Last updated: March 2026

whenWe Terms and Conditions

Our Intent

whenWe exists to help people reconnect with the moments, relationships and shared experiences that shape our lives. The platform is designed to bring together personal reflections and memories from those closest to a person, place or event, and to preserve those perspectives in a meaningful and lasting way.

We recognise that the stories shared through whenWe are often deeply personal. They are written with care, respect and the best of intentions by the people who experienced those moments. Our aim is to provide a space where those memories can be gathered and shared in a thoughtful and positive way.

Because whenWe involves personal stories, real people and individual perspectives, these Terms and Conditions exist primarily to provide a clear framework that protects contributors, project creators and the platform itself from misunderstandings or unforeseen issues that may occasionally arise when memories and experiences are shared.

Our goal is to help preserve meaningful stories with care, respect and transparency.

Quick Overview

In simple terms, here is how the platform works.

• Contributors keep ownership of the stories they write.
• Contributors allow whenWe to use those stories to create and produce the memory book.
• Memory books may be printed, shared or distributed.
• Creators (i.e. organisations such as schools, clubs or teams) may use memories, or excerpts of memories, including for alumni or community purposes.
• whenWe may use anonymised memories, or excerpts of memories, for marketing or promotional purposes.

This overview is provided for convenience only.

The full Terms and Conditions below govern use of the whenWe platform.

1. Acceptance of Terms 2. Eligibility 3. User Accounts and Event Participation 4. User Content and Contributor Responsibilities 5. Licence to Use Submitted Content 6. Use of Submitted Content for Storytelling and Media 7. Intellectual Property 8. Project Ownership and Control 9. Use of Contributor Content by Project Creators 10. Content Removal After Publication 11. Content Moderation 12. Platform Availability 13. Orders and Commercial Sales 14. Security 15. Indemnity 16. Limitation of Liability 17. Governing Law 18. Changes to These Terms 19. Entire Agreement

1. Acceptance of Terms

By creating a project, submitting content, or otherwise using the platform, you accept these Terms (including any linked Privacy Policy).

These Terms form a legally binding agreement between you and whenWe Pty Ltd (or the relevant operating entity).

If you do not agree to these Terms, you must not use the platform.

2. Eligibility

To create an event or submit content on the platform, you must be at least 18 years old or the age of majority in your jurisdiction, whichever is higher.

If you are under 18, participation may occur only with the consent and supervision of a parent or legal guardian who agrees to these Terms on your behalf.

3. User Accounts and Event Participation

Users may participate in the platform by creating an event, contributing content to an event or interacting with the platform in other permitted ways.

Event creators are responsible for inviting contributors and managing participation within their events.

whenWe provides the platform used to create memory books but does not independently verify or curate individual submissions.

whenWe does not guarantee participation by invited contributors or completion of any event.

4. User Content and Contributor Responsibilities

You retain ownership of the original content you submit to the whenWe platform.

By submitting content you confirm and warrant that:

• you are the author of the content or have permission to submit it
• the content does not infringe copyright, intellectual property, privacy or other legal rights
• the content is not unlawful, defamatory, abusive or offensive
• the content does not contain confidential information you are not authorised to disclose
• the content is not misleading or deceptive, including in a way that could reasonably be interpreted as a testimonial or endorsement of whenWe or its services

Contributors acknowledge that memories are subjective personal reflections and may differ between individuals. whenWe does not verify factual accuracy and encourages respectful, thoughtful sharing.

Contributors are encouraged to share their memories respectfully and thoughtfully, particularly when referring to other individuals or shared experiences.

Different people may remember the same events differently.

Contributors should avoid including material that could reasonably be considered harmful, invasive of privacy or unfairly damaging to another person's reputation.

Contributors remain responsible for the content they submit and any references made to other people within their memories.

whenWe does not independently verify the accuracy of personal recollections or statements contained within submissions.

4a. AI-Assisted Memory Writing

whenWe offers optional AI-powered tools to help you draft, refine, edit, or improve the wording, grammar, structure, or flow of your memories based on the text and memories you provide. These tools are provided for your convenience only.

You must review, edit, and approve any AI-generated suggestions or text before submitting your final story. You retain full responsibility and ownership for the content you submit.

whenWe does not guarantee the accuracy, appropriateness, or completeness of any AI suggestions, and you agree that any use of these tools is at your own discretion.

For details on how your personal information is handled when using these tools, please refer to our Privacy Policy.

