Terms of Service

1. Acceptance of Terms

By accessing or using PatronSend ("Service"), you agree to be bound by these Terms of Service and our Privacy Policy. If you are using the Service on behalf of an organization, you represent that you have the authority to bind that organization to these Terms.

If you do not agree to these Terms, you may not use the Service.

2. Description of Service

PatronSend is a document and communications management platform designed for non-profit, charitable, and arts organizations worldwide. The Service enables you to:

• Generate official documents including tax receipts, acknowledgment letters, and donor communications
• Sync patron and order data from integrated platforms (such as Spektrix)
• Deliver documents and communications to patrons via email and other channels
• Manage document templates, email templates, and organizational settings
• Generate reports for audit, compliance, and operational purposes

PatronSend operates in multiple jurisdictions including Canada, Australia, New Zealand, the United States, and the United Kingdom. You are responsible for ensuring that your use of the Service complies with all applicable laws and regulations in your jurisdiction, including requirements from relevant tax authorities (such as the CRA, ATO, IRD, IRS, or HMRC) for charitable tax receipts and donation acknowledgments.

3. Account Responsibilities

Account Creation

To use PatronSend, you must create an account with accurate and complete information. You agree to keep your account information up to date.

Account Security

You are responsible for maintaining the security of your account credentials and for all activities that occur under your account. You must:

• Use a strong, unique password
• Keep your login credentials confidential
• Notify us immediately of any unauthorized access
• Ensure authorized users comply with these Terms

Authorized Users

You may invite additional users to your organization's account. You are responsible for the actions of all users you authorize and for ensuring they comply with these Terms.

4. Acceptable Use

You agree to use PatronSend only for lawful purposes. You must not:

• Issue fraudulent, misleading, or non-compliant tax receipts or official documents
• Use the Service to issue tax receipts unless your organization holds the appropriate charitable or deductible gift recipient status in your jurisdiction (e.g., registered charity in Canada, DGR in Australia, approved donee organisation in New Zealand, 501(c)(3) in the US, registered charity in the UK)
• Attempt to access accounts or data belonging to other users
• Interfere with or disrupt the Service
• Reverse engineer, decompile, or attempt to extract source code
• Use automated tools to access the Service without permission
• Transmit malware, viruses, or other harmful code
• Violate any applicable laws or regulations in your jurisdiction

We reserve the right to suspend or terminate accounts that violate these acceptable use policies.

5. Subscription & Billing

Subscription Plans

PatronSend offers subscription plans with different features and pricing. Current pricing is available on our website. We may change pricing with 30 days' notice before your next billing cycle.

Payment

Subscriptions are billed in advance on a monthly or annual basis. You authorize us to charge your payment method for the subscription fees. Payments are processed securely through Stripe.

Free Trials

We may offer free trial periods. At the end of a trial, your subscription will begin and billing will commence unless you cancel before the trial ends.

Cancellation

You may cancel your subscription at any time through your account settings. Cancellation takes effect at the end of your current billing period. You will retain access until then but will not receive a refund for the current period.

Refunds

Subscription fees are generally non-refundable, except as described in Section 13 (Changes to Terms), which provides a pro-rata refund of prepaid fees if you cancel because you do not agree to a material change. We may, at our discretion, provide refunds or credits in exceptional circumstances.

6. Intellectual Property

Our Ownership

PatronSend and its entire contents, features, and functionality (including but not limited to software, text, graphics, logos, and design) are owned by PatronSend Technologies Inc. and are protected by copyright, trademark, and other intellectual property laws.

Your License

We grant you a limited, non-exclusive, non-transferable license to use the Service for your organization's internal business purposes in accordance with these Terms.

Feedback

If you provide feedback, suggestions, or ideas about the Service, you grant us the right to use that feedback without compensation or attribution.

7. Data Ownership & Portability

Your Data

You retain ownership of all data you upload to or create using PatronSend, including donor information, receipt records, and templates. We do not claim ownership of your data.

Data Export & Return

You may export your data at any time through the Service's export features. In addition, at your request, at any time and including after cancellation or termination, we will provide your records, including all issued receipts and associated donation data, in a commonly used, machine-readable electronic format at no additional charge.

Records Archive

Issued documents and their associated records are not deleted when your subscription ends. See Section 11 (Effect of Termination) for details of read-only archive access.

Our Use of Your Data

We may access and use your data only as necessary to provide the Service, comply with legal obligations, and as described in our Privacy Policy.

Data Processing Addendum

Where we process personal information about your donors and patrons on your behalf, our Data Processing Addendum forms part of these Terms and governs that processing.

8. Service Availability

Uptime

We strive to maintain high availability of the Service. However, we do not guarantee uninterrupted access. The Service may be temporarily unavailable due to maintenance, updates, or circumstances beyond our control.

