Terms of Service

1. Definitions

The following defined terms apply throughout this Agreement:

• "Agreement" means these Terms of Service, including all sections, schedules, and any documents incorporated by reference herein.
• "Services" means the RentBase web application, all related features, tools, APIs, and documentation made available through app.rentbase.ca and rentbase.ca.
• "Customer Content" means all data, files, documents, images, text, financial records, and other information uploaded, submitted, stored, or transmitted by You or Your Authorized Users through the Services.
• "Personal Information" has the meaning ascribed to it under Canada's Personal Information Protection and Electronic Documents Act (PIPEDA), and includes any information about an identifiable individual.
• "Subscription Term" means the period during which You have an active paid subscription to the Services, whether monthly or annual, commencing on the date of initial payment and renewing automatically unless cancelled.
• "Authorized Users" means the individual persons who are granted access to the Services by an organization administrator under Your account, each of whom must agree to these Terms independently.
• "We," "Us," or "Our" refers to the operator of RentBase, its successors, and assigns.
• "You" or "Your" refers to the individual or organization accepting these Terms by creating an account or otherwise accessing or using the Services.

2. Acceptance of Terms

This Agreement constitutes a legally binding contract between You and Us. By creating an account, accessing, or using the Services in any manner, You represent and warrant that You have read, understood, and agree to be bound by these Terms in their entirety. If You do not agree to these Terms, You must immediately cease all use of the Services.

You must be at least eighteen (18) years of age and possess the legal capacity to enter into binding agreements under applicable law. If You are accepting these Terms on behalf of a corporation, partnership, limited liability company, or other legal entity, You represent and warrant that You have the authority to bind such entity to this Agreement, in which case "You" and "Your" shall refer to such entity. If You do not have such authority, or if You do not agree with these Terms, You must not accept this Agreement and may not use the Services.

3. Description of Services

RentBase is a Canadian software-as-a-service (SaaS) platform designed for rental property expense tracking, financial record-keeping, and tax reporting. The Services include, without limitation:

• Expense and income tracking with categorization aligned to CRA T776 line items
• Mileage tracking with automatic CRA tiered rate calculation
• Tenant management with lease lifecycle tracking
• CRA T776 Statement of Real Estate Rentals report generation
• Receipt and invoice upload with optional AI-powered parsing
• CSV and Excel data export in standard and CRA-compatible formats
• Multi-user organization accounts with role-based access control (RBAC)
• Dashboard analytics, property-level profit and loss, and occupancy tracking

The Services are hosted in RentBase data centres located in Ontario, Canada. We may modify, update, or discontinue specific features at Our discretion, provided that material changes to core functionality will be communicated in advance where commercially practicable.

4. Eligibility

To use the Services, You must: (a) be at least eighteen (18) years of age; (b) be a Canadian resident or the owner or manager of rental properties situated in Canada; (c) possess the legal capacity to enter into this Agreement; and (d) if acting on behalf of an organization, have the lawful authority to bind that organization to these Terms. We reserve the right to refuse service, terminate accounts, or revoke access at Our sole discretion if We reasonably determine that eligibility requirements are not met.

5. Account Registration and Security

You agree to provide accurate, current, and complete information during the registration process and to update such information as necessary to maintain its accuracy. You are solely responsible for maintaining the confidentiality of Your account credentials, including Your password, and for all activities that occur under Your account, whether or not authorized by You.

Two-factor authentication (2FA) via time-based one-time password (TOTP) is available and strongly recommended for all accounts. We may require 2FA for accounts with elevated privileges at Our discretion.

You must notify Us immediately at [email protected] if You become aware of any unauthorized access to or use of Your account. Organization administrators are responsible for managing their Authorized Users, including granting, modifying, and revoking access in a timely manner. We shall not be liable for any loss or damage arising from Your failure to comply with these security obligations.

6. Acceptable Use

You may use the Services solely for lawful purposes related to the tracking, management, and reporting of rental property finances. You agree not to:

• Access or attempt to access any organization, account, or data for which You have not been granted authorization
• Reverse engineer, decompile, disassemble, or otherwise attempt to derive the source code, algorithms, or underlying structure of the Services
• Use automated scripts, bots, scrapers, or similar technologies to access the Services, extract data, or circumvent rate limits
• Upload, transmit, or store files containing malware, viruses, trojans, or other malicious code designed to disrupt, damage, or gain unauthorized access to any system
• Misrepresent Your identity, impersonate another person or entity, or create accounts under false pretences
• Interfere with, disrupt, or place an unreasonable burden on the Services, servers, or networks connected to the Services
• Use the Services in violation of any applicable federal, provincial, or municipal law or regulation, including but not limited to tax fraud, money laundering, or the filing of fraudulent financial records

We reserve the right to investigate and take appropriate action, including account suspension or termination, if We reasonably believe You have violated this section.

