OfficeEaze Terms of Service

Last updated: June 2026 Version 3.3 Governed by the laws of the Province of Ontario, Canada.

1. Acceptance of Terms

By creating an OfficeEaze account or using the Service you agree to these Terms of Service ("Terms"). If you do not agree, do not use the Service.

OfficeEaze is a trade name of Lou Squared Systems Inc., a corporation incorporated under the Canada Business Corporations Act. References to "OfficeEaze", "we", and "us" in these Terms refer to Lou Squared Systems Inc.

2. Description of Service

OfficeEaze ("we", "us", "the Service") provides cloud-based back-office software for Canadian small businesses, including payroll tools, HR document generation, employee onboarding, electronic signatures, CRA compliance calendars, expense tracking, invoicing, vendor management, scheduling, filing cabinet storage, background check management, and the Harris AI assistant (available by text and by voice).

3. Not Legal, Tax, or Accounting Advice

OfficeEaze is not a law firm, accounting firm, or tax advisor. The Service provides document templates, calculations, calendars, and organizational tools for general business purposes only. Nothing produced by the Service constitutes legal, tax, or accounting advice. You are solely responsible for verifying the accuracy and applicability of any output and should consult a licensed professional for advice specific to your situation.

HR documents and employment decisions. The document generator and related HR tools produce templates based on the general minimum requirements of provincial employment standards legislation in effect at the time of generation. These templates are a starting point only. They are not legal advice, are not a legal opinion on your specific situation, and do not guarantee compliance with all applicable laws. Statutory minimums reflected in a document are not necessarily your total legal obligation — depending on the circumstances, common-law reasonable notice and other entitlements may apply and may be significantly greater than the statutory minimum, and any termination clause in an employment contract may be found unenforceable. OfficeEaze does not assess the enforceability of any employment contract or clause.

You are solely responsible for all employment decisions. All decisions relating to hiring, discipline, suspension, layoff, accommodation, and termination of any worker are made by you, the employer, in your sole discretion and on your own judgment. You are solely responsible for conducting appropriate due diligence before acting, including obtaining advice from a qualified employment lawyer before terminating any employee or relying on any generated document as a final settlement. OfficeEaze does not make, direct, or participate in any employment decision.

No liability for employee or third-party claims. To the maximum extent permitted by applicable law, OfficeEaze accepts no liability for any claim, demand, complaint, or proceeding brought against you by any current or former employee, worker, candidate, or other third party — including any claim for wrongful dismissal, constructive dismissal, common-law reasonable notice, severance, human rights, or any other employment-related claim — arising out of or relating to your employment decisions, your use of any document produced by the Service, or your failure to obtain appropriate legal advice. Responsibility for such claims rests solely with you as the employer.

4. Payroll Tools Disclaimer

OfficeEaze provides payroll calculation tools — not payroll services. Payroll calculations use CRA-published formulas as a reference framework and should always be verified against CRA's Payroll Deductions Online Calculator (canada.ca/pdoc) before finalizing any pay run. The employer is responsible for reviewing and approving every pay run before it is finalized. The employer is responsible for the accuracy of all inputs including hours worked, pay rates, taxable benefits, and deductions. OfficeEaze is not responsible for errors resulting from incorrect data entry or incorrect use of the platform. The employer remains legally responsible to the Canada Revenue Agency for all payroll obligations, source deductions, and remittances regardless of the software used to calculate them.

4A. Illegal Deductions

Canadian employment standards legislation prohibits employers from deducting amounts from employee wages without written employee consent except for statutory deductions (CPP, EI, income tax, court-ordered garnishments). Deductions for cash shortages, damaged property, dine and dash losses, uniforms, or training costs are prohibited without explicit written employee consent. The employer is solely responsible for ensuring all payroll deductions comply with applicable provincial employment standards legislation. OfficeEaze accepts no liability for deductions entered by the employer that violate the Employment Standards Act or equivalent provincial legislation.

4B. Document Templates

Document templates are provided as province-specific starting points only. They are not legal advice and do not constitute a solicitor-client relationship. Laws change and vary by jurisdiction. We strongly recommend having all generated documents reviewed by a qualified Canadian employment lawyer before use, particularly offer letters, termination letters, and separation agreements. OfficeEaze accepts no liability for the enforceability, compliance, or legal validity of any generated document.

