Terms of Service

1. Definitions

"WorkSimpli," "we," "us," "our" means Artomai Inc., a corporation incorporated under the laws of Canada, operating the WorkSimpli platform.

"You," "your," "Customer" means the individual or business entity that creates a WorkSimpli account and agrees to these Terms.

"Account Owner" means the individual who creates the WorkSimpli account. The Account Owner holds the Owner role and has full administrative control over billing, cancellation, and user management.

"Authorized User" means any individual granted access to a WorkSimpli account by the Account Owner, including employees assigned the HR, Bookkeeper, Accountant, or Standard Employee roles.

"Service" means the WorkSimpli web application, including all modules, features, and associated APIs available at app.worksimpli.ai.

"Subscription" means the recurring payment arrangement under which you access the Service.

2. Eligibility and Account Creation

To create a WorkSimpli account, you must be at least 18 years of age, have the legal capacity to enter into a binding agreement, and (if registering on behalf of a business) have the authority to bind that business to these Terms.

By creating an account, you accept these Terms and our Privacy Policy. The consent checkbox during sign-up is mandatory; account creation cannot proceed without it.

You are responsible for maintaining the confidentiality of your login credentials and for all activity that occurs under your account. Notify us immediately at info@artomai.com if you suspect unauthorized access.

You agree to provide accurate, current, and complete information at registration and to maintain its accuracy for the duration of your Subscription.

3. The Service

WorkSimpli is a back-office platform for Canadian small businesses. The Service provides invoicing, expense tracking, vendor bill management, bank reconciliation, general ledger accounting, payroll processing, tax form preparation (T4, T4A), and employee management.

3.1 Modules

The Service is organized into modules. You select which modules you require at sign-up and may add or remove modules at any time, subject to the conditions below.

Books + Ops is the base module and is included in every Subscription. It cannot be removed.

The People module cannot be removed while active employees remain in the system. All employees must be archived before removal.

The Inventory module cannot be removed while active inventory items remain in the system. All items must be cleared or archived before removal.

3.2 Not Professional Advice

WorkSimpli is a software tool. It is not a substitute for professional accounting, tax, legal, or financial advice. Although the Service is designed to produce accurate calculations and CRA-compliant outputs, the Customer bears sole responsibility for verifying the accuracy of financial records, payroll calculations, and tax filings. We recommend that all Customers engage a qualified accountant or tax professional to review their books and filings.

WorkSimpli does not file tax returns on your behalf. The Service generates T4, T4A, and HST summary documents for use by you or your accountant in filing.

4. Free Trial

New accounts receive a 30-day free trial with full access to all selected modules. No charges are applied during the trial period.

A valid payment method (credit or debit card) is required at sign-up. If you do not cancel before the trial ends, your Subscription begins automatically and your payment method will be charged.

If the trial expires without a valid payment method on file, your account enters a 7-day read-only grace period during which you may view and export data but may not create new records, run payroll, or perform write actions. Following the grace period, access is fully suspended. See Section 7 for details.

5. Pricing and Billing

5.1 Subscription Fees

All prices are quoted in Canadian dollars (CAD) and billed monthly. Current pricing as of the effective date of these Terms:

Pricing is subject to change. We will provide at least 30 days' written notice by email before any price increase takes effect. You may cancel your Subscription before the increase applies if you do not accept the revised pricing.

5.2 Employee Seats (People Module)

The People module includes 3 employee seats at the base price. Each additional active employee beyond 3 is billed at $8/month per seat. Seat counts are determined by the number of active (non-archived) employees in the system at the time of billing.

5.3 Payment Processing

Payments are processed by Stripe Inc. WorkSimpli does not store full credit or debit card numbers. All payment data is collected and held by Stripe in accordance with PCI DSS standards. Stripe's terms of service govern payment processing.

5.4 Failed Payments

If a payment fails, we will notify you and reattempt the charge in accordance with Stripe's retry schedule. Your account remains active during the retry period. If payment remains unresolved, your account may be suspended. You are responsible for ensuring your payment method is current.

5.5 Taxes

Subscription fees do not include applicable taxes. HST, GST, or provincial sales tax will be added to invoices as required by Canadian tax law.

5.6 Refund Policy

Subscription fees are non-refundable. If you cancel mid-cycle, access continues until the end of the current billing period, but no pro-rated refund will be issued. If you believe a charge was made in error, contact info@artomai.com for review.

6. User Roles and Access

The Account Owner assigns roles to Authorized Users. Each role determines what the user can see and do within WorkSimpli:

Owner: Full administrative access to all modules, billing, settings, and user management.

