Customer agreement

1. The service

1.1 Beaver Book gives you a booking site at <your-name>.beaverbook.ca (or your own domain on Premium), where people ("visitors") can see your rooms and ask for or make bookings, and an admin area where your people manage them.

1.2 You run your bookings; we run the software. You decide your rooms, rules, prices charged outside Beaver Book, who may book, and every booking decision. Beaver Book is not a party to any room rental or reservation between you and a visitor. Any fee you charge visitors is collected outside Beaver Book.

1.3 We work to keep the service available, secure and working as described at beaverbook.ca, but we don't promise it will never be interrupted, and there is no availability guarantee or service credit.

1.3A Support. Support is by email at hello@beaverbook.ca, on working days in Ontario. We reply as soon as we reasonably can. Premium requests are answered first ("priority help" on the pricing page), and Premium includes help setting up. We don't promise a reply time.

1.4 We may change the service, for example to improve it or for security. We won't remove a feature you pay for in a way that materially reduces the service during a paid period without 30 days' notice.

2. Accounts and people

2.0 Who may subscribe. Beaver Book is offered to organizations in Canada outside Quebec. The Terms of use say the same.

2.1 Each Customer has one owner, who accepts this agreement for the Customer and confirms they may do so. The owner can add admins and viewers.

2.2 You're responsible for your people's use of the service and for keeping their sign-in secure. Owners must use two-step sign-in. Tell us at once at security@beaverbook.ca if you think an account is compromised.

2.3 Admin accounts are kept while in use. An admin's name and email are deleted 90 days after they are removed or disabled. Audit records then say "Former admin".

3. Plans and fees

3.1 Plans (Starter, Community, Premium) and their limits are as shown on beaverbook.ca/pricing when you subscribe. Prices are in Canadian dollars, plus applicable taxes (GST/HST, by province). Beaver Byte is GST/HST registered (796795029RT0001). Taxes and the total are shown before you pay.

3.1A Fair use. "Unlimited" means no set number for normal use by one organization, not without any limit. To protect the service and the email of every organization on it, a booking site may have up to 200 admins and viewers (disabled ones count until their details are deleted, 90 days later), and invites and sign-in emails may be sent only so often (for example, 20 invites an hour and 50 a day; fewer during the free trial). If you need more, write to us and we'll raise it for your site where it's reasonable. These limits may change; we won't lower them below what your site already uses.

3.2 Free trial. Eligible new Customers get a 30-day trial of the plan they choose at sign-up, with no card. Your own domain, your own mailbox and hiding the Beaver Book footer start with your first payment, or sooner if we approve it. The trial doesn't turn into a paid subscription by itself: you subscribe only by choosing a plan and paying.

3.3 Paying. Payment is by card through our payment processor. We never see or store your card number. By subscribing you authorize recurring charges for the plan and billing interval (monthly or yearly) you choose, until you cancel.

3.4 Renewal and prices. Subscriptions renew automatically at the end of each billing period, at the price of your plan and interval. When we change a plan's price, new subscriptions pay the new price; your subscription keeps its price until you change plan or interval. If we ever need to raise the price of an existing subscription, we'll give at least 30 days' notice by email to the owner; it applies only from a renewal after that notice, and you may cancel before it does.

3.5 Changing plans in the billing portal takes effect at once, with standard proration (a credit or a charge for the rest of the period). You can move to a smaller plan once your site fits it: no more active rooms or people than that plan allows, and no own domain or mailbox the plan doesn't include. We never remove anything for you.

3.6 Charity and non-profit discount. A registered charity (with its CRA number) or a non-profit may apply for 20% off. A person at Beaver Byte reviews each request. Once approved, the discount stays as long as the subscription does. We may end it with 30 days' notice if the Customer is no longer a registered charity or non-profit (the Customer should tell us if that happens), or at once if it was given on information that wasn't true.

3.7 Comped plans. Where Beaver Byte provides a plan at no charge ("comped"), this agreement still applies, except the sections about payment. We may end a comped arrangement with 90 days' notice.

