Terms of Service

Effective Date: 2026-08-10
Last Updated: 2026-08-10

These Terms of Service ("Terms") govern access to and use of QanaFinance, including its websites, applications, software, integrations and related services (collectively, the "Service"). QanaFinance is operated by QanaFinance Inc., a Canadian company ("QanaFinance," "Qana," "we," "us" or "our"). By creating an account, accessing or using the Service, you agree to these Terms.

If you use QanaFinance on behalf of a corporation, partnership, organization or other entity, you represent that you have authority to bind that entity to these Terms. In that case, "you" and "Customer" include that entity. If you do not agree to these Terms, do not use the Service.

1. QanaFinance Service

QanaFinance provides cloud-based business accounting and financial-management software. Features may include:

• accounting records;
• general ledger functionality;
• invoicing;
• estimates;
• accounts receivable;
• accounts payable;
• expense tracking;
• transaction imports;
• bank feeds;
• reconciliation;
• financial reporting;
• tax tracking;
• document storage;
• business analytics;
• integrations;
• automation; and
• artificial-intelligence-assisted functionality.

Features may change as the Service develops.

2. QanaFinance Is Software, Not a Financial Institution

QanaFinance is a software platform. Unless expressly stated otherwise, QanaFinance is not:

• a bank;
• financial institution;
• payment processor;
• money transmitter;
• lender;
• investment adviser;
• securities dealer;
• payroll remitter;
• insurer; or
• custodian of customer funds.

QanaFinance does not provide banking, lending, investment or other regulated financial services merely because information concerning those services may appear within the Service.

3. No Accounting, Tax, Legal or Financial Advice

QanaFinance provides software tools and information. Nothing provided through QanaFinance constitutes professional accounting, tax, legal, investment or financial advice.

Reports, calculations, categorizations, tax estimates, AI-generated suggestions, reconciliation suggestions and other outputs depend upon information supplied by users, third-party providers and automated systems. You are responsible for determining whether information generated through QanaFinance is accurate and appropriate for your business. You should consult a qualified accountant, tax professional, lawyer or other professional where appropriate.

4. Customer Responsibility for Accounting Records

You are responsible for:

• information entered into QanaFinance;
• reviewing imported transactions;
• reviewing transaction categorizations;
• approving accounting entries where appropriate;
• reconciling financial accounts;
• verifying opening balances;
• reviewing financial statements;
• determining applicable taxes;
• filing tax returns;
• making tax payments and remittances;
• maintaining legally required business records; and
• correcting errors identified in your records.

QanaFinance assists with these activities but does not assume responsibility for operating your business or satisfying your legal, accounting or tax obligations.

5. Accounts

• You must provide accurate information when creating an account.
• You are responsible for maintaining the confidentiality and security of your account credentials.
• You must promptly notify QanaFinance if you reasonably believe your account has been accessed without authorization.
• You are responsible for activity conducted through users whom you authorize to access your organization.

6. Authorized Users

Business customers may permit employees, contractors, accountants, bookkeepers or other authorized individuals to access their QanaFinance organization. The Customer is responsible for:

• deciding who receives access;
• assigning appropriate permissions;
• removing access when no longer required; and
• activities performed by its authorized users.

QanaFinance may provide role-based permissions, but the Customer remains responsible for determining which individuals should have access to its information.

7. Customer Data

"Customer Data" means information, records, documents and other content submitted, uploaded, imported or generated by or on behalf of the Customer through the Service. As between QanaFinance and the Customer, the Customer retains ownership of its Customer Data.

The Customer grants QanaFinance a limited right to host, process, reproduce, transmit, back up and otherwise use Customer Data as reasonably necessary to:

• provide the Service;
• maintain and secure the Service;
• provide customer support;
• operate requested integrations;
• comply with law; and
• improve the Service where permitted by applicable law and our Privacy Policy.

QanaFinance does not acquire ownership of a Customer's underlying business accounting records merely because those records are stored within the Service.

8. Privacy

Personal information is handled in accordance with the QanaFinance Privacy Policy and applicable privacy legislation. QanaFinance will use reasonable administrative, technical and organizational safeguards appropriate to the nature and sensitivity of information processed through the Service. Customers are responsible for ensuring that they have appropriate authority to provide personal information concerning their customers, employees, vendors, contractors and other individuals to QanaFinance.

9. Financial Information

QanaFinance may process confidential financial information. Although QanaFinance uses reasonable security measures, no internet-connected system can guarantee absolute security. Customers should maintain appropriate internal controls and should promptly report suspected unauthorized access.

10. Bank Connections

QanaFinance may permit Customers to connect financial accounts through third-party financial-data providers such as Plaid or other supported providers. By connecting an account, you authorize QanaFinance and the applicable third-party provider to access and process financial information necessary to provide the requested functionality, subject to applicable permissions, provider terms and privacy requirements.

QanaFinance does not require ownership of your bank account and does not obtain the right to use funds in that account merely because the account is connected. Availability and functionality of bank connections depend upon participating financial institutions and third-party providers. QanaFinance does not guarantee that every financial institution or account will be supported.

