Conditions d’utilisation

Version 2026.12 — effective October 29, 2026. These Terms of Service ("Terms") are a binding agreement between Books Auto Solutions Ltd., a British Columbia company with its head office at 201-45863 Yale Road, Chilliwack, BC V2P 2N6 ("BooksAuto", "we", "us"), and the business or organization that opens or uses a BooksAuto account ("Customer", "you"). They govern BooksAuto online, BooksAuto for Windows, the client portal, the staff app, the time clock, the mobile apps and every add-on (together, the "Service"). The Data Processing Addendum, the Recurring Payment Agreement and the Privacy Policy form part of these Terms. Please read sections 13 to 17 carefully: they limit our liability, protect our directors, officers, shareholders and employees from personal claims, and set out how disputes are resolved.

1. Who may agree, and the person who accepts

The Service is for business use only — by employers, accounting and bookkeeping firms, and the businesses they serve. It is not offered to consumers for personal, family or household use. The person who accepts these Terms confirms that: (a) they are at least the age of majority where they live; (b) the name, email, business name, business address and other details they give are true, complete and their own; and (c) they are authorized to bind the Customer. If they are not authorized, they are personally bound by these Terms. If you accept for an accounting firm that manages companies for its clients, you also confirm that you have your clients' authority to put their information into the Service. You must keep your account and business details up to date; each change of business name or address is recorded and a new signed copy of your acceptance is made.

2. Definitions

"Customer Data" means everything you or your users, clients, employees or signers put into or create with the Service, including Personal Information. "Personal Information" has the meaning given by Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy laws, and includes Social Insurance Numbers (SINs), dates of birth, addresses, pay, bank details, photos and tax information. "Users" means everyone who signs in under your account, including your staff, your clients and their employees. "Documentation" means the help pages and in-app explanations we publish.

3. Accounts and security of access

You must keep sign-in details, recovery codes, serial keys and company-file passwords confidential, use the security features offered (such as email sign-in codes), and remove access promptly for anyone who should no longer have it. You are responsible for everything done under your account and by your Users, and for the security of the computers, phones and networks you use to reach the Service. Tell us immediately at support@booksauto.online if you suspect unauthorized access. We are not responsible for losses caused by stolen or shared credentials, or by a compromised computer, email account or network on your side.

4. What the Service is — and is not

BooksAuto is software. It calculates payroll, deductions, remittances, slips, records of employment, sales tax, bookkeeping entries and reports, and prepares documents, using formulas, tables and rates published by the Canada Revenue Agency, Revenu Québec, Employment and Social Development Canada and provincial authorities as they are made available to us. Automated features — including AI categorization of transactions, imports from other software, bank-statement reading, matching of bank lines, suggested GIFI codes and draft year-end documents — produce suggestions that may be wrong.

BooksAuto does not give legal, tax, accounting, payroll or financial advice, is not a payroll service bureau, and does not file, remit or pay anything on your behalf unless a feature clearly says it does. You are solely responsible for: the accuracy and completeness of what you enter or import; reviewing every pay run, remittance, filing, slip, ROE, sales tax return, entry, report and document before relying on, filing or issuing it; meeting every filing and payment deadline; and the professional judgment and standards that apply to you. Government rates and rules can change at short notice; it is your responsibility to confirm results against official sources.

E-signature. Signing records the signer's typed name, drawn signature, date and time, IP address and browser, and a fingerprint of the document. You decide whether an electronic signature is appropriate and legally sufficient for a document, and you are responsible for confirming who your signers are; BooksAuto does not verify identity beyond the private link sent to the signer's email address.

5. Licence and ownership

Subject to these Terms and payment of the fees, we grant you a limited, non-exclusive, non-transferable, non-sublicensable, revocable licence, for the term of your subscription, to use the Service and BooksAuto for Windows for your internal business purposes and, for accounting firms, to serve your own clients. BooksAuto, its software, design, formulas, templates, documentation and trademarks belong to us and our licensors; no ownership passes to you and all rights not expressly granted are reserved. You may not copy, modify, translate, decompile, disassemble or reverse engineer the software (except to the extent the law expressly allows despite this restriction), remove notices, share or resell serial keys, sign-ins or licences, or use the Service to build a competing product. Serial keys and licences are for the account they were issued to and may not be transferred without our written consent. If you send us suggestions or feedback, we may use them without obligation to you.