4C. Scope of Use — Non-Unionized Workplaces Only

OfficeEaze is designed for use in non-unionized employment relationships governed by provincial and federal employment standards legislation. It is not designed for workplaces that are party to a collective agreement. Users in unionized workplaces use OfficeEaze at their own risk and OfficeEaze accepts no liability for any non-compliance with collective agreement obligations.

4D. T5 and Investment Income Calculations

T5 Statement of Investment Income slips and related dividend calculations generated by OfficeEaze — including gross-up amounts (Box 11, Box 25) and dividend tax credit amounts (Box 12, Box 26) — are provided as a calculation convenience tool only. Gross-up and credit calculations are based on CRA prescribed rates in effect at the time of the calculation and are subject to change. The employer and their accountant are responsible for reviewing and verifying all T5 slip amounts before filing with the Canada Revenue Agency. OfficeEaze accepts no liability for T5 calculation errors, incorrect box allocations, or any resulting CRA assessments, penalties, or interest charges.

4E. Currency Conversion and Multi-Currency Invoicing

Currency exchange rates provided within OfficeEaze are sourced from third-party providers including the Bank of Canada and Open Exchange Rates. These rates are provided for bookkeeping convenience only. OfficeEaze does not guarantee the accuracy, timeliness, or completeness of exchange rate data and accepts no liability for:

(a) Foreign exchange losses or gains arising from the use of rates displayed in the Service;

(b) Differences between rates used in OfficeEaze and rates required for CRA tax reporting purposes;

(d) Any other financial loss arising from multi-currency transactions processed through the Service.

The employer is responsible for verifying exchange rates used in invoices and financial records with their accountant before filing any tax return.

4F. Financial Projections and Forecasts

Cash flow forecasts, budget projections, variance analyses, and any other forward-looking financial estimates generated by OfficeEaze or the Harris AI assistant are estimates only. They are based exclusively on data entered into OfficeEaze by the employer and do not account for information, events, or circumstances outside the Service.

Forward-looking financial estimates:

(a) Are not financial advice;

(b) Do not constitute a guarantee or representation of future financial results;

(d) Should not be relied upon as the sole basis for any financial, payroll, hiring, or business decision.

OfficeEaze accepts no liability for decisions made in reliance on financial projections or estimates generated by the Service. Employers should verify all financial projections with a qualified accountant or financial advisor before acting on them.

4G. Background Checks

Where the employer uses the Background Checks module, the employer is solely responsible for obtaining each candidate's express, informed, written consent before initiating any check, as required by PIPEDA and applicable provincial privacy legislation. Background checks are always employer-initiated. OfficeEaze does not conduct, perform, or adjudicate background checks and is not a consumer reporting agency. The employer is responsible for compliance with all applicable laws governing the collection, use, and disclosure of background check information, including human rights legislation restricting the use of criminal record and credit information in hiring. OfficeEaze accepts no liability for the employer's use of the Background Checks module.

4H. Payment Files and Fund Movement

OfficeEaze does not move money, hold funds, or make payments on your behalf. Where you use direct deposit or generate a remittance, OfficeEaze calculates the amounts and, for direct deposit, generates a payment file (in the standard CPA-005 format) that you download and submit to your own financial institution. Your own bank executes all payments to your employees. OfficeEaze does not transmit any payment file to a bank or payment network, does not initiate any debit from your account, and never receives, holds, or controls your funds or your employees' pay at any point.

For Canada Revenue Agency source-deduction remittances, OfficeEaze calculates and displays the amount owed and the applicable due date. You remit that amount to the Receiver General directly from your own bank account. OfficeEaze does not collect, hold, or remit source deductions or any other funds to the CRA on your behalf. You remain solely responsible for making all payments to your employees and to the CRA, and for the timing and accuracy of those payments.

5. Account Registration and Security

You must provide accurate information when creating an account and keep your credentials secure. You are responsible for all activity that occurs under your account. You must be authorized to bind your business to these Terms.

OfficeEaze supports the following authentication methods: password (minimum 12 characters), time-based one-time password (TOTP) via an authenticator app, and passkey authentication (Face ID, fingerprint, or hardware security key) via WebAuthn. A passkey is cryptographically bound to your device and domain and satisfies the strong authentication requirement on its own — no separate TOTP code is required when a passkey is enrolled.

