreement box when you create your account, and they apply for as long as you use the service.
About us
Always Building AI Pty Ltd \ ABN: 32 697 570 344 \ 20 Stratton Terrace, Wynnum, Queensland 4178, Australia \ hello@alwaysbuilding.ai
What the service is
My Plan BFF is a digital assistant for families self-managing an NDIS plan. Working inside a dedicated Google account that your family creates and owns, the assistant:
- reads and manages the provider email that arrives in that account's inbox, and sends, replies to, and forwards email on your instruction;
- files invoices, reports, and other documents into that account's Google Drive and keeps an invoice-tracking spreadsheet;
- creates and manages appointments on that account's Google Calendar, and shares the calendar with people you choose;
- talks with you over Telegram, SMS, and the web dashboard, takes notes, keeps track of tasks, transcribes appointment recordings you make, and sends you a daily briefing;
- helps you prepare claim information for the NDIS portal.
The service is operated by us from Australia and is intended for use by families and participants managing Australian NDIS plans.
Who can use the service
You must be at least 18 years old and able to enter a contract. Where you manage a plan for someone else — including a child — you confirm that you are their parent, guardian, nominee, or otherwise have the authority to manage their NDIS plan and to provide their information to us.
Access is currently by invitation. Your account is for your family's use; don't share your sign-in or invite code with people outside your household.
Your dedicated Google account
The service operates on a Google account that you create and own specifically for your NDIS admin. You agree to:
- use a fresh Google account for the service rather than a personal account, so the assistant only ever has access to NDIS-related material;
- keep that account's credentials safe — it holds your family's NDIS records;
- not remove the service's access while expecting the service to keep working (you can disconnect at any time from your Google account settings or by closing your account, but the assistant can't manage what it can't reach).
Everything the assistant stores in that account — every email, document, and calendar entry — belongs to you, lives in your account, and stays with you if you ever leave the service.
What the service is not
- We are not the NDIA, a registered NDIS provider, a plan manager, or a support coordinator. The service helps you administer a self-managed plan; it does not change who is legally responsible for that plan. Decisions about your plan, your claims, and your supports remain yours.
- Not professional advice. Nothing the assistant says is financial, legal, tax, or medical advice. For decisions in those areas, rely on a qualified professional, not the assistant.
- Not an emergency service. The assistant is not monitored in real time by a human. In an emergency, call 000.
AI-generated assistance — please check what matters
The assistant is powered by artificial-intelligence models. It is genuinely useful, and it can also make mistakes: it can misread a figure on an invoice, put an appointment at the wrong time, or summarise a document imperfectly. We design the service to minimise these errors, but we cannot eliminate them.
You are responsible for checking anything you rely on — in particular invoice amounts, claim figures, and appointment details — before acting on them or submitting them to the NDIA. The dashboard and your Google account always hold the underlying documents so you can verify the source.
Your responsibilities
- Lawful, intended use. Use the service only for managing your family's NDIS plan and related admin. Don't use it to send spam or unlawful material, attempt to access other families' data, probe or disrupt our systems, or resell access.
- Accurate information. Keep your account details current, and only provide us information you have the right to share.
- Recordings. If you record an appointment, you are responsible for ensuring the recording is lawful in your state or territory — in most cases that means telling the other people present and getting their consent before recording.
- Account security. Keep your dashboard sign-in, Telegram account, and invite link secure. Tell us promptly at hello@alwaysbuilding.ai if you suspect unauthorised access.
Privacy and your information
Our Privacy Policy describes what information we collect, how we use and protect it, and the third-party providers involved. It forms part of these terms.
The service necessarily handles sensitive information — health and disability information about NDIS participants, including children. By accepting these terms you consent to us collecting and handling that information to provide the service, as described in the Privacy Policy. You can withdraw this consent at any time by closing your account.
Our use of information received from Google APIs adheres to the Google API Services User Data Policy, including its Limited Use requirements — see the Privacy Policy for the full statement.
Your content
You own the content you provide to the service — your messages, documents, recordings, and everything in your dedicated Google account. You give us permission to store and process that content (including passing it to the AI and infrastructure providers listed in the Privacy Policy) solely to provide the service to you. We never sell it, never use it for advertising, and never use it to train AI models.
Fees
The service is currently provided as an early-access offering, and any fees (including for the optional dedicated SMS number) are as agreed with you when your account is set up. If we introduce or change fees, we will give you at least 30 days' notice, and you can close your account before the change takes effect.
Availability and changes to the service
We work hard to keep the service reliable, but it is an early-stage product and depends on third parties (Google, Telegram, Twilio, our hosting and AI providers). We don't promise uninterrupted availability, and we may add, change, or remove features as the service evolves. If we ever decide to retire the service, we will give you at least 30 days' notice — and because your records live in your own Google account, you keep all of them.
Suspension and ending the service
You can leave at any time by asking us to close your account. We will delete your personal information as described in the Privacy Policy. Your dedicated Google account and everything in it — your emails, documents, spreadsheet, and calendar — remains yours and is untouched.
We may suspend or close your account if you materially breach these terms, if your use creates a security, legal, or cost risk we can't reasonably carry (the service enforces a daily spend cap per family), or if we retire the service. Except where the risk is immediate, we will tell you and give you a chance to respond first.
Liability
Australian Consumer Law gives you guarantees that cannot be excluded — including that services be provided with due care and skill. Nothing in these terms excludes, restricts, or modifies those rights.
Subject to that:
- our total liability to you in connection with the service is limited, at our choice, to resupplying the service or paying you the amount you paid us for the service in the 12 months before the event;
- we are not liable for indirect or consequential loss, or for loss arising from: NDIA decisions about your plan or claims; the acts of your providers; inaccuracies in AI-generated output that you reasonably could have checked; outages of third-party services; or events outside our reasonable control;
- you remain responsible for the accuracy of anything you submit to the NDIA.
Changes to these terms
We may update these terms from time to time. The "Last updated" date above will reflect the most recent revision. For material changes we will give you at least 30 days' notice by email or via the dashboard, and your continued use after that date is acceptance of the updated terms. If you don't agree, you can close your account before the change takes effect.
Governing law
These terms are governed by the laws of Queensland, Australia, and you and we each submit to the non-exclusive jurisdiction of the courts of Queensland.
Contact
Questions about these terms: hello@alwaysbuilding.ai \ Always Building AI Pty Ltd, 20 Stratton Terrace, Wynnum, Queensland 4178, Australia