Terms of Service

Effective Date: September 15, 2026
Service: https://simpleloonie.ca
Contact: info@shinobimedia.ca
Governing law: Ontario, Canada

These Terms of Service ("Terms") govern your use of SimpleLoonie, an AI receipt-scanning and expense-tracking service for Canadian small businesses, operated from Ontario, Canada. By creating an account or using the service you agree to them. If you do not agree, do not use the service.

1. What SimpleLoonie Is

SimpleLoonie comes in two forms:

• The shared cloud service at simpleloonie.ca, offered on a free plan and on paid monthly or annual subscriptions. These Terms govern it.
• A private instance, which we deploy and operate for a single organisation against infrastructure it owns. It is covered by section 12, not by the rest of these Terms.

The service reads receipts and invoices you upload, proposes structured values for you to approve, keeps them in a ledger you can filter and export to Excel or CSV, converts foreign-currency amounts using historical rates, and generates invoices. How the AI part works, and its limits, is set out in our AI Use Disclosure, which forms part of these Terms.

2. What SimpleLoonie Is Not

SimpleLoonie is a bookkeeping tool, not an accountant. We are not a CPA firm, we do not provide accounting, tax or legal advice, and nothing in the product is a professional opinion on your tax position.

• We do not file returns or remittances with the CRA or any provincial tax authority on your behalf.
• We do not determine whether an expense is deductible, whether an input tax credit is claimable, or whether a supplier's GST/HST registration is valid.
• We do not connect to your bank, move money, or reconcile accounts on your behalf.
• You are responsible for reviewing every AI-extracted value before you rely on it, and for keeping your own source documents. See section 9.

3. Accounts

• You must be at least 18 years old and able to enter a binding contract. Accounts are intended for business use.
• Sign-in is handled by our authentication provider, WorkOS. We never hold your password. Keep control of the email address and any sign-in method attached to your account — you are responsible for what happens under it.
• You may hold more than one account, for example one per business.
• Give us accurate account information and keep it current.

4. Plans, Fees and Renewal

All prices are in Canadian dollars. The current plans are:

• Payments are processed by Stripe. Subscriptions renew automatically at the end of each billing period until you cancel.
• You can cancel at any time from the billing portal in your account settings. Cancelling stops future charges; your plan keeps working until the period you have already paid for runs out, after which the account reverts to the Free plan and its limits rather than being locked.
• Prices exclude any sales tax we are required to collect. Where that applies, it is added at checkout and shown on your Stripe invoice.
• Scan allowances reset monthly and do not carry over. Reaching the limit stops new scans, not access to what you have already recorded.
• We may change prices or plan limits. For existing subscribers we will give notice by email before a change takes effect at the next renewal, and you can cancel before then.

Refunds. If the service is not what you expected, email us and we will refund you — no questions asked. We reserve the right to deduct third-party costs already incurred on your behalf, principally AI usage for scans you have already run.

5. Your Content and Who Owns It

• You keep full ownership of everything you upload and of the data extracted from it. We claim no rights over it.
• You grant us only the limited permission we need to run the service for you: to store your files, send them to the AI providers described in the AI Use Disclosure to be read, and display the results back to you. That permission ends when you delete the content or close your account.
• We do not use your documents or ledger to train AI models, to build advertising profiles, or for any purpose other than providing the service to you.
• You may export your data to Excel or CSV at any time, on any plan, and you are free to reuse, publish or move it wherever you like.
• You confirm you have the right to upload what you upload, and that doing so does not breach anyone else's rights or an obligation of confidence you owe a client or employer.

6. Acceptable Use

Do not:

• Upload illegal or fraudulent material, or documents you have no authority to hold
• Resell, redistribute or white-label the service, or offer our AI extraction to third parties as your own, without our written consent
• Attempt to break, overload, probe or circumvent the service, its plan limits, or its authentication — or use automated means to create accounts or run scans at a scale the plans are not designed for
• Upload malware, or use the service to infringe intellectual property or privacy rights

7. Availability and Changes

• We aim to keep the service running but do not promise uninterrupted availability. There is no uptime guarantee on the Free or Growth plans; Business customers get priority support.
• We may add, change or remove features, and we may take the service down for maintenance. For changes that materially reduce what a paid plan provides, we will give notice by email.
• We depend on third parties — hosting, storage, authentication, payments and AI providers. An outage or change at one of them can interrupt the service, and some are outside our control.

8. Suspension, Cancellation and Deletion

• You can stop using the service whenever you like, and cancel a subscription from the billing portal.
• Closing an account is done by email, not by a button. Write to info@shinobimedia.ca from your account address and we will delete the account, your documents and your ledger.
• Export your data first. Deletion is permanent, and the CRA generally expects you to keep business records for six years from the end of the last tax year they relate to.
• We may suspend or terminate an account that breaches these Terms, or where we are required to by law. Where it is lawful and practical to do so, we will tell you why and give you a chance to export your data.

9. Disclaimers

• The service is provided "as is" and "as available", without warranties of any kind except those that cannot be excluded by law.
• AI extraction is probabilistic and will sometimes be wrong. We make no guarantee of accuracy or completeness, and no guarantee of fitness for accounting, tax filing or compliance purposes.
• ⚠️ You must verify every figure before filing a GST/HST return, a T2125, a T2 or any other return, and before relying on a number in your books. Penalties, interest and reassessments arising from unverified data are yours, not ours.

10. Limitation of Liability

To the extent the law allows, we are not liable for indirect, incidental, special or consequential loss, or for lost profits, lost revenue, lost data, or tax penalties, interest or reassessments, arising out of your use of the service.

Our total liability for any claim relating to the service is limited to the greater of the amount you paid us in the twelve months before the claim and CA$100.

Nothing in these Terms limits rights you have under consumer protection legislation that cannot be waived by agreement, including Ontario's Consumer Protection Act, 2002 and equivalent legislation in your province, or excludes liability for fraud or for anything else that cannot lawfully be excluded.

11. Privacy

How we handle personal information — including that your documents are processed outside Canada — is set out in our Privacy Policy, AI Use Disclosure and Cookie Policy. They form part of these Terms. Please read them before uploading anything sensitive.

12. Private Instances

A private instance is a dedicated deployment we set up and operate for one organisation, running against a database, object storage and an AI provider key that organisation owns. These Terms do not govern it. Each engagement is covered by its own written agreement, which is where fees, the region the instance runs in, support, security commitments and data handling are settled — so raise anything your procurement or compliance process requires before we build rather than after. Enquire at simpleloonie.ca/private-instance.

SimpleLoonie is built on earlier open-source work and uses third-party open-source components, each under its own licence. Those licences govern those components; they are not a grant of any right in the SimpleLoonie service itself.

13. Governing Law and Disputes

These Terms are governed by the laws of the Province of Ontario and the federal laws of Canada that apply there. The courts of Ontario have jurisdiction over any dispute, and you and we agree to their venue — except that consumer protection legislation may give you the right to bring a claim where you live, and nothing here takes that away.

Before starting a formal proceeding, please email info@shinobimedia.ca and give us 30 days to sort it out. Most problems are a misunderstanding or a bug, and both are faster to fix than to litigate.

14. Changes to These Terms

We may revise these Terms. For material changes we will notify account holders by email or in the app before they take effect, and continuing to use the service after that constitutes acceptance. If you do not accept a change, cancel your subscription and close your account. The Effective Date above always reflects the current version.

15. Contact

Questions about these Terms, billing, refunds or account closure go to info@shinobimedia.ca. We answer from Ontario, during Eastern Time business hours.