7. Customer Content and Data Ownership

You retain all right, title, and interest in and to Your Customer Content. We claim no ownership rights over any Customer Content that You or Your Authorized Users upload, submit, store, or transmit through the Services.

By using the Services, You grant Us a limited, non-exclusive, non-transferable, revocable licence to access, process, store, and display Your Customer Content solely to the extent necessary to provide, maintain, and improve the Services for You. This licence terminates upon deletion of Your account and Customer Content, subject to any legal retention obligations.

You may export Your Customer Content at any time using the built-in CSV and Excel export functionality. You may request deletion of Your Customer Content at any time, subject to applicable legal retention requirements (see Section 18).

8. AI-Powered Features

The Services include optional AI-powered receipt and invoice scanning, which uses the Anthropic Claude API, a third-party service operated by Anthropic, PBC, based in the United States. When You choose to use AI parsing, receipt images and associated data are transmitted to Anthropic's servers for processing. Manual data entry is always available as an alternative, and use of AI-powered features is entirely voluntary.

Pursuant to Anthropic's API Terms of Service, inputs submitted through the API are not used to train Anthropic's models. For full details regarding Anthropic's data handling practices, please refer to anthropic.com/privacy. AI-generated outputs are provided on a best-effort basis, and accuracy is not guaranteed.

By using AI-powered features, You consent to the cross-border transfer of receipt data to the United States for processing, as further described in Our Privacy Policy.

9. Intellectual Property

The Services, including but not limited to the platform, software, source code, object code, user interface design, visual design elements, branding, trademarks, logos, documentation, and all related intellectual property, are and shall remain Our exclusive property or the property of Our licensors. All rights not expressly granted herein are reserved.

Customer Content remains Your property as set forth in Section 7. Subject to Your compliance with this Agreement, We grant You a limited, non-exclusive, non-transferable, revocable licence to access and use the Services during Your Subscription Term solely for Your internal business purposes.

You shall not copy, modify, distribute, sell, lease, sublicence, reverse engineer, create derivative works from, or otherwise exploit any portion of the Services or its underlying technology. Certain components of the Services may incorporate open-source software, which is licensed under its respective open-source licence terms.

10. Feedback and Suggestions

If You provide Us with any feedback, feature requests, suggestions, ideas, bug reports, or other communications regarding the Services (collectively, "Feedback"), You hereby assign to Us all right, title, and interest in and to such Feedback. We shall be free to use, reproduce, modify, distribute, and otherwise exploit such Feedback without restriction, compensation, attribution, or obligation of any kind to You. You acknowledge that We are under no obligation to implement any Feedback.

11. Payment Terms

The Services are offered under the following subscription tiers:

• Free Tier: limited to one (1) property and one (1) user, available indefinitely at no cost and with no payment information required.
• Pro Tier: $15.00 CAD per month or $144.00 CAD per year (equivalent to $12.00 CAD per month), with access to all features, unlimited properties, and multi-user organization support.

Pro subscriptions are billed on a recurring basis at the beginning of each billing cycle. You may cancel Your subscription at any time, and You will retain access to Pro features through the end of Your current paid billing period. No partial or prorated refunds will be issued for unused portions of a billing period.

We reserve the right to modify subscription pricing upon thirty (30) days' prior written notice. All amounts are stated in Canadian dollars (CAD) and are exclusive of applicable federal and provincial taxes (GST/HST), which will be added at the time of billing. Payment is processed through a Canadian payment processor.

Note: Payment processing is not yet active during the early access period. You will be notified before any charges are applied to Your account.

12. Electronic Communications

By creating an account, You consent to receive electronic communications from Us, including but not limited to: service announcements, administrative messages, policy and terms updates, security alerts, and transactional emails (such as password resets, invitation confirmations, and account notifications). Such electronic communications satisfy any legal requirement that communications be in writing.

You may manage Your communication preferences in the Settings section of Your account. However, You acknowledge that transactional and security-related communications are essential to the operation of the Services and cannot be opted out of while Your account remains active.

13. Service Availability

We will use commercially reasonable efforts to make the Services available on a continuous basis. However, We do not guarantee that the Services will be uninterrupted, error-free, or secure at all times. The Services may be temporarily unavailable due to scheduled maintenance, emergency maintenance, infrastructure upgrades, or circumstances beyond Our reasonable control.

We will provide advance notice of scheduled maintenance when commercially practicable. We shall not be liable to You or any third party for any interruption, suspension, or unavailability of the Services.

14. Warranty Disclaimer

15. Tax Disclaimer

RentBase is a financial record-keeping tool designed to assist with rental property expense tracking and CRA T776 report generation. RentBase is not a tax advisor, accountant, financial planner, or legal counsel. The T776 Statement of Real Estate Rentals and all other reports generated by the Services are based solely on the data You provide, and may contain errors, omissions, or inaccuracies.

You are solely responsible for the accuracy and completeness of all data entered into the Services and for the accuracy of any tax filings submitted to the Canada Revenue Agency or any other authority. The Services do not constitute and shall not be construed as tax advice, legal advice, or financial advice. You should consult a qualified tax professional, accountant, or legal advisor before making decisions based on information generated by the Services.

