Welcome to iBill.ca

1. Who Can Use iBill

1.1 Canadian businesses outside Quebec

iBill is currently available only to businesses that:

• Are registered or operating in Canada;
• Are located, and primarily operate, in a Canadian province or territory other than Quebec; and
• Are represented by an individual at least 18 years of age with authority to bind the business.

1.2 Quebec

The Service is not currently available to businesses in Quebec. It is provided in English only. If you are located in Quebec, please do not register for or use iBill. For the binding treatment of this restriction — including the consequences of misrepresenting your province of operation — see our Terms of Use Section 1.2.

1.3 Business use only

iBill is for business use. It is not offered to individual consumers for personal, family, or household purposes.

2. What iBill Offers

iBill provides a range of features intended to support Canadian invoicing and small-business accounting, which may include:

• Automated sales tax calculations (GST, HST, PST) for provinces and territories where iBill operates;
• Professional invoice templates with your branding;
• Client management and a client portal;
• Time tracking, expense tracking, and recurring invoices;
• Double-entry accounting tools, including a general ledger and reports;
• Data export (PDF, Excel, CSV);
• Online payment collection through Stripe.

Features may be added, changed, or removed at any time as we improve and adjust the Service. We do not guarantee that any specific feature will continue to be offered.

3. Your Responsibilities

As an iBill user, you agree to:

• Provide accurate information. Make sure your business details, invoices, and records are truthful and complete.
• Maintain your own backups. Regularly export your data and keep independent copies. This is critical because the Service is free and our long-term continuity is not guaranteed.
• Verify before relying. Always review tax amounts, reports, and financial outputs before sending invoices, filing returns, or making business decisions.
• Get professional advice. Consult a qualified accountant, bookkeeper, or tax professional for official filings and compliance.
• Stay compliant. Use iBill in a way that complies with all federal, provincial, and municipal laws that apply to your business.
• Report issues promptly. Tell us right away about unauthorized access, suspected errors, or security concerns by emailing support@ibill.ca.
• Secure your account. Keep your login credentials confidential, use a strong unique password, and enable any available security features. You are responsible for all activity under your account.

4. Acceptable Use

iBill is intended for legitimate Canadian business invoicing and accounting. You agree not to:

• Use iBill for any unlawful, fraudulent, or deceptive activity;
• Issue false, inflated, or fictitious invoices, or invoice for goods or services you are not authorized to provide;
• Engage in money laundering, tax evasion, sanctions violations, or any activity that breaches Canadian anti-money-laundering, anti-terrorist-financing, or sanctions laws;
• Impersonate another business or misrepresent your affiliation with any person or business;
• Submit false business information or fabricated financial records — including misrepresentation of your province of operation;
• Scrape, abuse, or interfere with iBill, including generating excessive or automated request volume;
• Attempt to gain unauthorized access to iBill, other accounts, or our systems;
• Upload malware, viruses, or harmful content;
• Reverse engineer, decompile, or copy iBill except as permitted by law;
• Resell, sublicense, or white-label iBill without our written consent;
• Use iBill to harass, threaten, or harm any person.

Enforcement. We may suspend or terminate accounts that violate these rules, at any time and without prior notice. Serious violations may be reported to relevant Canadian authorities, including the Canada Revenue Agency and law enforcement.

A more detailed enumeration of prohibited-reliance scenarios and specific suspension triggers is set out in our Terms of Use Section 4.4 and Section 16.2. Using the Service contrary to those sections is at your sole risk and constitutes a material breach.

5. Your Privacy and Data

We handle your data in accordance with Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) and, where applicable, Alberta's Personal Information Protection Act (Alberta PIPA) and British Columbia's Personal Information Protection Act (BC PIPA).

Where your data is processed

iBill.ca is a Canadian corporation, but our core infrastructure runs on third-party cloud providers whose primary processing regions are in the United States. Application hosting and file storage are currently handled by Google Cloud Platform (us-central1), and our primary database is hosted by Neon (US West). Transactional email, analytics, and OAuth sign-in also involve processing in the United States or on globally distributed infrastructure operated by those providers. The full processor list — with purpose, data processed, and processing location for each — is in our Privacy Policy Section 6.1.

