Terms of Service

Last updated: July 9, 2026

Company Identity & Acceptance

These Terms of Service govern your use of ReimburseFlow (ReimburseFlow Digital Solutions Limited) and its services. By accessing and using this website, you agree to comply with these terms and conditions. If you do not agree with any part of these terms, you may not use our services. We reserve the right to modify these terms at any time, and your continued use of the website constitutes acceptance of any changes. Please review these terms periodically to ensure you remain informed of any updates.

Scope of Services

We provide a comprehensive digital platform for expense report digitization, approval workflows, and paperless reimbursement management designed specifically for corporate offices in Ottawa. Our service enables organizations to streamline the expense management process by digitizing paper receipts, automating approval workflows, and processing employee reimbursements efficiently. We offer cloud-based solutions that integrate with existing corporate systems to eliminate manual processing and reduce administrative overhead. Our platform is designed to help businesses maintain compliance, improve transparency, and accelerate reimbursement cycles.

User Obligations

Users are responsible for maintaining the confidentiality of their account credentials and passwords. You agree not to share your login information with unauthorized individuals and to notify us immediately of any suspected unauthorized access. You are solely responsible for all activities conducted through your account. We require users to provide accurate and complete information when registering for our services. You agree not to use our platform for any illegal, fraudulent, or harmful purposes. Users must comply with all applicable laws and regulations when using our services, including those related to data protection and corporate governance.

Intellectual Property

All content, materials, software, and services provided through our platform are owned by us or our licensors and are protected by international copyright and intellectual property laws. You are granted a limited, non-exclusive, non-transferable license to access and use our services for your authorized business purposes only. You may not reproduce, modify, distribute, transmit, or create derivative works of any content without our explicit written consent. Any unauthorized use of our intellectual property is strictly prohibited. We retain all rights to our platform, including logos, designs, and proprietary technology. Your use of our services does not grant you ownership of any intellectual property.

Limitations & Liability

Our services are provided on an "as is" basis without warranties of any kind, either express or implied. We do not guarantee that our platform will be uninterrupted, error-free, or secure. To the maximum extent permitted by law, we shall not be liable for any indirect, incidental, special, consequential, or punitive damages arising from your use of our services. Our total liability shall not exceed the amount you paid for our services in the twelve months preceding the claim. We are not responsible for data loss, system failures, or damages resulting from causes beyond our reasonable control. Users acknowledge that they use our services at their own risk and assume all responsibility for any loss or damage incurred.

Termination

We reserve the right to terminate or suspend your account and access to our services at any time, with or without cause and without notice. Termination may occur if you violate these terms, engage in fraudulent activity, or fail to comply with applicable laws. Upon termination, your right to use our services ceases immediately, and you must discontinue all use of the platform. We may retain your data in accordance with our privacy policy and applicable legal requirements. You may request account deletion by contacting our support team, subject to legal and contractual obligations to retain certain information. Termination does not relieve you of any obligations incurred prior to the date of termination.

Governing Law

These Terms of Service are governed by and construed in accordance with the laws of Canada, specifically the laws of the Province of Ontario, without regard to its conflict of law principles. You agree to submit to the exclusive jurisdiction of the courts located in Ottawa, Ontario for any legal proceedings arising from these terms. Any disputes shall be resolved in accordance with Canadian law and the applicable regulations of Ontario. Neither party waives any rights by submitting to these terms. These terms constitute the entire agreement between you and us regarding the use of our services and supersede all prior agreements and understandings.