Terms of Service

1. Acceptance

By using ASTON you agree to these terms and to our Privacy Policy. If you do not agree, do not use the service.

Clinician accounts are for licensed healthcare professionals authorised to conduct developmental screening in their jurisdiction. A clinic listing may be created by a clinician or by an authorised practice manager acting for that practice. Clinical interpretation stays with a qualified professional. School accounts are for school staff acting for their school. You must be at least 18 to create an account.

Parents, carers, teachers and young people who only open a form or consent link are not creating an ASTON account. They use the service under the clinician's (and where relevant the school's) instructions. The privacy policy still applies to their information.

2. What ASTON is

ASTON lets a clinician:

• Create a screening case and invite parent, teacher and (where age 12+) youth informants
• Accept a school referral after a parent has consented and chosen the clinic
• Collect multi-informant answers and generate a screening report
• Archive, export, review retention, and delete cases they own

A school can register, suggest a screening, track status, and complete a teacher form when invited. A school never sees scores or the clinical report.

Optional Cliniko connection lets a clinician start a case from a patient already in Cliniko. Cliniko remains a separate service under its own terms.

3. Roles and children's records

You, the clinician account owner, are the controller of screening data in your cases. You are responsible for consent, confidentiality, safeguarding, mandatory reporting, and records duties that apply to your practice.

ISLA LABS PTY LTD, operating ASTON, is the processor. We process case data to provide the service. We access a case only on your request or where the law requires it, and we log that access.

School users are contributors. They cannot archive or delete cases. Clinic staff you invite can work on that clinic's inbox and cases under your organisation.

Children do not hold ASTON accounts. Information about a child is collected for screening only. Requests from parents or young people that reach ASTON are referred to you. We assist you. We do not act alone.

4. Accounts

Give accurate professional details and keep your sign-in confidential. Notify us of unauthorised use at support@astonax.com. Passwords must not be the same as your email. We may ask for proof of professional registration.

If you record a registration expiry date and it lapses, you can still open existing cases and reports. You cannot start or accept new cases until you update that date. School accounts and practice-manager accounts are not gated by professional registration expiry.

You are responsible for people you invite to a school or clinic organisation. You cannot remove the last admin. Removing a member drops their membership; it does not delete their login.

5. Credits and payment

• One credit is used when a new case is created, including when you accept a school referral.
• Credits do not expire and cannot be moved between accounts.
• New clinician accounts receive five complimentary credits after email verification.
• Prices are in Australian dollars and are shown at purchase. Stripe processes payment.
• Unused purchased credits may be refunded within 30 days. Complimentary credits are not refundable. Email support@astonax.com.

6. Consent and informants

Before inviting a parent, teacher or young person, you must have a lawful basis and appropriate consent. On the school pathway, a parent must consent and choose a clinic before a case is created from that referral.

Informant links expire 30 days after issue or on submission. You may resend a link. School status views end when you archive the case. Expiry removes access. It never deletes the record.

Do not use ASTON to collect information you are not entitled to collect. Do not invite a youth form for a child under 12.

7. Records, archive and delete

Cases are kept by default. Opening a report moves a case to Reviewed. Archive is a separate action and is only available after the report has been opened. Archive hides the case. It does not delete it. You can restore an archived case.

Retention is seven years from creation or until the child turns 25, whichever is later. After that the case is flagged for review. ASTON does not destroy it.

You may delete an archived case after a two-step warning. Delete removes identifying data, answers, scores and the report, unless you have recorded secondary-use consent, in which case an anonymised record is kept for instrument validation only.

ASTON never deletes a case on its own, except when you close the account that owns it (see section 11). You can export a case (PDF and CSV) or the whole account at any time. Exports are logged. Download and export do not archive the case.

8. Your duties

• Use the service only for lawful professional purposes.
• Protect children's information. Do not share reports with people who should not see them.
• Do not share your password or sign-in code.
• Do not copy, scrape, reverse engineer or resell the item bank, reports or software.
• Do not use bots to access the service except as we expressly allow (for example Cliniko launch).
• Comply with professional codes, privacy law and child-safety duties that apply to you.

9. Intellectual property

ASTON, including questionnaire items, scoring, reports, design and software, is owned by ISLA LABS PTY LTD. You have a limited, non-exclusive licence to use the service in your practice or school. You may not redistribute or resell it.

You retain your professional responsibility for content you enter. You grant us a licence to process that content solely to provide the service.

10. Availability and liability

We aim to keep the service available. We do not guarantee uninterrupted access. Maintenance, outages or third-party failures may occur.

To the maximum extent permitted by law, ISLA LABS PTY LTD is not liable for indirect, incidental, special or consequential loss arising from use of the service, including loss of profit or data, or for clinical decisions you make after viewing a screening report.

Nothing in these terms excludes, restricts or modifies any right or guarantee that cannot be excluded under the Australian Consumer Law or other applicable law. Where liability cannot be excluded, it is limited to resupply of the service or the cost of resupply, where that is permitted.

11. Suspension and closure

We may suspend or end access for breach of these terms, unlawful use, harm to others, or non-payment. You may stop using the service at any time.

You can close your account from Profile → Account & Security. You must enter your password and type CLOSE. Export your cases first if you need a copy. This cannot be undone.

When you close, cases assigned to another active teammate stay with them. Other cases you created are deleted under the same delete rules (an anonymised record is kept only if secondary-use consent was recorded). Archive is not required for this step. You leave every school or clinic listing. If you were the last active member, that listing and related referrals are removed. Your login is deleted and you are signed out. Email support@astonax.com if you need help.

12. Law, changes and contact

We may update these terms. Material changes will be notified to account holders at least 30 days before they take effect, except where we must change sooner to meet the law or protect the service. Continued use after that is acceptance.

These terms are governed by the laws of New South Wales, Australia. Disputes are subject to the courts of New South Wales.