ToS | Hub Simple

HubSimple – Terms of Service

Thank you for using HubSimple. HubSimple is a cloud-based service that stores and manages your operational knowledge. The platform utilizes industry-standard SSL/TLS encryption for all data in transit and leverages the secure, enterprise-grade cloud database infrastructure of our hosting providers, Vercel and Airtable, to protect your data at rest. Our Services are provided by Rachel Landry o/a HubSimple (“HubSimple.”)

Please read this document carefully. If you sign up for, access, or use our Services, you agree to this Agreement. Please do not use the Services if you are under 18 years of age or barred from doing so under applicable law.

Service
1. Scope: This Agreement governs the access to and use of all products and services owned and offered by HubSimple, including applications, websites, and technologies or functions, and related Software (the "Services"). You may access and use the Services in accordance with this Agreement. This Agreement includes the applicable Feature-Specific Terms, the Acceptable Use Policy, the HubSimple Privacy Policy, and the Data Processing Addendum (if applicable).
2. Feature-Specific Terms: Certain services or functionalities may be subject to additional terms specific to the relevant service or functionality as specified in the Feature-Specific Terms. By accessing or using the relevant service or functionality covered by the Feature-Specific Terms, you also agree to the Feature-Specific Terms. In case of any discrepancies between the Feature-Specific Terms and these terms, the provisions of the Feature-Specific Terms shall prevail.
3. Changes in Service: We are always looking for ways to improve the Services, making them better, smarter, and more secure. To live up to that, we may need to modify features and functionality from time to time. If we change the Services during the term of this Agreement in a manner that materially reduces functionality or limits access to certain features, we will notify Customers at the email address associated with their account. After receiving the notice, as a Customer, you may terminate this Agreement within thirty days. In such a case, you will be provided with a pro rata refund of any prepayment. This termination right will not apply to updates made to features provided as Beta Services.
Confidentiality of Secured Content
1. Data Transport and Secure Cloud Storage: You acknowledge that by using the Service, the files and text data uploaded, curated, and/or shared through the Service (“Customer Data”) are transmitted securely using industry-standard SSL/TLS encryption. Customer Data is securely hosted within our enterprise cloud database architecture (Airtable and Vercel). HubSimple restricts backend database access to authorized administrative personnel for the sole purpose of managed-content curation, brand configuration, and platform maintenance.
2. Access Control and Role-Based Filtering: You understand and agree that access to your designated Customer environments (the "Slugs") is strictly restricted via unique, location-wide, or company-wide security codes (“Staff PINs” and “Manager PINs”) generated and managed by HubSimple. Content is automatically filtered and restricted on the user’s device screen based solely on the specific validation PIN entered.
3. Management of Content Visibility: You acknowledge that authorized field administrators and corporate administrators are solely responsible for distributing the correct PIN credentials to authorized personnel. HubSimple carries no responsibility or liability for unauthorized access, data exposure, or actions taken by individuals who have been provided with, or obtained, a valid location PIN.
4. Credential Management and Recovery: Because HubSimple operates as a fully managed database provider, all master PIN credentials are securely stored and maintained within HubSimple’s central backend administration network. In the event of a lost or compromised PIN, the Customer’s designated corporate administrator must contact HubSimple directly to request a credential reset. HubSimple carries no liability for operational downtime or delayed access to documentation while a credential reset request is being processed.
Customer Files
1. Ownership of Customer Data: This Agreement does not grant HubSimple any ownership over the contents of your text, manuals, brand guidelines, or intellectual property (“Customer Data”). You grant HubSimple a limited, non-exclusive license to store, process, format, and transmit Customer Data solely as is reasonably necessary to provide and maintain the cloud-hosted platform, execute database backups, perform brand configurations, and connect to our secure search indexing and query processing systems.
