top of page

Portal Terms of Service

Effective Date: December 1st, 2025

​

These Client Portal Terms of Service (“Terms”) govern your access to and use of the client portal (the “Portal”) provided by Flexcentra Inc. (“we”, “us”, “our”, or the “Company”), an Ontario-based bookkeeping services provider.

 

By accessing or using the Portal, you (“you” or the “Client”) agree to be bound by these Terms. If you are accessing the Portal on behalf of a business or other entity, you represent that you have the authority to bind that entity to these Terms.

 

If you do not agree to these Terms, you must not access or use the Portal.

 

1. Portal Description  The Portal is a secure, password-protected online platform that allows Clients to:

​

  • Upload and share documents and financial records with us;

  • View certain reports, statements, and work products we prepare;

  • Communicate securely with us regarding bookkeeping and related services;

  • Access other features we may make available from time to time.

​

The Portal is provided as a convenience only and forms part of our overall bookkeeping services engagement. Use of the Portal is subject to any separate engagement letter, service agreement, or proposal between you and us (collectively, the “Services Agreement”). In the event of any conflict, the Services Agreement prevails over these Terms.

​

2. Access and Security

​

  • You are responsible for maintaining the confidentiality of your username, password, and any other credentials (“Access Credentials”).

  • You agree to notify us immediately of any unauthorized use of your Access Credentials or any other breach of security.

  • You are fully responsible for all activities that occur under your account.

  • We may suspend or terminate access if we reasonably believe there has been a security breach or violation of these Terms.

​

3. Permitted Use  You may use the Portal solely for lawful purposes related to the bookkeeping and financial services we provide to you. You agree not to:

​

  • Upload, transmit, or store any content that is unlawful, harmful, threatening, abusive, defamatory, infringing, or otherwise objectionable;

  • Attempt to gain unauthorized access to the Portal, other accounts, or any part of our systems;

  • Interfere with or disrupt the Portal or servers/networks connected to it;

  • Use any robot, spider, scraper, or other automated means to access the Portal;

  • Circumvent, disable, or otherwise interfere with security-related features.

 

4. Client Responsibilities and Uploaded Content

​

  • You represent and warrant that you have all necessary rights to upload, transmit, or store any documents, data, or information (“Client Content”) through the Portal.

  • You grant us a limited, worldwide, royalty-free licence to use, reproduce, modify (as reasonably necessary to provide services), and display Client Content solely to perform the bookkeeping services and operate the Portal.

  • You remain solely responsible for the accuracy, completeness, legality, and appropriateness of all Client Content.

  • We are not obligated to monitor or pre-screen Client Content but reserve the right to remove or refuse any Client Content that violates these Terms or applicable law.

 

5. Privacy and Personal Information  We collect, use, and disclose personal information in accordance with our [Privacy Policy] [link], which is incorporated into these Terms by reference, and in compliance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and any applicable provincial privacy legislation. You acknowledge that the Portal may transmit personal information (including financial information) over the Internet, and while we use commercially reasonable security measures, no method of transmission or storage is 100% secure.

 

6. Confidentiality  Both parties agree to treat confidential information received through the Portal in accordance with the confidentiality provisions of the Services Agreement (or, if none, to use reasonable efforts to protect such information from unauthorized disclosure).

 

7. Intellectual Property  

​

  • The Portal, its design, text, graphics, software, and all related content (excluding Client Content) are owned by us or our service providers and protected by Canadian and international copyright, trademark, and other intellectual property laws.

  • Nothing in these Terms grants you any ownership or licence (beyond the limited right to use the Portal as described) in our intellectual property.

 

8. Disclaimers and Limitation of Liability  THE PORTAL IS PROVIDED “AS IS” AND “AS AVAILABLE” WITHOUT WARRANTIES OF ANY KIND, EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, OR NON-INFRINGEMENT.TO THE MAXIMUM EXTENT PERMITTED BY LAW:

​

  • We are not liable for any indirect, incidental, special, consequential, or punitive damages arising from your use of (or inability to use) the Portal, even if advised of the possibility of such damages.

  • Our total aggregate liability arising out of or related to the Portal shall not exceed CAD $1,000 (or the amount you paid us for services in the twelve months preceding the claim, if greater).

 

These limitations apply regardless of the legal theory (contract, tort, negligence, strict liability, etc.).

 

9. Indemnification  You agree to indemnify, defend, and hold harmless the Company, its officers, directors, employees, agents, and affiliates from any claims, losses, liabilities, damages, costs, and expenses (including reasonable legal fees) arising from:

​

  • Your use of the Portal;

  • Your violation of these Terms;

  • Any Client Content you upload; or

  • Your infringement of any third-party rights.

 

10. Termination and Suspension  We may suspend or terminate your access to the Portal at any time, with or without cause or notice, particularly if we believe you have breached these Terms or pose a security risk.  Upon termination, your right to use the Portal ceases immediately. Sections concerning privacy, intellectual property, disclaimers, limitation of liability, indemnification, and governing law survive termination.

 

11. Modifications  We may update these Terms at any time. We will post the revised version on the Portal and update the “Last Updated” date. Continued use after changes constitutes acceptance of the updated Terms.

 

12. Governing Law and Dispute Resolution  These Terms are governed by the laws of the Province of Ontario and the federal laws of Canada applicable therein, without regard to conflict of laws principles. Any disputes arising from or relating to these Terms or the Portal shall be resolved exclusively in the courts located in Toronto, Ontario.

 

13. General Provisions  If any provision is held invalid, the remainder remains in effect.

​

  • No waiver of any breach constitutes a waiver of any subsequent breach.

  • These Terms, together with the Services Agreement and Privacy Policy, constitute the entire agreement regarding the Portal.

 

By signing the Service Agreement, in which these Terms of Service are referenced, logging in, or using the Portal, you confirm that you have read, understood, and agree to these Terms.

 

If you have questions, contact us at clients@flexcentra.com.

​
 

bottom of page