OfficeEaze Terms of Service

Last updated: May 2026 Version 1.6 Governed by the laws of the Province of Ontario, Canada.

1. Acceptance of Terms

By creating an OfficeEaze account or using the Service you agree to these Terms of Service ("Terms"). If you do not agree, do not use the Service.

OfficeEaze is a trade name of Lou Squared Systems Inc., a corporation incorporated under the Canada Business Corporations Act. References to "OfficeEaze", "we", and "us" in these Terms refer to Lou Squared Systems Inc.

2. Description of Service

OfficeEaze ("we", "us", "the Service") provides cloud-based back-office software for Canadian small businesses, including payroll tools, HR document generation, employee onboarding, electronic signatures, CRA compliance calendars, expense tracking, invoicing, vendor management, scheduling, filing cabinet storage, background check management, and the Harris AI assistant (available by text and by voice).

3. Not Legal, Tax, or Accounting Advice

OfficeEaze is not a law firm, accounting firm, or tax advisor. The Service provides document templates, calculations, calendars, and organizational tools for general business purposes only. Nothing produced by the Service constitutes legal, tax, or accounting advice. You are solely responsible for verifying the accuracy and applicability of any output and should consult a licensed professional for advice specific to your situation.

4. Payroll Tools Disclaimer

OfficeEaze provides payroll calculation tools — not payroll services. The employer is responsible for reviewing and approving every pay run before it is finalized. The employer is responsible for the accuracy of all inputs including hours worked, pay rates, taxable benefits, and deductions. OfficeEaze is not responsible for errors resulting from incorrect data entry or incorrect use of the platform. The employer remains legally responsible to the Canada Revenue Agency for all payroll obligations, source deductions, and remittances regardless of the software used to calculate them.

4A. Illegal Deductions

Canadian employment standards legislation prohibits employers from deducting amounts from employee wages without written employee consent except for statutory deductions (CPP, EI, income tax, court-ordered garnishments). Deductions for cash shortages, damaged property, dine and dash losses, uniforms, or training costs are prohibited without explicit written employee consent. The employer is solely responsible for ensuring all payroll deductions comply with applicable provincial employment standards legislation. OfficeEaze accepts no liability for deductions entered by the employer that violate the Employment Standards Act or equivalent provincial legislation.

4B. Document Templates

Document templates (employment agreements, HR policies, onboarding documents, TD1 forms, handbooks, etc.) are provided "as is" for general use in Canada. Laws change and vary by jurisdiction. You are responsible for reviewing each generated document for accuracy and suitability before relying on it. We make no representation that any template will be enforceable or compliant in your specific circumstances.

4C. Scope of Use — Non-Unionized Workplaces Only

OfficeEaze is designed for use in non-unionized employment relationships governed by provincial and federal employment standards legislation. It is not designed for workplaces that are party to a collective agreement. Users in unionized workplaces use OfficeEaze at their own risk and OfficeEaze accepts no liability for any non-compliance with collective agreement obligations.

4D. T5 and Investment Income Calculations

T5 Statement of Investment Income slips and related dividend calculations generated by OfficeEaze — including gross-up amounts (Box 11, Box 25) and dividend tax credit amounts (Box 12, Box 26) — are provided as a calculation convenience tool only. Gross-up and credit calculations are based on CRA prescribed rates in effect at the time of the calculation and are subject to change. The employer and their accountant are responsible for reviewing and verifying all T5 slip amounts before filing with the Canada Revenue Agency. OfficeEaze accepts no liability for T5 calculation errors, incorrect box allocations, or any resulting CRA assessments, penalties, or interest charges.

4E. Currency Conversion and Multi-Currency Invoicing

Currency exchange rates provided within OfficeEaze are sourced from third-party providers including the Bank of Canada and Open Exchange Rates. These rates are provided for bookkeeping convenience only. OfficeEaze does not guarantee the accuracy, timeliness, or completeness of exchange rate data and accepts no liability for:

(a) Foreign exchange losses or gains arising from the use of rates displayed in the Service;

(b) Differences between rates used in OfficeEaze and rates required for CRA tax reporting purposes;

(d) Any other financial loss arising from multi-currency transactions processed through the Service.

The employer is responsible for verifying exchange rates used in invoices and financial records with their accountant before filing any tax return.

4F. Financial Projections and Forecasts

Cash flow forecasts, budget projections, variance analyses, and any other forward-looking financial estimates generated by OfficeEaze or the Harris AI assistant are estimates only. They are based exclusively on data entered into OfficeEaze by the employer and do not account for information, events, or circumstances outside the Service.