Strong authentication is mandatory for all employer accounts. This requirement is satisfied by either: (a) a passkey (Face ID, fingerprint, or hardware key) enrolled on your account, or (b) a TOTP authenticator app. Both methods meet the requirement. A passkey provides stronger protection than a TOTP code and is the recommended option. If you lose access to your authenticator or passkey device, you may recover access by verifying the mobile phone number on file via SMS, after which you must re-enroll a strong authentication method. Password resets also require SMS verification of the phone number on file. You are responsible for keeping your registered mobile number current.

Two-Factor Authentication — Liability and Risk Allocation

OfficeEaze requires strong authentication for all employer accounts because the platform stores highly sensitive personal information including employee Social Insurance Numbers, payroll records, direct deposit banking details, and HR records. The mandatory strong authentication requirement exists to protect both you and your employees.

This requirement is satisfied by enrolling either a passkey (Face ID, fingerprint, or hardware security key) or a TOTP authenticator app. Both methods meet the requirement. A passkey provides stronger protection than a TOTP code and is the recommended option.

During any trial grace period where neither a passkey nor a TOTP authenticator has been configured, your account operates with password-only security. You acknowledge and accept that operating without strong authentication increases the risk of unauthorized account access. OfficeEaze accepts no liability for any data breach, unauthorized access, or loss arising during any period in which neither a passkey nor TOTP authentication was active on your account, whether due to deliberate deferral, loss of your authenticator device or passkey, failure to re-enroll following account recovery, or any other reason.

You are solely responsible for: (a) Enrolling and maintaining a working strong authentication method on your account — either a passkey or a TOTP authenticator app; (b) Keeping your authenticator device and recovery codes secure and confidential; (c) Not sharing your authenticator device, one-time codes, or account credentials with any other person; (d) Promptly re-enrolling a passkey or TOTP authenticator following any account recovery or password reset; (e) Notifying OfficeEaze immediately at security@officeeaze.ca if you believe your account has been accessed without your authorization.

OfficeEaze will cooperate fully with any investigation of unauthorized account access and will provide audit logs to assist in identifying the nature and scope of any breach. However, OfficeEaze is not liable for damages, penalties, regulatory fines, or claims arising from unauthorized access to an account where neither a passkey nor TOTP authentication was active at the time of the breach, or where credentials were shared or compromised by the account holder.

Employee portal accounts (accessed at /employee/*) are authenticated using a one-time numeric code sent by SMS to the mobile phone number the employer has on file for the employee. Each code is time-limited and single-use. Employee portal login does not use a password. You acknowledge that employee portal security depends on the security of the employee's registered mobile phone and SMS messages. OfficeEaze accepts no liability for unauthorized employee portal access arising from a compromised or unauthorized mobile device or SIM.

6. Subscription and Payment

The Service is provided on a paid subscription basis. Current pricing in Canadian dollars:

- Solo — $49/month — self-employed, no employees - Micro — $99/month — up to 3 employees - Growth — $179/month — up to 25 employees - Business — $289/month — up to 50 employees - Dealer Small — $329/month — Dealer plan (5 dashboard user seats, 100GB storage, 1–25 employees) - Dealer Mid — $449/month — Dealer plan (10 dashboard user seats, 500GB storage, 26–80 employees) - Dealer Large — $569/month — Dealer plan (20 dashboard user seats, additional seats $10/user/month, 1TB storage, 81+ employees) - Enterprise Small — $329/month — up to 100 employees, 5 dashboard user seats, 300GB storage - Enterprise Mid — $449/month — up to 150 employees, 10 dashboard user seats, 400GB storage - Enterprise High — $569/month — up to 250 employees, 20 dashboard user seats, additional seats $10/user/month, 500GB storage - Charitable Edition — 35% discount applied to the applicable standard plan tier — registered Canadian charities only (see Section 6A)

Associate and Enterprise plans are fully self-serve. Associate Dealers sign up at app.officeeaze.ca/ct-signup. Enterprise plans are available at officeeaze.ca/enterprise. Pricing is confirmed during the signup flow based on store volume or employee count.