HR: Can manage employees, run payroll, and approve time off. Cannot access company books or billing.

Bookkeeper: Can manage invoices, expenses, vendor bills, and bank reconciliation. Cannot run payroll or manage employees.

Accountant: Read-only access to books, payroll history, and tax slips. Cannot create transactions or run payroll.

Standard Employee: Can access their own pay stubs, tax slips, and personal information through the employee portal. Cannot view company finances or other employees' data.

Module access is a second permission layer controlled by the Account Owner. An Authorized User can only see a given module if they hold both the appropriate role permission and a module grant from the Owner.

The Account Owner is solely responsible for the appropriate assignment of roles and module access to Authorized Users.

7. Cancellation and Suspension

7.1 Voluntary Cancellation

Only the Account Owner may cancel a Subscription. Cancellation is initiated from the Billing section in account settings.

Upon cancellation, the account remains fully active until the end of the current billing period. No further charges will be applied.

7.2 Post-Cancellation Data Retention

Following the end of the billing period, data passes through the following stages:

Read-only grace period (7 days): All data may be viewed and exported. No new records may be created or modified.

Suspension (60 days): Access is fully suspended. Data is retained but not accessible. An email notification is sent 14 days before the end of this period.

Deletion: At the conclusion of the 60-day suspension, all non-regulatory data is permanently deleted. Data subject to mandatory retention (payroll records, general ledger entries, tax records) is moved to encrypted cold storage for the remainder of the applicable CRA retention period (typically 6 years), then deleted. The complete retention schedule is set out in our Privacy Policy.

7.3 Involuntary Suspension

We reserve the right to suspend your account if: (a) your payment method fails and is not resolved within the retry window; (b) you breach these Terms; or (c) suspension is required by law. We will notify you by email at or before the time of suspension, except where prohibited by law.

7.4 Data Export

You may export your data at any time while your account is active or during the read-only grace period. We recommend exporting all data before cancelling. Data exports are not available after the grace period expires.

8. Acceptable Use

You agree to use WorkSimpli only for lawful business purposes. You are responsible for the accuracy of all data you enter, including employee information, payroll details, and financial records.

You shall not:

(a) use the Service for any purpose that violates Canadian federal or provincial law, or any other applicable law in your jurisdiction;

(b) attempt to gain unauthorized access to WorkSimpli systems, other users' accounts, or any connected systems or networks;

(c) reverse engineer, decompile, disassemble, or otherwise attempt to derive the source code of the Service;

(d) use the Service to store or transmit malicious code, viruses, or any material that could damage or interfere with the operation of WorkSimpli;

(e) resell, sublicense, or redistribute access to the Service without our prior written consent;

(f) use the Service in a manner that could impair its performance, overburden its infrastructure, or interfere with other customers' use; or

(g) misrepresent your identity, your authority to act on behalf of a business, or any information you enter into the Service.

9. Intellectual Property

9.1 Our Intellectual Property

The Service, including its source code, design, interface, documentation, and branding, is the property of Artomai Inc. and is protected by Canadian and international intellectual property laws. Nothing in these Terms transfers any ownership interest in the Service to you.

Subject to your compliance with these Terms, we grant you a limited, non-exclusive, non-transferable, revocable licence to access and use the Service for your internal business purposes during the term of your Subscription.

9.2 Your Data

You retain all ownership rights in the data you enter into WorkSimpli. We claim no ownership of your business data, financial records, employee information, or other content you create or upload.

We access and use your data only as described in our Privacy Policy and only to the extent necessary to provide the Service.

10. Third-Party Services

WorkSimpli integrates with third-party services to provide certain functionality. By using these integrations, you agree to be bound by the applicable third-party terms:

Plaid Inc. provides bank account connections and transaction retrieval. Plaid's terms and privacy policy apply. Plaid may process your data on servers in the United States. This is disclosed to you before you connect your bank account.

Stripe Inc. provides payment processing. Stripe's terms of service and privacy policy apply. Stripe may process payment information on servers in the United States.

Canada Revenue Agency (CRA): WorkSimpli generates tax forms (T4, T4A) for your use. Filing with the CRA remains your responsibility.

We do not control the availability, accuracy, or practices of third-party services. If a third-party service experiences an outage or modifies its terms, we will take reasonable steps to minimize disruption but cannot guarantee uninterrupted access to dependent features.

11. Service Availability and Support

We use commercially reasonable efforts to keep WorkSimpli available, but do not guarantee 100% uptime. The Service may be temporarily unavailable for maintenance, updates, or reasons beyond our control.

