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Terms of Service and Billing Policy

Effective October 24, 2026 · Version 1.1

1. Who we are and who these terms are for

Janitrak is operated by 1001376582 Ontario Inc. (Ontario corporation number 1001376582), operating as Janitrak, with its office in Brampton, Ontario ("Janitrak", "we", "us"). Contact: [email protected].

These terms form a contract between Janitrak and the business that subscribes ("you", "the Subscriber"). The person accepting them confirms they are authorized to bind that business.

Janitrak is sold only to businesses for business use. It is not offered to consumers buying for personal, family or household purposes. Consumer protection legislation that applies only to consumer agreements, including Ontario's Consumer Protection Act, 2002, does not apply to this contract.

2. The service

Janitrak is web-based software for running a cleaning business. It includes the Core plan and any optional modules and features you subscribe to. Your plan, price and billing cycle are shown in your workspace under Janitrak subscription.

Your customers, employees and suppliers may use free portal logins that you invite them to. You are responsible for the people you invite and the access you give them.

We may improve, change or retire features. We will give at least 30 days' notice of any change that materially reduces a feature you pay for, and you may cancel with a pro-rata refund of prepaid fees for that feature if the change affects you.

3. Getting started

Janitrak does not offer a free trial. You can explore the public demo, which uses sample data only, or book a demo with us. Your subscription and billing start on the date you sign up.

4. Fees, taxes and payment

  1. Prices are in Canadian dollars and are listed on our website and in your workspace.
  2. GST, HST or QST is added according to the province of your business address, as required by the Excise Tax Act and provincial law.
  3. Subscriptions renew automatically at the end of each billing period for the same length (monthly or annual) until cancelled.
  4. Fees are charged in advance at the start of each billing period to your card or by business pre-authorized debit (PAD). Payments are processed by our payment provider, Stripe; we do not store full card or bank account numbers.
  5. Business PAD is governed by Payments Canada Rule H1 and the PAD agreement you accept when you set it up.
  6. We will give at least 30 days' notice by email before any change to your recurring price takes effect. The new price applies from your next renewal.
  7. Annual plans are billed once for 12 months at the price shown when you buy or renew. We email you at least 30 days before an annual plan renews.

5. Upgrades, downgrades and billing cycle changes

Upgrades (adding modules, features or users)

Upgrades take effect immediately. You are charged the difference between the old and new price for the days remaining in your current billing period: a credit for the unused days of the old plan, and a charge for the same days on the new plan. Your renewal date does not change. The new full price applies from your next renewal.

Downgrades (removing modules, features or users)

Downgrades take effect at the start of your next billing period. You keep everything you have paid for until then. No credit or refund is given for the remainder of the current period, except where we choose to apply a downgrade early with a pro-rata credit.

Switching between monthly and annual billing

Switching from monthly to annual takes effect immediately. A new 12-month period starts that day, and the unused portion of your current month is deducted from the first annual charge. Switching from annual to monthly takes effect at your next annual renewal.

Unpaid invoices

Plan changes are not available while a Janitrak invoice is unpaid.

6. Cancellation and refund policy

  1. How to cancel. The account owner can cancel at any time in Settings → Janitrak subscription, or by emailing [email protected] from the account owner's email address.
  2. Monthly plans. Cancellation takes effect at the end of the current paid month. Fees already paid for the current month are not refunded.
  3. Annual plans. Annual plans are prepaid for a 12-month period and are non-refundable if you cancel during that period. Your access continues until the end of the paid period, and the plan does not renew.
  4. Discretionary refunds. We may, at our sole discretion, refund the unused portion of a plan on a pro-rata daily basis. A discretionary refund in one case does not create an obligation to refund in any other case.
  5. Refunds we must give. We will refund prepaid fees on a pro-rata basis if we terminate the service without cause, or as set out in section 2 for material reductions in features you pay for.
  6. How refunds are made. Refunds are returned to the original payment method. We issue a credit note that reverses the related GST/HST. Refunds can take 5 to 10 business days to appear.
  7. After cancellation. You can export your data for 90 days after access ends. After that, we permanently delete it, except for records we must keep by law, such as our own invoices and tax records.

7. Late payment and suspension

If a payment fails, we will email the billing contact and retry the charge. If payment is not received within 7 days of the first failed attempt, we may suspend access for your users, customers, employees and suppliers. The account owner keeps access to pay the balance, and service is restored once payment is received. Suspension does not delete your data.

We may also suspend or terminate access immediately if the service is used unlawfully, to send spam, to harm others, or in a way that threatens the security of the service.

8. Your data, privacy and security

  1. Ownership. You own the data you enter. We use it only to provide, secure and support the service, and as described in our Privacy Policy.
  2. Location. Your data is stored in Canada. Some service providers, such as our email and payment processors, may process limited data outside Canada under contracts that protect it.
  3. Privacy law. We handle personal information in line with the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial law. For personal information you enter about your employees, customers and suppliers, you control what is collected and why; we process it on your instructions.
  4. Security. Data is encrypted in transit. Social insurance numbers, bank account numbers and alarm codes are stored encrypted in a separate vault. Each time one of these values is viewed, the view is logged with the person's name and reason. Access is limited by roles you control.
  5. Support access. Janitrak staff do not access your workspace unless you grant support access. Each grant lasts for a limited time, and you can revoke it.
  6. Breaches. If a breach of security safeguards involving your data creates a real risk of significant harm, we will notify you without unreasonable delay. We will also report it to the Office of the Privacy Commissioner of Canada as required.
  7. Export. You can export your data to Excel or PDF at any time.

9. Your responsibilities as an employer and sender

10. Timesheets, tax and accounting features

Janitrak does not run payroll or pay employees. Approved timesheet hours can be exported for your own payroll provider. Janitrak does not import bank transactions or reconcile bank accounts. The accounting module is an operational ledger built from the sales, purchasing, receivable, payable and inventory transactions you record in Janitrak; its reports (including the GST/HST summary) cover only those transactions and are for review by your accountant, whose books remain your complete accounting record.

These features are tools, not professional advice. Janitrak does not file returns, remittances, T4 slips or Records of Employment on your behalf. You remain responsible for reviewing results and meeting your filing and payment deadlines with the Canada Revenue Agency, Revenu Québec, WSIB and other authorities. We recommend review by a qualified accountant.

11. Our software and acceptable use

Janitrak, including its software, screens, designs, documentation and brand, belongs to 1001376582 Ontario Inc. Your subscription gives your organization a non-exclusive, non-transferable right to use the service for its own business while the subscription is active. It does not transfer ownership or give a licence to the code.

You and your users must not copy, scrape, resell, sublicense, frame or reproduce the service or any part of its code or design; must not reverse engineer, decompile or try to extract source code, except where the law expressly allows it despite this restriction; must not use the service or its outputs to build a competing product; and must not access data that does not belong to you or try to get around security, access controls or usage limits. We may suspend access that breaks this section.

Your data stays yours, as described in section 8.

12. Warranties and limitation of liability

We will provide the service with reasonable skill and care and use commercially reasonable efforts to keep it available. Except as stated in these terms, the service is provided "as is", to the extent permitted by law.

To the extent permitted by law, neither party is liable for indirect, incidental, special or consequential damages, or for lost profits or lost data. Our total liability for any claim under this contract is limited to the fees you paid to Janitrak in the 12 months before the claim arose. These limits do not apply to liability that cannot be limited by law.

13. General terms

Questions about these terms: [email protected]