2. Content Responsibility: The Customer understands and agrees that he is fully and solely responsible, accountable, and legally liable for the accuracy, legality, safety, and operational consequences of all Customer Data provided to HubSimple for system ingestion. HubSimple serves solely as a technology delivery pipeline and does not audit, verify, or endorse the Customer's operational procedures or instructional content.
3. Intellectual Property Warranties: By submitting information to the platform, you guarantee and warrant that you hold all required legal permissions, licensing, and clearances for all text, images, and documentation (“Customer Data”)—including copyright and all other intellectual property rights. You maintain the absolute right to distribute, store, transmit, and make this content available online through the Services, and agree to fully indemnify HubSimple against any third-party copyright or intellectual property claims arising from your hosted data.
Data Processing, Infrastructure, and Third-Party Services
1. Authorized Sub-Processors: You agree that HubSimple utilizes specialized, enterprise-grade third-party infrastructure providers (“Sub-Processors”) to securely host, store, and process Customer Data. These authorized services include Vercel (for web application hosting and deployment), Airtable (for core database storage), Pinecone (for search indexing), and the OpenAI API (for conversational artificial intelligence querying) .
2. Data Privacy Enforcement: HubSimple warrants that all Customer Data processed via the OpenAI API uses secure developer endpoints. Your data is kept confidential and is strictly prohibited from being used by the provider to train public artificial intelligence models.
3. Data Location and Cross-Border Transfers: You acknowledge and agree that Customer Data will be stored and processed on secure cloud server networks managed by our infrastructure providers, and you authorize the secure cross-border data transmissions necessary to host, execute, and display the Services across globally distributed cloud networks.
4. Third-Party Liability Exemption: HubSimple relies entirely on the baseline security and hosting infrastructure of these globally recognized cloud providers. You agree that HubSimple carries no legal or financial liability for service outages, data corruption, network latency, or system-wide security breaches originating entirely within the independent infrastructure networks of Vercel, Airtable, Pinecone, or OpenAI.
5. Compliance Restrictions: You agree that the platform is purely an operational knowledge base. You are strictly prohibited from providing, submitting, or storing any data that falls under specialized regulatory definitions, including, but not limited to, Protected Health Information (PHI) under healthcare privacy acts or sensitive financial credit card holder data.
Customer Responsibility, Compliance, and Connectivity Requirements
1. Eligibility: The Customer represents and warrants that they are of legal age and maintain the full legal power and authority to validly enter into this Agreement.
2. Operational Compliance: The Customer maintains sole responsibility for compliance with all applicable local laws and regulations regarding their use of the platform. The Customer agrees that it is their sole responsibility to determine whether the software and the information structure are accurate and sufficient for their specific operational purposes.
3. Credential and Device Security: Access to the platform requires a valid Staff or Manager PIN. The Customer is entirely responsible for maintaining the strict confidentiality of these PIN credentials within their organization. HubSimple carries no legal or financial liability if a Customer’s device is stolen, hacked, or compromised, allowing an unauthorized individual to access the digital environment using a valid, locally stored credential.
4. Internet Connectivity and Hardware: You understand and acknowledge that all platform functions require an active internet connection. The Customer is solely responsible for procuring, maintaining, and paying for all network connectivity, mobile devices, tablets, computers, and standard web-browser software necessary to access and display the services on shift.
Third-Party Data Requests and Subpoenas
1. Customer Primacy: If a third party, government agency, or legal authority requests access to Customer Data or operational logs via a subpoena, court order, or other legal process (a "Third-Party Request"), the Customer maintains primary responsibility for responding to that request using their own corporate records.
2. HubSimple Notification: If HubSimple receives a Third-Party Request directly related to your account, HubSimple will make commercially reasonable efforts to notify the Customer promptly, unless explicitly prohibited by law or court order.
