Osprey Approach Acceptable Use Policy

Effective from 27 September 2026. Published 26 August 2026.

This policy forms part of the Osprey Approach Software Licensing & Services Agreement between Pracctice Limited and the Customer (Schedule F). Capitalised terms have the meanings given in that Agreement. In the event of any conflict, the Agreement prevails.

1. Application

1.1 This Acceptable Use Policy applies to all use of the Software by the Customer and its Users.

1.2 The Customer is responsible for ensuring that its Users comply with this Acceptable Use Policy.

2. Permitted Use

2.1 The Software may be used only:

  • for the Customer’s own lawful business purposes;

  • by authorised Users;

  • within the number of Licences authorised by Pracctice; and

  • in accordance with this Agreement.

2.2 The Customer must not share Licences between Users or permit any person who is not an authorised User to access the Software using another User’s credentials.

3. Matter Usage Limits

3.1 Each paying Osprey Approach Licence includes capacity for up to:

  • 300 live matters; and

  • 1,000 archived matters.

3.2 The Customer’s total permitted matter capacity is calculated by multiplying those limits by the number of paying Osprey Approach Licences held by the Customer at the relevant time.

3.3 If the number of paying Osprey Approach Licences is reduced during the Term, the Customer’s permitted live and archived matter capacity will reduce accordingly from the effective date of that Licence reduction.

3.4 Free or non-chargeable Users do not create any additional live or archived matter allowance.

3.5 Where the Customer exceeds its permitted live or archived matter capacity, Pracctice may require the Customer to:

  • acquire sufficient additional paying Licences; or

  • pay an additional charge at Pracctice’s prevailing rate for the excess usage.

3.6 Pracctice will notify the Customer where it identifies that the permitted matter capacity has been exceeded and will provide the Customer with the applicable commercial options.

3.7 Agreement by Pracctice to migrate historical data, files or documents does not vary or increase the matter limits in this Section.

3.8 Use of an API does not vary or increase the matter limits in this Section, and matter capacity is assessed by reference to the data held within the Software regardless of the means by which it was created.

4. Security and Credentials

4.1 The Customer and its Users must take reasonable steps to protect login credentials and prevent unauthorised access to the Software.

4.2 Credentials must not be disclosed to another person except through an access mechanism expressly supported by Pracctice.

4.3 The Customer must notify Pracctice promptly if it becomes aware of unauthorised access to the Software or compromise of a User’s credentials.

5. Prohibited Technical Activity

5.1 The Customer and its Users must not:

  • attempt to gain unauthorised access to the Software, its underlying systems or another customer’s data;

  • probe, scan or test the vulnerability or security of the Software except with Pracctice’s prior written agreement;

  • interfere with or circumvent authentication, access controls or security measures;

  • knowingly introduce malware, malicious code or other harmful material;

  • deliberately interfere with, degrade, overload or disrupt the Software or its operation;

  • use automated processes, scripts, bots or other mechanisms in a manner which materially interferes with the normal operation of the Software; or

  • access or use the Software through an unsupported technical method intended to circumvent normal operation or controls.

5.2 Nothing in this Section limits any right expressly granted to the Customer by applicable law which cannot lawfully be excluded.

6. Customer Data and Content

6.1 The Customer is responsible for the legality of the Customer Data and other content it enters, uploads, stores or processes using the Software.

6.2 The Customer must not knowingly use the Software to store, transmit or process material which:

  • is unlawful;

  • infringes the intellectual property or other legal rights of a third party;

  • contains malicious code; or

  • the Customer is not lawfully entitled to hold or process.

6.3 Pracctice does not acquire ownership of Customer Data by reason of this Acceptable Use Policy.

7. Third-Party Services and Integrations

7.1 The Customer may use integrations that are currently supported by Pracctice and available for use with Osprey Approach.

7.2 The Customer must comply with any lawful requirements imposed by a third-party provider in relation to its own service.

7.3 The Customer must not use an integration or third-party service in a way that compromises the security, availability or normal operation of the Software.

7.4 Access to or use of any API made available by Pracctice is additionally subject to the API Access and Use Terms in Schedule I. A breach of Schedule I is a breach of this Acceptable Use Policy.

8. Artificial Intelligence Functionality

8.1 Where the Software provides artificial intelligence, machine learning, generative artificial intelligence or similar functionality, use of that functionality is also subject to the Artificial Intelligence Use Terms in Schedule H.

8.2 The Customer and its Users must not use AI Functionality in a way that:

  • is unlawful or breaches a professional or regulatory obligation;

  • avoids or replaces human professional judgement or review where such judgement or review is required;

  • knowingly creates, submits or communicates false or misleading material;

  • exposes Customer Data or other confidential information in a manner the Customer is not lawfully entitled to authorise;

  • circumvents technical, safety, security, usage or access controls; or

  • otherwise breaches Schedule H.

8.3 A breach of Schedule H is a breach of this Acceptable Use Policy.

8.4 Nothing in this Acceptable Use Policy or Schedule H transfers to Pracctice responsibility for the Customer’s professional, regulatory or legal obligations arising from its use of AI Functionality or AI Output.

9. Investigation of Misuse

9.1 Where Pracctice reasonably believes that this Acceptable Use Policy has been breached, it may investigate the relevant use of the Software.

9.2 The Customer will provide reasonable cooperation with an investigation concerning use of its account or Users.

10. Suspension

10.1 Pracctice may suspend the affected User, access method or part of the Service where reasonably necessary to:

  • prevent or contain a security incident;

  • prevent material disruption to the Software or other customers;

  • prevent unlawful use; or

  • address a material breach of this Acceptable Use Policy.

10.2 Where reasonably practicable, Pracctice will limit any suspension to the User, activity or functionality giving rise to the issue.

10.3 Pracctice will restore suspended access when the reason for suspension has been resolved, subject to any separate right of suspension or termination under this Agreement.

11. Relationship with the Agreement

11.1 This Acceptable Use Policy forms part of the Agreement.

11.2 It does not create any additional Software functionality, Service Level, storage entitlement or other service obligation beyond those expressly provided in the Agreement.

11.3 In the event of any inconsistency or conflict between this Acceptable Use Policy and the Main Agreement, the Main Agreement shall prevail.

11.4 Any amendment to this Acceptable Use Policy is subject to the provisions of the Main Agreement governing amendment of the terms of this Agreement.

AMENDMENT TO THIS ACCEPTABLE USE POLICY

Published 30 August 2026. Effective from 30 September 2026.

This amendment forms part of this Acceptable Use Policy from its effective date and is published by website posting in accordance with the Main Agreement. Until the effective date, the existing terms apply unchanged.

1. Matter limits by plan

From the effective date, the live and archived matter limits under this policy apply per paying licence as follows:

Advanced: 300 live matters and 1,000 archived matters per paying licence.

Premium: 300 live matters and 1,000 archived matters per paying licence.

Enterprise: 300 live matters per paying licence, and 2,000 archived matters per paying licence where an Enterprise arrangement recorded in the Customer’s Commercial Schedule so provides; otherwise 1,000 archived matters per paying licence.

All other provisions of this policy relating to matter limits, including how live and archived matters are counted, are unchanged.