This document is being finalized and is not yet in effect. It will be published here before paid subscriptions open. Until then, questions about our terms or how we handle personal information can be sent to us directly.
Version 1.0 · Effective date pending separately authorized publication
1. Who we are and scope
Smart Team Hub is a workforce-management software service operated by PembinaTech Solutions (“PembinaTech”, “we”, “us”). Contact: info@smartteamhub.com. Our general business location is Winkler, Manitoba, Canada. [Full legally required business contact details to be inserted before customer purchases where applicable.]
These Terms apply to individuals and organizations that register for or purchase Smart Team Hub (“Customer”) and to authorized users who access it. The Privacy Policy explains how information is handled. Mandatory rights under the law of a Customer’s location are not waived by these Terms.
2. Authority, eligibility and account security
If you agree on behalf of a company or organization, you represent that you have authority to bind it. Individual subscribers must be legally capable of entering into the agreement. Customers are responsible for accurate account information, secure access credentials, appropriate assignment of roles and prompt removal of unnecessary access. You must not interfere with security or access another organization’s information without authorization.
3. Service and customer responsibilities
Smart Team Hub supports scheduling, events, staffing, availability, timekeeping, employee administration, communications and payroll preparation. The available functions depend on the current plan and enabled features. Smart Team Hub is not a payroll remittance service, employer, legal adviser or accounting service. Customers must verify wages, time records, payroll outputs, required worker notices and compliance with employment and tax laws before relying on outputs.
Customers represent that they have an appropriate basis to input and manage employee and other personal data and will provide any required notices. Customers decide which personnel are permitted to access their company workspace. We may process Customer Data to supply and secure the service and support authorized requests. Customers retain their rights in their lawfully supplied content.
4. Trial and conversion
Eligible new customers receive a 30-day card-free trial as presented at enrollment. The trial does not automatically start paid charges. A paid plan begins only after a Customer affirmatively selects and authorizes the paid offer. A seven-day transition period may follow the trial under the displayed access rules. Trial access or features may be limited as described at enrollment.
5. Paid plans, prices and renewal
Paid plans are offered monthly or annually at the displayed price, billing interval, currency, taxes and plan limits. The checkout presentation controls the transaction-specific details. A paid subscription renews automatically at the selected interval unless cancelled, subject to mandatory legal requirements. We will obtain affirmative informed authorization for recurring charges and provide additional renewal notices where applicable law requires them.
6. Changes, employee seats, and payment failures
Plan upgrades may result in immediate prorated charges; downgrades and monthly/annual cycle changes generally take effect at renewal under the app’s confirmed logic. Actual fees and effective dates must appear before the Customer approves a change. The applicable employee-seat counting rules and any Owner-as-employee treatment are shown in the plan description. A qualifying failed recurring payment may receive a 14-day grace period; access may be limited afterward in accordance with the displayed subscription rules and applicable law.
7. Cancellation and refunds
Customers may request cancellation in the billing interface or through another legally required accessible channel. Under the existing subscription design, cancellation generally stops the next renewal, and paid service continues through the end of the current billing period. We will confirm the effective cancellation date and provide required notice or acknowledgement. No in-app refund button currently exists; refund requests can be sent to info@smartteamhub.com. Payments are ordinarily non-refundable except where required by law or explicitly offered. Statutory refund, cooling-off, cancellation and consumer rights always prevail.
8. User communications and optional marketing
Essential service messages (such as security, invitations, account notices and transaction communications) are separate from optional promotional messages. Promotional communications are sent only when a lawful basis exists and include required identification and unsubscribe information. Customer-configured communications to employees must also comply with applicable laws and workplace obligations.
9. Intellectual property and acceptable use
PembinaTech and its licensors retain ownership of Smart Team Hub’s software, design, branding and related technology. A valid account or subscription grants a limited, nonexclusive right to access the service in accordance with these Terms. Users must not attempt unauthorized extraction, interference, misuse, unlawful access or unlawful distribution of the service.
10. Data security, retention and requests
We maintain technical and organizational safeguards intended to protect information appropriate to the service, including access controls, tenant separation and audit mechanisms. No electronic service can guarantee absolute security. Our Privacy Policy describes data categories, provider processing, retention, rights and contact procedures. Cancellation does not itself remove all records. Some records may be kept for legitimate legal or administrative periods, while other data may need to be deleted or corrected where required by law. During the initial release, some requests may be processed manually after identity and authority verification.
11. Availability, changes and support
We may perform maintenance and make reasonable product changes. Material changes affecting purchased rights will be addressed with legally required notice and any applicable consent. Support and legal requests can be sent to info@smartteamhub.com. We do not promise uninterrupted or error-free service.
12. Suspension and termination
We may restrict access when reasonably necessary to address nonpayment, material misuse, security threats or legal requirements, subject to notice and mandatory rights. Customers can end their subscriptions as described above. Any post-termination retention, access or data-return process must follow the Privacy Policy and applicable law.
13. Warranties, liability and disputes
We aim to provide a reliable service but do not guarantee uninterrupted availability or error-free results. Customers must review their schedules, wage rates, time records and payroll outputs. To the extent permitted by applicable law, neither party is liable for indirect or consequential losses that were not reasonably foreseeable when the agreement was made. Each party remains responsible for direct losses to the extent imposed by applicable law. Nothing in these Terms excludes or limits liability for fraud, intentional misconduct, legally non-excludable privacy or security liabilities, or mandatory consumer remedies. No fixed monetary liability cap applies under this clause.
The parties will first attempt to resolve disputes by contacting info@smartteamhub.com. For disputes that may lawfully be governed by a chosen law, Manitoba law and applicable Canadian federal law govern. This provision does not displace mandatory consumer protections, employment or privacy laws, or a court or tribunal that applicable law entitles a customer to use. These Terms do not require binding arbitration or waive class proceedings.
14. Contract language and versions
We make English and French contractual versions available. Where applicable, a French contract must be made available before a Customer expressly chooses English; the platform should preserve that choice and the exact version accepted. Where applicable law allows a Customer to rely on a more favourable version, these Terms do not displace that right. We will display the effective date and retain prior accepted versions.
15. Contact
PembinaTech Solutions — Winkler, Manitoba, Canada — info@smartteamhub.com. Full merchant contact details required for a particular purchase will be presented before that purchase is permitted.
