Terms of Service

Last updated: October 30, 2026

These Terms of Service (the "Agreement") are between Deskfound Software Inc., a British Columbia company with its registered office at 1200 – 900 West Hastings Street, Vancouver, BC V6C 1E5, Canada ("Deskfound", "we" or "us"), and the organisation or person that signs up for, orders or uses the Services ("Customer" or "you").

By creating an account, signing an Order Form or using the Services, you agree to this Agreement. If you accept on behalf of an organisation, you confirm you are authorised to bind it, and "you" means that organisation.

1. Definitions

• "Customer Data" means all data, including personal data, that you or your Users submit to the Services or that the Services collect from your connected Slack, Google or Microsoft accounts.
• "DPA" means Deskfound's Data Processing Agreement at https://www.deskfound.com/dpa, or any data processing agreement the parties sign.
• "Order Form" means an online checkout, quote or signed order for the Services that refers to this Agreement.
• "Services" means Deskfound's desk and room booking software, including the web app, the Slack and Google integrations, APIs and related support.
• "Subscription Term" means the period of paid access in the Order Form, including any renewals.
• "Users" means the people you allow to use the Services under your account, such as your employees and contractors.

2. The Services and support

2.1 Access. Subject to this Agreement, we grant you a non-exclusive, non-transferable right for your Users to access and use the Services during the Subscription Term for your internal business purposes.

2.2 Free plan. Accounts with up to 10 Users may use the Services free of charge. Once you have more than 10 Users, you must move to a paid subscription to keep using the Services. We may change or end the free plan with 30 days' notice.

2.3 Availability. We will use commercially reasonable efforts to keep the Services available and to give advance notice of scheduled maintenance.

2.4 Support. We provide email support at support@deskfound.com and aim to respond within one business day, with video calls where useful.

2.5 Changes to the Services. We may improve and change the Services. We will not make a change that materially reduces the core functionality you have paid for during your current Subscription Term.

3. Your responsibilities

3.1 Accounts. You are responsible for your Users' activity, for keeping sign-in credentials secure, and for telling us promptly about any unauthorised use.

3.2 Lawful use. You will use the Services in line with applicable laws, and you are responsible for having the right to provide Customer Data to us, including giving any notices to your Users that privacy laws require.

3.3 Restrictions. You will not, and will not let anyone else:

1. copy, modify, reverse engineer or try to extract the source code of the Services, except where the law allows this despite this restriction;
2. resell, sublicense or use the Services to provide a service to third parties;
3. interfere with the security or operation of the Services, or access them by automated means other than our published APIs;
4. upload malware or content that is unlawful or infringes others' rights;
5. upload sensitive data such as health information, government ID numbers or payment card numbers, which the Services are not designed to hold.

3.4 Suspension. We may suspend access if your use poses a security risk, breaks the law or Section 3.3, or if fees are more than 30 days overdue. We will give notice where we reasonably can and restore access once the issue is fixed.

4. Customer Data and privacy

4.1 Ownership. You own Customer Data. You grant us a limited right to host, process and display Customer Data only as needed to provide, secure and support the Services for you.

4.2 Data protection. The DPA forms part of this Agreement and governs how we process personal data in Customer Data. We will not sell Customer Data, use it for advertising, or use it to train artificial intelligence models. Our Privacy Policy explains how we handle information on our website and for billing.

4.3 Security. We will maintain the technical and organisational security measures described in the DPA.

4.4 Calendar data. Calendar features are optional. Your admin decides whether to connect your workspace's meeting rooms, and each User decides whether to connect their own calendar. When connected, we create, update and cancel events on that User's own calendar for bookings they make, and read meeting-room calendars only to show availability. We do not read Users' other calendar events or write to anyone else's calendar.

4.5 Aggregated data. We may create aggregated, de-identified statistics about use of the Services that do not identify you, your Users or any individual, and use them to operate and improve the Services. We will not try to re-identify that data.

5. Confidentiality

5.1 Each party will keep the other's non-public business, technical and financial information ("Confidential Information") confidential, use it only to perform this Agreement, and share it only with employees, contractors and advisers who need it and are bound by similar duties. Customer Data is your Confidential Information.

5.2 This does not cover information that is or becomes public through no fault of the receiving party, was already known to it, is received lawfully from a third party, or is independently developed. A party may disclose Confidential Information when the law requires, after giving the other party notice where allowed.

5.3 These obligations last for five years after the Agreement ends, except for Customer Data and trade secrets, which stay confidential for as long as they are held.

6. Intellectual property

6.1 We own the Services, our software and all improvements to them. Nothing in this Agreement transfers ownership of either party's intellectual property.

6.2 If you give us suggestions or feedback, we may use them freely without obligation to you.

7. Fees and payment

7.1 Fees. You will pay the fees in your Order Form. Fees are in U.S. dollars unless the Order Form says otherwise, and are non-refundable except as this Agreement states.