When personal information is processed outside of Canada, it becomes subject to the laws of the jurisdiction where it is processed, including potential access by foreign courts, law enforcement, and national security authorities under laws such as the Clarifying Lawful Overseas Use of Data Act (CLOUD Act). We rely on contractual and technical safeguards (including encryption in transit and at rest) to protect your information while it is in their custody. By using the Service, you consent to these cross-border transfers. If you do not consent, please do not use the Service.

What we do — and don't do — with your data

• We do not sell, rent, or trade your personal or business information.
• We share data only with the service providers needed to run iBill, under appropriate safeguards. See Privacy Policy Section 6.1 for the full list.
• You are the controller of the information you enter about your clients; iBill processes that information on your behalf.
• You can export your data at any time while your account is active (PDF, Excel, CSV).
• You own your data. Our role is limited to hosting and processing solely to provide the Service; we do not claim ownership or acquire any residual interest in your data.

No AI training on your data

We do not use your account data, invoices, financial records, or chat messages to train third-party generative AI models, and we do not sell or share your information with third parties for AI-training purposes, without your explicit prior consent. Aggregated, de-identified data may be used internally to improve our own rule-based assistant and the Service generally. See Privacy Policy Section 3.4 and Terms of Use Section 11.4.

Chat assistant

If you interact with our chat assistant — including the pre-login website widget — the messages in that conversation are logged so we can answer your questions, improve the assistant's responses, and hand off to human support if needed. The pre-login widget displays a one-time consent notice before it begins collecting messages. Chat conversations are retained for up to 24 months; you may request earlier deletion at any time by emailing support@ibill.ca.

Privacy Officer

Inquiries, access requests, correction requests, and complaints regarding the handling of personal information may be directed to our Privacy Officer at support@ibill.ca. We will respond to verified requests within the timeframes required by PIPEDA and applicable provincial privacy legislation.

Data breach notification

If we become aware of a breach of security safeguards involving your personal information that creates a real risk of significant harm, we will notify you and the Office of the Privacy Commissioner of Canada (and, where applicable, Alberta's or British Columbia's privacy regulator), and maintain the records required by section 10.1 of PIPEDA.

Retention summary

• Active account data is retained while your account is active.
• If you delete your account through your account settings, deletion is processed immediately and cannot be cancelled once submitted; your personal data is removed from active systems as part of the same request, subject to the exceptions below.
• Where deletion has been scheduled rather than executed immediately (for example, through a PIPEDA privacy-request workflow, an administrative wind-down, or a legacy Quebec-account closure), a 30-day grace period applies during which the scheduled deletion may be cancelled, after which personal data is removed from active systems, subject to the exceptions below.
• Financial records (invoices, payments, ledger entries, journal entries) are retained to meet the record-keeping requirement under section 230 of the Income Tax Act (Canada) — at least six (6) years from the end of the relevant tax year. We recommend you keep your own copies for at least seven years as a safe buffer. Where possible, these records are anonymized while preserving their integrity.
• Backups may persist on routine retention schedules (typically up to six months) before expiring.
• Chat-assistant conversations are retained for up to 24 months, then aggregated, de-identified, or deleted.
• Anonymized and aggregated data may be retained indefinitely for analytics and service improvement.

Practical advice

No cloud platform is 100% secure. We recommend you do not store highly sensitive information (such as Social Insurance Numbers or banking passwords) on iBill or any other cloud platform.

For full details, see our Privacy Policy.

6. Client and Third-Party Data

When you use iBill, you may enter information about your clients, vendors, and other third parties (such as names, contact details, and financial amounts).

You are responsible for:

• Having the rights, consents, or other lawful basis to provide that information to iBill;
• Complying with privacy and data protection laws (including PIPEDA and, where applicable, Alberta PIPA or BC PIPA) in your handling of client information;
• Giving your own clients appropriate privacy notices about your use of iBill;
• Responding to requests from your clients about their personal information.

If a client or third party brings a claim relating to data you entered into iBill, you are responsible for handling it and for indemnifying iBill as described in our Terms of Use.

7. Tax Calculations — Important Disclaimers

iBill is not an accounting firm, bookkeeping firm, tax advisory service, CPA practice, or legal practice. Nothing in the Service constitutes tax, accounting, legal, or financial advice.

