Provider Terms

These Provider Terms should be reviewed by a qualified legal professional before publication. They apply in addition to the general Terms & Conditions and Privacy Policy.

1. Scope & Acceptance

These Provider Terms (“Provider Terms”) apply to any business, organisation, or individual (“Provider”, “you”) that registers as an activity provider on the EventCub platform (the “Platform”), operated by Digital Event Publishing Pty Ltd (ABN 31 677 769 970, ACN 677 769 970). These Provider Terms apply in addition to the general Terms & Conditions and Privacy Policy. By registering as a Provider, you agree to comply with all three documents.

In the event of any conflict between these Provider Terms and the general Terms & Conditions, these Provider Terms shall prevail to the extent of the inconsistency.

2. Provider Registration & Approval

2.1 Application Process

To list events on EventCub, you must complete the provider onboarding process, which includes providing your business name, contact details, and other required information. All provider applications are subject to review and approval by EventCub at our sole discretion.

2.2 Approval

You may not create event listings until your provider account has been approved by EventCub. We will notify you by email when your application has been approved or if changes are required. Approval of your provider account does not constitute an endorsement of your business, events, or services.

2.3 Account Information

You agree to keep your provider profile information accurate and up to date at all times, including your business name, contact email, phone number, ABN (if you provide one), payment instructions, cancellation window and cancellation policy. You are responsible for all activity that occurs under your provider account.

3. Provider Obligations

3.1 General Obligations

As a Provider on the Platform, you agree to:

• Comply with all applicable Australian federal, state, and local laws and regulations relevant to your activities, including but not limited to child safety legislation, workplace health and safety laws, and anti-discrimination laws.
• Provide safe, well-supervised, and age-appropriate activities for all participating children.
• Respond to booking requests in a timely manner and manage your event listings responsibly.
• Maintain appropriate supervision ratios for the activities you provide.
• Have appropriate first aid procedures and equipment available at your events.

3.2 Responsiveness

When a user makes a booking through the Platform, you will receive an email notification. You are expected to review and either confirm or decline each booking promptly. Bookings that are not confirmed within 3 days (72 hours) will automatically expire. Where the user has paid online (section 8), their card is authorised when the booking is made and charged only when you confirm it, and a declined or expired booking releases that authorisation.

4. Listing Accuracy

4.1 Accurate Information

You must ensure that all information in your event listings is accurate, complete, and not misleading. This includes, but is not limited to:

• Event title and description
• Dates, times, and recurrence schedules (for recurring events)
• Location and venue details
• Pricing — all prices must be displayed in Australian Dollars (AUD) and must accurately reflect the per-child cost
• Age range — minimum and maximum age requirements must accurately reflect the suitability of the activity
• Capacity limits
• Any photos and images used in the listing

4.2 Misleading Listings

You must not create listings that are false, deceptive, or misleading. EventCub reserves the right to remove or deactivate any listing that we reasonably consider to be inaccurate or misleading, and to suspend or terminate your provider account if misleading listings are a recurring issue.

4.3 External Booking Links

If you use the external booking URL feature to direct users to your own booking system, you are responsible for ensuring that the linked page is functional, secure, and consistent with the information in your EventCub listing.

5. Working With Children Check

5.1 Provider Requirement

You represent and warrant that you hold a current and valid Working With Children Check (WWCC), Blue Card, or equivalent clearance as required by the laws of your state or territory. You must maintain this clearance for the duration of your use of the Platform.

5.2 Staff Requirement

You must ensure that all staff, contractors, and volunteers who interact with or supervise children at your events also hold a current and valid Working With Children Check or equivalent clearance as required by applicable law.

5.3 Notification

You must immediately notify EventCub if your Working With Children Check or that of any of your staff is revoked, suspended, or subject to any negative notice or interim bar. Failure to hold a valid clearance is grounds for immediate suspension or termination of your provider account.

6. Handling of Children’s Data

6.1 Confidentiality

When a user makes a booking, you will receive the child’s personal information, including their name, date of birth, gender, and health and medical information (such as immunisation status, allergies, anaphylaxis risk, asthma, diabetes, disabilities, and dietary restrictions). You must treat this information as strictly confidential.

6.2 Permitted Use

You may only use children’s personal and health information for the following purposes:

• Managing the booking and ensuring appropriate preparation for the child’s participation in the event.
• Ensuring the safety and wellbeing of the child during the event, including managing medical conditions, allergies, and dietary requirements.
• Communicating with the parent or guardian about the booking or the child’s participation.

