Terms of Service — Finaxis Inc.

1) Acceptance

By accessing or using the Service, you represent that you have authority to bind your organization and you agree to be bound by these Terms.

2) The Service

Finaxis is software designed to support accounts receivable workflows and invoice follow-ups (upcoming, due, overdue) through workflows, reminders, and communications tied to an existing business relationship between the Customer and its own customers.

3) Accounts, access, and security

You are responsible for:

• providing accurate account information;
• managing authorized users and access controls; and
• maintaining the confidentiality of credentials and implementing appropriate security measures (including multi-factor authentication where available).

4) Third-party services (Google / Microsoft) — Email mailbox connections

The Service may allow each authorized user to connect their mailbox to third-party services, including:

• Google Workspace / Gmail (via OAuth/SSO authorization), and/or
• Microsoft 365 / Outlook (via OAuth/SSO authorization).

Individual connections. Each user within an organization connects their mailbox individually, subject to the organization's SSO and security configuration.

Permission controls. The user may grant or decline permissions and may revoke access at any time via their Google/Microsoft account settings and/or within the Service.

Limited scope. When the "read" option is enabled, Finaxis' access to email is limited to threads managed by the Service and required to:

• display account communication history in Finaxis; and/or
• provide suggestions and assistance features related to that account.

5) Sending email and automation

The Service may generate drafts, suggestions, and/or send emails from the user's mailbox depending on configuration.

• Copilot mode (current): user approval is required before sending.
• Automation (optional): certain sending actions may be authorized by the user based on settings (per user, per customer account, per situation).

You remain responsible for configuration, oversight, and use of the Service, including any communications sent from your domain/mailbox.

6) Acceptable use and compliance

You agree not to use the Service for:

• spam, unsolicited messaging, or mass marketing campaigns;
• phishing, impersonation, fraud, or unlawful content; or
• harassment, unauthorized address harvesting, or violating Google/Microsoft policies.

Business relationship / purpose. The Service is intended for accounts receivable follow-up and communications related to an existing business relationship (e.g., upcoming, due, or overdue invoices, payment follow-ups). You represent and warrant that you contact only recipients with whom you have an appropriate business relationship and, where required, the necessary consents (including for email and/or SMS communications).

Not a marketing platform. Finaxis is not a marketing or promotional campaign platform. You agree not to use the Service for mass promotional sends, purchasing/renting lists, or practices comparable to unsolicited marketing.

Control measures. To protect the Service, our users, and third parties, Finaxis may, in its reasonable discretion, limit, suspend, or revoke access to the Service or certain messaging features (email and/or SMS), for a user, account, portal (tenant), or organization, including in cases of suspected abuse, non-compliance, security risk, damage to sending reputation (deliverability), or violation of these Terms.

7) Customer Data, confidentiality, and tenant isolation

Ownership. Data you submit, upload, or grant access to remains your data ("Customer Data").

Isolation. Each customer portal (tenant) is isolated. Finaxis does not use Customer Data from one portal to power another portal.

Processing. Finaxis processes Customer Data only to provide, secure, maintain, and improve the Service within your portal, including to:

• display communication history related to an account;
• generate account-specific suggestions and actions; and
• run configured workflows.

8) AI features and suggestions

The Service may use analytics and/or AI techniques to propose actions, wording, or follow-up strategies based on communications tied to a specific account.

No generalized training. Finaxis does not use Customer Data to train generalized AI models shared across customers. Processing is performed to deliver features in your portal.

9) Storage, security, and technical logs

Finaxis implements reasonable security measures. Emails and data stored in the platform may be encrypted at rest.

Finaxis may collect technical logs to diagnose errors and ensure Service reliability. We use Sentry in a self-hosted deployment on our infrastructure. We aim to minimize personal data in logs and avoid including email content.

10) Term, termination, and data deletion

These Terms apply for as long as you use the Service.

Data export (by request). Upon termination, the Customer may request an export of its data. The request must be made within thirty (30) days after termination.

Deletion. Subject to legal obligations, fraud prevention, and security constraints, Finaxis will delete or anonymize Customer Data from active systems within up to ninety (90) days after termination.

Backups. Certain data may remain in backups for a limited period (backup rotation) of up to twelve (12) months, after which it will be deleted in accordance with our deletion practices.

Finaxis may suspend or terminate access for non-payment, abuse, violation of these Terms, or security risk.

Finaxis may also temporarily or permanently disable messaging features (email/SMS) for a user, account, or portal in cases of abuse or compliance/security risk.

11) Fees, renewal, and no refunds

Fees, payment terms, subscription term, renewal, and other commercial terms are set out in an order form, subscription agreement, statement of work, or other written agreement between Finaxis and the Customer (the "Commercial Agreement"). If there is a conflict between these Terms and the Commercial Agreement, the Commercial Agreement controls for commercial matters.

Unless the Commercial Agreement states otherwise, fees are non-refundable.

12) Intellectual property

The Service, software, interfaces, trademarks, and content (excluding Customer Data) are owned by Finaxis or its licensors. You receive a limited, non-exclusive, revocable license to use the Service during your subscription term, subject to compliance with these Terms.

13) Disclaimer of warranties

To the fullest extent permitted by law, the Service is provided "as is" and "as available." Finaxis does not warrant that the Service will be error-free, uninterrupted, or meet all Customer requirements.

14) Limitation of liability

To the fullest extent permitted by law, Finaxis will not be liable for indirect, special, incidental, exemplary, or punitive damages. Finaxis' total liability for any claim relating to the Service is limited to the amounts paid by the Customer for the Service during the six (6) months preceding the event giving rise to the claim.

15) Indemnification

You agree to indemnify and hold Finaxis harmless from any claims, losses, liabilities, damages, and expenses (including reasonable legal fees) arising from your use of the Service, including unlawful communications, violation of third-party rights, or non-compliance with applicable laws.

16) Changes

We may update these Terms from time to time. The current version will be posted on our website with an updated date. Continued use of the Service after changes constitutes acceptance of the updated Terms.

17) Governing law

These Terms are governed by the laws of the Province of Quebec and applicable federal laws of Canada, without regard to conflict-of-laws principles.

18) Contact

Questions about these Terms or privacy: [email protected]