Terms and Conditions

These terms and conditions (the “terms”) are an agreement between EZ Life Solutions Corp., Newmarket, Ontario, Canada (“we”, “us” or “our”), and the organization that signs up for EasyBoard (“you” or the “customer”). They apply to your use of the EasyBoard website and application (the “service”).

1. Agreeing to these terms

By creating an account or using the service, you agree to these terms. If you accept them on behalf of an organization, you confirm that you have the authority to bind it. Our Privacy Policy explains how we handle personal information.

2. The service

EasyBoard helps condominium boards and property managers run board meetings and annual general meetings (AGMs). You can use it to:

• schedule meetings and host them on Microsoft Teams, or upload audio and video recordings of meetings;
• get transcripts with speaker labels;
• get minutes drafted with AI: an open-session version and a separate restricted version for confidential matters;
• email draft minutes to directors, who can approve them or request changes; and
• store meeting and property documents, and export minutes as PDF files.

When you schedule a meeting on Microsoft Teams through the service, we create the Teams meeting in our own Microsoft 365 account, and it is recorded automatically.

3. Accounts

You must give accurate information when you create an account and keep it up to date. You are responsible for your users, for what they do in the service and for keeping sign-in details secure. Tell us promptly if you think someone has used an account without permission.

4. Free trials

A free trial lasts 14 days or until 3 meetings have been used, whichever comes first.

• Self-serve trials. If you sign up on your own, you need to add a payment card to start a trial. Unless you cancel before the trial ends, it converts to the paid plan you chose and your card is charged.
• Trials by invitation. If we invite you to a trial, you may not need a card during it. To keep using the service after the trial, you need to add a card and start a paid plan.

5. Fees and billing

• Subscriptions are charged monthly at the price for your plan shown on our pricing page. Prices are in Canadian dollars. Applicable taxes are extra.
• Each plan includes a monthly meeting quota. Each meeting beyond the quota is charged at the per-meeting overage fee listed on the pricing page.
• Each plan also has a limit on the number of properties, as listed on the pricing page.
• Payments are processed by Stripe. Your subscription renews every month, and your payment method is charged automatically, until you cancel.
• You can cancel at any time. Cancellation takes effect at the end of your current billing period.
• We do not give refunds for partial months, except where the law requires it.
• We may change our prices by giving you at least 30 days’ notice.

6. Recording, consent and acceptable use

You are responsible for giving every notice and getting every consent that the law or your own by-laws, rules and policies require to record and transcribe meetings and to process attendees’ personal information through the service. This includes requirements under the Condominium Act, 1998 and privacy laws.

You must not upload unlawful content. You also must not:

• reverse engineer or decompile the service, or try to extract its source code;
• try to access another customer’s data, or get around the service’s security or usage limits; or
• abuse the service, for example by overloading it, sending spam through it or uploading malicious software.

7. AI-generated drafts

Transcripts, speaker labels and draft minutes are generated automatically and may contain errors or omissions. You must review, correct and approve minutes before you rely on them, including checking that confidential matters are not in the open-session minutes. Nothing in the service is legal advice. You are responsible for your official records.

8. Your content

You own the content that you and your users put into the service or create with it, such as recordings, transcripts, documents and minutes (“your content”). You give us a licence to host, copy and process your content only as needed to provide and support the service, including through the service providers listed in our Privacy Policy. We do not use your content to train AI models.

You can export minutes as PDF files and delete your content from the service.

9. Our platform

We own the service, including its software, design and other materials, but not your content. These terms give you the right to use the service while they are in effect; they do not transfer ownership of anything to you.

10. Third-party services

The service relies on third-party services, such as Microsoft Teams for hosting and recording meetings and Stripe for payments. Those services have their own terms, which apply when you use them.

11. Availability and no warranties

We provide the service “as is” and “as available”. We do not commit to any level of availability or uptime, and the service may be interrupted, for example for maintenance.

To the extent permitted by law, we give no warranties, representations or conditions about the service, express or implied, including about merchantable quality, fitness for a particular purpose or accuracy.

12. Confidentiality

Each of us will keep the other’s confidential information confidential, use it only for the purposes of these terms and share it only with people and service providers who need it for those purposes. Your content is your confidential information. Non-public information about the service, such as how it works and how it is secured, is ours. These obligations do not apply to information that is or becomes public through no fault of the party receiving it, that the receiving party already had or develops on its own, or that the law requires it to disclose.

13. Limitation of liability

To the extent permitted by law:

• we are not liable for any indirect, incidental, special or consequential damages, or for lost profits or revenue, arising from the service or these terms; and
• our total liability for all claims arising from the service or these terms is limited to the fees you paid us in the 12 months before the claim arose.

14. Indemnity

You will indemnify us (that is, defend us and cover the resulting losses, costs and reasonable legal fees) against any claim by a third party that arises from your content, or from recording meetings or processing attendees’ personal information without the notices or consents the law requires.

15. Suspension and termination

We may suspend or terminate your access to the service if you do not pay fees when they are due or if you breach these terms. You may stop using the service and cancel your subscription at any time (see section 5).

After your account is closed, you can ask us in writing to delete your content, and we will delete it within 90 days unless the law requires us to keep it. Please export anything you need before your account closes. The parts of these terms that by their nature should continue after termination continue to apply, including those on fees owed, confidentiality, limitation of liability, indemnity and governing law.

16. Governing law

These terms are governed by the laws of Ontario and the federal laws of Canada that apply there. Any dispute about these terms or the service will be decided by the courts in Toronto, Ontario.

17. Changes to these terms

We may change these terms. We will post the updated terms on this page with a new date and give you notice, for example by email, before significant changes take effect. If you keep using the service after a change takes effect, the updated terms apply. If you do not agree to a change, you can cancel your subscription.

18. Contact us

Questions about these terms can be sent to: