1. Acceptance

By creating an account or using Vylan (the “Service”), you agree to these terms. If you are agreeing on behalf of a firm, you confirm you are allowed to bind that firm. If you do not agree, do not use the Service.

2. The service

Vylan is practice software for accounting and bookkeeping firms. Firms use it to agree work with their clients, collect documents, track the work, and bill for it. Your clients interact with it through a private-link portal.

3. Your account

You are responsible for keeping your login secure and for everything done under your account. Turn on two-factor login, and tell us at the address below if you think someone else has access. You are responsible for the people you invite to your firm and what they do in it.

4. Plans, billing, and demo

New firms start in demo mode with no payment method required. Paid plans are billed monthly in Canadian dollars. Pricing is agreed with each firm directly rather than published as fixed tiers. Fees are exclusive of taxes, and you are responsible for any sales taxes that apply. If an invoice is unpaid for thirty days we may suspend the account after telling you first. We may change pricing with at least thirty days’ notice before it applies to you; if you do not accept a change, you may close the account before it takes effect and the old price applies until then.

5. Your data

You own the documents and information you and your clients put into Vylan. You give us permission to host, process and display that data only to run the Service for you. We do not sell it and we never will. You are responsible for having the right to put your clients’ information into Vylan, and for telling your clients how their information is handled. Our privacy notice sets out what we collect, where it lives, who processes it, and the rights people have over it, and it forms part of these terms.

Confidentiality

Each of us may learn confidential things about the other. We will each keep the other's confidential information in confidence, use it only for the purposes of this agreement, and protect it at least as carefully as our own. This does not apply to information that is already public, was already known, or must be disclosed by law — and if the law compels disclosure, we will tell you first unless we are forbidden from doing so. Your clients' documents and information are your confidential information, and our obligations over them continue for as long as we hold that data and afterwards.

How we protect your data

We hold your firm's and your clients' data in a Canadian region. It is encrypted in transit and at rest. Separation between firms is enforced at the database level, so one firm cannot reach another's data. Credentials we hold on your behalf are separately encrypted. Document links expire rather than staying live indefinitely. If a security incident affects your data, we will tell you without undue delay and tell the appropriate authority where the law requires it. We keep a written incident response procedure and will share it on request.

Backups

We keep automated backups of the database and can restore from them. Backups are there to recover the Service, and they are not a substitute for your own records: you can export everything your firm holds at any time, and we recommend you do so regularly.

Subprocessors

We use other companies to run the Service — hosting and storage, email and text-message delivery, e-signatures, payment processing, error reporting, and AI providers. Our privacy notice lists them, what each does, and where it operates. We remain responsible to you for what they do with your data. If we add or change a subprocessor that handles your clients' data, we will update that list before the change takes effect. If a change is not acceptable to you, tell us, and you may close your account without penalty and export your data.

AI

Parts of Vylan use AI. It reads and classifies the documents your clients upload, powers the assistants inside the app, and drafts or translates text when you ask it to. The AI providers are named in the privacy notice. AI output can be wrong. Vylan's checks on a document are an aid to your review, never a replacement for it, and you remain responsible for the professional judgement applied to your clients' work.

Availability

We work hard to keep Vylan running, and we release updates without taking the Service down. We do not currently offer a guaranteed level of availability. If your firm needs a service level commitment, talk to us and we will agree one in writing separately from these terms.

Support

Support is available by email at the address below. We aim to respond promptly during business hours, and we do not charge for fixing faults in the Service. If your firm needs guaranteed response times, we can agree those with you separately in writing.

Connections to other software

Vylan connects to other services, such as your accounting software and your calendar. Those services are run by other companies and can change, break, or withdraw access without notice to us. We will do what we reasonably can to keep a connection working, but we are not responsible for the availability or the accuracy of a service we do not control.

Changes to the Service

We improve Vylan continuously, so features change. We may add, alter or remove parts of the Service. If we remove something your firm relies on, we will tell you before it happens and give you a reasonable period to adjust, and you may close your account if the change does not work for you.

6. Acceptable use

Do not upload illegal content, try to break or probe our security, or use the Service to impersonate someone. Do not resell the Service or use it to build a competing product. We may suspend or close an account that does.

Suspension

We may suspend an account, with notice where we reasonably can, if it is being used in breach of these terms, if it puts the Service or other firms at risk, or if fees are unpaid as described above. We will restore it once the cause is resolved. Suspension does not delete your data or affect your right to export it.

7. Our intellectual property

Vylan — its design, code, and content, other than your own data — belongs to us. You may not copy, resell, or reverse-engineer it without our written permission. Feedback you give us we may use freely, without obligation to you.

Your professional responsibility

Vylan is a tool that helps you run your practice. It does not provide accounting, tax, or legal advice, and it does not perform your professional obligations for you. You remain responsible for the accuracy of your work, for your regulatory and professional duties, and for the advice you give clients.

9. Disclaimers and liability

We work hard to keep Vylan running and accurate, but except as expressly stated in these terms, the Service is provided “as is” and we make no other warranties of any kind, whether express or implied, including implied warranties of merchantability or fitness for a particular purpose.

Limitation of liability

Neither of us is liable to the other for indirect or consequential losses, including lost profits, lost business, lost goodwill, or loss of anticipated savings. We are not liable for loss of data to the extent you have not kept your own copies — you can export everything your firm holds at any time, and we recommend you do so regularly. Where we are liable, our total liability for all claims arising in any twelve month period is limited to the fees you paid us in the twelve months before the claim arose. Nothing in these terms limits either of us for anything that cannot be limited by law, including fraud, wilful misconduct, or obligations under privacy legislation.

Indemnity

You will indemnify us against claims brought by your clients or third parties arising from your use of the Service in breach of these terms, from content you upload, or from your professional work. We will indemnify you against claims that the Service infringes someone else's intellectual property rights.

Insurance

Before your firm begins using the Service with live client data on a paid plan, we will have in force technology errors and omissions and cyber liability insurance with limits of not less than CAD $2,000,000. We will provide a certificate of insurance on request, and will tell you if that cover lapses or its limits are reduced.

8. Ending the agreement

You can stop using Vylan at any time. Either of us may end this agreement if the other breaks these terms and does not fix it within thirty days of being told. You can export your data at any time, and for thirty days after the account closes. After that we delete it. A deleted engagement is recoverable for thirty days before it and its files are permanently removed. The sections on confidentiality, your data, intellectual property, limitation of liability, indemnity and governing law survive the end of this agreement.

Changes to these terms

We may change these terms. If a change materially affects your rights we will tell you at least thirty days before it takes effect, and continuing to use the Service after that means you accept it. If you do not accept it, close the account before the change applies and export your data.

Notices

We give notice by email to the address on your account, and it counts as received the day it is sent. You give us notice at the address below. Keep your account email current, since it is how we reach you about changes, incidents and billing.

General

If any part of these terms is unenforceable, the rest still applies. Neither of us is liable for failures caused by events outside our reasonable control. You may not assign this agreement without our consent; we may assign it to a successor if the business is sold, and will tell you. These terms and the privacy notice are the whole agreement between us about the Service.

10. Governing law

These terms are governed by the laws of the Province of Quebec and the laws of Canada that apply there, and any dispute will be handled by the courts of Quebec.

11. Contact

Questions about these terms go to hello@vylan.app.