Terms of Service

1. Operator, agreement and scope

Digital Vibes Inc., Ontario, Canada (“we”, “us”), operates WorkShift HQ (“Service”). These Terms govern your use of our website, business workspaces and staff companion app. Contact us at anthony@digitalvibes.ca. “Customer” means the organization using a workspace; “you” includes its authorized users, according to context.

Account signup includes explicit agreement to these Terms and acknowledgment of the Privacy Policy at /privacy. Optional newsletter consent is separate. An employer’s invitation does not replace notices or permissions required for its processing of staff information.

The regional provisions below address Canada, the United States and the European Union where their laws apply. A translated interface or document does not determine your jurisdiction, change billing currency, establish eligibility, or promise compliance in every country where that language is spoken.

2. Eligibility, authority and accounts

You must have legal capacity to enter the applicable agreement and authority to use the Service for the Customer. A person purchasing or administering a workspace must be authorized to bind that organization. Staff access must be authorized by the workplace and consistent with applicable employment and age-related laws.

Provide accurate account and billing information, protect credentials and invitation links, and tell us promptly about suspected unauthorized access. Do not share another person’s account. The Customer must manage memberships and permissions when responsibilities change or employment ends. Membership in more than one workspace does not make their information interchangeable.

3. Service and feature boundaries

The Service provides scheduling, availability, time-off, shift covers and swaps, teams and locations, attendance review, approved gross-earnings preparation, reports, hiring, messaging, documents, tasks, notifications and optional integrations. Features depend on permissions, workspace settings, subscription limits and provider availability.

Draft schedules remain separate from publication. Publication and sending schedule emails are different actions. A submitted notification is not proof of receipt. Calendar subscriptions, exports and downloaded files can remain outside the Service after their source changes.

The Service does not become your employer, payroll processor, accountant, lawyer or emergency service. It does not issue wages or file taxes. Weather information and staffing advice are aids, not safety instructions or a guarantee of legal staffing levels.

4. Employer and Customer responsibilities

The Customer determines why staff and applicant information is collected, whether it is lawful to provide it, which users receive access, and which outputs to rely on. Give required privacy notices and obtain a valid legal basis or consent where required. Do not treat employee consent as freely given merely because an account or checkbox exists.

Review schedules, working-time limits, breaks, overtime, time records, pay rules, commissions, tips and gross-earnings exports. You remain responsible for accurate pay, employment standards, collective agreements, recordkeeping, tax and accessibility obligations. Correct errors before using information for employment decisions or sending it to accounting systems.

Use communications only for authorized purposes. Obtain required permission for SMS and commercial electronic messages and respect withdrawal requests. Do not place unnecessary health information, government identifiers, payment-card details or other sensitive information in free-text fields or files.

5. Plans, trials, renewal and taxes

Solo has no subscription fee or required payment card. Current plan features, capacity limits, prices, billing currency and billing interval are displayed in the Service and at checkout. A manager counts toward a staff limit only if also included in the active roster. Language selection does not convert prices.

An eligible business receives one 30-day trial at its first paid checkout, not a new trial on every plan or workspace switch. Our payment provider collects a payment method. Unless cancelled before the trial ends, the selected paid subscription begins and charges recur monthly or annually according to the chosen interval.

Review the total, applicable taxes and payment terms shown before confirming a purchase. You must provide accurate billing and tax information. Payment processing and invoices are handled through our payment provider. Provider outages may prevent checkout or billing changes.

Plan limits can restrict new actions. A downgrade does not itself erase existing workspace history. Future changes to prices or paid features are subject to applicable law and required notice or consent; a language change is not acceptance of a billing change.

6. Cancellation and refund requests

Manage or cancel a subscription in Settings → Plan & Billing through the billing portal. Cancellation stops future renewal; access through the current paid period follows the subscription state. If you cannot access the portal, contact anthony@digitalvibes.ca with your workspace and billing issue. Do not email full card details.

Stopping use, uninstalling the app or removing a staff account does not itself cancel the Customer’s subscription. Keep the cancellation confirmation and check its effective date. Ask us about disputed charges or refunds at anthony@digitalvibes.ca. These Terms do not create a blanket no-refund rule or remove refunds, withdrawal rights or other remedies required by law.

7. Acceptable use

Do not use the Service for unlawful, discriminatory, deceptive, harassing or infringing activity. Do not upload malicious code, access another workspace without authorization, bypass access controls or plan limits, disrupt availability, impersonate others, or use public pages to expose information you have no right to publish.

Do not send unsolicited marketing through staff communications, misuse applicant information, or use the assistant to evade permissions. Report suspected security or privacy misuse to anthony@digitalvibes.ca without including unnecessary personal information.

8. Content, intellectual property and public sharing

You retain your rights in content you submit. You authorize us to host, process, reproduce and transmit it as needed to provide the Service, follow authorized instructions and meet applicable legal obligations. This permission is not a sale of your content or a general advertising license.