Storage is included with each plan (Solo 20GB, Micro 50GB, Growth 100GB, Business 200GB). CT and Enterprise plan storage varies by tier and is confirmed at signup. Where usage exceeds the included storage limit, additional storage is billed at CAD $5 per month per additional 50GB block.

Subscription fees are billed in Canadian dollars on a monthly basis. Monthly fees are non-refundable except as required by law; cancellations take effect at the end of the current monthly billing period.

We may change pricing on 30 days written notice to your registered email address. Price changes apply at the next renewal date and do not affect the current paid period. Payment is processed through Helcim Inc., our Canadian payment processor (PCI DSS Level 1 certified, headquartered in Calgary, Alberta). OfficeEaze never receives, transmits, or stores your card number, CVV, or full banking details. When you enter payment information, it is submitted directly to Helcim's secure servers. Helcim returns a payment token, which is the only payment reference stored by OfficeEaze. Your cardholder data is governed by Helcim's terms of service and privacy policy at helcim.com. In the event of a payment dispute or chargeback, OfficeEaze will cooperate with Helcim and your card issuer but is not liable for outcomes determined by Helcim or the card network.

6A. Charitable Edition

OfficeEaze offers a 35% discount on standard plan pricing to verified registered Canadian charities operating under a valid Canada Revenue Agency charity registration number.

(a) Eligibility. To qualify for Charitable Edition pricing, the account holder must hold a valid CRA charity registration number at the time of signup and at all times during the subscription. The registration number is verified against the CRA Public Registry of Charities at the time of signup. OfficeEaze reserves the right to re-verify charity status at any time and to suspend the discount if eligibility cannot be confirmed.

(b) Verification. By submitting a charity registration number at signup, you represent and warrant that you are duly registered as a charitable organization under the Income Tax Act (Canada), that the number is accurate, and that your registration is in good standing. Submission of a false or invalid registration number constitutes a material breach of these Terms.

(c) Discount application. The 35% discount is applied to the monthly subscription fee for the standard plan tier selected (Solo, Micro, Growth, or Business). The discount does not apply to CT or Enterprise plans, storage overages, or any other fees. The discounted rate is confirmed at signup.

(d) Change in status. If your CRA charity registration is revoked, annulled, or otherwise ceases to be in good standing, you must notify OfficeEaze within 30 days at hello@officeeaze.ca. Upon notification or discovery, the Charitable Edition discount will be removed and standard pricing will apply at the next billing cycle.

(e) Charitable Edition features. Charitable Edition accounts include access to all features of the selected plan tier, plus T3010 annual information return preparation tools, donation receipt generation, grant tracking, and volunteer management tools. These features are provided as operational assistance only and do not constitute accounting, legal, or tax advice. OfficeEaze makes no representation that T3010 data generated by the platform meets CRA filing standards — you are responsible for verifying all T3010 data with a qualified accountant or CRA-registered preparer before filing.

(f) CRA data. When you use the T3010 preparation feature, OfficeEaze processes charitable program and financial data that you enter. This data is stored within your account and is not transmitted to CRA. Filing with CRA is done separately by the account holder.

(g) Volunteer data. When you use the volunteer management feature, you collect personal information about volunteers (name, contact, hours). You are the data controller for this information and are responsible for obtaining appropriate consent from volunteers for collection and use of their personal information, as required by PIPEDA and applicable provincial privacy legislation.

7. Free Trial

OfficeEaze offers a 30-day free trial with no credit card required. The free trial applies to all plan types.

(a) One free trial per business — you may not create multiple accounts to extend a trial. One trial per business, regardless of plan type chosen.

(b) The trial period begins on the date your account is created.

(c) At the end of the trial, if no payment method has been provided, your account will be suspended and your data held for 30 days before deletion.

(d) All data created during the trial belongs to you and may be exported at any time.

(e) Founding member pricing — where offered, users who subscribe during a designated founding-member window lock in their current plan price for the duration described at signup. This offer is subject to change and will be clearly indicated at signup when available.

8. Acceptable Use

You agree not to: (a) use the Service for any unlawful purpose; (b) upload malicious code; (c) attempt to access another customer's data; (d) reverse engineer or scrape the Service; (e) use the Service to send unsolicited communications; (f) impersonate any person or business; (g) enter false or fabricated employee information; (h) use the Service to facilitate any violation of employment standards legislation; (i) use the Background Checks module to initiate a screening of any individual without first obtaining that individual's express informed consent as required by applicable privacy legislation, including PIPEDA and any applicable provincial privacy legislation. The employer represents and warrants that valid consent has been obtained before entering any candidate's personal information into the Background Checks module.

