This page contains the Shadow Forms Privacy Policy, Terms of Use, and Safety & Compliance Disclaimer. Click a section below to expand it, or jump straight to one using the links.
No verification of Customer Content
Neon Room does not review, approve, verify, certify or monitor Customer Data, completed forms, workplace instructions, hazards, risks, control measures, signatures, qualifications or other information entered into Shadow Forms. The availability, storage or processing of Customer Data through Shadow Forms does not represent confirmation by Neon Room that the information is accurate, complete, suitable, lawful or compliant.
Customer authorship and reliance
All forms and records completed, configured, approved or submitted through Shadow Forms are documents of the customer or relevant user. Neon Room is not the author, issuer, approver, safety adviser or responsible person for those documents. Any decision to commence, continue, suspend or approve work remains solely with the customer and the relevant workplace duty holders.
No liability arising merely from use of the Service
Neon Room is not liable merely because Shadow Forms was used to create, complete, sign, submit, store, distribute or retrieve a document connected with a workplace incident, injury, illness, death, property damage, environmental event, compliance failure, investigation or prosecution. Any liability of Neon Room must arise directly from Neon Room’s own conduct and not merely from the use, presence or availability of Shadow Forms.
Effective date: 18 July 2026
Shadow Forms is operated by Neon Room Pty Ltd (“Neon Room”, “we”, “us” or “our”).
This Privacy Policy explains how we collect, use, disclose, store and protect personal information through:
Shadow Forms Vault is a business document and workflow platform. Companies may use it to manage forms, workplace records, documents, inspections, permits and other operational information.
Questions about a workplace document, employee record or form submission may need to be directed to the organisation that provided access to Shadow Forms Vault.
The information we collect depends on how Shadow Forms Vault is used.
Account and profile information — We may collect:
Forms, documents and workplace information — Information entered into forms or uploaded to Shadow Forms may include:
The organisation using Shadow Forms decides what information its forms request. Users should not enter unnecessary sensitive or personal information into a form.
Device and technical information — We may automatically collect limited technical information, such as:
This information is used to operate, secure, troubleshoot and improve the service.
Location information — Shadow Forms may request access to a device’s location when a user chooses to use a location-based feature, such as filling a site-location field. We do not intentionally collect continuous background location information. Users may disable location access through their device settings and enter location details manually.
Camera and photo-library access — The app may request access to the device camera or photo library when a user chooses to capture a photograph, attach an image to a form, upload a document, or scan/process a form. We only access images selected or captured through these functions, subject to the permissions granted on the device.
Communications — When a person contacts us, we may collect their name and contact details, the content of the enquiry, support records and related correspondence.
We may collect personal information:
A worker’s details may, for example, be entered by a supervisor or company administrator.
We may use personal information to:
We do not sell personal information to advertisers or data brokers.
We may send operational communications relating to: account access; login links; document submissions; trial status; security; support requests; service changes; billing or administration. These communications are necessary to provide or manage the service.
We may send marketing communications where permitted by law. Marketing messages will include a method to unsubscribe. Unsubscribing from marketing communications will not prevent necessary account or service messages.
Within an organisation — Information submitted under a company account may be available to authorised users of that organisation, including company administrators, supervisors and other people the organisation permits to access it. For example, a company administrator may be able to view completed forms, worker details, signatures, uploaded photographs, submission records and account activity. Users should contact their organisation to understand who has access to workplace records.
Service providers — We may use service providers to help operate Shadow Forms Vault, including providers of:
These providers may only receive the information reasonably required to perform their services.
Legal and safety reasons — We may disclose personal information where reasonably necessary to: comply with a law, court order or lawful government request; investigate fraud, misuse or security threats; protect the rights, safety or property of Neon Room, our users or others; respond to an emergency; establish, exercise or defend legal claims.
Business changes — Personal information may be transferred as part of a merger, restructure, financing, sale or transfer of all or part of our business. Any recipient will be required to handle the information in accordance with applicable privacy obligations.
Some service providers used by Shadow Forms Vault may process or store information outside Australia. Countries in which information may be processed include Australia, Singapore and the United States, and other locations in which our service providers operate.
