Acceptable Use, Fair Use & Ethical Use Policy
Updated: April 5, 2026
Entity: Vision Consulting Group (Global) Pty Ltd
Trading As: Optimo Software Co
1. Purpose of This Policy
This Acceptable Use, Fair Use & Ethical Use Policy (“Policy”) outlines the standards and obligations for all users of the Optimo Software platform (“Platform”).
Optimo Software Co provides CRM, automation, marketing, and communication tools designed to support legitimate business growth.
By accessing or using the Platform, you agree to use it in a lawful, ethical, and commercially responsible manner.
2. Lawful Use & Compliance (Australia)
Users must comply with all applicable laws and regulations, including but not limited to:
- The Spam Act 2003 (Cth)
- The Privacy Act 1988 (Cth)
- Any applicable data protection, telecommunications, and consumer laws
You must:
- Obtain valid consent before sending marketing communications
- Clearly identify your business in all communications
- Include a functional unsubscribe mechanism
- Honour opt-outs and maintain suppression lists
- Handle personal data in accordance with applicable privacy obligations
3. Ethical Use of the Platform
Optimo is built for genuine business communication—not exploitation of automation tools.
You agree to:
- Engage only with contacts who have been ethically and lawfully obtained
- Use automation responsibly and transparently
- Maintain accurate, relevant, and up-to-date contact data
Prohibited activities include:
- Sending unsolicited bulk communications (“spam”)
- Using purchased, scraped, rented, or third-party lists without consent
- High-volume cold outreach without appropriate compliance safeguards
- Misleading, deceptive, or impersonation-based messaging
- Any activity that may damage sender reputation or platform integrity
4. Fair Use Policy (Platform Usage Limits)
Optimo operates under a fair use model to ensure platform performance, stability, and deliverability for all users.
We may monitor usage patterns including:
- Email and SMS send volumes
- Automation workflows and trigger frequency
- API usage and system load
Excessive or abnormal usage (“Overuse”) may include:
- High-volume messaging inconsistent with normal business activity
- Behaviour that negatively impacts system performance or other users
- Activity that risks sender reputation or platform infrastructure
Where overuse or misuse is identified, Optimo reserves the right to:
- Apply usage limits
- Restrict sending capabilities
- Require infrastructure changes (e.g. dedicated IP)
- Suspend or terminate access
5. Spam, Deliverability & Domain Responsibility
You acknowledge that:
- Email and SMS deliverability is directly influenced by your sending behaviour
- Your actions impact your:
- Domain reputation
- IP reputation
- Deliverability performance
Important:
- Optimo Software Co does not control third-party email providers, ISPs, or spam filtering systems
- We are not liable for:
- Domain or IP blacklisting
- Deliverability issues or email blocking
- Account suspension by third-party providers
Dedicated IP & Sending Infrastructure
To protect deliverability and maintain best practice standards, we strongly recommend:
- Using a dedicated IP address for outbound communications
- Sending via your own SMTP provider or verified domain infrastructure
- Implementing proper domain authentication (SPF, DKIM, DMARC)
Please note:
- A dedicated IP address through Optimo is available at an additional cost
- Shared sending environments may impact deliverability depending on overall usage patterns
- Optimo reserves the right to require a dedicated IP or alternative sending configuration for high-volume users
Your Responsibility
You are responsible for:
- Maintaining permission-based contact lists
- Monitoring engagement, bounce rates, and unsubscribe activity
- Ensuring communications are relevant, expected, and compliant
Failure to adhere to best practices may result in:
- Reduced deliverability
- Suspension of messaging functionality
- Account restrictions or termination
6. Right to Suspend or Terminate Access
Optimo Software Co reserves the right, at its sole discretion, to:
- Monitor account activity
- Investigate suspected breaches of this Policy
- Suspend, restrict, or terminate access to the Platform
This includes (but is not limited to):
- Breaches of applicable laws or regulations
- Unethical or unlawful use of the Platform
- Excessive or abusive usage patterns
- Activity that may harm Optimo’s infrastructure, reputation, or other users
No refunds will be provided where termination results from a breach of this Policy.
7. Indemnity
You agree to indemnify and hold harmless Vision Consulting Group (Global) Pty Ltd (t/as Optimo Software Co), its directors, officers, employees, contractors, and partners against any claims, losses, damages, liabilities, costs, or expenses arising from:
- Your use or misuse of the Platform
- Breaches of this Policy
- Breaches of applicable laws (including spam and privacy laws)
- Unlawful or improper handling of personal data
- Any third-party claims resulting from your communications or activities
8. Limitation of Liability
To the maximum extent permitted by law, Optimo Software Co is not liable for:
- Indirect, incidental, or consequential losses
- Loss of revenue, data, goodwill, or business opportunity
- Deliverability outcomes or third-party enforcement actions
- Any issues arising from user-configured systems, integrations, or communications
9. Reporting Misuse
If you become aware of any misuse of the Platform, please contact:
We take compliance seriously and will act to protect the integrity of the Platform and its users.
10. Updates to This Policy
We may update this Policy from time to time. Continued use of the Platform constitutes acceptance of the most current version.