Forward-looking financial estimates:

(a) Are not financial advice;

(b) Do not constitute a guarantee or representation of future financial results;

(d) Should not be relied upon as the sole basis for any financial, payroll, hiring, or business decision.

OfficeEaze accepts no liability for decisions made in reliance on financial projections or estimates generated by the Service. Employers should verify all financial projections with a qualified accountant or financial advisor before acting on them.

4G. Background Checks

Where the employer uses the Background Checks module, the employer is solely responsible for obtaining each candidate's express, informed, written consent before initiating any check, as required by PIPEDA and applicable provincial privacy legislation. Background checks are always employer-initiated. OfficeEaze does not conduct, perform, or adjudicate background checks and is not a consumer reporting agency. The employer is responsible for compliance with all applicable laws governing the collection, use, and disclosure of background check information, including human rights legislation restricting the use of criminal record and credit information in hiring. OfficeEaze accepts no liability for the employer's use of the Background Checks module.

5. Account Registration and Security

You must provide accurate information when creating an account and keep your credentials secure. You are responsible for all activity that occurs under your account. You must be authorized to bind your business to these Terms.

OfficeEaze supports the following authentication methods: password (minimum 12 characters including uppercase, lowercase, a number, and a special character), time-based one-time password (TOTP) via an authenticator app, and passkey authentication (Face ID or fingerprint) via WebAuthn on supporting devices.

Two-factor authentication is mandatory for employer accounts. If you lose access to your authenticator app, you may recover access by verifying the mobile phone number on file via SMS, after which you must re-enroll two-factor authentication. Password resets also require SMS verification of the phone number on file. You are responsible for keeping your registered mobile number current.

6. Subscription and Payment

The Service is provided on a paid subscription basis. Current pricing in Canadian dollars:

- Solo — $49/month — self-employed, no employees - Micro — $99/month — up to 3 employees - Growth — $179/month — up to 25 employees - Business — $289/month — up to 50 employees - Enterprise — custom pricing — up to 250 employees

Storage is included with each plan (Solo 20GB, Micro 50GB, Growth 150GB, Business 500GB, Enterprise 2TB). Where usage exceeds the included storage limit, additional storage is billed at CAD $5 per month per additional 50GB block.

Subscription fees are billed in Canadian dollars on either a monthly or annual basis, as selected at the time of purchase or changed in your account settings. Monthly fees are non-refundable except as required by law; cancellations take effect at the end of the current monthly billing period.

Annual subscriptions are billed as a single upfront payment covering 12 months of access. If you cancel an annual subscription within 14 days of the initial annual payment (the "cooling-off period"), you will receive a full refund. After the 14-day cooling-off period, annual subscription fees are non-refundable; however, your access to the Service will continue until the end of the paid annual period. Cancellation of an annual subscription after the cooling-off period stops automatic renewal but does not entitle you to a refund of the remaining unused portion of the annual term.

We may change pricing on 30 days written notice to your registered email address. Price changes apply at the next renewal date and do not affect the current paid period. Payment is processed through Helcim Inc., our Canadian payment processor (PCI DSS Level 1 certified, headquartered in Calgary, Alberta). OfficeEaze never receives, transmits, or stores your card number, CVV, or full banking details. When you enter payment information, it is submitted directly to Helcim's secure servers. Helcim returns a payment token, which is the only payment reference stored by OfficeEaze. Your cardholder data is governed by Helcim's terms of service and privacy policy at helcim.com. In the event of a payment dispute or chargeback, OfficeEaze will cooperate with Helcim and your card issuer but is not liable for outcomes determined by Helcim or the card network.

7. Free Trial

OfficeEaze offers a 30-day free trial with no credit card required. The free trial applies to all plan types, including annual plans.

(a) One free trial per business — you may not create multiple accounts to extend a trial. The free trial is a product evaluation period; it is separate from and in addition to the annual plan discount. Switching from a monthly plan to an annual plan, or vice versa, does not entitle a business to a new trial period. One trial per business, regardless of plan type or billing cycle chosen.

(b) The trial period begins on the date your account is created.

(c) At the end of the trial, if no payment method has been provided, your account will be suspended and your data held for 30 days before deletion.

(d) All data created during the trial belongs to you and may be exported at any time.

(e) Founding member pricing — where offered, users who subscribe during a designated founding-member window lock in their current plan price for the duration described at signup. This offer is subject to change and will be clearly indicated at signup when available.