6.3 Prohibited Use

You must not:

• Use children’s information for any purpose other than those listed above, including marketing, profiling, or commercial purposes.
• Share, sell, or disclose children’s information to any third party, except as required by law or with the express consent of the parent or guardian.
• Retain children’s information longer than reasonably necessary for the purposes described above. You should delete booking-related child data within a reasonable period after the event has concluded.

6.4 Privacy Compliance

You must handle all personal information received through the Platform in accordance with the Australian Privacy Principles (APPs) under the Privacy Act 1988 (Cth). If you experience a data breach involving children’s information received through EventCub, you must notify EventCub and the affected parent or guardian immediately, and comply with the Notifiable Data Breaches scheme.

7. Insurance

7.1 Public Liability Insurance

You must hold and maintain current public liability insurance with a minimum coverage of $10,000,000 (ten million Australian dollars) for the duration of your use of the Platform. Your insurance must cover all activities and events you list on EventCub.

7.2 Additional Insurance

Depending on the nature of your activities, you may also be required to hold professional indemnity insurance, product liability insurance, or other forms of cover as required by applicable law or industry standards.

7.3 Proof of Insurance

EventCub may request proof of your insurance coverage at any time. Failure to provide satisfactory evidence of insurance may result in the suspension or termination of your provider account.

8. Payments

8.1 Online Payments

EventCub offers online card payments for bookings through Stripe Connect. To receive online payments you must connect a Stripe account from the Payments page of the provider portal, complete Stripe’s onboarding, and accept the Stripe Connected Account Agreement, which Stripe presents during onboarding. Stripe verifies your identity and business details and pays your share of each booking to your nominated bank account on the schedule shown in your Stripe dashboard.

8.2 Payment Collection Agent

When a user pays online, EventCub collects the payment as your limited payment collection agent. Payment received by EventCub from the user discharges the user’s obligation to pay you for that booking. You remain the seller of the activity, and the contract for the activity is between you and the user.

8.3 How an Online Payment Works

When a user books and pays online, their card is authorised for the booking total and charged only when you confirm the booking. If you decline the booking, or it expires unanswered, the authorisation is released and the user is not charged. Confirming a paid booking is your commitment to deliver the activity to that user.

8.4 Platform Fee

EventCub charges a platform fee on each booking paid online, deducted from your share of the booking before payout. The fee is a percentage of the booking total and is stated on the Payments page of the provider portal before you connect Stripe and at all times afterwards. Where EventCub has agreed a different rate with you, that rate is shown there instead. We will give you reasonable advance notice by email of any change to the fee. No platform fee applies to bookings that are not paid online.

8.5 Pricing

You are responsible for setting the price for your events. All prices must be displayed in Australian Dollars (AUD) and must be inclusive of any GST or other taxes that apply to you. The platform fee is calculated on the price you set. You are responsible for your own tax obligations on the amounts you receive.

8.6 Receipts

When a paid booking is confirmed, EventCub emails the user a receipt on your behalf showing the amount charged, the activity, and your business name and ABN where you have provided one.

8.7 Bookings Not Paid Online

For bookings that are not paid online, including all bookings made before you connect Stripe, you are solely responsible for collecting payment from users. Your payment instructions are shown to users when they make such a booking. EventCub does not process, hold, or facilitate those payments.

9. Cancellations & Refunds

9.1 Cancellation Window

Before connecting Stripe you must choose a cancellation window: the period before the first session of a booking during which a user may cancel a paid booking and receive an automatic full refund. The window is shown to users before they pay, and each booking is governed by the window in force when it was made. You may change your window at any time for future bookings. You must also maintain a written cancellation policy, which is displayed with your listings and applies to matters the window does not cover. You are bound by the window and the policy you publish.

9.2 Refunds Inside the Window

When a user cancels a paid, confirmed booking before the window closes, EventCub refunds the full amount to the user automatically, and your share of the booking is reversed from your Stripe account. Where the platform fee is refunded, EventCub bears that refund. Stripe’s processing fee is not returned on a refund.

9.3 Refunds After the Window

When a user cancels after the window has closed, no refund is issued automatically. You decide whether to refund, in full or in part, in accordance with your cancellation policy and your obligations under the Australian Consumer Law, and you can issue the refund from the booking in the provider portal.

9.4 Provider Cancellations

If you cancel a confirmed booking that was paid online, or deactivate an event with paid bookings, the user is refunded in full automatically and your share is reversed from your Stripe account. If you cancel a booking that is still pending, the user’s card authorisation is released and nothing is charged. In every case the user is notified by email with the reason you provide.