3. Legal Compliance: The Customer acknowledges and agrees that HubSimple has a legal obligation to comply with valid judicial orders, law enforcement subpoenas, and government regulations. HubSimple reserves the absolute right to disclose relevant Customer Data or Service Data to legal authorities to the extent required by law, to avoid immediate infringement of third-party rights, or to protect the safety of the public and HubSimple infrastructure, with no legal or financial liability to the Customer for doing so.
Fees, Billing, and Subscriptions
1. Service Plan Tiers: Prices and features of the Services depend on the specific all-inclusive Service Plan tier selected during your onboarding application. HubSimple's standard capacity thresholds and features are published on the HubSimple website.
2. Fees and Currency: The Customer will pay HubSimple all applicable Fees ("Fees") for the Services in Canadian Dollars (CAD). The Customer authorizes HubSimple to charge all applicable Fees using the Customer's selected payment method via our authorized payment processor, Stripe. Fees are non-refundable except as specifically required by applicable law.
3. Billing and Auto-Renewal: Fees will be charged in advance on a recurring monthly basis. The Customer agrees that their subscription automatically renews for the same monthly billing period unless the Customer notifies HubSimple in writing at support@hubsimple.ca at least 30 days prior to the renewal date that they wish to cancel the subscription.
4. Downgrade and Cancellation: No refunds or credits for Fees or payments will be provided if the Customer elects to cancel or downgrade their Service Plan. Changes will take effect the day after the last day of the then-current billing period.
5. Taxes and HST Compliance: All stated Fees are exclusive of applicable taxes. The Customer is responsible for paying all federal and provincial sales taxes. HubSimple will calculate, invoice, and collect Harmonized Sales Tax (HST) at checkout based on the Customer's corporate location, in full compliance with Canadian tax regulations.
6. Fee Adjustments: HubSimple reserves the right to revise its recurring monthly subscription prices or alter tier capacity options. HubSimple will provide the Customer with at least 30 days' advance written notice prior to any price adjustments taking effect.
Customer License, Software, and Intellectual Property Rights
1. Customer’s Limited License: HubSimple remains the absolute owner of the platform's Software, application interface layouts, visual configuration engines, dynamic routing tracks, and core database code at all times. HubSimple grants the Customer a limited, non-exclusive, non-transferable, revocable license to access and display the Software solely in connection with the cloud-hosted Services and in accordance with this Agreement during the active term of the Customer's subscription. No software ownership, source code rights, or distribution rights are transferred to the Customer or its users under any circumstances.
2. Reservation of Rights: Each party shall retain all rights, title, and interest in and to all its respective patents, inventions, copyrights, trademarks, domain names, databases, trade secrets, know-how, and any other intellectual property and/or proprietary rights (collectively, "Intellectual Property Rights"). Except as expressly set out in this Agreement, this Agreement does not grant any right, title, or interest to you with respect to the underlying application software, the viewport architecture, or in any HubSimple Intellectual Property Rights.
3. Feedback and Suggestions: HubSimple may use any feedback, ideas, comments, enhancement requests, recommendations, or suggestions ("Suggestions") that the Customer sends or shares with HubSimple without any financial obligation, restriction, or royalty to you. The Customer hereby grants to HubSimple a worldwide, royalty-free, irrevocable, perpetual license to use and otherwise incorporate any Suggestions directly into the platform's core code or interface features.
4. Identifying Customer: Unless otherwise instructed by the Customer in writing, HubSimple may publish and identify the Customer as a user of the Service, and the Customer grants to HubSimple a non-exclusive, fully paid-up license to use its corporate logos and trademarks on the HubSimple marketing website and sales materials. HubSimple agrees to comply with all reasonable guidelines and directions of the Customer regarding the form, manner, and application of such logos and trademarks. The Customer may request that HubSimple stop identifying them as a Service user at any time by sending a written notice to support@HubSimple.ca.
