This Service Agreement ("Agreement") is entered into between Almarix, a business located in Embrun, Ontario, Canada ("Almarix," "we," or "our"), and the client identified at registration ("Client").
By completing the registration process and making payment, the Client agrees to be bound by the terms and conditions of this Agreement.
Almarix provides a client document intake automation system designed for bookkeeping and accounting firms. Services include, depending on the selected plan:
All plans include the same services; plans differ only in the number of active clients permitted. Plan limits are set out in the Fees and Payment section below. Almarix may add, change, or withdraw features over time; material reductions in service are subject to the notice provisions in section 11.
Setup Fee: Almarix does not charge a setup fee. Onboarding and configuration are included with every plan at no additional cost.
Monthly Subscription Fee: The first month ($69/month for Basic, $129/month for Pro, $219/month for Advance) is charged in full at the time of order. Recurring monthly billing then begins on the system go-live date and continues on that date each month thereafter.
Annual Option: The Client may elect annual prepaid billing ($690/year for Basic, $1,290/year for Pro, $2,190/year for Advance, all amounts in CAD). The annual amount is charged in full at the time of order, and renews on the system go-live date each year thereafter at the same rate unless cancelled.
Promotional Rate ("rate locked for life"): Almarix may from time to time offer a limited-time discount on subscription fees. Where a Client subscribes during such an offer, the discounted rate applies to that Client's subscription for as long as the subscription remains continuously active, on both monthly and annual billing, and will not be increased to the regular rate. Annual subscriptions renew at the discounted rate. If the subscription is cancelled and later restarted, the rate then in effect applies. The Team Access add-on is excluded from promotional discounts. Almarix may withdraw or modify a promotional offer for new subscribers at any time; this does not affect Clients already subscribed at a discounted rate.
Plan Client Limits: Each plan permits a maximum number of active clients: 25 on Basic, 50 on Pro, and 100 on Advance. If the Client's active client count exceeds the limit of their plan, Almarix will contact the Client to arrange an upgrade to the next plan. Service is not suspended and no additional charges are applied automatically; any change of plan or pricing takes effect only once agreed with the Client.
Team Access (optional): The Client may add Team Access for up to five users for an additional $20/month or $200/year, billed on the same cycle as the selected base plan.
All amounts are in Canadian dollars (CAD) and are subject to applicable GST/HST.
Payments are processed securely through Stripe. By providing payment details, the Client authorizes Almarix to charge amounts owing according to the selected plan.
In the event of payment default, Almarix reserves the right to suspend access to the service until the outstanding balance is paid in full.
By providing payment details at the time of order, the Client authorizes Almarix to charge the card in full for the first billing period of the selected plan — the first month, or the full year where annual billing is selected — including any optional Team Access add-on.
The Client further authorizes Almarix to charge the saved payment method on a recurring basis for the applicable monthly or annual subscription, including any optional Team Access add-on, beginning on the system go-live date and continuing on that date each period until cancelled in accordance with the Cancellation and Termination section below. The period between the date of order and the system go-live date is not billed. The amount, timing, and frequency of charges are determined by the plan and billing cycle the Client selects.
Where a Client has been charged at the time of order and the system does not go live — whether because the Client does not proceed or because setup cannot be completed — Almarix will refund the amount charged in full.
The Client agrees to:
Almarix handles the Client's client data with the utmost care. Data is hosted in Canada, with the limited exceptions described in the Privacy Policy — including automated document reading performed by a third-party processing service whose infrastructure may be located outside Canada. Data is encrypted in transit and at rest, and audit records are retained in compliance with CRA six-year requirements.
Almarix will not sell, rent, or share Client data with third parties for commercial purposes.
Almarix may engage technical sub-processors (e.g., hosting providers, payment processors) under strict confidentiality obligations.
In the event of a data breach that may affect Client information, Almarix will notify the Client promptly and take appropriate remedial action.
The Client retains ownership of all their data. Almarix claims no ownership over Client documents or data.
For full details on how we handle data, see our Privacy Policy.
The Almarix system, its interface, algorithms, and documentation are the exclusive property of Almarix and are protected by applicable intellectual property laws.
This Agreement does not grant the Client any ownership rights in the Almarix system. The Client receives only a limited, non-exclusive, non-transferable licence to use the service for the duration of the Agreement.
All data and documents submitted by the Client remain the property of the Client.
The Almarix service is provided "as is." Almarix strives to maintain a high level of service but cannot guarantee 100% uninterrupted availability.
In no event shall Almarix be liable for indirect, incidental, special, or consequential damages arising from the use of or inability to use the service.
Almarix's total liability to the Client for any reason shall be limited to the subscription fees paid in the three (3) months preceding the event giving rise to the claim.
Almarix is not responsible for errors or omissions resulting from poor-quality, illegible, or incomplete documents provided by the Client's clients.
This Agreement remains in effect for as long as the Client maintains an active subscription.
30-Day Money-Back Guarantee: If the Client notifies Almarix within thirty (30) days of their system go-live date that Almarix is not meeting their needs, Almarix will refund the amounts paid for the Client's subscription in full, no questions asked. This guarantee is limited to one refund per firm.
After the 30-day guarantee period, the Client may cancel their subscription at any time by providing 30 days' written notice to info@almarix.ca. No partial refunds are issued for the current billing period outside of the 30-day money-back guarantee described above.
Almarix may terminate this Agreement with 30 days' notice for any reason, or immediately in the event of a material breach of these terms by the Client.
Upon termination, the Client has 30 days to export their data. After this period, Almarix may delete data in accordance with its retention policy.
This Agreement is governed by the laws of the Province of Ontario and applicable federal laws of Canada, without regard to conflict of law principles.
Any dispute arising from this Agreement shall be subject to the exclusive jurisdiction of the courts of the Province of Ontario.
The parties agree to attempt to resolve any dispute amicably before initiating legal proceedings.
Almarix reserves the right to modify these terms with 30 days' notice provided by email.
Continued use of the service after the effective date of any changes constitutes acceptance of the new terms.
If the Client disagrees with any changes, they may cancel their subscription in accordance with Section 9.
Entire Agreement: This Agreement constitutes the entire agreement between the parties regarding its subject matter and supersedes all prior agreements.
Severability: If any provision of this Agreement is found to be invalid or unenforceable, the remaining provisions shall remain in full force.
Non-Waiver: Almarix's failure to exercise any right under this Agreement does not constitute a waiver of that right.
Contact: For any questions regarding this Agreement, please contact us at info@almarix.ca or 613-416-1698.