6. Customer Data and your privacy obligations

You own Customer Data and you are the organization in control of it. We process it only as your service provider, under the Data Processing Addendum, to provide, secure, support and bill for the Service, as you instruct through the Service, or as the law requires. You represent and warrant that: (a) you have the legal authority, and every notice and consent required by law, to collect the Personal Information you put into the Service (including SINs, banking information and time-clock photos) and to have us process it, including outside your province and outside Canada as described in the Privacy Policy; (b) you collect and keep only what the law permits and your purposes require; (c) you will respond to access, correction and complaint requests from the individuals concerned; and (d) Customer Data does not infringe anyone's rights or break any law. You will indemnify us as set out in section 16 if any of this is untrue.

7. Security, backups and data loss

We use safeguards appropriate to the sensitivity of the information, including encrypted connections, encryption of stored data, separate encryption of SINs and bank numbers, hashed passwords and access tokens, sign-in codes, access logs and regular backups of online data. No system is completely secure, and we do not guarantee that Customer Data will never be lost, corrupted, altered, disclosed or accessed without authorization.

The Service is not a records-retention or archive service. You are responsible for keeping your own copies of your records — by exporting reports, slips, remittance and filing confirmations, and backups regularly — and for keeping them for as long as the law requires (for example, CRA generally requires books and records to be kept for six years). With BooksAuto for Windows, company files, backups and passwords are kept on your computers and are entirely your responsibility; a lost company-file password cannot be recovered by us.

If online Customer Data is lost or corrupted through our fault, your sole and exclusive remedy, and our only obligation, is for us to use commercially reasonable efforts to restore it from the most recent backup available to us. We are not responsible for data you deleted, data on your own devices, data changed by your Users or by integrations you connected, or data lost because you did not keep your own copies.

8. Security incidents

If we confirm a breach of security safeguards involving Customer Data in our systems, we will notify you without unreasonable delay, give you the information we reasonably can, take reasonable steps to contain it, and cooperate with you as the Data Processing Addendum describes. Because you control Customer Data, you are responsible for deciding whether, and making, any notifications to affected individuals and regulators that the law requires of you; we will report to regulators where the law requires it of us. Any help we give is not an admission of fault or liability.

9. Third-party services and links

The Service relies on third parties, including our hosting provider, Stripe (payments), email delivery providers, Anthropic (AI reading and categorization), Government of Canada services and the networks between us. They act under their own terms. We choose them with care but are not liable for their acts, omissions, outages or security failures, or for any service, website or account you connect or visit yourself (such as your own Stripe, bank-feed or email account, or links to government websites).

10. Customer support

We offer support by email at support@booksauto.online and through the Contact / Report a problem forms, on business days (Monday to Friday, 9 a.m. to 5 p.m. Pacific time, except British Columbia statutory holidays). We aim to answer within one business day, but response and resolution times are targets, not guarantees. Support covers how to use the Service and problems with it; it does not include accounting, tax, payroll or legal advice, data entry, or work on your books. To investigate a problem, our support staff may view the part of your account or the files you send that are needed, only with your permission or where needed to keep the Service secure. Support emails, problem reports and the files attached to them are kept as records. We may refuse or end support, and suspend the account, if anyone on your account is abusive, threatening or harassing toward our staff.

11. Accounting firms and their clients

If you are an accounting or bookkeeping firm, you are responsible for your engagement with each client, for having their authority, and for the access you give your staff, your clients and their employees. We are not a party to your engagement and do not decide disputes between you and a client (for example, about fees, the work done or who keeps the books). We act on the instructions of the account holder. We will give a company's data or access to it to someone other than the account holder only: (a) with the account holder's written consent; (b) where a client pays for its own company's plan directly and asks for its own data, in an export of that company; or (c) where a court order or the law requires it. Charges for a client's company remain payable by whoever agreed to pay them until the plan is cancelled.

12. Confidentiality

Each of us will keep the other's non-public business, technical and financial information confidential, use it only for this agreement, and protect it with at least reasonable care. This does not apply to information that is or becomes public through no fault of the receiving party, was already known to it, is received lawfully from someone else, or must be disclosed by law (with notice to the other party where the law allows). Customer Data is also protected by section 6 and the Data Processing Addendum.