Disclaimer and Limitation of Liability
1. Provided As-Is: HubSimple promises that it will operate the Service with reasonable care and skill and will use reasonable commercial efforts to promptly remedy any operational faults of which HubSimple is aware. However, HubSimple provides the Service strictly on an "as is" and "as available" basis, without express or implied warranty or condition of any kind, and you shall use it at your own risk. To the maximum extent permitted by applicable law, HubSimple also disclaims any warranties of merchantability, fitness for a particular purpose, or non-infringement.
2. Limitation of Liability: HubSimple and its affiliates, officers, employees, or agents shall in no event be liable for any lost profits, revenues, or business opportunities, loss of use, loss of data, loss of confidential or other information, business interruption, or any other direct, indirect, special, incidental, or consequential damages whatsoever, whether based on contract, tort, negligence, product liability, or otherwise, arising out of or in any way related to the use of or inability to use the Service, regardless of whether HubSimple has been advised or should have had knowledge of the possibility of such damages.
3. Exclusive Remedy: You agree that the sole and exclusive remedy for unsatisfactory service shall be termination of the Service and a refund of any amount already paid by the Customer for the current monthly service term. Notwithstanding anything to the contrary in these terms, the aggregate liability of HubSimple and its affiliates, officers, employees, or agents, including any negligence on your part, for all claims relating to the Service is strictly limited to the actual subscription charges paid by you to HubSimple with respect to your subscription for the past six months of the Service in question prior to the first event or occurrence giving rise to such liability.
4. Independent Allocations of Risk: Each provision of this Agreement that provides for a limitation of liability, a disclaimer of warranties, or an exclusion of damages represents an agreed allocation of the risks of this Agreement between the parties. This allocation is an essential element of the bargain between the parties. Each of these provisions is severable and independent of all other provisions of this Agreement, and each will apply even if the warranties in this Agreement have failed of their essential purpose.
5. Force Majeure: HubSimple will not be liable to the Customer or to any other third party for failure to perform or any delay in the performance of the Service due to fire, flood, war, riot, strike, explosion, injunction, natural disaster, interruption of transportation, acts of war, terrorism, labour disputes, acts of civil or military authority, power blackouts, cyber-attacks, or any other event beyond HubSimple's reasonable control.
Third-Party Services and Indemnification
1. Third-Party Service Dependence: The Service contains features and functionalities that link to or provide access to specialized non-HubSimple third-party services (such as Vercel, Airtable, Pinecone, and OpenAI). You understand and agree that HubSimple does not control the features, security protocols, or operational infrastructure of these non-HubSimple services, and they may change without any notice to us. If any non-HubSimple service stops providing access to certain features, we may stop providing access to those features within our Services. HubSimple will not be liable to you for any refunds, damages, or operational losses arising from or in connection with any such change or service interruption made by an independent third-party provider.
2. Indemnification Obligations: To the extent permitted by law, the Customer will defend, indemnify, and hold harmless HubSimple, including its employees, founder, and affiliates, from and against any claims, incidents, liabilities, procedures, damages, losses, and expenses, including reasonable legal and accounting fees, arising out of or in any way connected with the access to or use of the Services by the Customer or its Company Administered Users, or the violation of this Agreement by the Customer or its users, including any third-party claims relating to copyright or intellectual property rights inside Customer Files.
Account Suspension Rules
1. Suspension for Cause: HubSimple may immediately suspend access to the Services or restrict its functionality if :
  1. The Customer fails to timely pay any amount owed to HubSimple via our automated Stripe billing cycle.
  2. The Customer or a Company Administered User breaches any provision of this Agreement or the core compliance documents referred to in this Agreement.
  3. HubSimple has reasonable cause to believe that the Customer is in breach of any applicable local laws or regulations.
  4. HubSimple is requested or directed to do so by any competent court of law, government authority, public agency, or law enforcement agency.
  5. The Customer becomes subject to bankruptcy, insolvency, or similar corporate restructuring proceedings.
  6. In its sole professional discretion, HubSimple believes that continued use of the Services by the Customer or their users creates immediate legal risk for HubSimple or presents a threat to the security and integrity of the platform infrastructure.
