Terms of Use

1. Purpose and acceptance

1.1 These terms govern your use of CoFiles (the "service"), including the website, the application and the public pages it generates. They apply together with the Privacy Policy and the addendum specific to CoFiles (the "addendum"), which form part of them.

1.2 You accept these terms by ticking the box at sign-up, creating an account or using the service. If you act for a firm or organization, you confirm that you have authority to bind it. If you do not agree, do not use the service.

1.3 We keep proof of your acceptance (date, version of the text, language).

2. Who "we" are

2.1 The service is provided by Exode Immigration Canada ("we").

2.2 Contact: Terrebonne (Québec) J7M 2H8 · General e-mail: info@dossilia.com · PPI Officer: see section 21. Support: support@dossilia.com.

3. The service

3.1 CoFiles is an online service that allows, among other things: collection and filing of documents by client folder.

3.2 Features, plans and limits (quotas) are those shown on the Pricing page and in your account on the date of your subscription (see Appendix A and the addendum). We may improve, change or withdraw a feature. If a paid feature is materially withdrawn, we will notify you in advance where possible.

3.3 CoFiles is a technical tool. It does not provide legal, accounting, tax or immigration advice and does not replace your professional judgment.

4. Your account

4.1 You must be 18 or older, or act for an organization.

4.2 Information provided at sign-up must be accurate and kept up to date.

4.3 You are responsible for the confidentiality of your credentials and for what is done with your account, including by team members you give access to. Tell us without delay if you suspect unauthorized access.

4.4 If you sign in with Google or Facebook, those providers apply their own terms. You can unlink that sign-in method in your settings.

5. Roles and data processing

5.1 Your clients' information: you are the controller. For personal information that you (or your clients, at your request) enter, upload or collect through the service (names, contact details, answers, documents, messages, recordings, etc.), you, the professional, decide the purposes and means. The account holder is therefore responsible for the documents it uploads to the service, or that its clients upload at its request. You must collect it lawfully, inform your clients, obtain required consents, set your retention periods, and answer their requests for access, rectification or erasure. We act on your behalf, as a service provider (processor): we process this information only to provide the service and on your instructions, with the security measures described in the Privacy Policy, and we help you respond to requests and incidents.

5.2 Your account information: we are the controller. For information needed to manage your account and subscription (identity, e-mail, billing, security logs, history of acceptance of the terms), we decide the purposes and means, in accordance with the Privacy Policy.

5.3 Exact roles may vary for a particular use (see the addendum). In case of doubt, the professional who decides why and how the information is collected is the controller.

5.4 You authorize us to use the subcontractors and providers listed in the list published with the Privacy Policy, which we choose for the safeguards they offer. We notify you of material changes to that list.

5.5 A confidentiality incident affecting your clients' information is reported to you without undue delay so that you can assess the risk of serious injury and, if needed, notify the Commission d'accès à l'information and the persons concerned.

5.6 A written data processing agreement, restating the commitments in this section, is available on request: write to confidentialite@dossilia.com.

6. Your content

6.1 You keep all rights in the content you publish or upload (texts, documents, questions, lists, files, recordings). You grant us a limited, non-exclusive licence to host, display, technically copy (backups) and transmit it, solely to operate the service for you.

6.2 You declare that you have the necessary rights in this content (copyright, consents of persons shown or named, authorization to use the information). You hold us harmless against third-party claims arising from your content or your unlawful use of the service, to the extent permitted by law.

6.3 We do not use your content to train models or for advertising, and we do not sell it.

6.4 If a third party reports content that is manifestly unlawful or infringes their rights, we may suspend it while we verify, and we notify you where reasonable.

7. Prohibited uses

You may not: use the service unlawfully, deceptively or fraudulently; send spam or commercial messages without the consent required by law; publish hateful, harassing or violent content or content that infringes others' rights; upload malware; attempt unauthorized access to accounts, data or our systems; disrupt the service or circumvent its technical limits or access controls; resell or sublicense the service without a written agreement; collect personal information without authorization. We may limit, suspend or close an account that breaches this section, after notice where reasonable, or without notice where there is a serious risk to people or to the service.

8. Plans, taxes, payment and renewal

8.1 Plans. Plans, prices, limits and currency (Canadian dollars (CAD)) are shown on the Pricing page. A free plan, if any, may have lower limits and reduced support.

8.2 Taxes. Prices are shown before taxes; applicable taxes (GST, QST or others depending on your location) are added and shown on the invoice. Our tax registration numbers appear on invoices.

