Terms of Use
Last Updated: Sep 4, 2026
1. Introduction and Agreement
Welcome to QuaiMax. These Terms of Use ("Terms") govern access to and use of the QuaiMax websites, web and mobile applications, APIs, integrations, AI-powered accounting and automation features, and related products and services (collectively, the "Services"). The Services are owned and operated by Datamond System Inc. ("Datamond", "QuaiMax", "we", "our", or "us"), an Ontario corporation.
By creating an account, clicking to accept these Terms, purchasing a subscription, or accessing or using the Services, you agree to be bound by these Terms and any applicable order form, subscription terms, or other agreement that expressly incorporates these Terms. If you do not agree, do not access or use the Services.
If you use the Services on behalf of a business or other organization, you represent that you have authority to bind that organization, and references to “Customer” or “you” include that organization.
2. Eligibility and Business Use
You must be at least 18 years old, have legal capacity to enter into a binding agreement, and comply with applicable laws. The Services are primarily intended for business and professional use.
You may not use the Services if you are prohibited from doing so under applicable law or if Datamond has previously suspended or terminated your access for material misuse of the Services.
3. Description of the Services
QuaiMax provides cloud-based accounting, bookkeeping, financial management, inventory, ERP, document-processing, automation, analytics, and related functionality. Depending on the plan, configuration, jurisdiction, and availability, features may include:
Accounting and bookkeeping workflows, journals, ledgers, reconciliations, and financial reporting;
AI-powered document intake, extraction, classification, accounting analysis, transaction preparation, validation, and automation;
Tax and payroll support features;
Products, inventory, warehouse, supply-chain, and asset-management functionality;
Banking, payment, e-commerce, accounting, ERP, and other third-party integrations;
APIs, connectors, synchronization, analytics, audit, workflow, and developer services. Features may vary by subscription plan and may be introduced, changed, replaced, limited, or discontinued in accordance with these Terms.
4. Product Lines and Levels of Automation
QuaiMax may offer different products, plans, or configurations with different levels of automation and human involvement. For purposes of these Terms, these levels are categorized as the Manual Line (“M-Line”), Governed AI Line (“G-Line”), and Autonomous Line (“A-Line”). The commercial names of individual products and subscription plans may differ and may change from time to time.
4.1 Core
In Core, the user primarily operates the accounting workflow. QuaiMax provides software functionality and may provide intelligent assistance, but the user controls the preparation and posting of accounting records.
4.2 Growth
In Growth, QuaiMax may use AI and automation to extract information, analyze accounting activity, prepare draft transactions or entries, identify exceptions, and recommend accounting treatments. The workflow is designed for review, adjustment, and/or approval by an authorized user before specified actions are finalized or posted.
4.3 Apex
In Apex products, QuaiMax may perform configured accounting workflows automatically, including preparing, validating, processing, and, where enabled, posting transactions or completing other accounting steps without routine human approval for every item. Autonomous workflows may use confidence thresholds, deterministic controls, validation rules, exception handling, audit trails, and escalation or review mechanisms.
The degree of automation depends on the product, customer settings, workflow, permissions, integrations, and available functionality. Customers are responsible for selecting an appropriate product and configuration and for establishing appropriate internal controls, permissions, review procedures, and professional oversight for their business.
5. Administrators, and Authorized Users
Certain Services require an account. You agree to provide accurate and current information, protect credentials, use reasonable security practices, and promptly notify Datamond of suspected unauthorized access.
Business accounts may include owners, administrators, accountants, employees, contractors, or other authorized users. The Customer is responsible for deciding who may access its account, assigning appropriate permissions, and managing or removing access.
Actions taken through an account using valid credentials or authorized integrations may be treated as authorized by the Customer unless Datamond has been notified of compromise or unauthorized use. Datamond is not responsible for internal disputes between account owners, administrators, and authorized users.
6. Customer Data and Ownership
“Customer Data” means information, documents, records, files, content, and materials submitted, uploaded, imported, synchronized, stored, transmitted, generated, or processed through the Services by or for a Customer.
As between Datamond and the Customer, Datamond does not claim ownership of Customer Data. Customer Data remains subject to the Customer's rights and the rights of individuals or third parties whose information it contains.
The Customer represents that it has the rights, permissions, notices, consents, and other lawful authority necessary to provide Customer Data to Datamond and to instruct Datamond to process it through the Services.