We will make reasonable efforts to provide advance notice of planned maintenance that may cause downtime.

Support inquiries may be directed to info@artomai.com. Our target response time is two business days.

12. Limitation of Liability

To the maximum extent permitted by applicable law:

(a) Artomai Inc. shall not be liable for any indirect, incidental, special, consequential, or punitive damages in connection with your use of the Service, including lost profits, lost data, loss of business, or errors in financial calculations or tax filings, whether or not we have been advised of the possibility of such damages.

(b) Our total aggregate liability for any and all claims under these Terms is limited to the total fees paid by you to WorkSimpli in the twelve (12) months immediately preceding the event giving rise to the claim.

(c) WorkSimpli is a software tool. It is not a licensed accounting firm, payroll bureau, or tax advisory service. You bear sole responsibility for the accuracy of your data and filings. We are not liable for penalties, interest, or other consequences resulting from data you have entered, settings you have configured, or outputs you have not reviewed prior to filing.

These limitations apply regardless of the theory of liability, whether in contract, tort (including negligence), strict liability, or otherwise.

Nothing in these Terms excludes or limits liability that cannot be excluded or limited under applicable Canadian law, including liability for fraud or gross negligence.

13. Indemnification

You agree to indemnify, defend, and hold harmless Artomai Inc. and its officers, directors, employees, and agents from any claims, liabilities, damages, losses, and expenses (including reasonable legal fees) arising from: (a) your use of the Service; (b) your breach of these Terms; (c) your violation of any applicable law or regulation; or (d) any data you enter into the Service.

14. Privacy and Data Protection

The collection, use, and disclosure of personal information through the Service is governed by our Privacy Policy, which is incorporated into these Terms by reference.

By using the Service, you confirm that you have read and understood the Privacy Policy. If you enter personal information about employees or contractors (such as SINs, addresses, or banking details), you represent and warrant that you have obtained all consents required by applicable privacy legislation to provide that information to us.

15. Breach Notification

If a security breach involving personal information creates a real risk of significant harm, we will notify affected individuals and the Office of the Privacy Commissioner of Canada in accordance with PIPEDA section 10.1. Such notification will describe the nature of the breach, the categories of information involved, and the steps being taken in response.

16. Amendments

We may amend these Terms from time to time. Material changes will be communicated by email at least 30 days before the revised Terms take effect. Continued use of the Service after the effective date of any amendment constitutes acceptance of the revised Terms.

If you do not accept the amended Terms, you may cancel your Subscription before the effective date. The cancellation process in Section 7 applies.

The current version of these Terms is published at /terms.

17. Governing Law and Jurisdiction

These Terms are governed by the laws of the Province of Ontario and the federal laws of Canada applicable therein, excluding conflict-of-law rules.

The parties submit to the exclusive jurisdiction of the courts of the Province of Ontario, sitting in the City of Toronto, for any dispute arising under or in connection with these Terms.

18. Dispute Resolution

Before commencing any legal proceeding, you agree to contact us at info@artomai.com and attempt to resolve the matter informally. We will respond within 14 business days of receipt.

If the matter is not resolved within 30 days of your initial notice, either party may proceed to the courts as described in Section 17.

19. General Provisions

19.1 Entire Agreement

These Terms, together with the Privacy Policy and any applicable order forms or invoices, constitute the entire agreement between you and Artomai Inc. with respect to the Service, and supersede all prior or contemporaneous agreements, representations, and understandings.

19.2 Severability

If any provision of these Terms is found unenforceable or invalid by a court of competent jurisdiction, that provision shall be modified to the minimum extent necessary to make it enforceable, and the remaining provisions shall continue in full force and effect.

19.3 Waiver

Failure by Artomai Inc. to enforce any provision of these Terms does not constitute a waiver of that provision or of the right to enforce it at a later date.

19.4 Assignment

You may not assign or transfer these Terms, or any rights or obligations under them, without our prior written consent. We may assign these Terms in connection with a merger, acquisition, reorganization, or sale of all or substantially all of our assets, provided the assignee assumes the obligations set out herein.

19.5 Force Majeure

Neither party is liable for delays or failures in performance resulting from causes beyond its reasonable control, including natural disasters, pandemics, war, terrorism, labour disputes, government actions, power failures, internet or telecommunications failures, or cyberattacks.

19.6 Language

These Terms are drafted in English. In the event of a conflict between the English version and any translation provided for convenience, the English version shall prevail.

20. Contact