9. Your Data Belongs to You

All data, documents, pay stubs, HR records, T4s, payroll history, and any other content created in OfficeEaze belongs exclusively to you — the customer. OfficeEaze has no ownership claim over your data, now or at any time in the future.

Your rights as a customer:

You may export all of your data at any time, in full, with no restrictions and no fee.

Your data will never be sold, transferred, licensed, or used to satisfy creditors under any circumstances.

Your data will never be used to train AI models or shared with third parties except as described in the Privacy Policy.

In the event OfficeEaze ceases operations, customers will receive a minimum of 30 days written notice and a complete export of all their data before any systems are taken offline.

OfficeEaze acts as a data processor on your instructions. You are and remain the data controller.

These rights are irrevocable and survive termination of your account or cessation of OfficeEaze's operations.

10. Data Security

We implement strong security measures including AES-256-GCM encryption at rest with separate keys per data category, TLS 1.3 encryption in transit, row-level security isolation between all customer accounts, immutable audit logging, mandatory strong authentication (passkey or TOTP) for employer accounts, minimum 12-character passwords with complexity requirements, and inactivity session timeout. Our platform infrastructure maintains SOC 2 Type II and ISO 27001:2022 certification through our hosting provider Lovable. See our Privacy Policy and Security page for full details.

10A. Your Breach Reporting Obligations

As the data controller for your employees' personal information, you have independent obligations under PIPEDA to report breaches of security safeguards to the Office of the Privacy Commissioner of Canada and to notify affected individuals when a breach creates a real risk of significant harm.

OfficeEaze provides a Privacy Breach Incident tool in your Security dashboard to help you document, assess, and track your response to any suspected data breach. Use of this tool does not constitute legal advice and does not fulfill your reporting obligations on your behalf — you remain solely responsible for making any required reports to the OPC and for notifying affected individuals.

You must notify OfficeEaze at security@officeeaze.ca as soon as reasonably practicable if you become aware of any unauthorized access to your OfficeEaze account or to employee personal information stored in the Service. OfficeEaze will cooperate fully with your breach response and will provide security audit logs on request.

OfficeEaze will notify you as soon as feasible if we become aware of a breach of our own security safeguards that involves your data.

11. Harris AI Assistant

The Harris AI assistant is powered by Anthropic's Claude API. Anthropic does not use API data to train its models.

What Harris receives: your company name, province, industry type, employee count, revenue range, aggregated financial metrics such as outstanding invoice totals, the current screen or module you are viewing, your business health score summary, and business context you type directly into the Harris chat interface.

Voice and avatar: Harris is available by text and by voice. When you use Harris by voice, the text of Harris's spoken responses is converted to speech by ElevenLabs Inc. (United States) and used to animate an on-screen avatar through HeyGen (United States). These providers receive only the words Harris speaks aloud and never receive sensitive personal information. You may use Harris by text only without engaging the voice or avatar features.

Harris memory: Harris stores the following information in your OfficeEaze account to provide continuity across sessions — document routing patterns (vendor names and preferred filing folders), payroll notes (per pay period reminders and adjustments you ask Harris to remember), and bookkeeping and HR notes (follow-up items you ask Harris to track). Harris memory is stored in your OfficeEaze database, not with Anthropic. You can view, edit, and delete all Harris memory from Settings → Harris Memory at any time.

What Harris never receives: employee Social Insurance Numbers, banking or direct deposit details, dates of birth, medical information, employee names, or any other encrypted sensitive personal data. This is a technical restriction in the Harris system design.

Harris is an assistant — not a decision-maker. The employer remains solely responsible for all final decisions including payroll approvals, HR actions, and CRA filings. See our Privacy Policy for complete details.