7. License to Process Customer Data
The Customer grants Datamond and its authorized service providers a limited, non-exclusive, worldwide right to host, store, reproduce, transmit, display, structure, extract, analyze, transform, and otherwise process Customer Data as reasonably necessary to provide, secure, maintain, and support the Services, and to improve the Services only as described in the QuaiMax Privacy Policy and the applicable customer agreement.
Datamond's processing of personal information is also governed by the QuaiMax Privacy Policy and, where applicable, a Data Processing Addendum or other agreed data-processing terms.
8. License to Use the Services
Subject to these Terms, applicable subscription terms, and payment of required fees, Datamond grants the Customer a limited, non-exclusive, non-transferable, non-sublicensable right to access and use the Services during the applicable subscription term for the Customer's internal business purposes.
Except as expressly permitted by Datamond, you may not sell, resell, sublicense, distribute, copy, modify, create derivative works from, or commercially exploit the Services or provide them as a service bureau for third parties.
9. Artificial Intelligence and Automated Processing
The Services may use artificial intelligence, machine learning, deterministic rules, predictive methods, and other automation. These technologies may extract and structure documents, classify activity, propose or determine account mappings, prepare transactions and journal entries, assist with reconciliation, identify anomalies or exceptions, generate summaries or reports, and automate configured workflows.
AI and automated outputs can be affected by source-document quality, incomplete or inaccurate Customer Data, unusual transactions, changing laws or accounting practices, third-party data, integrations, configuration choices, and limitations of automated systems. Outputs may therefore contain errors, omissions, or inappropriate classifications.
Human review requirements vary by product. Governed AI features may require review or approval as part of their designed workflow. Autonomous features may complete configured actions without routine human approval for each transaction. Nothing in these Terms should be interpreted as requiring manual review of every autonomous action where the applicable product is designed to operate without such review.
Customers remain responsible for reasonable oversight of their financial operations, account configuration, internal controls, exception handling, and determining whether outputs are appropriate for their particular circumstances. Datamond may provide tools for review, correction, reversal, approval, audit, or intervention depending on the applicable feature.
10. No Professional Engagement or Fiduciary Relationship
QuaiMax is a software platform. Unless Datamond expressly agrees otherwise in a separate written agreement for a specific professional service, use of the Services does not create an accountant-client, auditor-client, lawyer-client, investment-adviser, fiduciary, banking, or similar professional relationship with Datamond.
Software-generated calculations, classifications, reports, explanations, suggestions, and automated accounting treatments are features of the Services and are not a substitute for professional judgment where professional advice, assurance, certification, representation, or a regulated service is required.
Customers should obtain advice from appropriately qualified professionals when their circumstances require accounting, tax, legal, audit, investment, payroll, regulatory, or other professional advice.
11. Customer Responsibilities
The Customer is responsible for:
The accuracy, completeness, legality, and quality of Customer Data and source information supplied to the Services;
Selecting and configuring the appropriate accounting method, tax settings, chart of accounts, permissions, integrations, automation settings, and other business rules;
Maintaining reasonable internal controls and reviewing exceptions, alerts, unusual activity, and other matters requiring attention;
Meeting filing, payment, recordkeeping, payroll, tax, financial-reporting, and regulatory deadlines applicable to the Customer;
Verifying information before submitting filings, payments, certifications, or reports to government authorities, lenders, investors, auditors, or other third parties where verification is reasonably required;
Maintaining independent records or backups where appropriate for the Customer's risk and legal obligations. Datamond is responsible for providing the Services in accordance with these Terms, but does not assume the Customer's statutory duties, management responsibilities, or professional obligations solely because the Services automate part of a workflow.
12. Acceptable Use
You may not use the Services to:
Violate applicable law, regulation, court order, or the rights of others;
Commit or facilitate fraud, deception, money laundering, tax evasion, or other unlawful activity;
Upload malicious code or interfere with the security, integrity, availability, or operation of the Services;
Attempt unauthorized access to accounts, systems, data, models, networks, or credentials;
Circumvent access controls, usage limits, security controls, or technical restrictions;
Reverse engineer, decompile, disassemble, or attempt to discover source code, model weights, non-public algorithms, or underlying components except to the extent such restriction is prohibited by law;
Scrape, harvest, or systematically extract data from the Services without authorization;
Misrepresent identity, authority, affiliation, or ownership of data;
Use the Services to develop or train a competing product using unauthorized access to Datamond's proprietary materials. Datamond may investigate suspected misuse and may suspend access where reasonably necessary to protect the Services, Customers, third parties, or Datamond.
