Subscription and Service Agreement

Status: Approved by Lia (Legal) for the pilot. To be reviewed by an Ontario lawyer before general commercial launch.

This Agreement is between [Legal entity name], operating as ClarityLedger Sports ("ClarityLedger"), and the club, association or team that signs up (the "Customer"). The person who accepts it confirms they are authorized to act for the Customer. It includes the Terms of Use, the Privacy Policy, the Data Processing Agreement, the Acceptable Use Policy and the Messaging Consent and CASL Policy.

1. The service

ClarityLedger gives the Customer an AI finance assistant: books and dashboards, receipt reading (OCR), budgets, fees and installments, payment recording and bank matching, reminders to the treasurer, family statements, association report profiles, the monthly parent report, and a WhatsApp finance group of up to 8 adults per team, plus email.

2. Plans and prices

Prices do not include sales taxes (HST, GST, PST or QST), which are added based on the Customer's address. We may change prices with at least 30 days' notice before the next billing period.

3. Billing, renewal and cancellation

• Subscriptions are billed monthly in advance and renew automatically until cancelled.
• The Customer can cancel at any time in Settings. The service continues until the end of the paid month. We do not give partial refunds for the unused part of a month, except where the law requires it.
• If a payment fails, we will tell the club owner and try again. After 14 days without payment, the account may become read-only until payment is made. Data is never deleted because of a late payment without 30 days' notice.
• Pilot: at the end of the pilot, nothing is charged unless the Customer chooses a paid plan.

4. Customer responsibilities

The Customer will:

• decide who has each role and remove access when someone leaves (for example at treasurer handover);
• only add adults (18 or older) to ClarityLedger groups and accounts;
• have a lawful reason and, where needed, consent to enter family and athlete information;
• keep its own fee, refund, hardship and non-payment policies and apply them itself;
• review AI results, bank matches and reports before relying on them;
• keep its own backup copies of important records (export is available at any time).

5. ClarityLedger responsibilities

ClarityLedger will:

• provide the service with reasonable care and skill;
• protect Customer data as described in the Privacy Policy and the Data Processing Agreement;
• give support by email (agent@clarityledgersports.com) on business days, with a first reply within 2 business days during the pilot;
• tell the Customer about planned maintenance when possible, and about any security incident that affects its data without undue delay.

6. Data ownership and export

• The Customer owns its data. ClarityLedger uses it only to provide and improve the service, as set out in the Data Processing Agreement.
• The Customer can export books, reports and statements (CSV and PDF) at any time, and for 30 days after the end of the Agreement.

7. Not professional advice

ClarityLedger is a bookkeeping and reporting tool. It is not an accountant, auditor, lawyer or financial advisor. Reports prepared for associations, members or the Canada Revenue Agency must be reviewed and approved by the Customer.

8. Confidentiality

Each party will keep the other party's non-public information confidential and use it only for this Agreement.

9. Warranty and liability

• ClarityLedger warrants that the service will work mainly as described. If it does not, the Customer should tell us, and we will try to fix it. If we cannot fix it within 30 days, the Customer may cancel and receive a refund of fees prepaid for the period not used.
• Apart from that, the service is provided "as is", to the extent allowed by law.
• Neither party is liable for indirect or consequential losses. Each party's total liability is limited to the fees paid by the Customer in the 12 months before the claim, or CAD 100, whichever is greater. This limit does not apply to breach of confidentiality, the Customer's payment obligations, or liability that cannot be limited by law.

10. Term and termination

• The Agreement starts when the Customer accepts it and continues month to month.
• Either party may end it for convenience with notice (the Customer by cancelling in Settings; ClarityLedger with 30 days' notice).
• Either party may end it right away if the other party seriously breaks it and does not fix the breach within 15 days of notice.

11. General

• Governing law: Ontario and the federal laws of Canada that apply there. Courts: Ontario.
• Notices: by email to the club owner's address and to agent@clarityledgersports.com.
• Changes: we may update this Agreement with 30 days' notice. Continued use after that date means acceptance. If the Customer does not accept, it may cancel before the change.
• Neither party may transfer the Agreement without consent, except to a buyer of all or most of the business.
• Force majeure: neither party is liable for delays caused by events outside its reasonable control.
• If one part is invalid, the rest stays in force. This Agreement is the full agreement between the parties on this topic.