General Terms and Services Sections 1–4

Business Solutions CQ is operated by Deborah Smillie as a sole trader under ABN 76 674 146 027.

In these Terms:

• Business Solutions CQ, we, us or our means Business Solutions CQ.

• Client, you or your means the person or organisation requesting or receiving our services.

• Services means the services described on our website, in a quotation, proposal, invoice, email or other written agreement.

1. Acceptance of these Terms

These Terms apply to:

• your use of our website;

• quotations, bookings and service requests;

• ongoing or one-off services provided by Business Solutions CQ.

You accept these Terms when you:

• accept a quotation or proposal;

• ask us to begin work;

• make a booking or payment;

• provide documents or system access for us to complete work; or

• continue using our services after receiving these Terms.

If a quotation, proposal or written service agreement contains terms that differ from these Terms, the specific written agreement will take priority.

2. Our Services

Business Solutions CQ provides services including:

• real estate administration support;

• property management administration support;

• general business and office administration;

• compliance and document administration;

• AML/CTF administration support;

• data entry and database management;

• business documentation and templates;

• business plans, procedures and operating manuals;

• document formatting, editing and proofreading;

• resume, cover letter and job application preparation;

• invitations, stationery and personal document design;

• software, systems and technology assistance;

• other agreed administrative or document services.

The exact scope of each engagement will be confirmed through a quotation, email, proposal or other written communication.

Services displayed on our website are examples only and are subject to availability.

3. Administrative Services Only

Unless expressly agreed otherwise in writing, Business Solutions CQ provides administrative, document and business support services only.

We do not provide:

• legal advice or legal representation;

• financial, investment or credit advice;

• tax advice;

• licensed accounting or audit services;

• migration advice;

• medical advice;

• regulated real estate advice or representation;

• any other service that legally requires a licence or professional registration we do not hold.

Business Solutions CQ provides administrative assistance with Customer Due Diligence (CDD), identity verification and AML/CTF documentation, forms, contracts, QCAT documentation, trust accounting records and other administrative support service as requested by clients.

We do not act as your nominated AML/CTF Compliance Officer and do not provide legal, financial, taxation or regulatory compliance advice.

Our administrative assistance is not a substitute for advice from an appropriately qualified legal, taxation, financial or other professional.

Clients remain responsible for meeting their own legislative and regulatory obligations and for obtaining professional advice where required.

4. Client Responsibilities

The Client must:

• provide accurate, complete and timely information;

• give clear instructions about the work required;

• confirm that they are authorised to provide any documents, personal information or system access supplied to us;

• review and approve documents before they are submitted, signed, published, printed or relied upon;

• check names, dates, figures, addresses, spelling and other important details;

• maintain appropriate backups of their own records;

• make all final business, legal, compliance, employment and financial decisions;

• comply with any laws, professional standards and industry requirements applying to their business.

We are not responsible for errors caused by incomplete, incorrect, misleading or outdated information supplied by the Client.

5. Quotations & Scope of Work

A quotation or estimate will normally describe:

• the work to be completed;

• the price or hourly rate;

• any deposit required;

• expected timeframes;

• assumptions or exclusions;

• any third-party expenses.

Unless another period is stated, quotations remain valid for 30 days.

An estimate is an indication of likely cost and is not a fixed price unless clearly described as a fixed-price quotation.

If additional work is required because the scope or instructions change, we will seek approval before charging additional fees.

6. Prices and Payment

All prices are stated in Australian dollars.

GST will only be added where applicable and will be clearly shown on the quotation or invoice.

Unless otherwise stated on the invoice:

• invoices are payable within 7 calendar days;

• deposits must be paid before work begins where requested;

• final documents may be withheld until outstanding invoices are paid.

If an invoice becomes overdue, we may pause further work after giving reasonable notice.

The Client may also be responsible for reasonable debt-recovery expenses actually incurred where permitted by law.

7. Deposits

A deposit may be required for:

• larger projects;

• customised document creation;

• urgent work;

• work involving third-party expenses;

• new clients;

• ongoing service arrangements.

Deposits will be applied toward the final invoice.

If an engagement is cancelled, the deposit will be applied to work already completed and any unavoidable costs incurred. Any remaining unused balance will be refunded.

8. Changes and Additional Work

The quoted price is based on the information and instructions available when the quotation is prepared.

Additional charges may apply where:

• the Client changes the original instructions;

• extra services are requested;

• documents require significantly more correction than expected;

• information must be re-entered because the Client supplied incorrect material;

• urgent or after-hours work is requested;

• additional meetings, revisions or system work are required.

We will explain any material additional charge and obtain approval before continuing.

9. Cancellations and Suspension

The Client may cancel an engagement by notifying us in writing.

If work has commenced, the Client must pay for:

• work completed up to the cancellation date;

• approved third-party expenses;

• unavoidable commitments made for the project.

We may suspend or end an engagement where:

• an invoice remains overdue after notice;

• required information or access is not provided;

• instructions are unlawful, unsafe, misleading or unethical;

• the working relationship has broken down;

• continuing the engagement would create a conflict of interest;

• the requested service is outside our qualifications or legal authority.

If we end an engagement, any advance payment not used for completed work or committed expenses will be refunded.

10. Timeframes and Delays

Any completion date is an estimate unless expressly guaranteed in writing.

Timeframes may be affected by:

• delays in receiving information or approval;

• changes to the scope;

• third-party software or system outages;

• illness, emergencies or events outside reasonable control;

• delays caused by government agencies, industry bodies or other providers.

We will advise the Client as soon as reasonably possible if a significant delay occurs.

11. Corrections and Revisions

We will correct errors caused by us within a reasonable period at no additional charge.

Changes caused by:

• new instructions;

• changed preferences;

• new information;

• Client-approved wording;

• errors in information supplied by the Client

may be treated as additional work.

Clients should review completed work promptly and notify us of any issue as soon as possible. This clause does not limit any rights available under the Australian Consumer Law.

12. Remote and In-Person Services

Most services are provided remotely.

In-person services may be available within the Gladstone, Calliope, Boyne Island and Tannum Sands areas by prior arrangement.

Any travel time, mileage, accommodation or other travel expenses will be agreed before they are charged.

We do not guarantee that in-person services will be available for every request.

13. Client Systems and Login Access

Where necessary, the Client may provide secure access to their software, systems or online accounts.

The Client must:

• provide only the access reasonably required;

• ensure they are authorised to grant that access;

• use individual user access where possible rather than sharing another person’s login;

• tell us about relevant security or confidentiality requirements;

• remove or disable our access when the engagement ends.

We will:

• use access only for the agreed purpose;

• take reasonable steps to protect login information;

• not knowingly share access with unauthorised people;

• cease using the access when it is no longer required.

Both parties should use secure passwords and multi-factor authentication where available.

14. Confidentiality

We will keep Client information confidential and use it only to:

• provide the agreed services;

• communicate with the Client;

• meet legal, insurance or professional obligations;

• protect our lawful interests;

• obtain assistance from an approved contractor or service provider subject to appropriate confidentiality requirements.

Confidentiality does not apply to information that:

• is already publicly available through no breach by us;

• was lawfully known before it was supplied;

• must be disclosed by law, court order or regulatory requirement;

• the Client authorises us to disclose.

We will not use identifiable Client work in advertising, testimonials or a portfolio without permission.

15. Privacy and Personal Information

We may collect personal information including:

• names and contact details;

• business information;

• documents supplied for administration or document preparation;

• identity information where required;

• information submitted through our website or contact form.

We will take reasonable steps to protect personal information and handle it consistently with applicable privacy laws and our Privacy Policy.

The Client must ensure they have authority to provide personal information relating to employees, customers, tenants, landlords, applicants or other individuals.