13. Third-Party Services and Integrations
The Services may connect with banks, payment providers, tax services, accounting platforms, e-commerce services, cloud services, AI providers, and other third parties. Third-party services are governed by their own terms and privacy practices.
When you enable an integration, you authorize Datamond to exchange information with that provider as necessary to perform the requested integration. You are responsible for maintaining any third-party account, permissions, credentials, and fees required for that service.
Datamond does not control third-party services and is not responsible for their independent acts, omissions, outages, changes, data accuracy, or discontinuation. Datamond may modify or discontinue an integration if the third-party service changes or access becomes unavailable.
14. Beta, Preview, and Experimental Features
Datamond may make beta, preview, early-access, pilot, experimental, or evaluation features available. Such features may be incomplete, change materially, contain additional errors, have limited support, or be discontinued. Additional terms may apply.
Unless Datamond expressly states otherwise, beta or experimental features should not be relied upon for production-critical processes where failure could cause material harm without appropriate independent controls.
15. Service Availability, Maintenance, and Changes
Datamond will use commercially reasonable efforts to operate the Services. The Services may be unavailable or degraded because of maintenance, upgrades, security events, internet or infrastructure failures, third-party outages, emergency work, or events beyond reasonable control.
Datamond does not guarantee uninterrupted or error-free operation. We may update the Services, change technical requirements, impose reasonable usage or security limits, or modify functionality to improve performance, security, compliance, or product design.
If Datamond materially discontinues a paid core Service during a prepaid subscription term, any remedy will be governed by the applicable order form, subscription terms, or other customer agreement and applicable law.
16. Fees, Billing, Taxes, and Payment
Paid Services are subject to the prices, billing cycle, usage limits, and other terms shown at purchase or in an applicable order form or subscription agreement. Unless stated otherwise, fees are exclusive of applicable sales, use, value-added, withholding, or similar taxes.
You authorize Datamond and its payment providers to charge the payment method associated with your account for amounts due. You are responsible for keeping billing information current.
Datamond may suspend paid Services for overdue amounts after any notice required by the applicable agreement or law. Datamond will not impose undisclosed mandatory non-governmental charges on an advertised price.
17. Subscription Renewal, Cancellation, and Refunds
If a subscription is identified at purchase as automatically renewing, it will renew for the stated renewal period unless cancelled in accordance with the cancellation method and deadline disclosed at purchase or in the applicable subscription terms. Automatic renewal applies only where permitted by applicable law and subject to any legally required disclosures, notices, reminders, consent, or cancellation rights.
Customers may cancel future renewal through the method Datamond makes available for the applicable plan. Cancellation normally stops future renewal and does not retroactively cancel charges already incurred.
Except as expressly stated in an applicable plan, order form, promotion, or required by law, fees already paid are non-refundable. Any free trial, promotional period, credit, or discount is subject to the terms presented with that offer.
Datamond will provide pricing, renewal, and cancellation information as required by applicable law.
18. Intellectual Property
Datamond and its licensors retain all right, title, and interest in and to the Services and related technology and materials, including software, source code, user interfaces, documentation, designs, trademarks, logos, databases, models, algorithms, workflows, and system-generated platform components, excluding Customer Data and third-party materials.
No rights are granted except as expressly stated in these Terms or another written agreement.
19. Feedback
If you voluntarily provide suggestions, ideas, corrections, feature requests, or other feedback about the Services, you grant Datamond a worldwide, perpetual, irrevocable, royalty-free right to use, reproduce, modify, and incorporate that feedback into the Services without compensation or obligation, provided that this does not transfer ownership of Customer Data.
20. Confidentiality
Each party may receive non-public information from the other that is identified as confidential or that reasonably should be understood to be confidential ("Confidential Information"). Confidential Information may include business plans, pricing, product designs, security information, technical information, and Customer Data.
The receiving party will use reasonable care to protect Confidential Information, use it only for purposes related to the Services or the parties' relationship, and disclose it only to personnel, contractors, advisers, and service providers who need to know it and are subject to appropriate confidentiality obligations.
Confidential Information does not include information that the receiving party can demonstrate is publicly available without breach, was lawfully known without confidentiality obligation, was lawfully received from a third party without restriction, or was independently developed without use of the other party's Confidential Information.
A party may disclose Confidential Information where legally required, subject to providing notice where legally permitted.