Where required, we take reasonable steps to ensure overseas recipients handle personal information consistently with applicable Australian privacy requirements. Under APP 8, an Australian entity may remain accountable for personal information disclosed to an overseas recipient, subject to limited exceptions.
Some Shadow Forms Vault features may use artificial intelligence to assist with tasks such as: identifying fields in an uploaded document; analysing document layout; suggesting form-field placement; extracting or structuring document content.
When an AI-assisted feature is used, relevant document content may be sent to a service provider for processing. Users and company administrators should avoid uploading personal or sensitive information that is unnecessary for the feature. AI-generated results should be checked by an authorised person before they are relied upon.
We do not use customer documents to train public artificial-intelligence models unless this is clearly disclosed and separately agreed.
We take reasonable technical and organisational measures to protect personal information against misuse, interference, loss, unauthorised access, unauthorised modification and unauthorised disclosure. These measures may include:
No internet-based service can guarantee absolute security. Users are responsible for protecting access to their devices, email accounts, company keys and login links.
We retain personal information for as long as reasonably necessary to: provide the service; maintain customer accounts; comply with contracts; meet legal and regulatory obligations; resolve disputes; maintain security and audit records.
Retention periods may differ depending on the type of information and the instructions of the organisation controlling the account. Workplace documents may need to be retained by a customer for legal, safety, insurance, employment or record-keeping purposes.
When information is no longer required, we will take reasonable steps to delete it or de-identify it, subject to: legal retention requirements; backups; security records; dispute or investigation holds; the customer organisation’s lawful retention instructions.
Individual users may request deletion of their Shadow Forms account through an available in-app deletion function or by contacting us.
Deleting an individual login does not necessarily delete workplace records previously submitted to a company account. Those records may remain under the control of the relevant organisation and may be retained for legitimate business or legal purposes.
Where Neon Room controls the relevant information, we will delete or de-identify it within a reasonable period, unless we are required or permitted to retain it.
Individuals may request access to personal information that Neon Room holds about them and may ask us to correct information that is inaccurate, incomplete or out of date.
Requests may be sent to: info@neonroom.com.au
We may need to verify the requester’s identity. Where the information is controlled by a customer organisation, we may refer the request to that organisation.
The Australian Privacy Principles cover access to and correction of personal information held by an APP entity.
Questions or complaints about our handling of personal information may be sent to:
Privacy Officer
Neon Room Pty Ltd
Email: info@neonroom.com.au
Website: www.shadowforms.com
Please provide enough information for us to understand and investigate the issue. We will acknowledge and respond to privacy complaints within a reasonable period.
Where the Privacy Act applies and a person is not satisfied with our response, they may be entitled to complain to the Office of the Australian Information Commissioner.
We maintain processes for assessing and responding to suspected data breaches.
Where the Notifiable Data Breaches scheme applies, Neon Room will notify affected individuals and the Office of the Australian Information Commissioner when required by law. The scheme generally requires notification where an eligible data breach is likely to result in serious harm.
Shadow Forms Vault is intended for business and workplace use. It is not designed for independent use by children.
Where a customer permits a person under 18 to use the service for lawful employment, training or work-experience purposes, that customer is responsible for ensuring appropriate authority, supervision and privacy arrangements are in place.
Shadow Forms Vault may contain links to websites or services operated by third parties. Those third parties are responsible for their own privacy practices. Users should review the privacy policy of any external service they access.
We may update this Privacy Policy to reflect changes to: the service; our information-handling practices; service providers; legal requirements. The updated version will display its effective date.
Where appropriate, we will provide notice of material changes through the app, dashboard, website or email.
Neon Room Pty Ltd
ABN: 65 156 298 921
Email: info@neonroom.com.au
Website: www.shadowforms.com
No verification of Customer Content
Neon Room does not review, approve, verify, certify or monitor Customer Data, completed forms, workplace instructions, hazards, risks, control measures, signatures, qualifications or other information entered into Shadow Forms. The availability, storage or processing of Customer Data through Shadow Forms does not represent confirmation by Neon Room that the information is accurate, complete, suitable, lawful or compliant.