Notice of Suspension
1. HubSimple will use commercially reasonable efforts to notify the Customer prior to any such suspension, unless HubSimple reasonably believes that: (i) it is prohibited from doing so under applicable law; or (ii) it is necessary to delay notice in order to prevent imminent harm to the platform infrastructure or a third party. If notice is delayed, HubSimple will provide the notice when the related restrictions no longer apply.
2. Effects of Suspension: If HubSimple Services are suspended for cause in accordance with the provisions above, the Customer remains fully responsible and liable for all Fees and charges that have been incurred up to the date of suspension, as well as for any basic infrastructure hosting costs to which the Customer continues to have background access. As a result of an automated payment suspension, Customer Files will not be deleted from the database registry unless specified otherwise in the formal termination clauses of this Agreement.
Term and Termination
1. Service Term: This Agreement enters into effect on the date the Customer accepts it or begins using the Service, and continues until terminated by either the Customer or HubSimple
2. Termination for Convenience: The Customer may elect to terminate their account and monthly subscription at any time by providing a mandatory 30-day advance written notice to support@HubSimple.ca. No refund or credit is provided for any prepaid monthly service fees. HubSimple may terminate this Agreement by providing a 60-day written notice if it discontinues the platform Service altogether, in which case a pro rata refund of any prepaid amount will be provided.
3. Termination for Cause
  1. Either party may terminate this Agreement with notice if the other party materially breaches this Agreement and such breach is not cured within fifteen days after the non-breaching party provides explicit written notice of the breach. HubSimple may terminate this Agreement immediately on notice to the Customer if: (i) the Customer fails to timely pay any amount owed to HubSimple via Stripe ; (ii) the Services are being used in violation of applicable law; or (iii) continued use creates immediate legal risk or presents a security threat to the platform.
  2. Effects of Termination: If this Agreement is terminated, all rights and licenses granted by HubSimple to the Customer will cease immediately. The front-facing hosted portal interface will be deactivated at the end of the final paid billing cycle. Prior to deactivation, the Customer may request reasonable additional time to export their raw text article records, provided that HubSimple may charge the Customer for such extended data extraction labor based on HubSimple's current standard consulting fees. HubSimple may permanently delete any Customer Files and Service Data relating to the Customer's account within a commercially reasonable period of time following termination.
  3. Survival: The following sections will survive any expiry or termination of this Agreement: Section 5 (Customer Responsibility), Section 6 (Third-Party Requests), Section 7 (Fees), Section 9 (Intellectual Property Rights), Section 10 (Disclaimer & Liability), Section 11 (Indemnification), and Section 14 (Miscellaneous).
Miscellaneous and Canadian Governing Law
1. Amendments to Terms: HubSimple may revise the terms of this Agreement from time to time due to updates to the cloud Services or changes in applicable provincial and federal laws. The most current version will always be available on the HubSimple marketing website. If an amendment is material, the Customer will be notified in writing with 30 days’ advance notice. If you do not agree to the amended terms, you may terminate this Agreement and your account with 30 days’ notice. By continuing to access or use the Services after the amendment enters into effect, you agree to be bound by the revised Agreement.
2. Governing Law and Jurisdiction: This Agreement is governed by, and construed in accordance with, the laws of the Province of Ontario and the federal laws of Canada applicable therein, completely excluding any conflict of laws rules. Both parties explicitly agree that any legal actions, procedures, or disputes arising under or relating to this Agreement or the platform Services must be brought exclusively in the courts located in the City of Toronto, Ontario, Canada.
3. Severability and Entire Agreement: If any court or relevant authority decides that any part of this Agreement is unlawful, unenforceable, or invalid, the remaining clauses will remain in full force and effect. This constitutes the entire contract between the parties regarding the Service and supersedes any prior oral or written statements regarding your use of the Services. If the Customer requires the use of an internal corporate purchase order, no provision of such document will supersede or supplement this Agreement, and the terms of any such purchase order will have no legal effect.