16. Limitation of Liability

17. Indemnification

18. Account Termination

You may delete Your account at any time through the Settings section of the application. Upon initiating account deletion, a thirty (30) day grace period will commence, during which You may reverse the deletion. After the grace period expires, Your account and all associated Customer Content will be permanently and irreversibly deleted.

We reserve the right to suspend or terminate Your account, with or without prior notice, if We reasonably determine that You have violated these Terms, engaged in fraudulent or abusive conduct, or otherwise used the Services in a manner that could expose Us or other users to harm or liability.

Notwithstanding the foregoing, where Customer Content constitutes financial records subject to CRA retention requirements, We may retain such records for a minimum of seven (7) years from the applicable tax year, with personal identifiers removed or anonymized where feasible. Your right to use the Services ceases immediately upon termination.

The following sections of this Agreement shall survive termination or expiration: Section 14 (Warranty Disclaimer), Section 16 (Limitation of Liability), Section 17 (Indemnification), Section 21 (Governing Law), and Section 9 (Intellectual Property).

19. Force Majeure

Neither party shall be liable for any failure or delay in the performance of its obligations under this Agreement to the extent such failure or delay results from circumstances beyond its reasonable control, including but not limited to: acts of God, natural disasters, earthquakes, floods, or severe weather events; acts or orders of any governmental authority; pandemic, epidemic, or public health emergency; failure or disruption of internet or telecommunications infrastructure; electrical power outages; cyberattacks, distributed denial-of-service attacks, or other malicious interference with computer systems; and third-party labour disputes, strikes, or lockouts.

The affected party shall promptly notify the other party of the force majeure event and use reasonable efforts to mitigate its effects and resume performance as soon as practicable.

20. Modification of Terms

We reserve the right to update or modify these Terms at any time. When We do so, We will update the version number and "Last updated" date at the top of this page. For material changes that affect Your rights or obligations, We will provide notice through a prominent notification upon login to the Services and require Your explicit re-acceptance before continued use.

If You disagree with the modified Terms, You may export Your Customer Content using the built-in export tools and close Your account prior to the effective date of the changes. Your continued use of the Services after accepting the updated Terms constitutes Your agreement to be bound by the modified Terms.

21. Governing Law

This Agreement shall be governed by and construed in accordance with the laws of the Province of Ontario and the federal laws of Canada applicable therein, without regard to any conflict of laws principles that would require the application of the laws of another jurisdiction. The parties irrevocably attorn to the exclusive jurisdiction of the courts of the Province of Ontario for any legal proceedings arising out of or relating to this Agreement.

22. Dispute Resolution

In the event of any dispute, claim, or controversy arising out of or relating to this Agreement or the Services, the parties agree to first attempt to resolve the matter through good faith informal negotiation for a period of thirty (30) days from the date written notice of the dispute is delivered. Such notice shall be sent to [email protected] with the subject line "Dispute Notice."

If the dispute cannot be resolved through informal negotiation within the thirty (30) day period, either party may commence formal legal proceedings in the courts of the Province of Ontario. Notwithstanding the foregoing, either party may seek injunctive or other equitable relief in any court of competent jurisdiction to prevent the actual or threatened infringement, misappropriation, or violation of intellectual property rights or confidential information. Either party may also pursue claims in the Small Claims Court of Ontario where the claim falls within its monetary jurisdiction. There is no mandatory arbitration requirement under this Agreement.

23. General Provisions

• Entire Agreement. This Agreement, together with the Privacy Policy, constitutes the entire agreement between You and Us with respect to the Services and supersedes all prior or contemporaneous communications, proposals, understandings, and agreements, whether oral or written.
• Severability. If any provision of this Agreement is held to be invalid, illegal, or unenforceable by a court of competent jurisdiction, such provision shall be modified to the minimum extent necessary to make it valid, legal, and enforceable, and the remaining provisions shall continue in full force and effect.
• Waiver. The failure of either party to enforce any provision of this Agreement shall not constitute a waiver of that party's right to enforce that provision or any other provision in the future.
• Assignment. You may not assign, transfer, or delegate Your rights or obligations under this Agreement without Our prior written consent. We may freely assign this Agreement, in whole or in part, to any affiliate, successor, or acquirer without notice to or consent from You.
• Notices. All notices under this Agreement shall be delivered electronically to the email address or through the in-app notification system associated with Your account on file. You are responsible for maintaining a current and valid email address in Your account settings.
• Headings. The section headings in this Agreement are for convenience of reference only and shall have no legal or contractual effect.

24. Contact

For general inquiries, support requests, or questions about these Terms of Service, please contact Us at [email protected].

For formal legal notices under this Agreement, please send an email to [email protected] with the subject line "Legal Notice". Legal notices are deemed received upon confirmed delivery to the designated email address.