Terms of Service

1. Acceptance of Terms

By accessing or using the Migrawise platform ("Service"), you agree to be bound by these Terms of Service ("Terms"). If you do not agree to these Terms, you may not use the Service.

These Terms constitute a legally binding agreement between you (the "User") and Venusian Tech Inc. ("we", "us", or "our"), a corporation incorporated under the laws of Canada with its registered office at Office 732, 145 1/2 Church Street, Unit 5, Toronto, Ontario M5B 1Y4, Canada, operating the Service under the brand name "Migrawise". By creating an account, accessing the platform, or using any part of the Service, you acknowledge that you have read, understood, and agree to be bound by these Terms, along with our Privacy Policy.

2. Service Description

Migrawise is a cloud-based software-as-a-service (SaaS) platform designed for Canadian immigration professionals, including Regulated Canadian Immigration Consultants (RCICs) and immigration lawyers. The Service provides:

• Case management and workflow tracking for immigration applications
• Client portal for document collection, questionnaires, and communication
• Electronic signature capabilities for retainer agreements and forms
• Invoicing and payment processing
• AI-assisted case analysis and document review
• IRCC form database and preparation tools
• Team collaboration and task management

Migrawise is a practice management tool. It does not provide legal advice, immigration consulting services, or representation before Immigration, Refugees and Citizenship Canada (IRCC). The responsibility for all client advice and submissions rests solely with the practitioner.

3. User Accounts & Registration

To use the Service, you must create an account and provide accurate, complete, and current information. You agree to:

• Provide truthful and accurate registration information, including your full legal name, professional credentials, and contact details
• Maintain the security of your account credentials and not share your password with any other person
• Immediately notify us of any unauthorized access to or use of your account
• Maintain only one account per person (firm owners may create staff accounts for their team members through the invitation system)
• Keep your account information up to date, including your email address and professional status

You are responsible for all activity that occurs under your account. Migrawise is not liable for any loss or damage arising from unauthorized use of your credentials.

4. Authorized Practitioners

The Service is intended for use by authorized immigration professionals. By registering a firm account, you represent and warrant that you are one of the following:

• A Regulated Canadian Immigration Consultant (RCIC) in good standing with the College of Immigration and Citizenship Consultants (CICC)
• A member of a Canadian provincial or territorial Law Society authorized to practise immigration law
• A supervised staff member working under the direct supervision of a qualified RCIC or lawyer

We reserve the right to verify your professional credentials and to suspend or terminate accounts that cannot demonstrate valid authorization. If your professional status changes (e.g., suspension, revocation, or non-renewal of membership), you must notify us immediately.

5. Data Handling & PIPEDA

We take data protection seriously. Migrawise handles personal information in compliance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy legislation.

• Data residency: All data is stored on servers located in Canada
• Encryption: Data is encrypted at rest using AES-256 encryption and in transit using TLS 1.2 or higher
• Tenant isolation: Each firm's data is logically isolated. No firm can access another firm's data under any circumstances
• User controls: You maintain control over your data, including the ability to export, correct, and request deletion of your information
• Access logging: We maintain audit logs of data access for security and compliance purposes

For complete details on how we collect, use, and protect personal information, please review our Privacy Policy.

6. User Obligations

When using the Service, you agree to:

• Use the Service only for lawful purposes and in accordance with these Terms
• Not use automated scripts, bots, or scrapers to access or extract data from the platform
• Provide accurate and truthful information in all cases, contacts, and documents managed through the Service
• Not share your login credentials with unauthorized persons
• Not attempt to gain unauthorized access to other users' accounts, data, or system components
• Not upload malicious files, viruses, or any content intended to disrupt the Service
• Comply with all applicable laws, regulations, and professional codes of conduct
• Obtain appropriate consent from your clients before entering their personal information into the platform

7. Payment Terms

Migrawise uses a pre-paid credit model with pay-as-you-go AI charges. There is no subscription, no recurring monthly charge, and no per-seat fee.

