Last Updated: April 06, 2026
By accessing and using PermitsPilot ("Service"), provided by Permits Pilot Software ("Company", "we", "us", or "our"), you accept and agree to be bound by these Terms of Service. If you are entering into this agreement on behalf of a company or other legal entity, you represent that you have the authority to bind such entity to these terms. Use of the Service is also governed by our Privacy Policy.
PermitsPilot is a permit expiration tracking and notification service. The Service utilizes Artificial Intelligence ("AI") models, specifically Google Gemini, to extract data from uploaded documents. The Service also includes features such as compliance reports, renewal checklists, and integrations with third-party platforms (e.g., Slack, Microsoft Teams, WhatsApp).
We reserve the right to modify or discontinue the Service (or any part of it) at any time, with or without notice.
AI ACCURACY & VERIFICATION DISCLAIMER:
AI-extracted data is provided "as is" for convenience only. AI models can "hallucinate" or produce inaccurate results. You are responsible for verifying the accuracy of all extracted data against the original source documents. PermitsPilot assumes no liability for errors or omissions in AI-generated output.
CRITICAL NOTICE:
PermitsPilot is a supplemental notification aid. We are NOT a compliance or legal firm. PermitsPilot is not intended to serve as a system of record for regulatory compliance. The Service does not constitute legal, regulatory, or compliance advice of any kind. We are not responsible for missed renewals, non-compliance, fines, business closures, or any legal consequences resulting from expired permits.
You acknowledge that the Service may be unavailable, delayed, or inaccurate and agree not to rely on it as your sole system for tracking permit expirations or compliance obligations. You are solely responsible for ensuring compliance with all applicable laws and regulations. You are responsible for maintaining independent records of your compliance obligations.
Notification delivery (including email, SMS, and webhooks) is not guaranteed and may be delayed or fail due to factors outside our control.
You are responsible for maintaining the confidentiality of your account credentials and for all activities that occur under your account, including those initiated via third-party SSO (Single Sign-On) providers like Google. You agree to notify us immediately of any unauthorized use. We reserve the right to refuse service, terminate accounts, or remove content in our sole discretion.
You agree NOT to use the Service to:
Fair Use Limits:
Usage is subject to plan-specific caps (Essential: 50 permits, Growth: 500, Regional: 2500). To ensure accurate reporting and prevent account misrepresentation, each physical Location is capped at 50 permits. If you require more than 50 permits for a single location, you must create an additional Location entry.
Paid subscriptions are billed in advance. All fees are non-refundable except as required by law. Cancellations take effect at the end of the current billing cycle. We do not provide prorated refunds for partial months or unused time. We reserve the right to change our fees upon 30 days' notice.
Payment Failures & Grace Period: In the event of a payment failure, we may, at our reasonable discretion, provide a "Grace Period" during which you may continue to access the Service and receive notifications while you update your payment information. During this period, you may see persistent billing warnings. If payment is not received within the time specified by our billing provider, access to the Service will be suspended until payment is successfully processed.
Free Trials: If a free trial is offered, it will expire after the stated period. Upon expiration, access to the Service will be restricted unless a paid subscription is active.
Taxes: Fees are exclusive of all taxes (VAT, GST/HST, sales tax). You are responsible for all taxes associated with your use of the Service.
You retain ownership of User Content (documents and data). You grant us a worldwide license to host, process, and analyze your User Content to provide the Service.
AI Training: PermitsPilot does NOT use your specific permit data or uploaded documents to train foundation AI models for third parties. We may use aggregated, de-identified metadata to improve our internal system logic.
Data Retention & Purging: Following account cancellation or termination, we will retain your User Content for a grace period of ninety (90) days. After this period, we will delete your User Content, except where retention is required for legal, regulatory, or legitimate business purposes.
PROVIDED "AS IS" — NO SERVICE LEVEL AGREEMENT (SLA)
THE SERVICE IS PROVIDED ON AN "AS IS" AND "AS AVAILABLE" BASIS. WE DISCLAIM ALL WARRANTIES, EXPRESS OR IMPLIED. WE USE COMMERCIALLY REASONABLE EFFORTS TO PROVIDE THE SERVICE, BUT DO NOT GUARANTEE 100% UPTIME, FREEDOM FROM BUGS, OR THAT NOTIFICATIONS WILL ALWAYS BE DELIVERED ON TIME.
TO THE MAXIMUM EXTENT PERMITTED BY LAW, OUR TOTAL LIABILITY FOR ANY CLAIM ARISING OUT OF THESE TERMS SHALL NOT EXCEED THE TOTAL AMOUNT PAID BY YOU TO PERMITSPILOT IN THE TWELVE (12) MONTHS PRECEDING THE CLAIM.
To the maximum extent permitted by law, we shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including but not limited to loss of profits, loss of data, or business interruption, even if we have been advised of the possibility of such damages.
Third-Party Services: We are not responsible for the availability, accuracy, or performance of third-party services you integrate with (e.g., Google SSO, Slack, Teams). Your use of those services is at your own risk and subject to their respective terms.
You agree to indemnify and hold PermitsPilot harmless from any claims, losses, or liabilities arising from your breach of these Terms, your User Content, or your violation of any law or the rights of a third party.
You represent that you are not located in a country subject to U.S. or Canadian government sanctions or designated as a "terrorist supporting" country, and that you are not listed on any government list of prohibited or restricted parties.
These Terms are governed by the laws of the Province of Ontario, Canada. To the extent permitted by law, disputes shall be resolved through binding arbitration in Toronto, Ontario, except that either party may bring claims in small claims court where eligible, on an individual basis, and you waive your right to a jury trial or class action.
All rights, title, and interest in and to the Service, including all software, design, text, and content (excluding User Content), are and will remain the exclusive property of Permits Pilot Software.
You may terminate your account at any time by canceling your subscription through the Service. Termination does not entitle you to any refunds except as required by law.
We may suspend or terminate your access to the Service at any time, with or without notice, for violation of these Terms or for any other reason at our reasonable discretion. We may suspend access to the Service immediately if we believe your use poses a security risk, violates applicable law, or may harm other users or the Service.
Upon termination:
We may update these Terms from time to time. If we make material changes, we will notify you via email or through the Service.
Severability: If any part of these Terms is invalid, the rest remains in effect.
Entire Agreement: These Terms and our Privacy Policy are the entire agreement
between us.
Assignment: We may assign or transfer these Terms, in whole or in part, without restriction. You may not assign your rights or obligations without our prior written consent.
Force Majeure: We are not liable for delays caused by events beyond our
reasonable control (acts of God, ISP outages).
Permits Pilot Software
PO Box 37006
Winnipeg, MB R2M 5R3, Canada
Email: legal@permitspilot.com
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