PolarPath Terms and Conditions

Effective date: June 6, 2026

These Terms and Conditions ("Terms") govern access to and use of PolarPath, PolarSign, PolarAI, sandbox workspaces, websites, paid subscriptions, implementation services, support, and related services provided by PolarPath Technologies Ltd. ("PolarPath", "we", "us", or "our"). PolarPath Technologies Ltd. is based in Mississauga, Ontario, Canada.

By creating an account, using a sandbox, accessing the platform, signing an order form, clicking through Stripe Checkout, paying an invoice, or otherwise using the services, you agree to these Terms. If you are acting for a company or other organization, you represent that you have authority to bind that organization.

If you do not agree to these Terms, do not use the services.

1. Services

PolarPath provides a field operations platform for CRM, dispatch, work orders, projects, documents, human resources, finance workflows, communications, AI-assisted features, reporting, and related operational tools. The exact features available to you depend on your plan, configuration, enabled modules, usage limits, implementation scope, and any written order or statement of work.

We may improve, modify, add, or remove features from time to time. We will not materially reduce the core paid functionality of an active paid plan without reasonable notice, except where required for security, legal compliance, provider changes, abuse prevention, or service reliability.

2. Accounts and authority

You are responsible for keeping account credentials secure and for all activity under accounts controlled by your organization. You must ensure that only authorized users access the services.

You are responsible for your users, administrators, contractors, employees, agents, and anyone else who accesses the services under your account. You must promptly notify us of unauthorized access, suspected compromise, or misuse.

3. Plans, pricing, usage limits, and taxes

Plan prices, included limits, implementation fees, and usage allowances are shown on the pricing page, in Stripe Checkout, in an invoice, or in a written order. Unless expressly stated otherwise:

• Prices are in Canadian dollars.
• Taxes are not included.
• Applicable GST, HST, PST, QST, sales tax, VAT, or similar taxes are charged in addition to plan prices.
• Implementation, onboarding, migration, custom configuration, training, and professional services fees are separate from recurring subscription fees unless a written order says otherwise.
• Usage limits may include admin seats, field seats, storage, AI actions, call minutes, transcription minutes, marketing emails, API usage, integrations, or other metered items.

If you exceed plan limits, we may ask you to reduce usage, upgrade your plan, purchase additional capacity, pay overage fees, or accept reasonable throttling or feature limits. We may suspend excessive, abusive, or unusually costly usage where needed to protect the platform or other customers.

4. Billing and payment

Payments may be processed by Stripe or another payment processor. You authorize us and our payment processor to charge the payment method you provide for recurring subscription fees, one-time setup fees, applicable taxes, usage charges, overage fees, professional services, and any other amounts you approve or owe under these Terms or an order.

Subscriptions renew automatically unless cancelled as described in these Terms or in a written order. Monthly subscriptions are billed monthly. Annual subscriptions are billed annually in advance unless otherwise agreed in writing.

You must keep billing information accurate and current. If payment fails, we may retry payment, request updated payment details, suspend access, downgrade service, or terminate the subscription after reasonable notice.

5. Annual plans, prepaid fees, and refunds

Annual plans are discounted because they are prepaid commitments. Unless a written order says otherwise, annual subscription fees are non-refundable after purchase except where these Terms expressly provide a refund right, where required by law, or where we approve a refund in writing.

Implementation fees, onboarding fees, migration fees, custom work, professional services, consumed usage, taxes, pass-through provider charges, and completed work are generally non-refundable.

If we terminate a paid subscription without cause, we will provide a prorated refund of unused prepaid subscription fees, excluding completed services, consumed usage, taxes, and pass-through charges.

6. Supplier cost changes and pricing adjustments

PolarPath depends on third-party suppliers to deliver the services, including cloud hosting, database services, storage, AI and large-language-model providers, transcription and OCR providers, telephony providers, email delivery providers, maps and geocoding providers, payment processors, tax and compliance providers, security tools, and other infrastructure or software suppliers.

Because these supplier costs can change, PolarPath reserves the right to adjust pricing, introduce or increase usage fees, add pass-through surcharges, change plan limits, or require an upgrade if supplier costs, infrastructure costs, AI costs, telephony costs, storage costs, compliance costs, payment processing costs, taxes, exchange rates, or customer usage patterns materially increase our cost to provide the services.

For monthly plans, we will provide reasonable advance notice before a material price increase, except where immediate action is required because of a supplier change, legal requirement, security issue, abuse, or urgent service reliability concern.

For annual plans that have already been paid, we do not intend to change the prepaid subscription price during the committed annual period in ordinary circumstances. However, if there is a material increase in supplier costs or pass-through costs that directly affects your service, or if your actual usage materially exceeds the assumptions included in your plan, we may provide notice of a required premium, surcharge, usage fee, plan-limit change, or alternative configuration.

If we require an additional premium, surcharge, or material plan-limit change during a prepaid annual term because of supplier cost increases, we will provide reasonable advance notice where practical. You may then choose to:

• Accept the change and continue using the services.
• Reduce usage or move to a lower-cost configuration if available.
• Cancel the affected service and receive a prorated refund of unused prepaid subscription fees for the affected remaining term, excluding setup fees, professional services, consumed usage, taxes, and pass-through charges.

This section is intended to be clear: if our suppliers materially increase the costs of AI, cloud infrastructure, storage, telephony, transcription, email, maps, payments, tax compliance, or similar components, we may need to pass some or all of that increase through to customers, including customers on annual plans, subject to the notice and choice described above.

7. Cancellation

You may cancel a subscription according to the cancellation process available in the product, Stripe portal, written order, or by contacting us at billing@polarpath.ca. Cancellation stops future renewals but does not automatically refund prior payments or prepaid annual fees.