12. Third-Party Services

The Service integrates with third-party providers:

Helcim Inc. — payment processing (Canada)

Lovable Inc. — application hosting and platform infrastructure (SOC 2 Type II, ISO 27001:2022)

Anthropic PBC — Harris AI assistant (United States)

ElevenLabs Inc. — Harris voice synthesis, optional (United States)

HeyGen — Harris avatar streaming, optional (United States)

Resend Inc. — transactional email delivery (security alerts, pay stub notifications, document signing requests, welcome emails, trial sequence, payment receipts, and dunning emails) and inbound email processing (receipt forwarding and support email intake) (United States)

Twilio Inc. — SMS authentication (United States)

Cloudflare Inc. — security and CDN (United States)

Instatus — system status page and uptime monitoring (United States)

Their use of your data is governed by their respective terms and privacy policies. A full list is available at officeeaze.ca/subprocessors

13. CASL Compliance

OfficeEaze complies with Canada's Anti-Spam Legislation (CASL). Commercial electronic messages are sent only to users who have provided express consent. Transactional messages (security alerts, remittance reminders, document signing requests) are exempt from CASL consent requirements. Every marketing email includes a one-click unsubscribe link.

13A. Referral Program

OfficeEaze operates a referral program under which existing customers may refer other businesses and earn subscription credits when a referred business subscribes.

(a) Referral credits are applied to the referring customer's account upon the referred business completing a paid subscription. Credits are not transferable and have no cash value.

(b) One referral credit per referred business. Self-referrals are prohibited.

(d) Referral credits are forfeited if the referring customer's account is terminated for breach of these Terms.

13B. Data Processing Agreement

OfficeEaze acts as a data processor for employee personal information stored in the Service on behalf of employer customers, who are the data controllers. OfficeEaze's use of Lovable Inc., our platform infrastructure provider, is governed by Lovable's Data Processing Agreement, which applies to OfficeEaze's plan and forms part of our agreement with Lovable. Lovable holds SOC 2 Type II and ISO 27001:2022 certification.

A Data Processing Agreement is available to OfficeEaze customers on request. Contact privacy@officeeaze.ca.

14. Intellectual Property

OfficeEaze and all related software, designs, and content (excluding Customer Data) are owned by Lou Squared Systems Inc. and protected by intellectual property law. You receive no rights other than those expressly granted in these Terms.

15. Confidentiality

Each party will protect the other's confidential information with at least the same standard of care it uses for its own confidential information.

16. Indemnification

You agree to indemnify and hold harmless OfficeEaze and its directors, officers, employees, and agents from any claims arising out of (a) your Customer Data, (b) your use of the Service, (c) your violation of these Terms, (d) your violation of any applicable employment standards, tax, or privacy legislation, or (e) any claim, demand, or proceeding brought against you by any current or former employee, worker, candidate, or other third party arising out of your employment decisions or your use of any document or output produced by the Service, including any claim for wrongful dismissal, constructive dismissal, common-law reasonable notice, severance, or human rights. This indemnity survives termination of your account.

17. Termination and Data Retention

> DRAFT — pending legal review. The retention and deletion language in this section reflects OfficeEaze's operational policy but has not yet been reviewed by counsel. Do not treat as final legal wording.

We may suspend or terminate your account if you breach these Terms. You may terminate at any time by cancelling your subscription. Cancellations take effect at the end of the current billing period.

No retention after account closure. OfficeEaze does not retain your business records after your account closes, for any reason, including compliance. Your business records — including payroll, tax, financial, and employee records — belong to you, and you are solely responsible for downloading, storing, and retaining them to meet your own legal obligations, including the Canada Revenue Agency's six-year retention requirement for payroll and tax records. OfficeEaze is a software tool, not your record-keeper, and provides no post-closure archival service.

Deletion schedule. After you cancel, your account remains accessible until the end of your current billing period. Your account data is then permanently and irreversibly deleted thirty (30) days later. During that 30-day window we send you reminders on the schedule described in our Privacy Policy stating the exact deletion date, and you may export a complete copy of all your data at any time from Settings → Export Your Data until that date. On or after the deletion date the data cannot be recovered by OfficeEaze, by you, or by your employees.

Employer responsibility for employee records. As the employer, you are the data controller for your employees' records in OfficeEaze and you are solely responsible for retaining and distributing those records. When your account is deleted, your employees' portal access to their own pay stubs and T4s in OfficeEaze ends at the same moment. OfficeEaze will not contact your employees to warn them or to provide them with copies of their records — you must do so before the deletion date.

