Terms of Service

Last updated: July 2, 2026

1. Agreement

These Terms govern use of the Maintaire website and application (the “Service”), operated by North Refrigeration Inc. (“Maintaire”, “we”, “us”). By creating an account, checking the acceptance box at signup, or clicking “I agree,” you accept these Terms. If you accept on behalf of a company, you confirm you have authority to bind it. Our Privacy Policy and, for business customers, our Data Processing Agreement form part of these Terms.

2. Accounts

You must provide accurate information and keep credentials secure. You are responsible for activity under your account. Workspace owners and admins control membership and can access data created in their workspace. Minimum age: 18. Accounts require email verification, and new organizations may be subject to review before activation.

3. Free trial

New organizations receive a free trial (currently 14 days; the exact length is shown at signup). No payment method is required to start a trial. When the trial ends, access to the Service is suspended until you subscribe to a paid plan — your data is retained and access is restored when you subscribe. We may modify or withdraw the trial offer for future signups at any time.

4. Subscriptions, fees, and renewal

• Fees, plan limits, and billing frequency are shown on the in-app Billing page and at checkout. Prices exclude applicable taxes (GST/HST charged based on your province).
• Auto-renewal: subscriptions renew automatically at the end of each billing period at the then-current rate unless cancelled before renewal. We will disclose renewal terms clearly at purchase and notify you of price changes at least 30 days in advance.
• Cancellation: cancel anytime from Billing in your workspace settings, effective at the end of the current billing period. No cancellation fees, no phone call required.
• Refunds: fees for partial billing periods are not refunded, except where required by law or as stated elsewhere in these Terms.
• Payments are processed by Stripe under its own terms. We never receive or store card numbers.

5. Your data

As between you and Maintaire, you own the data you and your team enter — customer records, job details, equipment histories, service reports, photos, documents, and sensor telemetry. You grant us a limited licence to host and process it solely to provide the Service. On termination, you may request an export of your data within 30 days, after which we delete it in accordance with our retention schedule in the Privacy Policy.

6. Your responsibilities regarding other people’s data

If you enter personal information about your clients or employees into the Service, invite your clients to the customer portal, or send them documents to sign electronically, you are responsible for complying with applicable privacy laws, including having the right to collect that information and obtaining any required consents. The Data Processing Agreement governs how we process that data on your behalf.

7. Electronic signatures and shared links

The Service lets you send agreements, contracts, and invoices to your clients through secure tokenized links that do not require a login. Anyone with such a link can view the document it points to — treat the links as confidential and send them only to intended recipients. Electronic signatures captured through the Service (including the signer’s name, drawn signature, IP address, and timestamp) are intended to satisfy electronic commerce legislation such as Ontario’s Electronic Commerce Act, but you are responsible for confirming their enforceability for your specific use.

8. AI features

The equipment assistant answers questions using manuals and documents in your equipment catalog. AI-generated answers can be wrong or incomplete — verify them against the manual before relying on them for safety-critical work. Your prompts and manual content are processed by our AI subprocessor solely to generate answers and are not used to train AI models.

9. Acceptable use

Don’t: break the law; upload malicious code; infringe others’ rights; attempt to access other customers’ data; abuse shared signing or invoice links; resell the Service without authorization; or interfere with the Service’s operation. We may suspend accounts for material violations, with notice where practical.

10. Availability and support

We use commercially reasonable efforts to keep the Service available, but it is provided “as is” and “as available.” Planned maintenance will be announced in advance where possible. Support: support@maintaire.com.

11. Intellectual property

We own the Service, software, and branding. You get a non-exclusive, non-transferable right to use the Service during your subscription. Feedback you give us may be used without obligation.

12. Disclaimers and limitation of liability

To the maximum extent permitted by law: we disclaim implied warranties; we are not liable for indirect, incidental, or consequential damages, or loss of profits or data; and our total liability for any claim is limited to the fees you paid in the 12 months before the claim. The Service supports — but does not replace — your own monitoring and maintenance practices; in particular, temperature alerts depend on your hardware, network, and alert configuration, and we are not liable for spoilage or equipment loss. Nothing in these Terms limits liability that cannot be excluded by law, including under Ontario or Quebec consumer protection legislation where it applies to you.

13. Indemnity

You will indemnify Maintaire against third-party claims arising from data you enter into the Service or your breach of Sections 6, 7, or 9.

14. Termination

You may close your account anytime. We may terminate for material breach (with 30 days’ notice and opportunity to cure, where curable) or immediately for serious violations. Sections that by nature survive (data export, liability limits, indemnity) survive termination.

15. Changes to these Terms

We may update these Terms with at least 30 days’ notice by email or in-app for material changes. Continued use after the effective date is acceptance; if you don’t agree, cancel before then for a pro-rata refund of prepaid unused fees.

16. Governing law and disputes

These Terms are governed by the laws of Ontario and the federal laws of Canada. Courts of Ontario have jurisdiction, except where consumer protection law gives you the right to sue in your home province.

17. Contact

North Refrigeration Inc., [FILL IN: STREET ADDRESS, CITY], Ontario, Canada · legal@maintaire.com