8. Acceptable Use

You agree not to: (a) use the Service for any unlawful purpose; (b) upload malicious code; (c) attempt to access another customer's data; (d) reverse engineer or scrape the Service; (e) use the Service to send unsolicited communications; (f) impersonate any person or business; (g) enter false or fabricated employee information; (h) use the Service to facilitate any violation of employment standards legislation; (i) use the Background Checks module to initiate a screening of any individual without first obtaining that individual's express informed consent as required by applicable privacy legislation, including PIPEDA and any applicable provincial privacy legislation. The employer represents and warrants that valid consent has been obtained before entering any candidate's personal information into the Background Checks module.

9. Your Data Belongs to You

All data, documents, pay stubs, HR records, T4s, payroll history, and any other content created in OfficeEaze belongs exclusively to you — the customer. OfficeEaze has no ownership claim over your data, now or at any time in the future.

Your rights as a customer:

You may export all of your data at any time, in full, with no restrictions and no fee.

Your data will never be sold, transferred, licensed, or used to satisfy creditors under any circumstances.

Your data will never be used to train AI models or shared with third parties except as described in the Privacy Policy.

In the event OfficeEaze ceases operations, customers will receive a minimum of 30 days written notice and a complete export of all their data before any systems are taken offline.

OfficeEaze acts as a data processor on your instructions. You are and remain the data controller.

These rights are irrevocable and survive termination of your account or cessation of OfficeEaze's operations.

10. Data Security

We implement strong security measures including AES-256-GCM encryption at rest with separate keys per data category, TLS 1.3 encryption in transit, row-level security isolation between all customer accounts, immutable audit logging, mandatory two-factor authentication for employer accounts, minimum 12-character passwords with complexity requirements, and inactivity session timeout. Our platform infrastructure maintains SOC 2 Type II and ISO 27001:2022 certification through our hosting provider Lovable. See our Privacy Policy and Security page for full details.

11. Harris AI Assistant

The Harris AI assistant is powered by Anthropic's Claude API. Anthropic does not use API data to train its models.

What Harris receives: your company name, province, industry type, employee count, revenue range, aggregated financial metrics such as outstanding invoice totals, the current screen or module you are viewing, your business health score summary, and business context you type directly into the Harris chat interface.

Voice and avatar: Harris is available by text and by voice. When you use Harris by voice, the text of Harris's spoken responses is converted to speech by ElevenLabs Inc. (United States) and used to animate an on-screen avatar through HeyGen (United States). These providers receive only the words Harris speaks aloud and never receive sensitive personal information. You may use Harris by text only without engaging the voice or avatar features.

Harris memory: Harris stores the following information in your OfficeEaze account to provide continuity across sessions — document routing patterns (vendor names and preferred filing folders), payroll notes (per pay period reminders and adjustments you ask Harris to remember), and bookkeeping and HR notes (follow-up items you ask Harris to track). Harris memory is stored in your OfficeEaze database, not with Anthropic. You can view, edit, and delete all Harris memory from Settings → Harris Memory at any time.

What Harris never receives: employee Social Insurance Numbers, banking or direct deposit details, dates of birth, medical information, employee names, or any other encrypted sensitive personal data. This is a technical restriction in the Harris system design.

Harris is an assistant — not a decision-maker. The employer remains solely responsible for all final decisions including payroll approvals, HR actions, and CRA filings. See our Privacy Policy for complete details.

12. Third-Party Services

The Service integrates with third-party providers:

Helcim Inc. — payment processing (Canada)

Lovable Inc. — application hosting, infrastructure, and outbound transactional email (SOC 2 Type II, ISO 27001:2022)

Anthropic PBC — Harris AI assistant (United States)

ElevenLabs Inc. — Harris voice synthesis, optional (United States)

HeyGen — Harris avatar streaming, optional (United States)

Resend Inc. — inbound email processing only (United States)

Twilio Inc. — SMS authentication (United States)

Cloudflare Inc. — security and CDN (United States)

Instatus — system status page and uptime monitoring (United States)

Their use of your data is governed by their respective terms and privacy policies. A full list is available at officeeaze.ca/subprocessors

13. CASL Compliance

OfficeEaze complies with Canada's Anti-Spam Legislation (CASL). Commercial electronic messages are sent only to users who have provided express consent. Transactional messages (security alerts, remittance reminders, document signing requests) are exempt from CASL consent requirements. Every marketing email includes a one-click unsubscribe link.

13A. Referral Program

OfficeEaze operates a referral program under which existing customers may refer other businesses and earn subscription credits when a referred business subscribes.

(a) Referral credits are applied to the referring customer's account upon the referred business completing a paid subscription. Credits are not transferable and have no cash value.

