Terms of Service

Last updated 1 November 2026

1. The service

Matilda is an AI telephone receptionist provided by Apex Systems Global (sole trader, Brisbane QLD), “we”. It answers calls forwarded by a clinic (“you”), collects the caller’s details and emails you a summary. It is an AI assistant, not a person, and says so at the start of every call.

2. What Matilda does not do

• She does not give dental, medical or other clinical advice, diagnoses, or opinions on medication. You remain responsible for all clinical decisions and for contacting patients.
• She is not a medical service and not an emergency service. If someone has trouble breathing or swallowing she tells them to ring 000. You must make sure your own arrangements for urgent patients are in place.
• Unless and until we tell you a calendar integration is working for you, she does not confirm appointments. She takes the request and your team confirms.

3. Trial, price and cancellation

• 14-day free trial. No card is needed to start.
• A$149 (Essential, 300 minutes) or A$299 (Growth, 900 minutes) per month after the trial, plus A$0.39 per minute over your included minutes. Prices are in AUD; Apex Systems Global is not registered for GST and no GST is charged. We will contact you before the trial ends and nothing is charged unless you agree to continue.
• No contract. Plans are billed monthly in advance and can be cancelled at any time; cancellation takes effect at the end of the current billing month. We don't refund partial months, except where required by law. Nothing in these terms limits your rights under the Australian Consumer Law.

4. Your responsibilities

• Give us accurate information (hours, services, prices) and keep it up to date. Matilda repeats what you give us. Only list prices you are happy for her to quote as estimates.
• You are the organisation callers are dealing with. You are responsible for your own obligations to patients under privacy, health records and recording laws. Our opening notice (AI and recording) does not replace any notice you must give.
• Use the service lawfully and not to mislead callers.

5. Call data

See the Privacy Policy. Call recordings and transcripts are processed for you to provide the service. You can ask us to delete your practice’s data at any time.

6. Availability and accuracy

We aim for a reliable service but do not promise it will be uninterrupted or error-free. Matilda is an AI and may mishear or misunderstand callers, so a person should check summaries and follow up. Calls depend on third parties (telephone carriers, voice and AI providers) we do not control.

7. Liability

Nothing in these terms excludes or limits any right you have under the Australian Consumer Law or other law that cannot be excluded. Subject to that, our liability to you for any claim is limited, at our option, to re-supplying the service or refunding the fees you paid in the 3 months before the claim, and we are not liable for loss of profit or indirect loss, including patients who did not book.

8. Changes and law

We may change these terms by giving you at least 14 days’ notice by email; you may cancel if you do not accept them. These terms are governed by the laws of Queensland, Australia, and the courts of that state.

9. Contact

apex.systems.global@gmail.com