Customer authorship and reliance
All forms and records completed, configured, approved or submitted through Shadow Forms are documents of the customer or relevant user. Neon Room is not the author, issuer, approver, safety adviser or responsible person for those documents. Any decision to commence, continue, suspend or approve work remains solely with the customer and the relevant workplace duty holders.
No liability arising merely from use of the Service
Neon Room is not liable merely because Shadow Forms was used to create, complete, sign, submit, store, distribute or retrieve a document connected with a workplace incident, injury, illness, death, property damage, environmental event, compliance failure, investigation or prosecution. Any liability of Neon Room must arise directly from Neon Room’s own conduct and not merely from the use, presence or availability of Shadow Forms.
Effective date: 18 July 2026
Important: Shadow Forms is software for creating, completing, managing and storing digital forms and records. It does not replace workplace supervision, competent professional judgement, legal duties, consultation, training, risk assessment or compliance with applicable laws.
These Terms of Use (“Terms”) are a legal agreement between Neon Room Pty Ltd (ABN 65 156 298 921) (“Neon Room”, “we”, “us” or “our”) and each person or organisation that accesses or uses the Shadow Forms mobile application, web dashboard, websites or related services (together, “Shadow Forms” or the “Service”).
By creating an account, accepting an invitation, starting a trial, purchasing a subscription, or accessing or using the Service, you agree to these Terms. If you use the Service on behalf of an organisation, you confirm that you are authorised to bind that organisation.
Shadow Forms allows authorised users to create, configure, distribute, complete, sign, submit, store, search, export and manage forms and related records. Features may vary by plan, device, platform, region and release version.
We may improve, modify or replace features where reasonably necessary to maintain, secure or develop the Service. We will give reasonable notice of a material reduction to paid functionality where practicable.
The Service may rely on third-party hosting, storage, email, notification, payment, analytics or document-processing services. Their availability can affect the Service.
Any free trial is provided for the period shown at signup. We may limit trial features, storage or usage and may end a trial where it is misused.
Paid plans, licence quantities, billing periods and prices are those displayed at purchase or stated in an accepted order, proposal or invoice. Unless stated otherwise, prices are in Australian dollars and exclude GST.
Subscriptions renew for the agreed billing period unless cancelled before the next renewal date. You authorise us and our payment provider to charge the nominated payment method for recurring fees and applicable taxes.
We may change prices for a future renewal period by giving reasonable notice. A price change will not apply retrospectively to a period already paid.
Except where required by law or expressly agreed, fees already paid are not refundable merely because the Service was not used, a user was removed, or a subscription was cancelled part-way through a billing period.
If an amount is overdue, we may restrict paid features or suspend access after giving reasonable notice. You remain responsible for amounts properly incurred before suspension or cancellation.
You and the organisation using Shadow Forms are responsible for:
Shadow Forms may be used for SWMS, JSA, JHA, permits, inspections, inductions, pre-starts, handovers, incident records and other safety-related documents. These documents are created or selected by customers and users, not approved by Neon Room.
A template, automated field, workflow, signature, timestamp, audit record or generated PDF does not by itself make a document legally compliant, site-specific, accurate or safe.
The responsible organisation must ensure that each document is prepared, reviewed, communicated, implemented, monitored and revised by appropriately competent persons. Work must stop where required by law or where approved controls cannot be implemented.
Shadow Forms may include optional automated or AI-assisted features, such as document field detection, text extraction, drafting assistance or suggested content.
Automated outputs may be incomplete, inaccurate or unsuitable. They are provided as assistance only and must be reviewed and approved by an appropriately competent person before use.
You must not represent an automated output as professional advice from Neon Room. You are responsible for the content you submit to these features and for ensuring that its processing is lawful.
You must not, and must not help another person to:
We may investigate suspected misuse and take proportionate steps, including restricting access, preserving relevant records and cooperating with lawful authorities.
“Customer Data” means forms, documents, photographs, signatures, field values, records and other content submitted to or generated through a customer account.
