Conditions

Last updated: September 27, 2025

1. Acceptance. By purchasing tokens, submitting a meeting, or otherwise using StrataMinutes.ca, you agree to these Conditions. If you place an order on behalf of a firm, you represent that you have authority to bind the firm.
2. Definitions. “Order” means a single request to produce minutes for one meeting. “Priority Service” means a target delivery window of six to forty-eight hours. “Standard Service” means a target delivery window of one to four days. “Tokens” are prepaid credits that may be applied to Orders. All time references are in Pacific Time.
3. Service scope and length limits. Each Order covers one meeting recording of three hours or less. We may decline, split, or surcharge recordings that exceed this limit, contain multiple meetings, or are materially unintelligible. We do not provide legal advice and do not verify factual accuracy of meeting content; councils and managers remain responsible for approval and compliance of their minutes.
4. Delivery windows. Priority Service targets delivery within six to forty-eight hours after we confirm receipt of the complete materials and applicable token or payment. Standard Service targets delivery within one to four days after that confirmation. The delivery clock pauses while we are awaiting missing materials, clarifications, approvals, or replacements for defective files. Stated windows are service targets rather than guarantees and reflect typical capacity; force majeure and other exclusions in these Conditions apply.
5. Missed-time remedy. If we miss the applicable delivery window for reasons within our control, you may request that your next eligible Order receive Priority Service at no additional charge. This remedy must be requested within thirty days of the late delivery, is limited to one Priority upgrade per late Order, is not transferable or redeemable for cash or credits, and does not stack with other promotions. This remedy is unavailable where delay results from incomplete or defective inputs, changes to scope after submission, unanticipated regulatory or client approval steps, failures of third-party services, or events outside our reasonable control.
6. Revisions. There is no entitlement to revisions. You may submit suggestions for changes; we may, at our sole discretion, implement suggested edits where our internal systems and quality controls permit. You are free to make your own edits to the delivered minutes.
7. Method of work and time spent. We do not bill by time and are under no obligation to spend any minimum amount of time on an Order. Our staffing, tools, and processes are determined exclusively by StrataMinutes.ca.
8. Prices, purchase, and refunds. Prices are locked upon purchase for the specific Order or token bundle purchased. Future Orders are subject to then-current prices. All sales are final and non-refundable to the maximum extent permitted by law. Taxes and pass-through fees, if any, are your responsibility.
9. Tokens. Tokens have no cash value, are non-refundable, and are tied to the purchasing account unless we agree otherwise in writing. We keep the authoritative internal ledger of token balances and redemptions; our internal records prevail over any contrary recollection or informal records. You may request a statement of your balance; disputes must be raised within fourteen days of our statement.
10. Client responsibilities. You warrant that you have all necessary rights to upload and use recordings, agendas, and documents; that your materials do not infringe rights or contain unlawful content; and that all personal information has been collected and shared in compliance with applicable law. You are responsible for providing clear audio and complete inputs; poor audio, overlapping speakers, redactions, and missing context may affect delivery timelines or quality.
11. Confidentiality and data handling. We use client materials solely to deliver the Order, provide quality assurance, and handle support. Operational access is limited to personnel who need it. We may delete uploads after delivery in line with our posted privacy practices and are under no obligation to retain materials beyond those practices.
12. Intellectual property. Upon full payment and delivery, you receive rights in the final minutes as a work for your internal records and distribution to your stakeholders. StrataMinutes.ca retains all rights in its templates, checklists, software, models, and workflows. You grant us a limited license to use your uploaded materials to perform the Services and to create the deliverables.
13. No warranties. The Services and deliverables are provided “as is” and “as available”. To the fullest extent permitted by law, we disclaim all warranties, whether express, implied, or statutory, including fitness for a particular purpose, merchantability, and non-infringement. Without limiting the foregoing, we do not warrant that deliverables will satisfy any specific regulatory, legal, or insurer standard; councils and managers must review and approve minutes before issuance.
14. Limitation of liability. To the fullest extent permitted by law, StrataMinutes.ca will not be liable for indirect, incidental, special, consequential, exemplary, or punitive damages, or lost profits or revenues, arising out of or relating to the Services, even if advised of the possibility. Our aggregate liability for any claim related to an Order will not exceed the amount you paid to StrataMinutes.ca for that Order in the three months preceding the claim.
15. Indemnity. You agree to defend, indemnify, and hold harmless StrataMinutes.ca and its personnel from and against claims, damages, liabilities, costs, and expenses arising out of your materials, your use of the Services, or your breach of these Conditions.
16. Suspension and refusal. We may decline or suspend an Order that violates these Conditions, is unlawful, poses security or privacy risks, or exceeds our capacity constraints.
17. Force majeure. We are not liable for delays or failures caused by events beyond our reasonable control, including outages, network failures, disasters, labor disputes, regulatory actions, or failures of third-party platforms.
18. Communications and acceptance. Deliverables may be provided by secure link or email. An Order is deemed accepted on the earlier of your written acceptance or five days after delivery if no specific issues are raised.
19. Changes. We may update these Conditions prospectively at any time. The version in effect when you place an Order governs that Order. Material updates will be posted on the site.
20. Governing law and venue. These Conditions are governed by the laws of British Columbia and the federal laws of Canada applicable therein, without regard to conflicts-of-law rules. The parties submit to the exclusive jurisdiction of the courts of British Columbia seated in Vancouver.
21. Severability and entire agreement. If any provision is held unenforceable, the remainder will remain in effect. These Conditions, together with any Order confirmation and any written statement of work we issue for you, constitute the entire agreement for the Services and supersede prior understandings on the same subject.
22. Contact. Questions regarding these Conditions or an Order should be directed to the contact email listed on our website.