What we keep after deletion. Once deletion is complete, OfficeEaze retains only: (a) a record of your data-deletion acknowledgment (the confirmation you signed at cancellation); (b) an internal deletion log recording that the deletion occurred; and (c) limited billing and transaction records that OfficeEaze is required to keep for its own tax, accounting, and legal purposes. We do not keep your employees' personal information, your payroll data, your documents, or any other business records.

Backups. Your data is removed from our active systems on the deletion date. Residual copies may persist in encrypted, access-restricted backups for up to ninety (90) days, after which they are overwritten in the ordinary backup-rotation cycle. Backups are never used to restore a deleted account.

Individual employee terminations while the account remains active. When you offboard an individual employee but your OfficeEaze account remains active, that employee keeps read-only portal access to their own pay stubs and T4s in OfficeEaze for one (1) year following their last day of employment, after which their portal access ends. This does not relieve you of your own obligation to retain and provide employee records for the periods required by law.

18. Accessibility

OfficeEaze is committed to accessibility and builds toward the Web Content Accessibility Guidelines (WCAG) 2.1 Level AA, the standard referenced by the Accessibility for Ontarians with Disabilities Act (AODA), as a best-practice target. We have not yet completed an independent third-party accessibility audit and do not claim full conformance. We welcome reports of any barrier you encounter. For accessibility accommodation requests or to report an issue, contact accessibility@officeeaze.ca.

19. Service Availability

OfficeEaze does not guarantee uninterrupted or error-free access to the Service. We will use commercially reasonable efforts to maintain availability and will endeavour to provide at least 24 hours advance notice of planned maintenance that may affect access. Service status is published at status.officeeaze.ca and unplanned outages will be communicated through that status page or by email as soon as reasonably possible. Temporary unavailability of the Service does not entitle you to a refund or credit except where an outage exceeds 72 consecutive hours and is directly attributable to OfficeEaze's own infrastructure. Downtime caused by third-party providers, including our hosting infrastructure, payment processor, or AI provider, is outside OfficeEaze's control and does not give rise to a refund entitlement.

20. Beta and Preview Features

From time to time OfficeEaze may make features available that are designated as "beta", "preview", "early access", or "experimental". These features are provided as-is without warranty of any kind. They may be modified, suspended, or discontinued at any time without notice. Beta features should not be relied upon for compliance, payroll, or any time-sensitive business obligation. OfficeEaze accepts no liability for errors, data loss, or omissions arising from the use of beta or preview features.

21. Free Trial Terms

Where OfficeEaze offers a free trial, the following terms apply: (a) One free trial per business. The 30-day free trial applies to all plan types. At the end of the trial, the customer chooses their plan. You may not create multiple accounts — under the same or different email addresses — to extend a trial period or circumvent subscription requirements. Changing your plan type after the trial has ended does not restart or reinstate a free trial. Creating a new account and importing data from a previous OfficeEaze account during a free trial constitutes misuse of the trial and is a breach of these Terms. OfficeEaze monitors for trial abuse and reserves the right to terminate accounts found to be in breach of this clause without notice or refund. (b) The trial period begins on the date your account is created and ends on the date stated at signup. (c) At the end of the trial period, if no payment method has been provided, your account will be suspended and your data held for 30 days. If you have provided a payment method before the trial ends, your subscription will begin on the day the trial ends. (d) If you do not provide payment information before the trial ends, your account will be suspended and your data will be held for 30 days before deletion. (e) All data you create during the trial period belongs to you and may be exported at any time.

22. Eligibility

The Service is intended for use by businesses and business operators. You must be at least 18 years of age and have the legal authority to enter into binding contracts on behalf of your business. By creating an account you represent that you meet these requirements. OfficeEaze is not intended for personal, household, or consumer use.

23. Dispute Resolution

Before initiating any legal proceeding, both parties agree to attempt to resolve any dispute in good faith. The party with a grievance must provide written notice to the other party describing the nature of the dispute and the remedy sought. The parties will then have 30 days from receipt of that notice to attempt to resolve the dispute through good-faith negotiation. If the dispute is not resolved within that period, either party may pursue their available legal remedies. This clause does not prevent either party from seeking urgent injunctive or equitable relief from a court of competent jurisdiction where delay would cause irreparable harm.