4. Waiver and Remedy: The failure of either party to enforce a provision of this Agreement is not a waiver of its right to enforce it later. Any remedy made available to HubSimple under any provision of this Agreement is not intended to be exclusive of any other remedy.
5. Expiration of Claims: Both parties agree that, except for claims related to the indemnification obligations above, all legal claims arising under or related to this Agreement must be brought within two years after the date the cause of action arose.
6. Assignment Limitations: The Customer may not assign, resell, or transfer this Agreement or any software access rights under this Agreement without HubSimple's express written consent. HubSimple may freely assign its rights and obligations under this Agreement in its entirety to an affiliate or in connection with a merger, acquisition, corporate reorganization, or sale of substantially all of its assets, provided that any such successor agrees to fulfill HubSimple's obligations under this Agreement.
7. Independent Contractors: The Customer and HubSimple are independent contractors and are not the agents, partners, or legal representatives of the other. This Agreement is not intended to create a joint venture, partnership, or franchise relationship between the parties. Non-parties do not benefit from or enforce this Agreement. There are no third-party beneficiaries to this Agreement.
8. Notices: Official notices must be sent via email and are deemed given upon safe transmission. Notices to the Customer will be sent directly to the applicable account administrator's email address. All corporate questions about this Agreement, pricing adjustments, or complaints are to be addressed electronically to support@HubSimple.ca. HubSimple reserves the absolute right to take reasonable steps to verify the Customer's identity before responding to or acting upon a data request.
Glossary and Definitions
1. In this Agreement, the following capitalized terms shall have the exact operational meanings defined below:
2. Administrator means the designated Company Administered User(s) selected by the Customer, who administer the cloud environment permissions and monitor account setups on behalf of the Customer.
3. Agreement means the complete terms, clauses, disclaimers, and financial rules outlined throughout this document.
4. Customer Environment (The Slug) means the custom, unique web interface path (e.g., hubsimple.ca/Customer-name) built and dedicated to the Customer's hosted organization.
5. Company Administered User means an individual—whether an employee, business partner, facility contractor, manager, or agent of the Customer—who is explicitly invited and permitted by the Customer to access the Services subject to this Agreement.
6. Customer Files (Customer Data) means any files, text logs, procedural chapters, guidelines, logos, brand colours, or instructional text blocks uploaded, formatted, and/or shared through the hosted Service.
7. Fee means all applicable one-time implementation, custom brand configuration, and ongoing monthly recurring subscription charges paid by the Customer to HubSimple for platform usage.
8. Intellectual Property Rights means all rights, title, and interest in and to all respective patents, inventions, copyrights, trademarks, brand domain names, databases, proprietary design tracks, trade secrets, know-how, and software engineering structures.
9. Non-HubSimple Services (Sub-Processors) means the specialized third-party cloud infrastructure components (specifically Vercel, Airtable, Pinecone, and OpenAI) that HubSimple connects with to host, encrypt, query, and securely display the Services.
10. Prohibited Jurisdiction means any jurisdiction in which the provision of cloud software infrastructure, web hosting, or cryptographic text transport is prohibited under applicable federal, Canadian, or international data trade regulations.
11. Service Data means non-encrypted administrative system information (such as basic login audit timestamps or query counts) collected by HubSimple to monitor usage and securely run activity logging metrics.
12. Service Term means the effective period of this contract, commencing on the date the Customer accepts the terms or begins using the platform, and continuing until the active monthly subscription ceases or is officially terminated.
13. Software includes the proprietary web application system, dynamic routing scripts, keyword search mechanisms, and database tracking panels engineered by HubSimple that allow the Customer to execute and display data.
14. Third-Party Request means any corporate inquiry, government mandate, or legal authority that requests access to Customer Files or user operational logs via a valid judicial process.