Written to be read. The short version: everything runs on our own hardware and may go down; there is no paid plan yet; your record is always yours to export.
Last updated 19 September 2026
Quorate Associations (“the service”) is meeting, motion, minutes and decision-record software for incorporated associations, school P&Cs, sporting clubs and similar committees. It is operated from Australia by an individual, not a company. “We” and “us” means the operator; “you” means the association and the people using the service on its behalf.
By creating an association, accepting an invitation, or opening the sandbox you agree to these terms. If you do not agree, do not use the service.
Free founding-member boards, and the sandbox, are hosted on a server we own and run ourselves, on a residential connection, not in a data centre. Every reasonable effort is made to keep it up: the machine is monitored, the database is backed up daily to a separate disk, and outages are treated as urgent. But it is a single machine on a single connection. A power cut, a hardware fault, an internet outage or maintenance can take the service offline without notice, sometimes for hours.
We therefore make no promise of availability for the free tier. If your association needs to reach its record at a particular moment — the night of the AGM, an audit, a dispute — keep your own copy (see section 5).
There is no paid plan you can buy today. Pricing shown in the product is the intended shape of one, not an offer, and nothing is charged. Until a paid plan exists, every association is on the free tier described in section 2, on our own hardware.
When paid plans open they will run on commercial cloud hosting with its own availability commitment, described in terms published at that time; using one will be your choice. Moving an association's record from our hardware to cloud hosting will always be a copy, verified against the seals before the original is removed — sealed decisions carry a digest, so a move that altered a record would be detectable and treated as a failed move.
We may move free-tier associations to cloud hosting at our discretion, for example if the free tier outgrows the hardware. If that happens we will tell the association's administrators by email before the move, and nothing about the record, the address or the price (free) changes as a result.
A limited number of associations hold a free founding-member slot. The slot is free for as long as the association stays active; an association with no governance activity for 150 days is warned by email at day 135 and then archived (read-only), which releases the slot to the next association. An archived association's record is never deleted on archive, and can be exported; ask us to reactivate it if the committee comes back.
Everything your association records in the service — meetings, motions, votes, minutes, members, resolutions — belongs to the association. You can export the decision record as CSV at any time from the Past decisions page, and approved minutes as documents. We do not sell or share your data, and we do not use it to train anything.
If we ever wind the service down, we will give at least 60 days' notice by email and keep exports available for that whole period.
The sandbox at /demo is a fictional association built for you to try the product. It is private to you, nothing entered in it is emailed to anyone, and it is deleted — along with anything you typed — 24 hours after it was opened. Do not put real information in it.
Sign-in is by email link, so we hold the email address of each member who signs in, plus the names and addresses an association enters for its members. We use Resend to send email; it sees no more than it needs to do that. No payment details are collected, because nothing is charged. Pages carry Cloudflare Web Analytics and Google Analytics for page-view counts; both are configured without identifying the signed-in person.
Sealed decisions include a digest over the votes cast so that a later edit is detectable. That is the point of the product and cannot be turned off.
Compliance checks cite the legislation or prescribed constitution they are drawn from, and are advisory. They are a prompt to check, not a certification that your association is compliant. Nothing in the service is legal, accounting or financial advice; the law and your own constitution take precedence over anything the service says.
To the extent the law allows, the service is provided as-is and we are not liable for loss arising from its unavailability, from data loss, or from reliance on its compliance checks. Where the Australian Consumer Law implies guarantees that cannot be excluded, our liability is limited to re-supplying the service.
We may update these terms; material changes are announced to association administrators by email, and the date at the top of this page moves. Questions go to [email protected].