Scheduled Maintenance

We will provide reasonable notice of scheduled maintenance that may affect service availability. Emergency maintenance may occur without notice when necessary to protect the Service or user data.

Service Modifications

We may modify, update, or discontinue features of the Service at any time. We will provide reasonable notice of significant changes that affect your use of the Service.

9. Limitation of Liability

Disclaimer of Warranties

THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT.

Tax Receipts and Official Documents

We do not guarantee that tax receipts or other official documents generated through PatronSend will be accepted by any tax authority, including but not limited to the Canada Revenue Agency (CRA), Australian Taxation Office (ATO), New Zealand Inland Revenue (IRD), Internal Revenue Service (IRS), or HM Revenue & Customs (HMRC).

You are solely responsible for:

• Ensuring your organization is eligible to issue tax receipts in your jurisdiction
• Verifying that all tax receipts comply with applicable legal requirements
• The accuracy of donor information and donation amounts on receipts
• Maintaining appropriate records for audit purposes
• Any consequences arising from tax receipts issued through the Service

PatronSend provides tools to help generate compliant documents, but the ultimate responsibility for compliance rests with your organization.

Limitation of Damages

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW IN YOUR JURISDICTION, PATRONSEND TECHNOLOGIES INC. SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING LOSS OF PROFITS, DATA, OR BUSINESS OPPORTUNITIES, ARISING OUT OF OR RELATED TO YOUR USE OF THE SERVICE.

OUR TOTAL LIABILITY FOR ALL CLAIMS ARISING OUT OF OR RELATED TO THESE TERMS OR THE SERVICE SHALL NOT EXCEED THE AMOUNT YOU PAID US IN THE TWELVE (12) MONTHS PRECEDING THE CLAIM.

Some jurisdictions do not allow the exclusion of certain warranties or limitation of liability for certain damages. If these laws apply to you, some or all of the above exclusions or limitations may not apply, and you may have additional rights.

10. Indemnification

You agree to indemnify, defend, and hold harmless PatronSend Technologies Inc. and its officers, directors, employees, and agents from any claims, damages, losses, liabilities, and expenses (including legal fees) arising from:

• Your use of the Service
• Your violation of these Terms
• Your violation of any applicable laws or regulations in your jurisdiction
• Tax receipts, official documents, or communications you issue through the Service
• Any claim by a third party (including donors, tax authorities, or regulators) related to your use of the Service

11. Termination

By You

You may terminate your account at any time by canceling your subscription and contacting us to delete your account.

By Us

We may suspend or terminate your account if you violate these Terms, engage in fraudulent activity, or fail to pay subscription fees. We will provide reasonable notice before termination except in cases of severe violations or legal requirements.

Effect of Termination

Upon termination:

• Your ability to generate and send new documents will end
• Your account will convert to read-only access at no charge, allowing you to continue to view and export all previously issued documents and records
• We retain issued documents and their associated records for a minimum of ten (10) years from issuance, in support of your statutory record-keeping obligations, and thereafter until you instruct us to delete them. We will delete records on your written instruction, subject to your confirmation that deletion is consistent with your own legal retention obligations. We do not delete issued document records on our own initiative during this period
• If we ever retire read-only access, we will give you at least twelve (12) months' notice and provide a complete export of your records in a commonly used, machine-readable electronic format
• Provisions that should survive termination will remain in effect

If we terminate your account for violation of these Terms, we may limit read-only access to what is reasonably necessary for you to meet your legal record-keeping obligations.

12. Governing Law & Jurisdiction

These Terms are governed by and construed in accordance with the laws of the Province of British Columbia, Canada, without regard to its conflict of law provisions. You agree to submit to the exclusive jurisdiction of the courts located in British Columbia, Canada, for resolution of any disputes arising from these Terms or your use of the Service.

Compliance with Local Laws

Nothing in these Terms limits any rights you may have under mandatory consumer protection or other laws in your jurisdiction that cannot be waived by contract.

New Zealand Customers

If you are in New Zealand: you confirm that you are acquiring the Service in trade, that these Terms constitute a contract between parties in trade, and that the parties agree the Consumer Guarantees Act 1993 and sections 9, 12A, and 13 of the Fair Trading Act 1986 do not apply, to the maximum extent permitted by law and to the extent it is fair and reasonable to do so.

13. Changes to Terms

We may modify these Terms from time to time. For material changes, we will notify you by email at least 30 days before the changes take effect, and post the updated Terms on this page with a new "Last updated" date. Non-material changes (such as clarifications and corrections) may take effect on posting.

If you do not agree to a material change, you may cancel your subscription before the change takes effect and we will refund the unused portion of any prepaid subscription fees on a pro-rata basis. Your continued use of the Service after a material change takes effect constitutes acceptance of the modified Terms.

14. Contact Us

If you have questions about these Terms, please contact us:

• Email: support@patronsend.com
• Mail: PatronSend Technologies Inc., Attention: Legal Team