5. Licence to Use Submitted Content

By submitting content, you grant whenWe an irrevocable, perpetual, non-exclusive, worldwide, royalty-free licence to use, store, reproduce, edit, adapt, format, publish, distribute and display that content solely for the purposes of operating the whenWe platform, creating and delivering memory books and providing related whenWe services (including archiving and user access to completed memory books).

This licence allows whenWe to store and process content within the platform, format submissions to fit the design of the memory book and produce printed, digital or archived versions.

This licence continues even if an account is deleted to the extent required to maintain copies of memory books already produced or distributed.

6. Use of Submitted Content for Storytelling and Media

Submitted memories may provide valuable perspectives about shared experiences, communities, teams or events.

whenWe may use submitted content in full, or excerpts, in storytelling, educational material, documentaries, podcasts or promotional materials relating to the platform.

Where possible identifying details may be removed or modified to protect privacy.

If whenWe intends to use content in a way that identifies a contributor or referenced individual, reasonable efforts will be made to contact the contributor using the contact details provided.

whenWe recognises that many memory books involve deeply personal reflections about people, families, teams, schools or communities.

Memories shared through the platform represent the personal experiences and perspectives of contributors. While the platform encourages respectful memory-telling, whenWe does not control or independently verify individual recollections.

The purpose of the platform is to preserve memories as they are experienced and remembered by those who share them.

Any use for promotional purposes will comply with applicable laws, including the Australian Consumer Law.

7. Intellectual Property

whenWe retains ownership of the platform, including its software systems, templates, design frameworks and branding elements.

Nothing in these Terms transfers ownership of the whenWe platform or technology to users.

8. Event Ownership and Control

Each memory book project is controlled by the event creator.

The event creator is responsible for inviting contributors, reviewing submissions and determining the structure of the memory book.

If a project creator becomes inactive, incapacitated or deceased, whenWe may exercise reasonable discretion in determining how the event may be managed.

9. Use of Contributor Content by Event Creators

Event creators may use contributor submissions for the purpose of assembling, editing and distributing the relevant memory book.

Where an event is organised by a school, organisation, club, or team, contributors acknowledge that the event creator may also use content, or excerpts of submitted content, for purposes connected with that organisation. This may include alumni communications, historical archives, promotional materials or community storytelling.

Where such use occurs, event creators should ensure the content is used respectfully and consistently with the intent of the original event.

Where identifiable use of a contributor's memory is intended outside the memory book event, event creators must make reasonable efforts to obtain the contributor's consent before using the material for marketing or promotional purposes.

This limited licence is non-transferable and ends if the event is terminated or content is removed from the platform (subject to copies already distributed).

whenWe does not control how event creators may later use contributor submissions outside the platform and is not responsible for the actions of event creators or organisations that access the memory book.

10. Content Removal After Publication

Once a memory book has been finalised, printed, distributed or downloaded, content may not be removable from copies that have already been produced or shared.

11. Content Moderation

whenWe may review, edit or remove content where necessary to maintain the integrity and safety of the platform.

12. Platform Availability

whenWe aims to maintain reliable access to the platform but does not guarantee uninterrupted or error free service.

13. Orders and Commercial Sales

If printed books are ordered or sold through the platform, additional terms relating to pricing, payment and delivery may apply.

14. Security

whenWe takes reasonable steps to protect the security of user information and submitted content.

Personal information is handled in accordance with the whenWe Privacy Policy and applicable privacy laws.

15. Indemnity

You agree to indemnify and hold harmless whenWe, its directors, employees and agents from claims, liabilities or losses arising from your submitted content or breach of these Terms.

16. Limitation of Liability

To the maximum extent permitted by law, whenWe is not liable for indirect or consequential loss arising from use of the platform.

Where liability cannot be excluded, it is limited to resupplying the service or refunding the relevant service cost.

17. Governing Law

These Terms are governed by the laws of Queensland, Australia. Any disputes arising from or in connection with these Terms or the platform are subject to the exclusive jurisdiction of the courts of Queensland, Australia.

18. Changes to These Terms

whenWe may update these Terms from time to time and updated versions will be published on the website.

19. Entire Agreement

These Terms together with the whenWe Privacy Policy constitute the entire agreement between users and whenWe regarding use of the platform.

Questions about these Terms can be directed to:
info@whenwe.com.au

whenWe Pty Ltd
PO Box 900
Mooloolaba QLD 4557
Australia