9.5 Bookings Not Paid Online

For bookings that are not paid online, you are solely responsible for handling refunds with users in accordance with your cancellation policy and applicable law. EventCub is not involved in those refunds.

9.6 Consumer Guarantees

Nothing in your cancellation window or policy excludes, restricts, or modifies the guarantees a user has under the Australian Consumer Law, including where an activity is cancelled, does not proceed, or is not as described. A cancellation window governs a user’s change of mind and nothing else.

10. Content & Intellectual Property

10.1 Your Content

You retain ownership of all content you upload to the Platform, including your business logo, event descriptions, and event photos. By uploading content, you grant EventCub a non-exclusive, royalty-free, worldwide licence to use, display, reproduce, and distribute that content for the purpose of operating, promoting, and improving the Platform.

10.2 Content Standards

All content you upload must be accurate, appropriate for a family audience, and must not infringe the intellectual property rights of any third party. You must have the right to use any images, logos, or other materials you upload.

10.3 EventCub Branding

You may not use the EventCub name, logo, or branding in your marketing materials without our prior written consent, except to state that your activities are listed on EventCub.

11. Suspension & Termination

11.1 Suspension

EventCub may suspend your provider account at any time if we reasonably believe you have breached these Provider Terms, the general Terms & Conditions, or any applicable law. We will notify you of the suspension and provide a reason where practicable.

11.2 Termination

EventCub may terminate your provider account at any time for any reason, including but not limited to:

• Breach of these Provider Terms or the general Terms & Conditions.
• Failure to hold or maintain a valid Working With Children Check.
• Failure to hold adequate insurance.
• Repeated inaccurate or misleading listings.
• Complaints from users regarding the quality, safety, or conduct of your events.
• Any conduct that, in our reasonable opinion, is harmful to users, children, or the reputation of the Platform.

11.3 Effect of Termination

Upon termination or suspension of your provider account, all your active event listings will be deactivated and all active bookings will be cancelled. You remain responsible for honouring any confirmed bookings and processing any refunds owed to users in accordance with your cancellation policy and applicable law.

11.4 Voluntary Termination

You may request termination of your provider account at any time by contacting us. Before termination, you should cancel or complete all active bookings and communicate with affected users.

12. Indemnification

You agree to indemnify, defend, and hold harmless Digital Event Publishing Pty Ltd (trading as EventCub), its directors, employees, and agents from and against any and all claims, liabilities, damages, losses, costs, and expenses (including reasonable legal fees) arising out of or in connection with:

• Your events, activities, or services, including any injury, loss, or damage suffered by any participant, child, or third party.
• Your breach of these Provider Terms or the general Terms & Conditions.
• Your breach of any applicable law, regulation, or industry standard.
• Any claim by a third party that your content infringes their intellectual property rights.
• Your handling, use, or disclosure of personal information (including children’s information) received through the Platform.
• Any payment dispute between you and a user.

13. Limitation of Liability

EventCub acts solely as an intermediary connecting Providers with users. EventCub is not liable for:

• The conduct, actions, or omissions of any user, parent, guardian, or child.
• Any loss of revenue or bookings resulting from Platform downtime, errors, or changes.
• Any user’s failure to make payment for a booking.
• Any decision by EventCub to reject, suspend, or terminate your provider account.

To the maximum extent permitted by law, EventCub’s total aggregate liability to you under or in connection with these Provider Terms shall not exceed the total platform fees (if any) paid by you to EventCub in the 12 months preceding the event giving rise to the claim.

14. Relationship

Nothing in these Provider Terms creates a partnership, joint venture, employment, franchise, or agency relationship between you and EventCub. You are an independent operator and are solely responsible for the management and delivery of your events. You must not represent yourself as an employee, agent, or partner of EventCub.

15. Changes to These Terms

We may update these Provider Terms from time to time. When we make changes, we will update the “Last updated” date at the top of this page. If we make material changes, we will notify you by email. Your continued use of the Platform as a Provider after any changes take effect constitutes your acceptance of the revised Provider Terms.

16. Governing Law

These Provider Terms are governed by the laws of New South Wales, Australia. Any dispute arising under or in connection with these Provider Terms shall be subject to the exclusive jurisdiction of the courts of New South Wales, Australia.

17. Contact

For provider-specific enquiries, please contact us at providers@eventcub.com.au.