As between you and Neon Room, the customer retains its rights in Customer Data. You grant us a non-exclusive, worldwide licence to host, copy, transmit, process, display and back up Customer Data only as reasonably required to provide, secure, support and improve the Service, comply with law and enforce these Terms.
You warrant that you have the rights and authority required for us to process Customer Data as contemplated by these Terms.
We may create and use aggregated or de-identified information that does not reasonably identify a person or customer to operate, secure and improve the Service.
Our Privacy Policy explains how Neon Room handles personal information. Where an organisation uses Shadow Forms for workplace records, that organisation may control the information entered into its account and is responsible for its own privacy notices, collection practices, access decisions and retention requirements.
You must not upload personal or sensitive information that is unnecessary for the intended form or workflow.
Neon Room and its licensors own all rights in Shadow Forms, including the software, interfaces, workflows, documentation, branding and underlying technology, excluding Customer Data.
Subject to these Terms and payment of applicable fees, we grant authorised users a limited, non-exclusive, non-transferable and revocable right to use the Service for the customer’s internal business purposes during the applicable trial or subscription.
If you provide suggestions or feedback, you grant us a perpetual, worldwide, royalty-free right to use that feedback without identifying you or disclosing confidential Customer Data.
Each party must take reasonable steps to protect non-public information disclosed by the other party that is confidential by nature or designation. This obligation does not apply to information that is public through no breach, already lawfully known, independently developed, or lawfully received from another source.
A party may disclose confidential information where required by law, after giving notice where legally permitted.
We aim to provide a reliable Service but do not promise uninterrupted or error-free operation. Maintenance, updates, network issues, third-party outages, device limitations and events outside reasonable control may cause temporary unavailability.
Support is provided through the channels and service levels stated for the applicable plan. Unless separately agreed in writing, no guaranteed uptime or response time applies.
Customers should export or retain independent copies of records that are critical to safety, legal compliance, business continuity or insurance.
You may cancel a subscription using the available account or billing process, or by contacting us. Cancellation takes effect at the end of the paid billing period unless otherwise stated.
We may suspend or terminate access where reasonably necessary because of material breach, non-payment, security risk, unlawful use, harm to the Service or another person, or a legal requirement. Where practicable, we will provide notice and a reasonable opportunity to remedy a remediable breach.
Following termination or expiry, access may cease. Subject to legal requirements, our Privacy Policy, backups and any written customer agreement, we may delete Customer Data after a reasonable retrieval period. Customers should export required records before access ends.
Sections concerning payment obligations, Customer Data licences required for wind-down, intellectual property, confidentiality, liability, disputes and other provisions intended by their nature to continue will survive termination.
Nothing in these Terms excludes, restricts or modifies any right, guarantee, condition, warranty or remedy that cannot lawfully be excluded or limited, including under the Australian Consumer Law.
Subject to those non-excludable rights, the Service is supplied on an ‘as available’ basis. We do not warrant that the Service, a template, an automated output or a completed document will meet every customer’s requirements, be legally compliant in every jurisdiction, prevent incidents, or be free from interruption or error.
Where the Australian Consumer Law permits liability for a failure to comply with a consumer guarantee relating to services to be limited, our liability is limited, at our option, to supplying the services again or paying the cost of having the services supplied again.
To the maximum extent permitted by law, neither party is liable to the other for indirect or consequential loss, loss of profit, loss of revenue, loss of opportunity, loss of goodwill, or loss arising from business interruption, except to the extent such exclusion is prohibited by law.
To the maximum extent permitted by law, Neon Room’s total aggregate liability arising out of or in connection with the Service and these Terms is limited to the greater of: (a) the fees paid or payable by the customer for Shadow Forms during the 12 months immediately before the event giving rise to the claim; and (b) AUD $100.
The limitations in this section do not apply to liability that cannot lawfully be limited, or to fraud, wilful misconduct, or infringement of the other party’s intellectual property rights.
Each party must take reasonable steps to mitigate loss. Liability will be reduced to the extent the loss was caused or contributed to by the acts, omissions, systems, content or personnel of the claiming party or a third party outside the other party’s reasonable control.
