Terms of Service

1. Acceptance of Terms

By accessing or using the RNSoft Solutions website at rnsoftsolutions.com, or by using RNSoft CRM at crm.rnsoftsolutions.com, you agree to be bound by these Terms of Service. If you do not agree to these terms, please do not use our website or the Service.

2. Services

RNSoft Solutions provides RNSoft CRM, a subscription-based customer relationship management application for businesses in Canada, available at crm.rnsoftsolutions.com. Access is provided on a monthly or annual subscription basis under the plan you select at checkout. Each plan includes the features and monthly allowances published on our pricing page, which forms part of these Terms.

Subscriptions begin with a 14-day free trial. No payment is taken during the trial period. Unless cancelled before the trial ends, your subscription begins automatically at the plan rate then applicable to your account and renews each billing period until cancelled.

We may modify, add to, or discontinue features of the Service. Where a change materially reduces the functionality of your plan, we will give you at least 30 days’ notice and you may cancel without penalty.

RNSoft Solutions also offers custom implementation, data migration, and integration services for larger organisations. Those engagements are defined in a separate service agreement or statement of work signed by both parties and are not governed by the subscription terms in these Terms.

3. Your Account

You must provide accurate registration information and keep it current. You are responsible for all activity under your account and for maintaining the confidentiality of your credentials. You must notify us promptly of any unauthorised access.

You must be at least 18 years old and, where you register on behalf of a business, you confirm you are authorised to bind that business to these Terms.

One workspace is provided per subscription. Where your plan includes multiple user seats, you are responsible for the conduct of every user you invite.

4. Fees, Billing and Cancellation

Fees. Fees are those published on our pricing page at the time you subscribe, in Canadian dollars.

Billing. Subscriptions are billed in advance, monthly or annually as selected. Payment is processed by Stripe; you authorise us to charge your payment method on each renewal date until you cancel.

Taxes. Fees are exclusive of applicable taxes. Where we are required to collect GST, HST or other sales tax, it will be added and shown at checkout.

Price changes. We may change published prices at any time. A price change applies from your next renewal following notice to you of at least 30 days, and never retroactively to a period already paid.

Cancellation. You may cancel at any time from your account settings. Cancellation takes effect at the end of your current billing period. You retain full access until that date. Fees already paid are not refunded and periods are not prorated, whether billed monthly or annually.

Failed payment. If a payment fails we may retry and may suspend features while the account is past due. Your data remains accessible during suspension. We may terminate a subscription that remains unpaid for 30 days.

5. Website Use

You may use our website for lawful purposes only. You agree not to use it in any way that violates applicable laws, to transmit unsolicited advertising, to attempt unauthorised access to any part of the website or its systems, to scrape or collect data with automated tools without our written consent, or to engage in conduct that restricts anyone else’s use of the website.

6. Intellectual Property

All content on this website and in the Service, including text, graphics, logos, and software, is the property of RNSoft Solutions and is protected by applicable Canadian and international intellectual property laws. You may not reproduce, distribute, or create derivative works without our express written permission.

7. AI Assistant Fair Use

Certain RNSoft subscription plans include AI-powered features — the website chat assistant and AI business-card scanning. To keep the service fast and reliable for everyone, these features are subject to a monthly fair-use allowance published on our pricing page. If a workspace reaches its allowance, the affected feature pauses for the remainder of that billing month and the website assistant automatically switches to a contact-capture form, so no enquiries are lost. Full functionality resumes at the start of the next billing cycle. We may adjust allowances to prevent abuse, misuse, or automated traffic.

8. Privacy and Personal Information

Your data. As between you and RNSoft Solutions, all data you upload or create in the Service, including information about your clients and contacts, remains yours. We claim no ownership of it.

Our role. Where your workspace contains personal information about identifiable individuals, you are the organisation responsible for that personal information under the Personal Information Protection and Electronic Documents Act (PIPEDA) and equivalent provincial legislation. We process it as a service provider on your behalf and only as necessary to provide the Service, to comply with law, or as you direct.

Your obligations. You are responsible for having a lawful basis to collect and use the personal information you place in the Service, for providing any required notice to the individuals concerned, and for responding to their access and correction requests. We will assist you in responding to such requests where reasonably able.

Our commitments. We will not sell your data or the personal information in your workspace, will not use it to train artificial intelligence models, and will not access it except as necessary to operate the Service, to provide support you have requested, or where required by law.

Location. Application data is hosted in Canada. Certain subprocessors we use to provide the Service, including payment processing and AI features, process limited data outside Canada. A current list of subprocessors and their locations is available on request.

Security. We maintain reasonable administrative, technical and physical safeguards appropriate to the sensitivity of the information, including encryption in transit and at rest, tenant-level data isolation, and access controls. No system is perfectly secure and we do not warrant that unauthorised access will never occur. We will notify you without undue delay of any breach of security safeguards affecting your data where required by law.

9. Warranties and Disclaimers

We warrant that we will provide the Service with reasonable skill and care.

Except as expressly stated in these Terms, the Service is provided “as is” and “as available”. To the maximum extent permitted by law we disclaim all other warranties, conditions and representations, express or implied, including implied warranties of merchantability, fitness for a particular purpose, and non-infringement.