8.3 Payment. You pay in advance for the chosen period by the available means (Stripe). We do not keep your card numbers: they are processed by our payment provider. A receipt or invoice is sent to you.

8.4 Free plan. The Free plan has no time limit; its limits (space, seats, file size) are shown before sign-up. No credit card is requested to sign up for it. There is no time-limited free trial of the paid plans.

8.5 Automatic renewal. If your subscription renews automatically, this is clearly shown before payment, with the period, the amount, the renewal date and how to cancel. You receive a notice before each renewal, ahead. You can cancel at any time in your account; cancellation takes effect at the end of the paid period.

8.6 Mobile and local payments. Some payment methods (mobile money, transfer) are one-off: the subscription is then not renewed automatically and must be paid again each period.

8.7 Price changes. A new price applies to the following period after at least 30 days' notice. You may cancel before the new price takes effect.

8.8 Refunds. No refund is made automatically; write to us with any request, which we will review. Nothing here limits the rights a consumer holds under the Consumer Protection Act.

8.9 Payments you collect from your own clients. If the service lets you collect payments from your own clients (Stripe, PayPal, local gateways), the money goes directly to your account with that provider. We are neither a party to the transaction nor responsible for your services, your refunds, chargebacks, the provider's fees or the taxes you must collect and remit. Your own terms of sale are your responsibility.

9. Non-payment: read-only, no deletion

9.1 If a payment fails or is not made when due, we notify you by e-mail and in the service.

9.2 After a grace period of 14 days, the account becomes read-only: you can view and export your data but not add or change it. Automatic sends (reminders, sequences, campaigns, invitations) may be suspended.

9.3 We do not delete your data solely because of non-payment. Paying the amount due restores full access.

9.4 These terms set no maximum read-only period. We do not close a read-only account without notifying you beforehand, and export remains possible.

9.5 Read-only status does not suspend your retention obligations or the requests of the persons concerned: if you remain the controller of the information, answering their requests remains your responsibility.

10. Availability, backups and support

10.1 We make reasonable efforts to keep the service available but do not promise that it will be uninterrupted or error-free. No numerical uptime figure is promised by these terms. Planned or unplanned interruptions may occur; we announce planned interruptions where possible.

10.2 Backup copies may be made, with no guarantee of restoration. Keep essential information on your side; you can export your data.

10.3 Support is provided by e-mail as shown for your plan. Support staff are not meant to view the content of your space and access it only when needed to resolve a problem you submit, as described in the addendum.

11. Security

11.1 We take reasonable security measures suited to the sensitivity of the information (see the Privacy Policy). No system is infallible, and we do not promise the total absence of incidents.

11.2 You must protect your devices and passwords, enable the protections offered (for example two-factor authentication, if and when available in the tool) and limit your team's access to what is needed.

11.3 We do not claim any security certification or any approval by a professional order or regulator.

12. Providers and integrations

12.1 The service may connect to third-party services (calendars, video conferencing, payment, SMS, e-mail, tracking tools, other tools in our range). These services have their own terms and policies; we do not control them. An outage, change or end of a third-party service may limit a feature.

12.2 By enabling an integration, you authorize us to act on your behalf with the third party within the permissions you grant, and you remain responsible for the information you send there. You may remove the integration at any time.

12.3 Integrations between our tools (for example Dossilia and CoFiles) pass information from one tool to another only if you enable them, and under the same roles as above.

13. Closure, termination, export and retention

13.1 By you. You may cancel your subscription or close your account at any time. Deletion occurs in two steps: closure request, then a grace period of 30 days (30 days in the current tools) during which you can cancel, then permanent erasure, except what must be kept (13.4). Export your data before closure.

13.2 By us. We may suspend or terminate your access: (a) for a serious breach of these terms, after notice where reasonable and with an opportunity to cure, except in an emergency; (b) for non-payment, under section 9; (c) if we stop offering the service, with notice and an export period. We do not claim to guarantee by contract that your data can be recovered in all circumstances (for example bankruptcy or provider failure). This does not limit what is provided in section 15.4.

13.3 Export. You may export your data in a structured, commonly used format, according to the tool's features (see the addendum). Export is available during the access period, in read-only mode and during the grace period.

13.4 Configurable legal retention. How long a file must be kept depends on your profession, your professional body, the nature of the file and the law: we do not set this period, and no default value in the tool is a legal period or a requirement of your professional body. The tool lets you choose a period (1 to 99 years) and, if you enable it, freeze destruction (dispute, investigation, audit). You are responsible for choosing a period that meets your obligations. At expiry, if you enabled automatic destruction, files are destroyed after notice; a client's erasure request never causes destruction of what you have placed under retention, and you answer that client in writing within the period set by law.