• Payment processing: All payments are processed securely through Stripe. Migrawise does not store your credit card information on our servers. Stripe holds card data in accordance with PCI-DSS Level 1 standards.
• Pre-paid credit balance: The firm owner tops up the firm's credit balance through Stripe Checkout. The minimum top-up is CAD $20; the maximum per top-up session is CAD $1,000. Credits do not expire.
• Per-case opening fee: A one-time fee of CAD $3 is charged the moment a new case is opened, regardless of whether AI features are subsequently used. The fee secures the case workspace and ongoing access to all included features for that file (unlimited applicants, document storage, eSignatures, client portal access, team collaboration, audit trail). The fee is non-refundable, including if the case is deleted before completion.
• Per-action AI charges: Each AI action (audit, chat, portal autofill, questionnaire fill, or letter draft) is priced based on the work performed, rounded up to the nearest cent. Charges are deducted from the firm's pre-paid credit balance and shown in the transaction history in Settings, where each entry shows the action type, timestamp, and dollar amount.
• Charge after success only: AI charges are posted only after the AI action completes successfully. If an AI call fails for any reason — including service outages, rate limits, or processing errors — no charge is posted. We do not maintain a separate refund flow for AI charges because failed work is never billed.
• Cost variance: Per-action charges depend on the work involved. Larger documents, longer conversations, and more complex audits cost more than light, quick follow-up questions. We do not guarantee a fixed price per case or per AI action; per-action prices may be updated from time to time and are reflected on our pricing page.
• Spend caps: Firm owners may set per-case soft caps (default CAD $50) and per-case hard caps (default CAD $100), and may optionally set a firm-wide monthly spend ceiling. When a soft cap is approached, the firm is notified; when a hard cap is reached, AI actions on that case are blocked until the cap is raised. The firm is responsible for managing these caps. Service interruptions caused by cap configuration are not a defect of the Service.
• Pricing changes: Per-action prices and the case-opening fee may change from time to time. Material changes will be communicated at least 30 days in advance and will only apply to actions taken after the effective date.
• Refund policy: Unused credit balance is refundable on request. Email [email protected] with the firm name and amount; we will refund to the original Stripe payment method, less any non-recoverable Stripe processing fees. AI charges that have already been posted are non-refundable, because the underlying work was performed.
• Insufficient balance: When your credit balance is insufficient to cover the next AI action's estimated cost, the action is blocked and the firm owner is prompted to top up. The Service's non-AI features (case management, eSignatures, client portal, invoicing) continue to work regardless of credit balance.
• Currency: All charges, top-ups, and refunds are in Canadian dollars (CAD).

Grandfathered tenants: A small number of firms (currently the operator's affiliated firm only) are designated as "grandfathered" and are not charged for AI actions during the rollout period. Grandfathered designation is at our sole discretion and may be revoked with at least 30 days' notice.

8. Intellectual Property

Platform ownership: The Migrawise platform and its original content, features, and functionality are owned by Venusian Tech Inc. and are protected by copyright, trademark, and other intellectual property laws. The Migrawise name, logo, and all related marks are trademarks of Venusian Tech Inc.

Your data: You retain full ownership of all data, documents, and content that you upload to or create within the Service. We do not claim any ownership rights over your data. We access your data only as necessary to provide the Service and as described in our Privacy Policy.

Feedback: If you provide suggestions, ideas, or feedback about the Service, we may use that feedback without any obligation to compensate you.

9. Third-Party Services

The Service integrates with the following third-party providers to deliver certain features:

• Stripe (payment processing): Stripe processes credit-balance top-ups and any case-side invoice payments your firm collects from clients. Your payment data is handled directly by Stripe in accordance with their terms of service and PCI-DSS Level 1 compliance standards. We store only a Stripe customer identifier and the last four digits of saved cards, where applicable.
• AI infrastructure provider: AI-powered features (audits, chat, portal autofill, questionnaire fill, letter drafts) are processed through a third-party AI infrastructure provider. Queries are sent in compliance with that provider's commercial terms and data usage policies. The provider does not use API submissions to train or improve their models. We may change AI infrastructure providers at our discretion to maintain or improve service quality.
• Cloudflare (security and CDN): Cloudflare Turnstile is used on login, registration, and password reset pages to protect against automated abuse. Cloudflare may process your IP address and browser metadata to verify you are a legitimate user.
• Amazon Web Services (hosting): Application servers and file storage operate within AWS's Canadian region (ca-central-1, Montreal). All customer data is stored within Canadian AWS infrastructure at all times.

We are not responsible for the practices, policies, or availability of these third-party services. Your use of third-party services is subject to their respective terms and conditions.

10. Early-Access Disclaimer

Migrawise is in an early-access phase. The Service operates on a hand-onboarded, invitation-only basis while the platform matures. By using the Service during this period, you acknowledge and accept the following:

• Features, interfaces, and functionality may change significantly without prior notice
• The Service may contain bugs, errors, or incomplete features that could affect performance
• In rare circumstances, data may need to be reset as part of platform improvements (we will provide advance notice whenever possible)
• There are no guaranteed uptime commitments during the early-access period, though we strive to maintain reliable access
• AI feature availability and per-action pricing may be adjusted as the platform tunes its cost model
• We welcome your feedback and bug reports during this phase to help improve the platform

We recommend maintaining independent backups of critical case data during the early-access period. Our data export features are available to assist with this.

11. Data Retention & CICC Compliance

Immigration practitioners in Canada are subject to record-keeping requirements under the College of Immigration and Citizenship Consultants (CICC) regulations. Migrawise supports these requirements as follows:

• 6-year retention: When a case is marked as closed or completed, all associated data — including documents, questionnaire responses, notes, invoices, and correspondence — is automatically retained for a minimum of six (6) years from the date of closure
• Retention notification: When closing a case, firm owners are informed of the 6-year retention period and the exact date when data will be eligible for automatic deletion
• Early deletion override: Firm owners may choose to permanently delete a case and its associated data before the 6-year period expires. This requires explicit confirmation and acknowledgement that early deletion may violate CICC regulations. Migrawise is not responsible for any regulatory consequences of early deletion initiated by the firm owner
• Automatic purge: After the 6-year retention period, case data is automatically and permanently deleted from all systems, including backups. Firm owners are notified by email before automatic deletion occurs

It is the practitioner's sole responsibility to ensure compliance with all applicable record-keeping obligations. Migrawise provides the tools to support compliance but does not guarantee compliance on your behalf.

