BTFCo retains ownership of its pre-existing workflows, templates, checklists, frameworks and materials, including versions adapted for the Client. Your own client information, service names and firm-specific original content remain yours. After payment in full, BTFCo grants your firm a perpetual, non-exclusive, non-transferable licence to use and modify the delivered workflows internally for your current and future personnel. This is one firm’s internal-use licence. You must not share or install the materials for another firm, sublicense, sell, resell, publish or distribute them, use them to create competing templates, courses or services, or claim BTFCo’s original materials as your own. Your employees and contractors may access them only for your firm’s internal operations and subject to confidentiality obligations.
12. Confidentiality, privacy and system access
Each party will protect the other’s non-public business information using reasonable safeguards and will use it only to perform or receive services under this Agreement, except where disclosure is authorized or legally required. Information already public without breach, independently developed, or lawfully received without a confidentiality obligation is excluded. These duties continue after the engagement ends.
We may access personal information only as reasonably necessary to deliver The Install and will use reasonable administrative, technical and physical safeguards consistent with applicable privacy laws, including PIPEDA and applicable provincial legislation. We will not intentionally export client records from your software unless expressly authorized for delivery. We retain BTFCo-held project records and materials for one year after project completion or closure, then securely delete or de-identify them, except where longer retention is legally required or necessary to preserve a legitimate legal claim. This retention rule does not require us to delete materials you hold in your own systems or BTFCo’s independently owned reusable templates.
At completion or termination, we will stop using our project access; you are responsible for removing our user permissions. We will notify you without undue delay if we discover an unauthorized disclosure of personal information in our control that may affect your firm, and cooperate reasonably with your response obligations.
13. Use of artificial intelligence
We use approved artificial intelligence (AI) features and tools to assist with administrative work, document review, drafting, analysis, workflow building and other tasks in the course of our work for you. This includes AI built into the software and technology we already use, such as our document storage, email, office, practice management and PDF software. These features may be able to access information stored in those systems, including information about your firm, its team and its clients that you share with us or that we access in your software.
We only use AI tools we have approved, on business accounts, and we review each provider’s terms on how information is used and stored before approving it. We take reasonable steps to protect confidential and personal information when using these tools, and we use AI in accordance with our privacy, security and professional obligations. We do not sell your information. AI providers are third-party service providers, and information they handle is protected as described in section 12.
These tools are provided by third parties. While we choose them carefully, we don’t control how they operate and can’t guarantee they’ll be free of errors, interruptions or security incidents. To the extent permitted by law, we are not responsible for losses caused by a third-party provider’s systems, acts or omissions that are beyond our reasonable control. This does not limit our responsibility for our own work, which remains subject to section 15.
AI tools support our judgment; they do not replace it. Any work involving AI assistance is reviewed and approved by a qualified member of our team before it is used or sent to you.
Call recording and transcription. We use AI note-taking and transcription software on calls and virtual meetings, including calls with you, to keep accurate records of our discussions. Recordings and transcripts are stored with our other project records and handled as described in section 12.
By signing this Agreement, you acknowledge, understand and consent to our use of AI tools and call transcription as described above.
14. Professional responsibility; no guaranteed results
The Install is workflow implementation, not accounting, tax, legal, financial, regulatory or other professional advice, and does not establish an accounting engagement with BTFCo. Your firm must independently review the installed workflows for accuracy, suitability and compliance with its professional and legal obligations. We do not guarantee savings, revenue, profitability, capacity, regulatory compliance or any particular business outcome. Except for express commitments in this Agreement and non-excludable legal protections, the service is provided without additional warranties to the extent permitted by law.
15. Liability and indemnity
To the fullest extent permitted by applicable law, BTFCo and its owners, personnel, contractors and agents are not liable for indirect, incidental, special or consequential losses, including lost profits, opportunities, clients, data, missed deadlines, penalties or third-party platform failures. BTFCo’s aggregate liability arising from the engagement will not exceed the fees actually paid for that engagement. Nothing in this Agreement excludes or limits liability for fraud, gross negligence or liability that cannot legally be limited.
The Client will indemnify BTFCo and its owners, personnel, contractors and agents against third-party claims, losses and reasonable legal costs arising from the Client’s unlawful use of the materials, breach of this Agreement, violation of professional or legal obligations, or the Client’s services to its own customers, except to the extent caused by BTFCo’s own negligence, wilful misconduct or breach of this Agreement. This allocation is subject to applicable law.