Terms of Service

Last updated: 7 April 2026

1. Agreement to Terms

These Terms of Service ("Terms") constitute a legally binding agreement between you ("you", "your", or "User") and Vantage Thinking ("Vantage Thinking", "we", "us", or "our"), an Australian registered business, regarding your use of the MatterFile application and related services (the "Service"). MatterFile is a product owned and operated by Vantage Thinking.

By accessing or using the Service, you agree to be bound by these Terms. If you do not agree, do not use the Service.

2. Description of Service

MatterFile is an email billing automation tool that:

  • Monitors your sent and received email metadata (subject line, sender, recipients, date/time)
  • Matches emails to clients and matters in your practice management software (such as Clio)
  • Creates billable time entries in your practice management software

MatterFile does not read, store, or process email body content, attachments, or full conversation threads.

3. Eligibility

You must be at least 18 years old and have the legal capacity to enter into these Terms. If you are using the Service on behalf of a business or legal entity, you represent that you have authority to bind that entity to these Terms.

4. Account Registration

To use the Service, you must connect a supported practice management software account (currently Clio) and email provider (Gmail or Outlook). You are responsible for:

  • Providing accurate information
  • Maintaining the security of your account credentials
  • All activity that occurs under your account
  • Notifying us immediately of any unauthorised access

5. Acceptable Use

You agree not to:

  • Use the Service for any unlawful purpose
  • Attempt to gain unauthorised access to the Service or its systems
  • Reverse engineer, decompile, or disassemble any part of the Service
  • Use the Service to transmit malicious code or interfere with its operation
  • Resell, sublicense, or redistribute the Service without our written consent
  • Use the Service in a manner that violates any applicable law, regulation, or third-party rights

6. Fees and Payment

MatterFile offers paid subscription plans. By subscribing, you agree to pay the fees associated with your selected plan. Fees are billed in Australian Dollars (AUD).

  • Subscription fees are charged in advance on a monthly or annual basis
  • All fees are non-refundable unless otherwise stated
  • We reserve the right to change pricing with 30 days' notice
  • Failure to pay may result in suspension or termination of your account

7. Free Trial

MatterFile offers a 14-day free trial for new users. A valid payment method is required to start the trial. You will not be charged during the trial period. If you do not cancel before the trial ends, your subscription will automatically convert to a paid plan at the rate shown during signup. You may cancel at any time during the trial through the billing portal in Settings.

8. Data and Privacy

Your use of the Service is also governed by our Privacy Policy. By using the Service, you consent to the collection and use of data as described therein.

You acknowledge that:

  • MatterFile accesses only email metadata (subject, sender, recipients, date/time)
  • MatterFile does not access email body content or attachments
  • All persistent data is stored on Australian servers. AI processing occurs in Google Vertex AI in the australia-southeast1 (Sydney) region
  • You are responsible for obtaining any necessary consents from individuals whose data may be processed

9. Third-Party Integrations

The Service integrates with third-party platforms including Clio, Google (Gmail), and Microsoft (Outlook). Your use of these integrations is subject to the respective terms of service of those platforms. We are not responsible for the availability, accuracy, or functionality of third-party services.

10. Intellectual Property

The Service, including its code, design, features, and documentation, is owned by Vantage Thinking and protected by Australian and international intellectual property laws. These Terms do not grant you any rights to our trademarks, logos, or branding.

11. Disclaimer of Warranties

The Service is provided "as is" and "as available" without warranties of any kind, whether express or implied, including but not limited to implied warranties of merchantability, fitness for a particular purpose, and non-infringement.

We do not warrant that:

  • The Service will be uninterrupted, error-free, or secure
  • Email matching will be 100% accurate
  • Time entries created will be correct in all cases
  • The Service will meet your specific requirements

You are responsible for reviewing all time entries and billing records created by the Service before finalising invoices or client bills.

12. Limitation of Liability

To the maximum extent permitted by Australian law, Vantage Thinking shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including but not limited to loss of profits, revenue, data, or business opportunities, arising out of or related to your use of the Service.

Our total liability for any claim arising from these Terms or the Service shall not exceed the total fees paid by you in the 12 months preceding the claim.

13. Indemnification

You agree to indemnify and hold harmless Vantage Thinking, its directors, employees, and agents from any claims, losses, damages, liabilities, and expenses (including legal fees) arising from:

  • Your use of the Service
  • Your violation of these Terms
  • Your violation of any applicable law or third-party rights
  • Any billing errors resulting from your failure to review time entries

14. Termination

Either party may terminate these Terms at any time. You may cancel your subscription through the Service or by contacting us. We may suspend or terminate your access if you violate these Terms or for any other reason with reasonable notice.

Upon termination:

  • Your access to the Service will cease
  • We will delete your data in accordance with our Privacy Policy
  • No refunds will be issued for the remaining subscription period

15. Changes to Terms

We may update these Terms from time to time. We will notify you of material changes by email or through the Service. Your continued use of the Service after changes take effect constitutes acceptance of the updated Terms.

16. Governing Law

These Terms are governed by the laws of the State of New South Wales, Australia. Any disputes arising under these Terms shall be subject to the exclusive jurisdiction of the courts of New South Wales.

17. General

  • Entire Agreement: These Terms, together with the Privacy Policy, constitute the entire agreement between you and Vantage Thinking regarding the Service.
  • Severability: If any provision is found to be unenforceable, the remaining provisions shall continue in full force.
  • Waiver: Failure to enforce any provision shall not constitute a waiver of that provision.
  • Assignment: You may not assign these Terms without our written consent. We may assign these Terms freely.

18. Contact

For questions about these Terms, contact us at:

Vantage Thinking
Email: hello@matterfile.xyz
Website: matterfile.xyz