(b) One referral credit per referred business. Self-referrals are prohibited.

(d) Referral credits are forfeited if the referring customer's account is terminated for breach of these Terms.

13B. Data Processing Agreement

OfficeEaze acts as a data processor for employee personal information stored in the Service on behalf of employer customers, who are the data controllers. OfficeEaze has a signed Data Processing Agreement with Lovable Inc., our platform infrastructure provider (executed November 2025).

A Data Processing Agreement is available to OfficeEaze customers on request. Contact privacy@officeeaze.ca.

14. Intellectual Property

OfficeEaze and all related software, designs, and content (excluding Customer Data) are owned by Lou Squared Systems Inc. and protected by intellectual property law. You receive no rights other than those expressly granted in these Terms.

15. Confidentiality

Each party will protect the other's confidential information with at least the same standard of care it uses for its own confidential information.

16. Indemnification

You agree to indemnify and hold harmless OfficeEaze and its directors, officers, employees, and agents from any claims arising out of (a) your Customer Data, (b) your use of the Service, (c) your violation of these Terms, or (d) your violation of any applicable employment standards, tax, or privacy legislation.

17. Termination and Data Retention

We may suspend or terminate your account if you breach these Terms. You may terminate at any time by cancelling your subscription. Cancellations take effect at the end of the current billing period.

After account cancellation, OfficeEaze begins deletion of account data within 30 days. The following data is retained longer as required by law:

Payroll records and T4 slips: minimum 6 years after the tax year they relate to (Income Tax Act requirement).

Invoices and financial records: 6 years.

Audit logs of sensitive data access: 3 years.

You can download a complete export of all your data at any time before cancellation in Settings — Export Your Data.

After each retention period, data is securely deleted or anonymized.

18. Accessibility

OfficeEaze is committed to accessibility in accordance with the Accessibility for Ontarians with Disabilities Act (AODA) and WCAG 2.1 Level AA. For accessibility accommodation requests contact hello@officeeaze.ca.

19. Service Availability

OfficeEaze does not guarantee uninterrupted or error-free access to the Service. We will use commercially reasonable efforts to maintain availability and will endeavour to provide at least 24 hours advance notice of planned maintenance that may affect access. Service status is published at status.officeeaze.ca and unplanned outages will be communicated through that status page or by email as soon as reasonably possible. Temporary unavailability of the Service does not entitle you to a refund or credit except where an outage exceeds 72 consecutive hours and is directly attributable to OfficeEaze's own infrastructure. Downtime caused by third-party providers, including our hosting infrastructure, payment processor, or AI provider, is outside OfficeEaze's control and does not give rise to a refund entitlement.

20. Beta and Preview Features

From time to time OfficeEaze may make features available that are designated as "beta", "preview", "early access", or "experimental". These features are provided as-is without warranty of any kind. They may be modified, suspended, or discontinued at any time without notice. Beta features should not be relied upon for compliance, payroll, or any time-sensitive business obligation. OfficeEaze accepts no liability for errors, data loss, or omissions arising from the use of beta or preview features.

21. Free Trial Terms

Where OfficeEaze offers a free trial, the following terms apply: (a) One free trial per business. The 30-day free trial applies to all plan types, including annual plans. At the end of the trial, the customer chooses their plan and billing cycle — monthly or annual. The annual plan discount is applied to the paid subscription and is separate from the free trial period; the two do not overlap or combine. You may not create multiple accounts — under the same or different email addresses — to extend a trial period or circumvent subscription requirements. Changing your plan type or billing cycle after the trial has ended does not restart or reinstate a free trial. Creating a new account and importing data from a previous OfficeEaze account during a free trial constitutes misuse of the trial and is a breach of these Terms. OfficeEaze monitors for trial abuse and reserves the right to terminate accounts found to be in breach of this clause without notice or refund. (b) The trial period begins on the date your account is created and ends on the date stated at signup. (c) At the end of the trial period, if no payment method has been provided, your account will be suspended and your data held for 30 days. If you have provided a payment method before the trial ends, your subscription will begin on the day the trial ends. (d) If you do not provide payment information before the trial ends, your account will be suspended and your data will be held for 30 days before deletion. (e) All data you create during the trial period belongs to you and may be exported at any time.

22. Eligibility

The Service is intended for use by businesses and business operators. You must be at least 18 years of age and have the legal authority to enter into binding contracts on behalf of your business. By creating an account you represent that you meet these requirements. OfficeEaze is not intended for personal, household, or consumer use.