We do not warrant that the Service will be uninterrupted or error-free, that defects will be corrected, or that any particular email will be delivered to a recipient’s inbox. Email deliverability depends on factors outside our control, including recipient mail providers, your sending practices, and your domain configuration. We do not guarantee delivery, inbox placement, or open rates.

The Service is not a system of record for legal, tax, accounting or regulatory purposes. You are responsible for maintaining your own records as your obligations require.

AI-assisted features may produce inaccurate output. You are responsible for reviewing AI-generated content before relying on or sending it.

10. Limitation of Liability

To the maximum extent permitted by law, neither party is liable to the other for any indirect, incidental, special, consequential, exemplary or punitive damages, or for loss of profits, revenue, business, goodwill, anticipated savings, or data, however caused and regardless of the theory of liability, even if advised of the possibility of such damages.

Our total aggregate liability arising out of or relating to these Terms or the Service, whether in contract, tort (including negligence), statute or otherwise, is limited to the total fees you paid to us in the twelve months immediately preceding the event giving rise to the claim.

Nothing in these Terms limits liability for fraud, fraudulent misrepresentation, gross negligence, wilful misconduct, or any liability that cannot be limited or excluded by law.

The limitations in this section do not apply to your obligations under Section 11 (Indemnity).

11. Indemnity

You will indemnify, defend and hold harmless RNSoft Solutions, its directors, officers and employees, from any claim, demand, loss, liability, penalty or expense, including reasonable legal fees, arising from or relating to:

• your use of the Service in breach of these Terms or applicable law;
• content or data you upload to, store in, or send through the Service;
• your collection, use or disclosure of personal information in the Service; and
• any claim by a third party, including your own clients or contacts, relating to your use of the Service.

We will notify you promptly of any claim, allow you to control the defence with counsel reasonably acceptable to us, and provide reasonable cooperation at your expense. You may not settle any claim in a way that imposes obligation or admission on us without our written consent.

12. Third-Party Links

Our website may contain links to third-party websites. These links are provided for your convenience only. RNSoft Solutions has no control over the content of those sites and accepts no responsibility for them or for any loss or damage that may arise from your use of them.

13. Suspension and Termination

By you. Cancel at any time under Section 4.

By us for cause. We may suspend or terminate your access immediately where you materially breach these Terms, where your use threatens the security, integrity or availability of the Service or other customers’ use of it, where required by law, or where fees remain unpaid after notice.

By us without cause. We may terminate a subscription on 30 days’ notice, in which case we will refund the unused portion of any prepaid period.

Effect. On termination your right to access the Service ends. Data export and retention are governed by Section 17. Sections 8, 9, 10, 11, 15 and 17 survive termination.

14. Changes to These Terms

We may amend these Terms. Where an amendment materially affects your rights we will give at least 30 days’ notice by email or in-app notice before it takes effect. Continued use after the effective date constitutes acceptance. If you do not accept an amendment your remedy is to cancel under Section 4.

15. Governing Law and Disputes

These Terms are governed by the laws of the Province of Ontario and the federal laws of Canada applicable in it, without regard to conflict of laws principles. The parties submit to the exclusive jurisdiction of the courts of Ontario.

Before commencing proceedings, the parties will attempt in good faith to resolve any dispute by negotiation for 30 days following written notice.

16. General

Entire agreement. These Terms, together with our Privacy Policy and the pricing page, form the entire agreement and supersede prior discussions.

Assignment. You may not assign these Terms without our written consent. We may assign in connection with a merger, acquisition or sale of assets on notice to you.

Severability. If any provision is held unenforceable, the remainder continues in effect and the provision is modified to the minimum extent necessary to make it enforceable.

Waiver. Failure to enforce a provision is not a waiver of it.

Force majeure. Neither party is liable for delay or failure caused by events beyond its reasonable control, excluding payment obligations.

Notices. To you, by email to your registered address or by in-app notice. To us, at the address in our Contact section.

Independent contractors. Nothing creates a partnership, joint venture, employment or agency relationship.

Language. The parties have requested that these Terms be drawn up in English. Les parties ont demandé que la présente convention soit rédigée en anglais.

17. Data Export and Retention

The information you put into RNSoft CRM belongs to you.

Export at any time. You may export your contacts, organisations, deals, activities and, where the feature is available on your plan, invoices, to CSV from within the application at any time, including after cancellation. No request or fee is required.

After cancellation. Your workspace remains accessible for 30 days after your subscription ends so you can export your data. After 30 days the workspace and its contents are permanently deleted from our production systems and cannot be recovered. We will give you notice before deletion.

Your responsibility. You are responsible for exporting and retaining any records you require for your own legal, tax or professional obligations. Canadian businesses are generally required to retain financial records for six years, and some regulated professions have additional requirements. We do not retain your data on your behalf beyond the period described above.

Deletion on request. You may request deletion of your workspace at any time. We will action the request within 30 days and confirm on completion.

Backups. Deleted data may persist in encrypted operational backups for a limited period as part of ordinary disaster-recovery practice. It is not accessible in the application, is not used for any purpose, and is overwritten on our standard backup cycle.

What we retain. After deletion we retain only records required to meet our own legal, tax and accounting obligations — billing and transaction records and the fact that an account existed. These contain no contact, deal or activity data.

18. Contact Us

If you have any questions about these Terms of Service, please contact us at info@rnsoftsolutions.com.