13.5 After closure. Subject to section 13.4 and our legal obligations, we destroy or anonymize your data and backup copies on their normal cycle.

14. Intellectual property in the service

The service, its code, design, templates, texts and marks belong to Exode Immigration Canada or its licensors. We grant you a non-exclusive, non-transferable, revocable right to use the service during your subscription. Templates we provide (forms, e-mails, funnels, document checklists, quizzes) are starting points: you are responsible for adapting them and checking that they suit your practice. A "white label" option, if your plan offers it, transfers no rights in the service.

15. Warranties and limitation of liability

15.1 To the extent permitted by law, the service is provided "as is" and "as available", with no warranty that it fits a particular use.

15.2 To the same extent, we are not liable for indirect or consequential damages (loss of revenue, clients or opportunities) or for those arising from a third-party service, a network failure, a configuration you made, your own breach or content you published.

15.3 Our total liability to you for the same cause is limited to the amounts you paid us for the service in the 12 months before the event. This cap does not apply in the cases set out in section 15.4.

15.4 Nothing in these terms excludes or limits liability that cannot be excluded or limited under Québec law, notably for our intentional or gross fault, for bodily or moral injury caused to another (art. 1474 of the Civil Code of Québec), or for injury to a person's life, health or integrity.

15.5 The rights you hold under the Consumer Protection Act are not limited by this section.

16. Your professional responsibilities

You remain solely responsible for meeting your professional and legal obligations: professional secrecy, the rules of your professional body or regulator, record keeping and retention, advertising, consents, handling of sensitive information, accuracy of the documents produced. The service does not fulfil these obligations for you. We do not claim that the service is approved, certified or required by any professional body. The service is designed to help you meet your obligations; it does not guarantee your compliance with Law 25 or any other law.

17. Changes to these terms

17.1 We may change these terms. For a material change, we notify you by e-mail or in the service at least 30 days before it takes effect and ask you to accept the new version at your next sign-in. A change that favors you or is purely editorial may apply upon publication.

17.2 If you refuse a material new version, you may cancel without penalty before it takes effect and export your data; access to export is not blocked by a refusal.

18. Governing law and disputes

18.1 These terms are governed by the laws of Québec and the federal laws of Canada applicable there.

18.2 The courts of the judicial district of Québec have jurisdiction, subject to the rights a consumer holds by law to sue or be sued in their own district.

18.3 Before any proceeding, write to us: we will try in good faith to resolve the problem.

19. Language

The parties have required that these terms be drafted in French. The French version prevails over any translation, which is provided for information only.

20. General

If a provision is held invalid, the others continue to apply. Not exercising a right is not waiving it. You may not assign your rights without our consent; we may assign ours in a reorganization or sale of the business, with notice to you. These terms, the Privacy Policy and the addendum form the entire agreement between us for the service; in case of conflict, the addendum prevails for the tool concerned.

21. Contact

PPI Officer: Agnes Takoukam · E-mail: confidentialite@dossilia.com · Terrebonne (Québec) J7M 2H8
Questions about these terms: info@dossilia.com.

Appendix A: CoFiles parameters

CoFiles addendum: documents, configurable retention, admin console

What the tool does. Document space per firm, one folder per client, document requests, statuses, rejection with reason, team, retention rules.

Roles. The firm is the controller of the documents. We are the processor.

1. Configurable retention. No default value is a legal period. The firm chooses its period (starting value of 5 years or the value of the professional pack's rules), per firm and per file type; the starting point is the file's closing; a hold (dispute, investigation) suspends destruction; notice precedes any automatic destruction.
2. Admin console. CoFiles's administration console is designed not to display folder names, file names or the content of your documents. We do not say that nobody can technically access hosted data, nor that documents are end-to-end encrypted. We access content only when needed to resolve a problem you submit to us.
3. Non-payment. Read-only after a grace period of 14 days; no deletion for non-payment; export remains possible. This promise does not cover bankruptcy or provider failure (Terms, 13.2).
4. Export. Structured archive (JSON and CSV); available in read-only mode.
5. Not offered today. Antivirus, two-factor authentication, e-signature, file versions, mobile app, security certification: they are not promised until delivered.
6. The firm's clients. People depositing documents receive the firm's notice; their erasure requests are handled by the firm.