Automated calculations are informational aids, not authoritative records.

• Tax calculations are automated estimates based on published rates and may not reflect the most recent legislative changes.
• Canadian tax law includes exemptions, special rules, place-of-supply rules, industry-specific provisions, and edge cases (such as Indigenous tax exemptions, diplomatic exemptions, and zero-rated supplies) that iBill may not fully account for.
• Each province and territory has unique rules. You are responsible for understanding the rules that apply to your business.
• Reports, financial statements, ledger entries, and depreciation schedules generated by iBill are for your convenience and must be verified before any external use.
• Marketing statements on our website (such as "CRA-aware," "automatic tax calculations," and "up-to-date rates") describe the intended functionality of the Service. They are not warranties or guarantees of legal, regulatory, or accounting compliance in any specific case.
• You bear sole responsibility for the accuracy of your tax filings, remittances, and compliance.

7.1 Software errors and your verification duty

iBill is software, and software may contain errors, bugs, miscalculations, data drift, or other defects at any time — including errors that have not yet been discovered. By using iBill, you acknowledge and agree that:

(a) Software is imperfect. All software products — including iBill — may contain calculation errors (in tax, GST/HST/PST, input tax credits, depreciation/CCA, mileage, expenses, invoices, credit notes, reports, or other numerical outputs); logical defects in how data is recorded, aggregated, or reported; display inconsistencies; latent bugs that may exist for extended periods before being identified; errors caused by upstream third-party data sources, libraries, or APIs; and data loss, corruption, or unavailability arising from technical failures, maintenance, cyberattacks, infrastructure outages, or other causes.

(b) You are solely responsible for verification. Before using any number, total, report, calculation, or output produced by iBill for any external purpose — including tax filings, financial statements, audits, bank submissions, investor reporting, legal proceedings, or loan applications — you must independently verify each figure against your underlying source documents (receipts, invoices, bank statements, contracts) and, where required, against current applicable law.

(c) Professional review is required before any filing. Before submitting any return, form, report, or filing to the Canada Revenue Agency, any provincial or territorial tax authority, any municipal authority, any foreign tax authority, any financial institution, any regulator, or any other third party, it is your sole and non-delegable responsibility to engage a qualified, licensed professional (Chartered Professional Accountant, registered tax preparer, bookkeeper, or licensed lawyer) to review all records, calculations, and supporting documents. Failure to obtain such review before filing is at your sole risk, and iBill shall bear no liability for any consequence arising from your decision to file without independent professional review.

(d) Ongoing duty to report discrepancies. If you discover, suspect, or have reason to believe any iBill output contains an error, inconsistency, missing data, or other anomaly, you agree to promptly report the issue in writing to support@ibill.ca, and in any event within thirty (30) days of the date you first discovered or reasonably ought to have discovered it. Failure to report within this period may limit or eliminate any voluntary remedy available to you and may affect how the issue is treated.

(e) Fixes are best-effort and not warranties. When we identify a software defect, we will — as a matter of good practice, not legal obligation — endeavour to correct the software, correct affected data where feasible, and notify users we reasonably believe were meaningfully and directly affected ("Affected Users"). The determination of who qualifies as an Affected User rests with us, acting in good faith. We make no guarantee that any defect will be identified, disclosed, corrected, or compensated, or that any correction will be timely, complete, or effective.

(f) You assume all filing and submission risk. Any return, remittance, form, statement, or submission you make to any government authority or third party is your statement, not iBill's. iBill is not a signatory, preparer, or co-preparer of any return. All penalties, interest, reassessments, audits, reviews, fines, missed deadlines, or other adverse consequences arising from inaccurate, incomplete, late, or deficient submissions are your responsibility — including when the underlying data was produced by the Service.

(g) No retroactive liability. The correction of a previously-unidentified software defect does not give rise to any retroactive claim, right of action, offset, refund, or remedy against iBill for past outputs, reports, filings, or decisions. The release of a corrective fix is not an admission of liability.

(h) Records retention remains your obligation. Independent of iBill's retention practices, you agree to maintain your own copies of receipts, invoices, bank records, contracts, and supporting documentation for the minimum periods required by law (at least six years from the end of the relevant tax year under the Income Tax Act (Canada), and longer for certain records such as those relating to capital property). iBill is a convenience layer, not a substitute for primary record retention.