We may suspend or terminate access if you breach these Terms, fail to pay, create security risk, misuse the services, violate law, infringe rights, exceed limits in a way that threatens the service, or use the services in a harmful or abusive manner.

8. Sandbox and trial workspaces

Sandbox and trial workspaces are provided for evaluation. They may contain sample data, limited features, artificial records, generated records, or temporary data. We may limit, modify, reset, suspend, or delete sandbox workspaces at any time.

Sandbox access does not guarantee availability of all production features and is not intended for live customer operations, regulated production records, or business-critical use unless we expressly authorize it in writing.

9. Customer data

You retain ownership of data you submit to the services. You grant PolarPath the rights needed to host, process, transmit, display, secure, back up, analyze, and otherwise handle customer data to provide, support, protect, and improve the services.

You are responsible for ensuring that you have the right to submit customer data to the services and that your use complies with applicable privacy, employment, labour, recordkeeping, call recording, marketing, anti-spam, tax, and industry-specific laws.

Our handling of personal information is described in the Privacy Policy.

10. AI, automation, and communications features

PolarAI and other AI or automation features are assistive tools. They may generate summaries, drafts, recommendations, classifications, extracted fields, calculations, or suggested actions. You are responsible for reviewing outputs before relying on them, sending them, or taking action.

AI outputs may be incomplete, inaccurate, outdated, or inappropriate for a specific circumstance. The services do not provide legal, financial, accounting, tax, engineering, safety, medical, or other professional advice.

If you use call recording, transcription, marketing email, SMS, telephony, or similar communications features, you are responsible for obtaining required consent, providing notices, and complying with applicable laws, including anti-spam, privacy, call recording, employment, and telecommunications rules.

11. Acceptable use

You must not use the services to:

• Violate law or the rights of others.
• Upload malicious code or interfere with the platform.
• Attempt unauthorized access, scraping, probing, or security testing without written permission.
• Reverse engineer or copy the services except as allowed by law.
• Send spam or unlawful communications.
• Process data you are not authorized to process.
• Use the services for high-risk activities where failure could cause death, serious injury, severe environmental damage, or critical infrastructure failure.
• Abuse AI, telephony, email, storage, or other metered features in a way that creates unreasonable cost, risk, or service degradation.

12. Confidentiality

Each party may receive confidential information from the other. The receiving party must use reasonable care to protect confidential information and may use it only to perform obligations or exercise rights under these Terms. Confidentiality obligations do not apply to information that is publicly available, already known without restriction, independently developed, or lawfully received from another source.

13. Security and availability

We use reasonable technical and organizational measures designed to protect the services. No service is perfectly secure or always available. We may perform maintenance, updates, security work, migrations, and emergency repairs.

We may temporarily restrict access where needed for security, legal compliance, provider issues, abuse prevention, maintenance, or service reliability.

14. Intellectual property

PolarPath and its licensors own all rights in the services, software, designs, workflows, code, documentation, templates, interfaces, trademarks, logos, and related technology. Except for the limited right to use the services during an active subscription, no rights are transferred to you.

If you provide feedback, suggestions, or ideas, you grant PolarPath a perpetual, worldwide, royalty-free right to use them without restriction or compensation.

15. Third-party services

The services may integrate with or rely on third-party services such as Stripe, Google Cloud, AI providers, telephony providers, email providers, maps providers, accounting tools, identity providers, and other vendors. Third-party services may be governed by their own terms and privacy policies. We are not responsible for third-party services outside our control.

16. Disclaimers

The services are provided "as is" and "as available" to the maximum extent permitted by law. We disclaim all warranties not expressly stated in these Terms, including implied warranties of merchantability, fitness for a particular purpose, non-infringement, uninterrupted operation, and error-free operation.

We do not warrant that the services will meet every requirement, that data will always be available without interruption, that third-party services will always perform, or that AI outputs will be accurate.

17. Limitation of liability

To the maximum extent permitted by law, PolarPath will not be liable for indirect, incidental, special, consequential, exemplary, or punitive damages, or for lost profits, lost revenue, lost goodwill, lost data, business interruption, replacement services, or loss of business opportunity.

To the maximum extent permitted by law, PolarPath's total liability for all claims relating to the services or these Terms is limited to the amounts paid by you to PolarPath for the affected service during the three months before the event giving rise to the claim.

These limits apply regardless of the theory of liability, including contract, tort, negligence, strict liability, statute, or otherwise.

18. Indemnity

You will defend, indemnify, and hold harmless PolarPath from claims, damages, liabilities, costs, and expenses arising from your customer data, your use of the services, your breach of these Terms, your users, your violation of law, or your violation of third-party rights.

19. Changes to the services or these Terms

We may update these Terms from time to time. If a change is material, we will provide reasonable notice by email, website notice, product notice, invoice notice, or another reasonable method. Continued use after the effective date of updated Terms means you accept the updated Terms.

Price changes and supplier cost adjustments are governed by Section 6 and any written order that applies to you.

20. Governing law and disputes

These Terms are governed by the laws of Ontario and the federal laws of Canada applicable in Ontario, without regard to conflict-of-law rules.

The parties consent to the exclusive jurisdiction of the courts located in Ontario, Canada, for disputes arising from these Terms or the services, except that either party may seek urgent injunctive relief in any court of competent jurisdiction.

21. Order of precedence

If there is a conflict between these Terms and a signed written order or statement of work, the signed written order or statement of work controls for that specific conflict. If there is a conflict between these Terms and website marketing copy, these Terms control.

22. Contact

For questions about these Terms, contact:

PolarPath Technologies Ltd.
Mississauga, Ontario, Canada
Email: legal@polarpath.ca