4. Cancellation and refunds

4.1 You may cancel at any time in the billing portal. Cancelling takes effect at the end of the paid period. Until then the service continues.

4.2 Monthly plans: no refunds.

4.3 Yearly plans: a full refund if you cancel within 30 days of the first yearly payment of a subscription. This doesn't apply to renewals: a renewed year, once paid, runs to its end, with no partial refund. Write to us to ask for the refund; it is issued through our payment processor.

4.4 Beaver Byte may issue other refunds at its discretion.

4.5 Nothing in this section limits rights that can't lawfully be excluded.

5. Payment problems and pausing

5.1 If a payment fails, it is retried and we tell you. If it is still unpaid 14 days later, the account is paused.

5.2 While paused:

• visitors can't make new bookings;
• existing bookings and their private links keep working, and people already booked still get their emails;
• your admin area is read-only, except billing, your own account settings and privacy requests.

Choosing a plan reopens the site at once.

5.3 Trial end. If the trial ends without a plan, the site is paused the same way.

6. Suspension

6.1 We may suspend your site immediately, in whole or in part:

• to address a security risk;
• for suspected unlawful activity;
• for a material breach of the Acceptable Use Policy;
• when required by law.

While suspended, the public site shows a neutral "not available" page and your admin area is read-only.

6.2 We'll tell you why, unless the law or a security reason stops us, and lift the suspension once the reason is resolved.

7. Term, ending and deletion

7.1 Term. This agreement starts when the owner accepts it and lasts as long as your booking site exists.

7.2 Ending for breach. Either party may end this agreement by written notice if the other materially breaches it and doesn't fix the breach within 30 days of being told. We may also end it at once for a serious or repeated breach of the Acceptable Use Policy.

7.3 If we stop offering Beaver Book. We may stop offering the service, or end this agreement for any other reason, with at least 90 days' notice by email to the owner. We then refund any prepaid fees for the period after the end, and you can export your data as in 7.4.

7.4 Export. Your admins can download your bookings (CSV) at any time while they can sign in. The owner can download a full export (bookings as CSV, your site's set-up as JSON) at /admin/export, including while the site is paused.

7.5 After a subscription ends. When a subscription ends (cancelled, or unpaid as in section 5), the site is paused and everything is kept for 90 days so you can export it or subscribe again. After that the site and its data are deleted, with emails about 14 and 3 days before, each with the export link. Ask us and we delete it sooner.

7.6 Deletion of unused setups. An unfinished self-serve site, never opened and unused, is deleted after 60 days, with a warning 7 days before. This never happens to a site with bookings or a live subscription.

7.7 Personal information erased from the live service stays in our encrypted rolling backups until those copies expire, up to about 30 days. If a backup is ever restored, the Data Processing Schedule (§9.4) says what happens.

7.8 Beaver Byte may place a legal hold on an account when the law or a dispute requires it. While it lasts, nothing of the account is deleted automatically.

8. Your responsibilities

8.1 Visitors' information. You decide why visitors' information is collected and used for bookings.

• You must give visitors the notices the law requires. Our generated booking notice at your site's /privacy may serve, and you may link your own policy beside it.
• You must obtain any consent the law requires.
• Don't ask for sensitive information you don't need.

8.2 Content and photos. You confirm you have every right, licence and permission needed to upload and publicly show your content: logos, photos and texts. That includes permission from anyone who can be recognized in a photo (and a parent's or guardian's for minors).

• You let us store, re-encode, crop, keep the original of and display your uploads, and remove them, to provide the service.
• You'll respond to privacy, copyright and removal complaints about your content.

8.3 You'll follow the Acceptable Use Policy and the law, including any law about your bookings, your premises and the messages your site sends.

9. Our responsibilities for personal information

9.1 We handle your visitors' personal information only as the Data Processing Schedule says: to provide, secure and support the service for you, on your instructions, or where the law requires. We never sell it or use it for our own advertising.

9.2 We tell you of a security incident affecting it as the Schedule says: without undue delay, and within 72 hours after we confirm it.