To the extent permitted by law, the customer indemnifies Neon Room against third-party claims, losses and reasonable costs arising from: (a) unlawful or infringing Customer Data; (b) the customer’s material breach of these Terms; or (c) the customer’s use of Shadow Forms in breach of law or in a manner that causes injury or damage.
This indemnity does not apply to the extent the claim was caused by Neon Room’s breach, negligence, fraud or wilful misconduct.
We may update these Terms to reflect changes to the Service, law, security requirements or business operations. We will provide reasonable notice of material changes. Changes will apply from the stated effective date and will not retrospectively alter fees or obligations already accrued.
If a material change substantially disadvantages a customer during a current paid term, the customer may cancel before the change takes effect and request a pro-rata refund for the unused prepaid period, unless the change is required by law or necessary to address an urgent security risk.
A party claiming that a dispute has arisen must give written notice describing the issue. The parties must first attempt in good faith to resolve the dispute through authorised representatives.
Nothing in this section prevents either party from seeking urgent interlocutory or injunctive relief or exercising a right that cannot lawfully be restricted.
These Terms, together with an accepted order, proposal or written service agreement and the Privacy Policy, form the agreement relating to the Service. If there is an inconsistency, a specifically negotiated written agreement takes priority over these Terms to the extent of the inconsistency.
You may not assign the agreement without our written consent, which will not be unreasonably withheld. We may assign it as part of a genuine sale, merger or restructure of our business, provided the assignee assumes our obligations.
If a provision is invalid or unenforceable, it will be read down to the minimum extent necessary and the remaining provisions continue. A failure to enforce a right is not a waiver. These Terms do not create an employment, agency, partnership, fiduciary or joint venture relationship.
Neither party is liable for delay caused by events beyond its reasonable control, except for payment obligations already due.
These Terms are governed by the laws of Victoria, Australia. Each party submits to the courts of Victoria and courts entitled to hear appeals from them, subject to any non-excludable rights concerning jurisdiction.
Questions about these Terms may be sent to:
Neon Room Pty Ltd
ABN 65 156 298 921
Email: info@neonroom.com.au
Website: www.shadowforms.com
No verification of Customer Content
Neon Room does not review, approve, verify, certify or monitor Customer Data, completed forms, workplace instructions, hazards, risks, control measures, signatures, qualifications or other information entered into Shadow Forms. The availability, storage or processing of Customer Data through Shadow Forms does not represent confirmation by Neon Room that the information is accurate, complete, suitable, lawful or compliant.
Customer authorship and reliance
All forms and records completed, configured, approved or submitted through Shadow Forms are documents of the customer or relevant user. Neon Room is not the author, issuer, approver, safety adviser or responsible person for those documents. Any decision to commence, continue, suspend or approve work remains solely with the customer and the relevant workplace duty holders.
No liability arising merely from use of the Service
Neon Room is not liable merely because Shadow Forms was used to create, complete, sign, submit, store, distribute or retrieve a document connected with a workplace incident, injury, illness, death, property damage, environmental event, compliance failure, investigation or prosecution. Any liability of Neon Room must arise directly from Neon Room’s own conduct and not merely from the use, presence or availability of Shadow Forms.
Effective date: 18 July 2026
Important: This document explains the limits of Shadow Forms as a software tool. It does not remove or reduce any legal duty owed by Neon Room or any non-excludable right under Australian law. It should be read together with the Shadow Forms Terms of Use and Privacy Policy.
This Safety and Compliance Disclaimer applies to the Shadow Forms mobile application, web dashboard, websites and related services provided by Neon Room Pty Ltd (ABN 65 156 298 921) (“Neon Room”, “we”, “us” or “our”), together referred to as “Shadow Forms” or the “Service”.
By accessing or using Shadow Forms, you acknowledge the matters set out below. Where you use the Service on behalf of an organisation, you confirm that you are authorised to act for that organisation.
Shadow Forms is a digital forms, document and workflow platform. It may assist users to create, configure, complete, sign, submit, store, search, export and manage workplace records.
Neon Room does not control or supervise the physical workplace, the work being performed, the people carrying out the work, the equipment used, site conditions or the implementation of safety controls.