7.2 Payment. You authorise us to charge your payment method through our payment processor at the start of each billing period until you cancel. Any different payment terms must be agreed in your Order Form.

7.3 Taxes. Fees exclude taxes. You are responsible for applicable sales, use, GST/HST, PST, VAT and similar taxes, other than taxes on our income.

7.4 Additional Users. If you add Users beyond your subscription, we will bill for them at your current rate.

7.5 Price changes. We may change prices for a renewal term by giving at least 30 days' notice before the renewal.

7.6 Billing disputes. Tell us about any billing error within 60 days of the charge so we can correct it.

8. Term and termination

8.1 Term. This Agreement lasts while you use the Services. Paid subscriptions renew automatically for the same length unless either party cancels before the end of the current term.

8.2 Cancellation. You can cancel from the billing page in your account or by emailing support@deskfound.com. Cancellation takes effect at the end of the current Subscription Term.

8.3 Termination for breach. Either party may terminate if the other materially breaches this Agreement and does not fix the breach within 30 days of written notice.

8.4 Refunds. If you terminate under Section 8.3, or under the DPA because you object to a new sub-processor, we will refund prepaid fees for the unused part of the term.

8.5 Your data at the end. You can export Customer Data at any time. After the Agreement ends, we will delete Customer Data within 30 days, and it will leave our backups within 90 days, as described in the DPA.

8.6 Survival. Sections 4, 5, 6, 7 (for amounts owed), 8.5, 9, 10 and 12 survive termination.

9. Warranties and disclaimer

9.1 We warrant that the Services will perform materially as described in our documentation during your Subscription Term. If they do not, and we cannot fix the problem within a reasonable time after you tell us, you may terminate and receive a refund of prepaid fees for the unused term. This is your sole remedy for breach of this warranty.

9.2 EXCEPT AS STATED IN THIS AGREEMENT, THE SERVICES ARE PROVIDED "AS IS". TO THE EXTENT THE LAW ALLOWS, WE DISCLAIM ALL OTHER WARRANTIES, INCLUDING IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE AND NON-INFRINGEMENT, AND WE DO NOT WARRANT THAT THE SERVICES WILL BE UNINTERRUPTED OR ERROR-FREE.

10. Limitation of liability

10.1 TO THE EXTENT THE LAW ALLOWS, NEITHER PARTY WILL BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL OR PUNITIVE DAMAGES, OR FOR LOST PROFITS, REVENUE OR GOODWILL, EVEN IF ADVISED OF THEIR POSSIBILITY.

10.2 EACH PARTY'S TOTAL LIABILITY ARISING OUT OF OR RELATING TO THIS AGREEMENT (INCLUDING THE DPA) WILL NOT EXCEED THE FEES PAID OR PAYABLE BY YOU FOR THE SERVICES IN THE 12 MONTHS BEFORE THE EVENT GIVING RISE TO THE CLAIM.

10.3 These limits do not apply to your obligation to pay fees, to liability for fraud or wilful misconduct, or to liability that cannot be limited by law.

11. Third-party services

The Services connect with third-party products such as Google Workspace and Slack. Your use of those products is governed by their own terms. We are not responsible for them, and if a third party changes or stops its integration, we may need to change or remove the related feature.

12. General

12.1 Changes to this Agreement. We may update this Agreement by posting a new version and notifying account admins by email or in the app. Changes take effect at your next renewal or new Order Form. Changes required by law or for new features may take effect sooner; if you object to those, you may terminate and receive a refund of prepaid fees for the unused term.

12.2 Entire agreement and precedence. This Agreement, the DPA and any Order Forms are the entire agreement between the parties about the Services and replace any earlier agreements on that subject. If they conflict, the DPA governs personal data, then the Order Form, then these Terms. Terms on your purchase order or vendor forms do not apply.

12.3 Governing law and courts. This Agreement is governed by the laws of British Columbia and the federal laws of Canada that apply there. The courts of Vancouver, British Columbia have exclusive jurisdiction, though either party may seek urgent injunctive relief in any competent court.

12.4 Assignment. Neither party may assign this Agreement without the other's written consent, except to a successor in a merger, acquisition or sale of all or substantially all of its business, with notice to the other party.

12.5 Force majeure. Neither party is liable for delays caused by events beyond its reasonable control, other than payment obligations.

12.6 Notices. Notices go to the email address on your account and to legal@deskfound.com, and are effective when received.

12.7 Other terms. The parties are independent contractors. If any provision is unenforceable, the rest remains in force. A waiver must be in writing. You may name us as a vendor; we will only use your name or logo publicly with your permission.

Questions about these terms? Contact us at legal@deskfound.com.