12. Email & SMTP Configuration

Migrawise allows firm owners to configure custom SMTP servers for outbound email delivery (e.g., client notifications, invoice emails, portal invitations). When you configure your own SMTP settings:

• Emails sent from the platform transit through your email infrastructure, not ours
• You are responsible for the security, availability, and compliance of your email provider
• Migrawise is not responsible for email delivery failures, interception, or data exposure caused by your SMTP configuration
• We recommend using SMTP providers that support TLS encryption and are compliant with Canadian privacy laws

If you do not configure a custom SMTP server, emails are sent through the platform's default mail system.

13. Limitation of Liability

To the maximum extent permitted by applicable law:

• The Service is provided "as is" and "as available" without warranties of any kind, whether express, implied, or statutory
• Migrawise does not warrant that the Service will be uninterrupted, error-free, or completely secure
• Migrawise shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including but not limited to loss of profits, data, or business opportunities
• Our total aggregate liability for any claims arising out of or related to these Terms or the Service shall not exceed the total fees paid by you to Migrawise in the twelve (12) months preceding the claim

Nothing in these Terms excludes or limits liability for death, personal injury caused by negligence, fraud, or any other liability that cannot be excluded or limited under applicable Canadian law.

14. Indemnification

You agree to indemnify, defend, and hold harmless Migrawise, its officers, directors, employees, and agents from and against any claims, liabilities, damages, losses, and expenses (including reasonable legal fees) arising out of or in connection with:

• Your use of the Service or any violation of these Terms
• Your violation of any applicable law, regulation, or professional code of conduct
• Any data or content you upload, store, or transmit through the Service
• Any claim by a third party (including your clients) related to your use of the Service, your professional conduct, or your handling of their personal information
• Your decision to delete case data before the expiration of the 6-year CICC retention period
• Any misconfiguration of your SMTP, payment gateway, or other firm-level settings that results in data exposure or service failure

This indemnification obligation survives the termination of your account and these Terms.

15. Termination

Either party may terminate this agreement at any time:

• By you: You may cancel your account at any time through the Settings page or by contacting us. Upon cancellation, your access to paid features will continue until the end of your current billing period
• By us: We may suspend or terminate your account if you violate these Terms, if your professional credentials are revoked, or if we discontinue the Service. We will provide reasonable notice except in cases of serious violation

Data after termination: Following termination, your data will remain available for export for a period of thirty (30) days. During this period, you may export your data in standard formats including CSV (for structured data such as contacts, cases, and invoices) and original file formats (for uploaded documents). After this period, your data will be permanently deleted from our systems in accordance with our data retention policies. Cases subject to the 6-year CICC retention period will be retained regardless of account termination, and signed documents subject to legal hold requirements may be retained for up to seven (7) years as required by law.

16. Force Majeure

Migrawise shall not be liable for any failure or delay in performing its obligations under these Terms if such failure or delay results from circumstances beyond our reasonable control, including but not limited to:

• Natural disasters, pandemics, or public health emergencies
• Acts of government, regulatory changes, or sanctions
• Internet or telecommunications infrastructure failures
• Cloud infrastructure outages (including AWS service disruptions)
• Cyberattacks, denial-of-service attacks, or other security incidents beyond our reasonable control
• Labour disputes, strikes, or supply chain disruptions

In the event of a force majeure event, we will make reasonable efforts to resume normal service as promptly as possible and will communicate the status of the disruption to affected users.

17. Governing Law

These Terms shall be governed by and construed in accordance with the laws of the Province of Ontario and the federal laws of Canada applicable therein, without regard to conflict of law principles.

Any disputes arising out of or in connection with these Terms shall be subject to the exclusive jurisdiction of the courts of the Province of Ontario, or the Federal Court of Canada, as appropriate. Before initiating formal legal proceedings, both parties agree to attempt to resolve disputes through good-faith negotiation for a period of at least thirty (30) days.

18. Severability

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

19. Changes to Terms

We may update these Terms from time to time to reflect changes in our practices, features, or legal requirements. When we make changes:

• We will provide at least thirty (30) days' advance notice via email to the address associated with your account
• The updated Terms will be posted on this page with a revised "Last updated" date
• Your continued use of the Service after the effective date of the updated Terms constitutes your acceptance of the changes
• If you do not agree to the updated Terms, you may terminate your account before the changes take effect

20. Contact

If you have any questions about these Terms of Service, please contact us at:

Venusian Tech Inc.
Office 732, 145 1/2 Church Street, Unit 5
Toronto, Ontario M5B 1Y4, Canada
Email: [email protected]