24. Force Majeure

OfficeEaze is not liable for any failure or delay in performance of the Service caused by circumstances beyond our reasonable control, including but not limited to: acts of God, natural disasters, pandemic, war, civil unrest, government action, power failures, internet or telecommunications outages, cyberattacks on third-party infrastructure, or failure of third-party service providers including cloud hosting, AI, payment, or email providers. In such circumstances OfficeEaze will use commercially reasonable efforts to restore the Service as quickly as possible and will communicate the nature and expected duration of any disruption.

25. Assignment

You may not assign or transfer your rights or obligations under these Terms without OfficeEaze's prior written consent. OfficeEaze may assign these Terms, including all associated data processing agreements and customer rights, in connection with a merger, acquisition, corporate reorganization, or sale of all or substantially all of our assets, provided that: (a) the assignee agrees in writing to be bound by these Terms; (b) your data rights as described in Section 9 are preserved in full; and (c) you are notified in writing at least 30 days before any such assignment takes effect. If you do not wish to continue with the new entity, you may cancel your account and receive a pro-rated refund of the unused portion of any prepaid annual subscription fees.

26. Prohibited Competitive Use

OfficeEaze is provided for the purpose of operating and managing your business. The following uses are expressly prohibited and constitute a material breach of these Terms entitling OfficeEaze to immediately terminate your account without notice or refund:

(a) Using the Service, including any interaction with the Harris AI assistant, for the purpose of building, designing, specifying, or informing the development of a competing product or service that provides substantially similar functionality to OfficeEaze.

(b) Systematically extracting, recording, reproducing, or compiling responses generated by the Harris AI assistant for commercial purposes, including training competing AI models or building competing knowledge bases.

(c) Downloading, copying, or reproducing documents generated through the OfficeEaze Document Generator for use as templates in any competing product or service.

(d) Reverse engineering, decompiling, or attempting to reconstruct the logic, architecture, or content of the Harris AI assistant's system prompt, teaching framework, or compliance knowledge base.

(e) Authorizing or permitting any third party to use your account for any of the purposes described in (a) through (d) above.

OfficeEaze reserves the right to monitor usage patterns for evidence of prohibited competitive use and to terminate accounts where such use is suspected, without liability to the account holder.

Nothing in this section restricts your right to use information you independently developed or that is publicly available from sources other than OfficeEaze.

27. Limitation of Liability

To the maximum extent permitted by applicable law, OfficeEaze's total aggregate liability to you arising out of or relating to these Terms or the Service — whether in contract, tort, negligence, or otherwise — is limited to the greater of: (a) the amounts actually paid by you to OfficeEaze in the three months immediately preceding the event giving rise to the claim, or (b) five hundred Canadian dollars (CAD $500).

OfficeEaze is not liable for any indirect, incidental, consequential, special, exemplary, or punitive damages, or for any loss of profits, revenue, business opportunity, data, or goodwill, even if OfficeEaze has been advised of the possibility of such damages.

Nothing in these Terms limits OfficeEaze's liability for: (i) death or personal injury caused by our negligence; (ii) fraud or fraudulent misrepresentation; or (iii) any liability that cannot lawfully be excluded or limited under applicable law.

You acknowledge that the pricing of the Service reflects this allocation of risk, and that OfficeEaze would not provide the Service on these terms without these limitations.

28. Changes to These Terms

We may update these Terms from time to time. Material changes will be communicated by email with at least 14 days notice and will require renewed acceptance before continued use of the Service.

29. Governing Law

These Terms are governed by the laws of the Province of Ontario and the federal laws of Canada applicable in Ontario. The courts of Ontario have exclusive jurisdiction over any dispute, except that we may seek injunctive relief in any court of competent jurisdiction.

30. Contact

Legal questions: legal@officeeaze.ca

Co-Founder & CEO (Jennifer Tsoutouras): jennifer@officeeaze.ca

Co-Founder & Privacy Officer (Nadine Leduc): privacy@officeeaze.ca

General: hello@officeeaze.ca

Enterprise enquiries: enterprise@officeeaze.ca

Lou Squared Systems Inc. (operating as OfficeEaze) Registered office: 158 Day Road, Castleton, ON K0K 1M0

Terms of Service — OfficeEaze