23. Dispute Resolution

Before initiating any legal proceeding, both parties agree to attempt to resolve any dispute in good faith. The party with a grievance must provide written notice to the other party describing the nature of the dispute and the remedy sought. The parties will then have 30 days from receipt of that notice to attempt to resolve the dispute through good-faith negotiation. If the dispute is not resolved within that period, either party may pursue their available legal remedies. This clause does not prevent either party from seeking urgent injunctive or equitable relief from a court of competent jurisdiction where delay would cause irreparable harm.

24. Force Majeure

OfficeEaze is not liable for any failure or delay in performance of the Service caused by circumstances beyond our reasonable control, including but not limited to: acts of God, natural disasters, pandemic, war, civil unrest, government action, power failures, internet or telecommunications outages, cyberattacks on third-party infrastructure, or failure of third-party service providers including cloud hosting, AI, payment, or email providers. In such circumstances OfficeEaze will use commercially reasonable efforts to restore the Service as quickly as possible and will communicate the nature and expected duration of any disruption.

25. Assignment

You may not assign or transfer your rights or obligations under these Terms without OfficeEaze's prior written consent. OfficeEaze may assign these Terms, including all associated data processing agreements and customer rights, in connection with a merger, acquisition, corporate reorganization, or sale of all or substantially all of our assets, provided that: (a) the assignee agrees in writing to be bound by these Terms; (b) your data rights as described in Section 9 are preserved in full; and (c) you are notified in writing at least 30 days before any such assignment takes effect. If you do not wish to continue with the new entity, you may cancel your account and receive a pro-rated refund of the unused portion of any prepaid annual subscription fees.

26. Prohibited Competitive Use

OfficeEaze is provided for the purpose of operating and managing your business. The following uses are expressly prohibited and constitute a material breach of these Terms entitling OfficeEaze to immediately terminate your account without notice or refund:

(a) Using the Service, including any interaction with the Harris AI assistant, for the purpose of building, designing, specifying, or informing the development of a competing product or service that provides substantially similar functionality to OfficeEaze.

(b) Systematically extracting, recording, reproducing, or compiling responses generated by the Harris AI assistant for commercial purposes, including training competing AI models or building competing knowledge bases.

(c) Downloading, copying, or reproducing documents generated through the OfficeEaze Document Generator for use as templates in any competing product or service.

(d) Reverse engineering, decompiling, or attempting to reconstruct the logic, architecture, or content of the Harris AI assistant's system prompt, teaching framework, or compliance knowledge base.

(e) Authorizing or permitting any third party to use your account for any of the purposes described in (a) through (d) above.

OfficeEaze reserves the right to monitor usage patterns for evidence of prohibited competitive use and to terminate accounts where such use is suspected, without liability to the account holder.

Nothing in this section restricts your right to use information you independently developed or that is publicly available from sources other than OfficeEaze.

27. Limitation of Liability

To the maximum extent permitted by applicable law, OfficeEaze's total aggregate liability to you arising out of or relating to these Terms or the Service — whether in contract, tort, negligence, or otherwise — is limited to the greater of: (a) the amounts actually paid by you to OfficeEaze in the three months immediately preceding the event giving rise to the claim, or (b) five hundred Canadian dollars (CAD $500).

OfficeEaze is not liable for any indirect, incidental, consequential, special, exemplary, or punitive damages, or for any loss of profits, revenue, business opportunity, data, or goodwill, even if OfficeEaze has been advised of the possibility of such damages.

Nothing in these Terms limits OfficeEaze's liability for: (i) death or personal injury caused by our negligence; (ii) fraud or fraudulent misrepresentation; or (iii) any liability that cannot lawfully be excluded or limited under applicable law.

You acknowledge that the pricing of the Service reflects this allocation of risk, and that OfficeEaze would not provide the Service on these terms without these limitations.

28. Changes to These Terms

We may update these Terms from time to time. Material changes will be communicated by email with at least 14 days notice and will require renewed acceptance before continued use of the Service.

29. Governing Law

These Terms are governed by the laws of the Province of Ontario and the federal laws of Canada applicable in Ontario. The courts of Ontario have exclusive jurisdiction over any dispute, except that we may seek injunctive relief in any court of competent jurisdiction.

30. Contact

Legal questions: legal@officeeaze.ca

Privacy Officer (Nadine Leduc): privacy@officeeaze.ca

General: hello@officeeaze.ca

Enterprise enquiries: enterprise@officeeaze.ca

Lou Squared Systems Inc. (operating as OfficeEaze) — Canada

Questions: legal@officeeaze.ca · Lou Squared Systems Inc. (operating as OfficeEaze) · Canada