16. AML/CTF and Identity Verification Support

Business Solutions CQ may provide administrative support such as:

• collecting and organising customer information;

• assisting with identity-verification processes;

• data entry and record maintenance;

• preparing draft procedures and checklists;

• following a Client’s approved AML/CTF processes;

• assisting with file reviews and administrative quality checks.

The Client remains responsible for:

• determining whether it is regulated;

• AUSTRAC enrolment or registration;

• its AML/CTF program and risk assessment;

• customer due diligence decisions;

• identifying and managing risks;

• ongoing monitoring;

• reporting obligations;

• record-keeping obligations;

• approving or rejecting customers and transactions;

• obtaining legal or specialist compliance advice.

Business Solutions CQ does not become the Client’s reporting entity, compliance officer or decision-maker merely by providing administrative support.

This distinction is important because relevant AML/CTF obligations for regulated real estate and buyer’s agents commenced on 1 July 2026.

17. Business Plans and Business Documents

Business plans, proposals, procedures, manuals and similar documents are prepared using information supplied by the Client and any research included in the agreed scope.

The Client remains responsible for:

• confirming all facts and financial figures;

• determining whether the document is suitable for its intended purpose;

• obtaining accounting, legal, financial or industry advice where required;

• approving the final document.

We do not guarantee that a business plan or proposal will result in:

• finance or investment approval;

• a grant or tender being awarded;

• increased income or profitability;

• regulatory approval;

• any other particular business outcome.

18. Resumes and Job Application Documents

The Client must ensure that all qualifications, employment history, skills and achievements supplied for a resume or application are accurate and truthful.

We will not knowingly include false or misleading information.

While we aim to produce professional and effective documents, we cannot guarantee:

• an interview;

• employment;

• promotion;

• acceptance into a course;

• any particular recruitment outcome.

Final responsibility for reviewing and submitting the application remains with the Client.

19. Invitations, Designs and Personal Documents

The Client must approve all final details before printing, publishing or distributing personal documents.

This includes checking:

• names;

• dates and times;

• venues and addresses;

• contact details;

• spelling;

• colours;

• quantities;

• event information.

Colours may appear differently between screens, printers and paper types.

Printing, postage and third-party production costs are not included unless specifically stated in the quotation.

20. Intellectual Property

The Client retains ownership of material they supply.

Business Solutions CQ retains ownership of:

• pre-existing templates;

• methods and processes;

• checklists;

• systems;

• know-how;

• reusable design components;

• materials created independently of the Client engagement.

Once all invoices are paid, the Client may use the final customised deliverables for their intended personal or business purpose.

Where our pre-existing material is included in a final document, the Client receives a continuing, non-exclusive licence to use that material as part of the completed document.

The Client must not resell or distribute our underlying templates as standalone products without written permission.

21. Third-Party Platforms and Providers

Our services may involve third-party platforms such as:

• cloud-storage systems;

• email services;

• property and CRM systems;

• electronic signature platforms;

• identity-verification services;

• payment providers;

• software selected by the Client.

Third-party services are governed by their own terms and privacy practices.

We are not responsible for outages, security failures, pricing changes or service changes caused by a third-party provider outside our reasonable control.

22. Use of AI-Assisted Tools

Where appropriate, we may use AI-assisted or automated tools to assist with drafting, formatting, research or administrative processes.

AI-assisted work will be reviewed before being supplied to the Client.

We will not knowingly enter sensitive, confidential or identifying Client information into publicly available AI tools without the Client’s consent or appropriate safeguards.

The Client may ask us not to use AI-assisted tools for a particular engagement.

23. Website Information

Information on this website is general information only.

We aim to keep website information accurate, but do not guarantee that every page will always be complete, current or suitable for a particular purpose.

Website visitors should obtain relevant professional advice before relying on information concerning legal, financial, tax, property or compliance matters.

External links are provided for convenience. We do not control or endorse every third-party website linked from our website.