8. Payment Processing and Third-Party Services

Stripe

Online payment collection is provided through Stripe Connect. Payments are processed directly by Stripe, not by iBill. iBill does not hold funds on your behalf and is not a payment processor. Your use of Stripe is governed by Stripe's own Terms of Service and Privacy Policy.

iBill is not responsible for:

• Stripe's availability, security, performance, or practices;
• Fees, chargebacks, refunds, disputes, holds, or payout delays imposed by Stripe;
• Stripe's decisions to suspend, limit, or terminate your Stripe account or any transaction;
• Tax or regulatory obligations relating to any payment processed through Stripe.

iBill does not store your clients' full payment card numbers or bank credentials — those are collected and stored by Stripe. Canadian Pre-Authorized Debit (ACSS) transactions are subject to Payments Canada rules and Stripe's ACSS debit terms.

Other third-party services

iBill also relies on third-party infrastructure for hosting, database services, email delivery, authentication (Google Sign-In), error monitoring, exchange-rate data (Bank of Canada Valet API), and analytics. See Privacy Policy Section 6.1 for the full list. We are not responsible for the availability, performance, or actions of these providers, and outages at third-party providers are treated as events beyond our reasonable control (see Section 10.3 below). You should keep your own backups, a manual invoicing fallback, and an alternative payment-acceptance method so your business is not dependent on uninterrupted Service availability.

9. Aggregated and Anonymized Data

We may generate de-identified, aggregated, or anonymized data from your data and from usage of the Service, and we may use this aggregated data for any lawful purpose, including analytics, benchmarking, improving the Service, and developing new features. This aggregated data does not identify you or any individual.

10. Legal Summary

This section summarizes key legal provisions. The full, binding terms are in our Terms of Use.

10.1 "As is" service

iBill is provided "AS IS" and "AS AVAILABLE," without warranties of any kind. We do not guarantee that the Service will be uninterrupted, error-free, or that any output will be accurate, complete, or legally compliant.

10.2 Limitation of liability

To the fullest extent permitted by law, our total aggregate liability to you arising from or relating to the Service will not exceed the greater of (a) the total fees you have paid to us in the twelve (12) months before the claim (which, while the Service is free, is CAD $0), or (b) one hundred Canadian dollars (CAD $100). We are not liable for indirect, incidental, special, consequential, or punitive damages — including lost profits, lost data, CRA penalties, interest, or reassessments arising from reliance on Service outputs. These limitations are an essential element of the basis of the bargain and survive even if any limited remedy fails of its essential purpose. Nothing in this clause limits liability for fraud or fraudulent misrepresentation, intentional wrongdoing, our indemnification obligations under the Terms of Use, or any liability that cannot be limited or excluded under applicable mandatory law. See Terms of Use Section 14 for the binding text.

10.3 Events beyond our reasonable control

We are not liable for failures or delays caused by events beyond our reasonable control, including natural disasters, pandemics, government actions, cyberattacks, outages at third-party infrastructure or cloud providers, internet disruptions, or power failures.

10.4 Indemnification

You agree to defend and indemnify iBill against third-party claims arising from your use of the Service, your violation of these terms or applicable law, your data and invoices, any tax matter, claims from your clients, any payment-related dispute processed through Stripe, and any claims, fines, or regulatory actions arising from misrepresentation of your province of operation (including unauthorized use of the Service by a Quebec-based business). See Terms of Use Section 15.

10.5 Intellectual property

iBill's software, design, branding, templates, and content are owned by iBill.ca Inc. You retain ownership of the business data you enter. Feedback you send us may be used without obligation to you.

10.6 Governing law and disputes

These matters are governed by the laws of the Province of Alberta and the federal laws of Canada applicable therein. Any disputes will be heard exclusively by the courts of the Province of Alberta sitting in the City of Calgary. Either party may bring a qualifying claim in a small-claims court in Alberta, within that court's monetary and individual-party scope.