13. Disclaimer of warranties

To the fullest extent permitted by law, the Service, every calculation, report, document, suggestion and update is provided "as is" and "as available", without any warranty or condition of any kind, express, implied or statutory, including merchantability, quality, fitness for a particular purpose, accuracy, non-infringement, uninterrupted or error-free operation, or that data will not be lost.

14. Limitation of liability

To the fullest extent permitted by law:

(a) BooksAuto is not liable for any indirect, incidental, special, consequential, exemplary or punitive damages, or for any loss of profits, revenue, business, goodwill or data, cost of re-creating data, business interruption, penalties, interest, assessments or arrears charged by any government or authority, wages, benefits or claims of employees, or claims of your clients or other third parties — however caused, under any theory (contract, tort including negligence, breach of statute, privacy, or otherwise), even if we were told they were possible;

(b) BooksAuto's total, aggregate liability for all claims of every kind arising out of or relating to the Service or these Terms is limited to the greater of: (i) the subscription fees you actually paid us for the Service in the twelve (12) months before the event that gave rise to the first claim; and (ii) two hundred Canadian dollars (CAD $200);

(c) these limits apply even if a remedy fails of its essential purpose, and they are an essential basis of the bargain — the fees would be much higher without them. They do not limit liability that cannot be limited by law, such as for fraud.

15. No personal liability of directors, officers, shareholders and employees

You agree that your contract is with Books Auto Solutions Ltd. only. No director, officer, shareholder, employee, agent or contractor of BooksAuto, or of its affiliates, has any personal liability to you, your Users, your clients or their employees for anything arising out of or relating to the Service or these Terms, and you will not bring, and will not support, any claim against any of them personally, to the fullest extent permitted by law. Each of them is an intended third-party beneficiary of this section and of sections 13, 14, 16 and 17, and may rely on and enforce them.

16. Your indemnity

You will defend, indemnify and hold harmless BooksAuto and its directors, officers, shareholders, employees and agents from and against all claims, demands, investigations, fines, penalties, losses, damages, costs and reasonable legal fees arising out of or relating to: Customer Data; your collection, use or disclosure of Personal Information or failure to give notices or obtain consents; your filings, remittances, payments, slips, ROEs, documents and professional services; any dispute between you and your clients, employees or signers; anything done under your account; and your breach of these Terms or of any law.

17. Claims and disputes

Time limit. To the extent permitted by law, any claim must be brought within one (1) year after the facts giving rise to it were discovered or ought to have been discovered, or it is permanently barred.

Notice and negotiation. Before starting any proceeding, a party must give the other written notice describing the dispute (to BooksAuto at the address in section 25), and the parties' senior representatives must try in good faith to settle it for 30 days.

Arbitration. Any dispute that is not settled is finally resolved by confidential, binding arbitration before a single arbitrator under the Arbitration Act (British Columbia), seated in Vancouver, British Columbia, in English. The arbitrator must apply these Terms, including sections 14 and 15. Judgment on the award may be entered in any court with jurisdiction. Either party may still seek urgent injunctive relief from a court, and claims within the monetary limit of the BC Civil Resolution Tribunal or Small Claims Court may be brought there.

Individual claims only. To the extent permitted by law, claims may be brought only on an individual basis, and not as a plaintiff or class member in any class, collective or representative proceeding.

18. Fees

Each company on your account has a plan with the modules and add-ons you choose. Fees, taxes, renewals, upgrades, downgrades, cancellations, refunds, chargebacks and late payments are governed by the Recurring Payment Agreement.

19. Acceptable use

Do not misuse the Service: no attempts to access other customers' data, probe or interfere with its security, run automated scripts or scraping against it, overload it, use it for unlawful purposes (including fraud, money laundering or tax evasion) or to process information you have no right to process, or resell it without our written permission. You may not use the Service if you or your business are subject to Canadian sanctions, or from a country where the law forbids it.

20. Content you upload, and complaints

You are responsible for the files, logos, documents and text you upload or send through the Service and confirm you have the right to use them. If you believe something stored in the Service infringes your rights, write to us at support@booksauto.online with the details; we will forward the notice to the customer concerned, as the Copyright Act (Canada) provides, and may remove content that is plainly unlawful.

