1. Agreement and operator
These Terms govern access to SOP365, including its website, workspaces, SOP editor, review and approval features, training tools and billing services. By accepting these Terms or using the service, you agree to them. If acting for an organization, you represent that you have authority to bind it. A separately signed agreement takes precedence where it expressly conflicts with these Terms.
2. Accounts and organization access
Provide accurate account and billing information, keep credentials confidential and notify us of suspected misuse. Organization owners and administrators are responsible for invitations, permissions, reviewer assignments and removing access when appropriate. You must have legal capacity and organizational authorization to use the service. Do not share accounts to bypass license limits or impersonate another person.
3. Plans, trials and resource limits
Features, licenses, storage, AI credits and processing allowances depend on your selected plan and any purchased add-ons. The offer and billing screen specify price, currency, billing interval and applicable limits. Trials may have limited duration and allowances. A trial does not authorize a paid charge unless you accept a paid subscription or an offer that clearly discloses automatic conversion. Exhausted allowances may restrict the relevant functions until renewed or increased; manual editing remains subject to the features and limits of the plan.
4. Payment and automatic renewal
Paid subscriptions renew automatically at the selected interval until cancelled. By confirming a paid subscription, you authorize recurring charges to your saved payment method through Stripe for the agreed fees and applicable taxes. Provide an accurate billing address so applicable taxes can be determined. Invoices and payment status are available through the billing area after processing. Your bank or card issuer may apply additional fees.
Plan changes, additional licenses and add-ons may result in a prorated charge or credit. Review the billing preview before confirming. Any price change for an existing subscription will be communicated before it takes effect as required by the agreement or applicable law.
5. Cancellation and billing concerns
An authorized organization owner can request cancellation through Manage Billing. Unless the confirmation states otherwise, cancellation stops renewal at the end of the current paid period, and access continues under the applicable plan until then. If you cannot access billing controls, contact [email protected] before renewal. Cancellation does not automatically delete the organization or refund earlier payments. Fees for an already started period are generally non-refundable unless the purchase terms or applicable law require otherwise. Contact billing promptly about duplicate, incorrect or unauthorized charges; this does not limit any statutory remedy.
6. Your content and service permissions
You retain ownership of content you upload or create, subject to rights belonging to others. You grant us a limited permission to host, store, reproduce, process, display and transmit that content as needed to provide and protect the service, including requested AI and media processing and authorized sharing. You are responsible for obtaining necessary rights and consents for workplace recordings, employee information, images, audio and other submitted material. This permission does not transfer ownership of your content to SOP365.
7. AI output and human approval
AI-generated procedures, screenshots, safety notes and translations may be incomplete, inaccurate or unsuitable for your equipment, workplace or jurisdiction. A qualified person must verify instructions, hazards, controls, regulatory requirements and translations before approving, publishing, training from or relying on them. An approval or publication status records your team’s workflow decision; it is not certification by SOP365. The platform does not replace professional judgment, workplace safety assessments or required technical and regulatory approvals.
8. Acceptable use
Do not use the service unlawfully; upload material you are not entitled to process; infringe intellectual property or privacy rights; distribute malware; attempt unauthorized access; disrupt the service; evade usage controls; or resell access without permission. Do not submit regulated, export-controlled or highly sensitive data unless suitable arrangements have been confirmed. We may restrict harmful activity or suspend access where reasonably necessary to address abuse, security risks, non-payment or a material breach. Where practical and lawful, we will provide notice and an opportunity to resolve the issue.
9. Privacy, confidentiality and third parties
Our Privacy Policy describes personal information handling. Protect confidential information through appropriate permissions and sharing settings. Third-party services, including Stripe and providers used for AI or media processing, may have their own applicable terms. We do not promise that all processing occurs in Canada. Contact support about special confidentiality, residency or data-processing requirements before submitting restricted content.
10. Availability, changes and termination
We work to maintain the service, but outages, maintenance, processing delays and third-party interruptions can occur. Unless separately agreed in writing, no specific uptime or completion time is guaranteed. Features may change; changes materially affecting a paid commitment will be handled in accordance with the applicable agreement and law. Keep independent copies of important procedures and request available exports before closing a workspace. Account termination and content deletion are separate from subscription cancellation; legal, financial and backup records may need to be retained.
11. Intellectual property and warranties
The SOP365 software, branding and website belong to us or our licensors. Your subscription grants a limited right to use the service during the applicable term, not ownership of the software. To the extent permitted by law, the service is provided on an "as available" basis without a guarantee that it will meet every requirement, be uninterrupted, or produce error-free AI output. Nothing in these Terms excludes a warranty or obligation that cannot legally be excluded.
12. Liability and applicable law
To the extent permitted by applicable law, neither party is liable for indirect or consequential losses arising from use of the service. Except for payment obligations, fraud, deliberate misconduct, or liabilities that cannot lawfully be limited, each party’s aggregate liability under these Terms is limited to the subscription fees paid or payable by the affected organization for the twelve months preceding the event giving rise to the claim. Any separately signed agreement may provide different limits.
These Terms are governed by the laws of British Columbia and the federal laws of Canada applicable there. Courts in British Columbia have jurisdiction, subject to any mandatory rights or forums available under applicable law. No term waives non-waivable consumer or privacy rights, requires mandatory arbitration, or prevents a complaint to a regulator.
13. Changes and contact
We may revise these Terms and will give notice of material changes as required by law and the applicable agreement. Revised terms apply from the stated effective date; changes requiring your agreement will be presented for acceptance where required. For service or terms questions, email [email protected]. For payment and invoice questions, email [email protected].