Informal resolution first. Before either party files anything in court, the complaining party must email a written Notice of Dispute to support@ibill.ca with the subject "Notice of Dispute", describing the issue and the relief sought. iBill will acknowledge within 5 business days. The parties will then negotiate in good faith for 30 days before going to court. During those 30 days, applicable limitation periods are suspended (except where mandatory law says otherwise). This requirement does not apply to urgent requests for interim, provisional, or injunctive relief.

Individual basis only. To the fullest extent permitted by law, claims must be brought on an individual basis — not as part of a class, collective, mass, or representative proceeding — whether in court or in small-claims. This individual-basis requirement does not waive any right that cannot be waived under mandatory Canadian or provincial law.

Confidentiality of disputes. The existence and content of any Notice of Dispute, and any settlement discussions between the parties during the informal-resolution period, are confidential — except where disclosure is required by law, by a regulator, by insurance providers, or to enforce these Terms or any settlement in court.

Any claim you bring against us must be commenced within the period required by Alberta's Limitations Act (generally two (2) years after you first knew, or in the circumstances ought to have known, of the matter giving rise to the claim), and in any event within the outer limitation period set by that Act.

Nothing in this Section 10.6 waives any statutory right that cannot lawfully be waived under Alberta or Canadian law, or your right to file a complaint with the Office of the Privacy Commissioner of Canada, Alberta's or BC's privacy regulators, the Competition Bureau, the CRTC, or any other regulator with jurisdiction over your complaint. See Terms of Use Section 20 for the full framework.

10.7 Quebec

iBill does not offer services in the Province of Quebec and makes no representation that these Terms comply with Quebec provincial law, including the Act Respecting the Protection of Personal Information in the Private Sector (as modernized by Law 25), the Consumer Protection Act (Quebec), or the Charter of the French Language. Users who are Quebec residents or businesses primarily operating in Quebec are not eligible to use the Service. Misrepresentation of your province of operation constitutes a material breach of our Terms of Use.

11. Service Changes, Business Transitions, and Termination

11.1 Service changes

We may add, modify, suspend, or discontinue any feature or the entire Service at any time, with or without notice.

11.2 Business transitions

Our business may evolve. We may assign this Program Policy and our Terms, or transfer the Service and user data, to a successor entity as part of a merger, acquisition, reorganization, sale of assets, financing, wind-down, or similar transaction — or we may close the Service entirely. Your data may be transferred to a successor as part of such a transaction, subject to the protections in our Privacy Policy.

11.3 Termination by you

You can close your account at any time from your account settings or by emailing support@ibill.ca.

11.4 Termination by us

We may suspend or terminate your account at any time, with or without notice, if you violate our terms, if your use creates legal or security risk, or if we discontinue the Service. Specific suspension triggers are enumerated in Terms of Use Section 16.2.

11.5 After termination

Your access ends immediately. If you chose immediate self-service deletion, your data is handled right away in accordance with our Privacy Policy, subject to legal retention requirements (including the six-year financial-record retention requirement under the Income Tax Act). If your account was instead scheduled for deletion (for example, through a PIPEDA privacy-request workflow, an administrative wind-down, or a legacy Quebec-account closure), a 30-day grace period applies during which the scheduled deletion may be cancelled; once the grace period ends, your data is handled as described in the Privacy Policy, subject to legal retention requirements. Export any data you want to keep before your account is closed — self-service export tools may not be available afterward.

12. Changes to This Policy

We may update this Program Policy from time to time.

• Material changes will be reflected in the "Last Updated" date at the top of this page; where a change materially affects your rights or obligations, we will also take reasonable steps to notify you (for example, by email or an in-app notice) at least 30 days in advance.
• Non-material changes (clarifications, formatting, updated tax-rate references) may be made without advance notice.
• Your continued use of iBill after changes take effect means you accept the updated Program Policy.

13. Contact Us

If you have questions about this Program Policy, our Terms of Use, or any other matter, reach us at:

• General support & in-app feedback: use the feedback option in your iBill dashboard.
• Support, error reporting, legal notices & PIPEDA requests: support@ibill.ca (single monitored inbox — for formal legal notices, use a clear subject line such as "Formal Legal Notice" or "PIPEDA Request").

We are a small team and response times may vary, but we read every message. For complete privacy information, see our Privacy Policy.