Terms & Conditions

1. Terms of Service (Canada/Ontario + GDPR‑Aligned)

VenusCRM – Terms of Service (TOS) Effective Date: [Insert Date] URL: https://venussystems.ca/terms-of-service

1. Introduction

These Terms of Service (“Terms”) govern access to and use of the VenusCRM platform (“Service”), operated by Venus Systems International (“Company”, “we”, “our”, “us”). By using the Service, all users—including Staff, Customers, Leads, and Third‑Party Integrations—agree to these Terms.

These Terms operate alongside our Privacy Policy, which explains how personal information is collected and processed under PIPEDA (Canada) and GDPR (EU).

2. User Categories Covered

These Terms apply to:

  • Staff Users – internal employees, contractors, or administrators with CRM access

  • Customers – organizations or individuals using VenusCRM

  • Leads – individuals submitting forms, inquiries, or interacting with customer‑facing CRM modules

  • Third‑Party Integrations – external services connected to VenusCRM (e.g., Canva, email providers, payment processors)

3. General Use of the Service

All users agree to:

  • Provide accurate information

  • Use the Service only for lawful purposes

  • Not disrupt or attempt unauthorized access

  • Not upload malicious code or harmful content

  • Comply with applicable laws (PIPEDA, GDPR, CASL, etc.)

  • Acknowledge that system activity may be logged for security and auditing

4. Staff Terms of Service

4.1 Responsibilities

Staff must:

  • Maintain confidentiality of customer and lead data

  • Use CRM access only for authorized business purposes

  • Follow internal security protocols (MFA, password policies, data handling)

  • Avoid exporting or sharing data without authorization

4.2 Prohibited Actions

Staff must not:

  • Access data without a legitimate business purpose

  • Modify or delete records without authorization

  • Install unauthorized software or integrations

  • Circumvent system permissions or audit controls

4.3 Accountability

All staff actions are logged. Misuse may result in:

  • Access suspension

  • Disciplinary action

  • Legal consequences

5. Customer Terms of Service

5.1 Account Responsibilities

Customers agree to:

  • Maintain accurate business and billing information

  • Ensure their staff comply with these Terms

  • Protect login credentials

  • Notify us of unauthorized access

5.2 Data Ownership

  • Customers retain ownership of all data they upload

  • The Company acts as a data processor under GDPR and a service provider under PIPEDA

  • Customers are responsible for obtaining consent from their own leads and contacts

5.3 Billing & Subscription

  • Fees are billed according to the selected plan

  • Non‑payment may result in suspension

  • Refunds follow the Company’s refund policy

5.4 Termination

Upon termination:

  • Customers may request data export

  • Data will be deleted after the retention period unless legally required otherwise

6. Lead Terms of Service

Leads include individuals who:

  • Submit forms

  • Request estimates

  • Open support tickets

  • Interact with customer‑facing CRM modules

6.1 Consent

By submitting information, leads agree that:

  • Their data may be stored in the CRM

  • The customer (data controller) may contact them

  • Their data may be processed for legitimate business purposes

6.2 Rights Under PIPEDA & GDPR

Leads may request:

  • Access

  • Correction

  • Deletion

  • Restriction

  • Data portability

Requests may be submitted to the customer or to Venus Systems.

7. Third‑Party Integrations (Including Canva)

7.1 Use of Integrations

VenusCRM may integrate with services such as:

  • Canva

  • Email providers

  • Payment gateways

  • Cloud storage

  • Authentication providers

7.2 Data Sharing

When integrations are enabled:

  • Only necessary data is shared

  • Third‑party services process data under their own policies

  • Users must review and accept third‑party terms

7.3 Canva Integration

Users acknowledge that:

  • VenusCRM may request design assets, approvals, and metadata

  • Canva may collect usage data under its API policies

  • Users must comply with Canva’s Terms of Use

7.4 Liability

The Company is not responsible for:

  • Third‑party outages

  • API changes

  • Data breaches originating from third‑party systems

  • Loss of functionality due to revoked tokens

8. Data Protection & Privacy

We implement:

  • Encryption in transit and at rest

  • Access controls

  • Audit logs

  • Regular security reviews

Data retention follows legal and contractual requirements.

9. Acceptable Use Policy

Users must not:

  • Engage in fraud, harassment, or abusive behavior

  • Upload copyrighted content without permission

  • Use the CRM for spam (CASL applies)

  • Reverse‑engineer the platform

  • Interfere with system performance or security

10. Limitation of Liability

To the fullest extent permitted by law:

  • The Service is provided “as‑is”

  • We are not liable for indirect or consequential damages

  • Total liability is limited to the amount paid in the previous 12 months

11. Changes to These Terms

We may update these Terms periodically. Continued use of the Service constitutes acceptance.

12. Contact Information

Venus Systems International Email: support@venussystems.ca Website: https://venussystems.ca