10. Intellectual property

10.1 Beaver Byte owns Beaver Book, its software, design and documentation. You get a non-exclusive, non-transferable right to use the service during your subscription.

10.2 You keep everything you put into the service (your content and your data). You let us use it only to provide the service.

10.3 If you send us ideas or feedback, we may use them freely.

10.4 Aggregated statistics. We may use counts and other aggregated, de-identified information about how the service is used (for example, numbers of bookings, rooms and sites) to run, secure and improve Beaver Book. It never identifies a visitor, an admin or your organization.

10A. Confidentiality

10A.1 Each party keeps the other's non-public information confidential: information marked confidential, or that a reasonable person would understand to be so (for example, our security summary, or your non-public plans). Each uses it only for this agreement and shares it only with people who need it and are bound to keep it confidential.

10A.2 This doesn't cover information that is public through no fault of the receiving party, was already known to it, or must be disclosed by law (with notice to the other party where the law allows).

10A.3 Personal information is covered by the Data Processing Schedule, not this section.

11. Warranties

11.1 Each party confirms it may enter this agreement.

11.2 The service is provided as described. Except as stated in this agreement, and to the extent the law allows, it is provided "as is", without other warranties.

12. Liability

12.1 No indirect losses. Neither party is liable to the other for indirect or consequential losses, such as lost profits, lost revenue, lost donations or lost opportunities, even if it was told they were possible.

12.2 Cap. Each party's total liability for all claims about this agreement is limited to the fees the Customer paid us in the 12 months before the claim, or CA$100 if that is more.

12.3 Higher cap for personal information. For a breach of the Data Processing Schedule or of section 10A, our cap is two times the amount in 12.2.

12.4 Outside the caps: fees the Customer owes; the Customer's obligations under 12.5; and liability the law doesn't allow to be limited, such as for fraud or wilful misconduct.

12.5 Your indemnity. You'll compensate us for third-party claims (including a regulator's) arising from your content, your bookings or premises, or your breach of the Acceptable Use Policy or of section 8.

12.6 Our indemnity. We'll compensate you for third-party claims that Beaver Book, as we provide it, infringes their intellectual property rights in Canada.

12.7 Your data. We back up the service daily, but you're responsible for keeping your own copy of what matters to you; the exports in 7.4 are there for that.

13. Changes to this agreement

We may update this agreement. We'll give at least 30 days' notice by email to the owner for material changes. The owner accepts the new version at their next sign-in, and the version and time are recorded. If you don't accept, you may cancel before the change takes effect, with a pro-rated refund of any prepaid yearly fees.

14. General

14.1 Governing law. The laws of Ontario and the federal laws of Canada that apply there, subject to mandatory law and forum protections that can't validly be excluded. The courts of Toronto, Ontario, have exclusive jurisdiction.

14.2 Notices. To you: by email to the owner. To us: hello@beaverbook.ca, or privacy@beaverbook.ca for anything about personal information, or by mail to our mailing address above.

14.3 Neither party is liable for delays caused by events beyond its reasonable control.

14.4 You may not assign this agreement without our consent. We may assign it to a successor of the business, with notice.

14.5 This agreement, with the documents it incorporates, is the whole agreement between us about Beaver Book.

14.6 If a part is unenforceable, the rest stays in force.

14.7 No third-party rights. Visitors and other third parties have no rights under this agreement.

14.8 What survives. Fees owed, export and deletion (7.4 to 7.8), intellectual property (10), confidentiality (10A), liability (12) and this section 14 continue after the agreement ends, as does the Data Processing Schedule while we hold your visitors' information.

14.9 Independent parties. Nothing here makes either party the other's partner, agent or employee.

14.10 Electronic acceptance. Ticking the acceptance box is the Customer's signature, and the recorded version, owner and time are the record of it.

Accepting. The owner accepts on behalf of the Customer by ticking the box at sign-up, or on the one-time screen at their next admin sign-in. The version, the owner and the time are recorded (agreement_acceptances).