21. Availability and changes to the Service

We aim for high availability but do not guarantee the Service will be uninterrupted, timely or free of errors, and maintenance may cause interruptions. We may change, add or remove features; we will not remove a core feature you pay for during a paid period without notice and a fair remedy. Features marked new, beta, early access or preview may change or be withdrawn. BooksAuto for Windows updates itself automatically, and an update may be required to keep using it.

22. Free trials, early access and test companies

Free trials, early access and test companies are provided "as is", may have limits (such as watermarked PDFs or no exports), and may be changed or ended at any time. Information in a trial company that is never paid for is kept read-only after the trial and may be deleted 12 months after the trial ends; we email the account owner at least 30 days before. Do not rely on a trial company as your only copy of any record.

23. Suspension, termination and your data afterwards

We may suspend or end access for non-payment, breach of these Terms, a security risk, abuse of our staff or where the law requires it. We may also stop offering the Service, or end this agreement for any reason, with at least 60 days' notice by email; we then refund the unused part of any period you paid for in advance, which is your only remedy. You may cancel as described in the Recurring Payment Agreement. After an account closes, online Customer Data can be exported on request for 90 days and may then be permanently deleted, except where we must keep records by law. It is your responsibility to export what you need before then.

24. Force majeure

We are not liable for failure or delay caused by events beyond our reasonable control, including failures of hosting, power, internet or third-party services, cyberattacks by third parties, government action, labour disputes, pandemics, fire, flood and other natural events.

25. Notices and electronic communications

You agree to receive agreements, notices, receipts and other communications from us electronically. We send notices to the email address of the account owner, or show them in the app; a notice is received on the day it is sent, unless we learn that it was not delivered. You must keep the account owner's email address current. Legal notices to us must be sent by email to support@booksauto.online and by mail or courier to Books Auto Solutions Ltd., 201-45863 Yale Road, Chilliwack, BC V2P 2N6, Attention: Legal.

26. Changes to these Terms

We may update these Terms, the Data Processing Addendum and the Privacy Policy. We will post the new version with its effective date and tell account owners by email or in the app at least 30 days before material changes take effect (or sooner where the law or security requires). You may be asked to accept the new version to keep using the Service; continued use after the effective date also means you accept it. If you do not agree, you may cancel before the change takes effect.

27. Records of acceptance

When you accept these Terms or any other agreement in the Service — at sign-up, when a new version is accepted, when you pay, or when your business details change — we record the name, email, business name and address of the person accepting, the exact words they agreed to, the versions and a fingerprint of the documents, the date and time, the IP address and the browser or app used, and keep a signed copy of the documents as accepted. You agree that ticking a box or clicking to accept is your electronic signature, has the same effect as a handwritten signature under the Electronic Transactions Act (British Columbia) and other applicable laws, and that these records are admissible as evidence of your acceptance. A copy is emailed to you and is available in your account.

28. General

These Terms are governed by the laws of British Columbia and the federal laws of Canada that apply there; subject to section 17, the courts of British Columbia have exclusive jurisdiction. These Terms, the Data Processing Addendum, the Recurring Payment Agreement and the Privacy Policy are the entire agreement about the Service and replace any earlier understanding, including terms on your purchase orders. If they conflict, this order applies: the Recurring Payment Agreement for fees and payments; the Data Processing Addendum for Customer Data; then these Terms; then the Privacy Policy. We and you are independent contractors; nothing creates a partnership, joint venture, agency or employment relationship. If any part is found unenforceable, it is enforced to the maximum extent permitted and the rest remains in effect. Not enforcing a right is not a waiver. You may not assign these Terms without our written consent; we may assign them to an affiliate or a successor to our business. Sections 4 to 17, 20, 23, 25, 27 and 28 survive the end of the agreement. The parties have required that these Terms and all related documents be drawn up in English. Les parties ont exigé que les présentes conditions et tous les documents connexes soient rédigés en anglais. Nothing in these Terms limits rights that the law does not allow to be limited.

29. Contact

Books Auto Solutions Ltd. · 201-45863 Yale Road, Chilliwack, BC V2P 2N6 · support@booksauto.online