The Service’s software, design, branding and other materials belong to their respective rights holders. Your access permits use of the Service, not ownership of those materials. These Terms do not restrict rights that applicable law makes non-waivable.

Published hiring pages, shareable employee profiles and calendar-feed URLs can disclose information outside the signed-in workspace. Decide carefully what to publish, notify affected people as required, and protect bearer links. Removing a link or record cannot recall copies already downloaded by another person or calendar provider.

9. Third-party services

Authentication, payments, hosting, email, SMS, push, AI, maps, weather, calendars and optional accounting or booking connections involve outside providers. Their own terms may apply to your direct use of them. A connection must be authorized by someone entitled to grant it.

Connected appointment overlays are read-only; booking management remains in the booking service. Connected accounting services can provide authorized reports and receive explicitly approved accounting time entries. They do not authorize payroll submission, tax filing or unrestricted accounting changes. Review mappings, selected records and destination before sending.

Disconnecting a provider stops the active connection as implemented by that feature; it does not erase provider-held records, exports or all backups. We do not control third-party availability or their independent handling of information.

10. AI and operational output limitations

AI responses, rule-based schedule proposals, conflict checks, weather displays, timekeeping flags, wage estimates and reports can be incomplete, delayed or wrong. Review them against the underlying records. Do not rely on them as legal, tax, accounting, medical or other professional advice.

Assistant prompts and relevant workspace context are processed by the configured AI service. Avoid unnecessary personal or confidential information in prompts. Supported assistant changes require an explicit authorized confirmation; a suggested action is not a completed action.

Approved gross-earnings preparation is distinct from scheduled-cost estimates and from a completed payroll run. Finalizing an export does not transfer money or establish that deductions, taxes, overtime treatment or employment rules are correct for your jurisdiction.

11. Availability, security and changes

The Service may be affected by maintenance, faults, internet connectivity and provider outages. No uninterrupted-service or error-free-output guarantee is made here. Keep independent copies of records you are legally required to retain and check whether an action completed before repeating it.

Mobile saved data may be stale while offline. A queued request is not an approved or successfully transmitted request. Review synchronization status and resolve uncertain submissions before retrying. Protect shared devices and downloaded information.

We may change the Service over time, subject to applicable contractual and legal obligations. Changes to these Terms are identified by their effective date and revision. Material changes require the notice or consent applicable law requires; historic recorded acceptances are not rewritten merely because a new document is posted.

12. Suspension, ending use and retrieval

Access may be restricted where reasonably necessary to address unauthorized use, security risk, material misuse, non-payment or a legal requirement. Where lawful and practicable, we will explain the restriction and how to contact us about it. Immediate action may be necessary to protect users or comply with law.

You may stop using the Service and cancel paid renewal. Before losing authorized access, use available exports to retrieve required records. Contact anthony@digitalvibes.ca for help with retrieval, account closure or a restriction. No universal post-termination retrieval period is promised by these Terms.

Cancellation, deactivation and archiving do not mean that all personal information has been deleted. Retention and rights requests are addressed in the Privacy Policy. Continuing legal obligations and rights relating to prior use are not eliminated by closing an account.

13. Warranties, responsibility and liability

The feature and output limitations above describe what the Service does and does not provide. They do not exclude statutory guarantees or responsibility that cannot lawfully be excluded. Each party remains responsible to the extent provided by applicable law.

These Terms do not impose a fixed financial liability cap, a general indemnity, a waiver of statutory damages, or a waiver of claims for fraud, intentional misconduct or other non-excludable liability. Any separately agreed commercial terms remain subject to mandatory protections.

14. Canadian, US and EU mandatory rights

Canada: applicable federal and provincial protections remain available. Nothing here waives non-waivable consumer remedies, employment standards or privacy rights. Quebec rules concerning French presentation of certain contracts may apply independently of whether a French translation is available on this website.

United States: applicable state and federal protections, including non-waivable consumer and employment rights, remain in effect. These Terms do not require binding arbitration, waive a jury trial or class proceeding, or shorten a statutory limitation period.

European Union: where you qualify as a consumer and relevant law applies, mandatory consumer guarantees and remedies, withdrawal rights where applicable, and access to competent courts remain available. Business use is not automatically consumer use, and these Terms do not deem a statutory withdrawal right waived by simply opening the app.

15. Questions, disputes and interpretation

Contact Digital Vibes Inc. at anthony@digitalvibes.ca about these Terms, billing or a dispute. Include the workspace, issue and requested resolution, without passwords or unnecessary personal data. Contacting us does not prevent you from contacting a regulator or using legal remedies.

Digital Vibes Inc. is based in Ontario, Canada. These Terms do not select an exclusive court or displace laws that mandatorily apply to you. Applicable law determines jurisdiction and enforceability. If a provision cannot be enforced, the remaining provisions apply to the extent permitted by law.

All language versions identify the same revision. Language choice does not waive mandatory language rights. If you notice a translation inconsistency, contact us so it can be reviewed; no clause here automatically gives English priority over a mandatory local-language protection.