21. Privacy and Data Protection
The QuaiMax Privacy Policy describes how Datamond collects, uses, discloses, transfers, retains, and protects personal information. By using the Services, you acknowledge the Privacy Policy.
Where Datamond processes personal information on behalf of a business Customer, additional data-processing terms may apply. If a Data Processing Addendum or negotiated customer agreement applies and conflicts with these Terms regarding that processing, the more specific agreed data-processing terms will control for that subject matter.
22. Security
Datamond uses administrative, technical, organizational, and physical safeguards designed to protect information, as further described in the Privacy Policy and applicable security documentation.
Customers are responsible for safeguarding credentials, using available security controls appropriately, limiting user permissions, maintaining secure devices and networks, and promptly reporting suspected unauthorized access or security incidents.
23. Suspension
Datamond may suspend some or all access to the Services if reasonably necessary because of:
A material or repeated violation of these Terms;
Suspected fraud, unlawful activity, or material security risk;
Unauthorized access or conduct that threatens the Services or other customers;
Failure to pay amounts when due;
A legal or regulatory requirement; or
An emergency requiring immediate action to protect data, systems, or users. Where reasonable and legally permitted, Datamond will provide notice and an opportunity to address the issue. Emergency suspensions may occur without advance notice.
24. Termination
A Customer may stop using the Services and may cancel a subscription in accordance with Section 17 and any applicable subscription terms. Datamond may terminate an account or agreement for material breach that is not cured within a reasonable period after notice, where cure is possible, or immediately where required by law, necessary for security, or warranted by fraud or serious misuse. Termination does not affect rights or obligations accrued before termination. Provisions that by their nature should survive termination, including intellectual property, confidentiality, payment obligations, disclaimers, limitations of liability, indemnification, dispute provisions, and applicable data-retention obligations, will survive.
25. Data Export, Retention, and Deletion After Termination
Subject to product functionality, account status, applicable law, and any applicable customer agreement, Customers may export available Customer Data during the subscription term. After termination, Datamond may provide a limited period for Customer Data export as specified in the applicable plan, customer agreement, account notice, or termination notice.
Datamond may delete Customer Data after applicable retention periods. Certain information may be retained as required or permitted for legal, tax, billing, security, audit, backup, dispute-resolution, compliance, or other legitimate purposes, as described in the Privacy Policy.
Customers are responsible for exporting Customer Data they need before the applicable access or retention period expires.
26. Disclaimers
TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, AND EXCEPT FOR ANY EXPRESS COMMITMENTS IN AN APPLICABLE WRITTEN AGREEMENT, THE SERVICES ARE PROVIDED “AS IS” AND “AS AVAILABLE.”
DATAMOND DISCLAIMS WARRANTIES, CONDITIONS, AND REPRESENTATIONS NOT EXPRESSLY STATED IN AN APPLICABLE WRITTEN AGREEMENT, WHETHER EXPRESS, IMPLIED, STATUTORY, OR OTHERWISE, INCLUDING IMPLIED WARRANTIES OR CONDITIONS OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, NON-INFRINGEMENT, ACCURACY, RELIABILITY, AND UNINTERRUPTED AVAILABILITY.
DATAMOND DOES NOT WARRANT THAT EVERY AI OR AUTOMATED OUTPUT WILL BE ERROR-FREE, THAT EVERY TRANSACTION OR DOCUMENT WILL BE CORRECTLY CLASSIFIED, OR THAT THE SERVICES WILL IDENTIFY EVERY ERROR, FRAUD, COMPLIANCE ISSUE, OR ACCOUNTING EXCEPTION.
Nothing in these Terms excludes warranties, conditions, rights, or remedies that cannot lawfully be excluded.
27. Limitation of Liability
TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, DATAMOND AND ITS AFFILIATES, OFFICERS, DIRECTORS, EMPLOYEES, CONTRACTORS, LICENSORS, AND SERVICE PROVIDERS WILL NOT BE LIABLE FOR INDIRECT, INCIDENTAL, SPECIAL, EXEMPLARY, PUNITIVE, OR CONSEQUENTIAL DAMAGES, OR FOR LOSS OF PROFITS, REVENUE, GOODWILL, BUSINESS OPPORTUNITIES, OR ANTICIPATED SAVINGS, ARISING OUT OF OR RELATED TO THE SERVICES, EVEN IF ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.
TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, DATAMOND'S AGGREGATE LIABILITY ARISING OUT OF OR RELATING TO THE SERVICES OR THESE TERMS WILL NOT EXCEED THE FEES PAID OR PAYABLE BY THE CUSTOMER TO DATAMOND FOR THE AFFECTED SERVICES DURING THE TWELVE (12) MONTHS IMMEDIATELY PRECEDING THE EVENT GIVING RISE TO THE CLAIM.
The limitations in this Section apply to the fullest extent permitted by law and do not limit liability to the extent it cannot lawfully be limited or excluded. Any different liability allocation expressly agreed in a signed customer agreement or order form will control for that agreement.
28. Indemnification
To the extent permitted by applicable law, the Customer will defend, indemnify, and hold harmless Datamond and its affiliates, officers, directors, employees, and contractors from third-party claims, damages, liabilities, losses, judgments, and reasonable costs arising from:
Customer Data that the Customer was not authorized to provide or process through the Services;
The Customer's unlawful or fraudulent use of the Services;
The Customer's material violation of these Terms or applicable law; or
The Customer's infringement or violation of a third party's rights through its use of the Services. Datamond will provide reasonable notice of an indemnified claim and reasonable cooperation. The Customer may not settle a claim in a manner that admits fault by Datamond or imposes non-monetary obligations on Datamond without Datamond's written consent.
29. Force Majeure
Neither party will be liable for delay or failure to perform obligations, other than payment obligations, caused by events beyond its reasonable control, such as natural disasters, war, civil unrest, widespread internet or telecommunications failures, utility failures, governmental actions, labour disruptions, epidemics, or major cyber incidents not caused by that party's failure to use reasonable safeguards.
30. Governing Law and Courts
These Terms are governed by the laws of the Province of Ontario and the federal laws of Canada applicable in Ontario, without regard to conflict-of-laws principles. Before commencing formal proceedings, the parties will attempt in good faith to resolve a dispute through reasonable business discussions. Subject to any mandatory law that applies, the courts located in Ontario, Canada will have exclusive jurisdiction over disputes arising out of or relating to these Terms or the Services. Nothing in this Section prevents either party from seeking urgent injunctive or equitable relief where reasonably necessary to protect confidential information, intellectual property, security, or data.
31. Electronic Communications and Contracting
You agree that agreements, notices, disclosures, invoices, receipts, and other communications relating to the Services may be provided electronically, including through the Services or by email, subject to applicable law. Electronic acceptance, including clicking an acceptance button or checkbox where presented, may constitute your agreement to these Terms and related electronic records.
32. Changes to These Terms
Datamond may update these Terms to reflect changes in the Services, law, security requirements, business practices, or other legitimate reasons. The revised Terms will be posted with a new “Last Updated” or effective date. Where required by law or where changes materially affect existing contractual rights, Datamond will provide additional notice and/or obtain acceptance as appropriate. Continued use after revised Terms become effective may constitute acceptance where permitted by law.
33. Notices
Datamond may provide operational or legal notices through the Services, account notifications, or the email address associated with the Customer's account. Customers are responsible for keeping contact information current. Formal notices to Datamond under these Terms should be sent to the contact information in Section 38 unless a separate agreement specifies another notice method.
34. Assignment
The Customer may not assign or transfer these Terms or a subscription without Datamond's prior written consent, except as otherwise expressly agreed. Datamond may assign these Terms in connection with a merger, acquisition, corporate reorganization, financing, or sale of all or substantially all relevant assets, subject to applicable law.
35. Severability and Waiver
If any provision of these Terms is held unenforceable, it will be modified to the minimum extent necessary or severed, and the remaining provisions will remain in effect. A failure or delay to enforce a provision is not a waiver of that provision or any other right.
36. Order of Precedence
If there is a conflict among documents governing a paid Customer relationship, the following order applies unless the documents expressly state otherwise: (1) a signed negotiated customer agreement or order form; (2) an applicable Data Processing Addendum for data-processing matters; (3) product-specific or subscription terms; and (4) these Terms. The Privacy Policy governs Datamond's privacy practices and should be read together with these Terms.
37. Entire Agreement
These Terms, together with the Privacy Policy and any applicable order form, subscription terms, Data Processing Addendum, or other agreement incorporated by reference, constitute the agreement between the parties concerning the Services covered by them and supersede prior or contemporaneous understandings concerning the same subject matter.
38. Contact Information
Datamond System Inc. 3600 Steeles Ave. E., Markham, Ontario, Canada L3R 9Z7 Legal & Privacy inquiries: contact@quaimax.com