Using Shadow Forms does not appoint Neon Room as a principal contractor, employer, supervisor, safety adviser, engineer, designer, consultant, officer, duty holder or person with management or control of a workplace.
Unless expressly agreed in a separate written professional-services agreement, Neon Room does not provide legal, occupational health and safety, engineering, medical, environmental, regulatory or other professional advice.
Templates, prompts, risk matrices, example controls, automated fields and other content made available through Shadow Forms are general tools only. They are not a substitute for advice from a competent person who understands the applicable work, location, hazards, jurisdiction and legal requirements.
References to legislation, standards or industry guidance may become outdated or may not apply in every jurisdiction. The customer is responsible for checking the current requirements that apply to its activities.
The customer and the persons who conduct, manage, supervise or perform the work remain responsible for their own legal duties and for workplace health and safety matters within their control.
Without limiting those responsibilities, the customer must ensure that:
Workplace health and safety duties cannot be transferred to Neon Room merely because Shadow Forms is used to prepare or store documents.
A document being completed, signed, timestamped, submitted or stored in Shadow Forms does not by itself establish that the document is accurate, site-specific, legally compliant, properly consulted on or effectively implemented.
The responsible customer must determine whether a SWMS, JSA, permit, inspection, induction, pre-start, handover or other record is required and must ensure that it contains the information required by the applicable law and the actual circumstances.
Signatures and audit information record user actions within the Service. They do not prove that a person understood the document, that consultation was genuine, that a control was physically implemented, or that work was performed safely.
Shadow Forms may include optional AI-assisted or automated features, including field detection, text extraction, document analysis, drafting assistance or suggested content.
Automated outputs can be incomplete, inaccurate, outdated or unsuitable. They must be reviewed, corrected and approved by an appropriately competent person before use or reliance.
Neon Room does not warrant that AI-generated or automated content identifies every hazard, selects the correct control, interprets legislation correctly or produces a compliant safety document.
Users are responsible for the accuracy, completeness and lawfulness of information entered into Shadow Forms. Neon Room is not responsible for errors, omissions or misleading information entered, selected, approved or submitted by customers or users.
Customers should verify generated PDFs, exports, calculations, signatures, dates, attachments and other records before relying on them. Records critical to safety, legal compliance, insurance or business continuity should be independently retained or exported in accordance with the customer’s record-keeping requirements.
Neon Room is not responsible merely because Shadow Forms was used in connection with a workplace incident, injury, illness, fatality, property loss, environmental event, regulatory investigation or prosecution.
Any responsibility of Neon Room will be determined according to the applicable law, the Shadow Forms Terms of Use and the facts of the particular matter. Nothing in this document excludes liability that cannot lawfully be excluded or liability arising from Neon Room’s own fraud, wilful misconduct or other liability that the law does not permit us to exclude.
The indemnity in the Shadow Forms Terms of Use applies to third-party claims arising from unlawful or infringing Customer Data, a customer’s material breach of the Terms, or a customer’s unlawful or unsafe use of the Service.
For clarity, no indemnity applies to the extent a claim is caused by Neon Room’s breach, negligence, fraud or wilful misconduct. This document does not create an additional unlimited indemnity in favour of Neon Room.
Nothing in this document excludes, restricts or modifies any consumer guarantee, right, remedy or liability that cannot lawfully be excluded, restricted or modified, including under the Australian Consumer Law.
Where the law permits liability for a failure to comply with a consumer guarantee relating to services to be limited, Neon Room’s liability is limited, at its option, to supplying the services again or paying the cost of having the services supplied again.
This document supplements the Shadow Forms Terms of Use. It does not replace the liability, indemnity, consumer-law, data, suspension or dispute provisions in those Terms.
If there is an inconsistency, the Shadow Forms Terms of Use or a specifically negotiated written agreement with the customer will apply to the extent of the inconsistency.
Questions about this disclaimer may be sent to:
Neon Room Pty Ltd
ABN 65 156 298 921
Email: info@neonroom.com.au
Website: www.shadowforms.com
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