11. Bank-Feed Accuracy

Bank-feed information may be:

• delayed;
• incomplete;
• duplicated;
• incorrectly described;
• temporarily unavailable; or
• subsequently modified by the financial institution.

You are responsible for reviewing and reconciling imported financial information against your actual bank or credit-card statements. A transaction appearing within QanaFinance does not replace the financial institution's official record.

12. Payment Services

QanaFinance may integrate with third-party payment providers, including Stripe, to allow Customers to accept payments. Payment processing services are provided by the applicable third-party payment provider and are subject to that provider's terms, fees, eligibility requirements and policies.

• QanaFinance does not hold Customer invoice proceeds.
• Unless expressly stated otherwise, QanaFinance does not independently authorize, process, settle or transmit Customer payment funds.
• Payments made through an integrated payment service are transactions between the payer, Customer, payment provider and relevant financial institutions.

13. Payment Provider Fees

• Third-party payment providers may charge transaction, processing, dispute, refund, currency-conversion or other fees.
• Such fees are separate from QanaFinance subscription fees unless expressly stated otherwise.
• QanaFinance is not responsible for third-party provider fees or changes to those fees.

14. Chargebacks, Refunds and Payment Disputes

Customers are responsible for their own commercial transactions. Where a payment is disputed, reversed, refunded or charged back, the applicable payment provider's rules apply. QanaFinance may update accounting records based upon information received from the payment provider but does not determine the outcome of payment disputes.

15. Third-Party Services

QanaFinance may integrate with third-party products and services. Third-party services may include:

• payment processors;
• bank-data providers;
• banks;
• payroll providers;
• tax services;
• email services;
• cloud-storage providers;
• business applications; and
• other software platforms.

Third-party services are not controlled by QanaFinance. Your use of a third-party service may be governed by separate terms between you and that provider. QanaFinance is not responsible for the availability, performance, security, accuracy or continued operation of a third-party service except to the extent required by applicable law.

16. Artificial Intelligence and Automation

QanaFinance may use automated systems or artificial intelligence to assist with functions such as:

• transaction categorization;
• transaction matching;
• reconciliation;
• document extraction;
• descriptions;
• anomaly detection;
• reporting;
• bookkeeping suggestions; and
• workflow automation.

Automated results may be incorrect. You are responsible for reviewing material financial information and accounting decisions before relying upon automated results. QanaFinance does not guarantee that AI-generated or automated recommendations are correct or appropriate for your circumstances.

17. Accounting Changes and Audit History

QanaFinance may maintain audit histories, reconciliation records, transaction histories and other controls intended to preserve accounting-data integrity. Certain transactions may therefore need to be reversed, voided or adjusted rather than permanently deleted. Customers agree that QanaFinance may restrict deletion or modification of certain records where reasonably necessary to maintain accounting integrity, system security or audit history.

18. Subscriptions

Certain QanaFinance functionality requires a paid subscription. Subscription pricing, included functionality, billing periods and applicable taxes will be displayed at purchase or otherwise communicated to the Customer. Unless otherwise stated, subscription charges are payable in advance for the applicable billing period.

19. Automatic Renewal

• Where recurring billing is selected, the subscription will renew for successive billing periods until cancelled.
• You authorize QanaFinance or its payment provider to charge the applicable subscription fees and taxes to your selected payment method.
• You may cancel recurring renewal through the available account controls or other cancellation method provided by QanaFinance.
• Cancellation prevents future renewal but does not automatically refund amounts already paid, except where required by law or expressly provided under the applicable subscription terms.

20. Pricing Changes

• QanaFinance may change subscription pricing from time to time.
• Where required or reasonably appropriate, existing Customers will receive advance notice before new pricing applies to their next subscription period.
• Continued use following the effective date of a pricing change constitutes acceptance of the new pricing, subject to applicable law.

21. Free Trials and Promotional Access

• QanaFinance may provide free trials, beta access or promotional pricing.
• Eligibility, duration and available functionality may vary.
• Unless otherwise stated, promotional pricing does not guarantee that the same price will remain available indefinitely.

22. Acceptable Use

You may not use QanaFinance to:

• violate applicable law;
• commit or facilitate fraud;
• impersonate another person or organization;
• knowingly upload malicious software;
• attempt unauthorized access to another account;
• circumvent security controls;
• interfere with operation of the Service;
• access another Customer's data without authorization;
• reverse engineer the Service except where legally permitted;
• use automated means to overload or disrupt the Service; or
• use the Service to facilitate unlawful financial activity.

QanaFinance may suspend access where reasonably necessary to protect Customers, the Service or third parties from security threats, fraud or unlawful activity.

23. Intellectual Property

QanaFinance, including its software, interface, workflows, designs, documentation, branding and underlying technology, is owned by or licensed to QanaFinance Inc. Except for the limited right to use the Service under these Terms, no intellectual-property rights are transferred to the Customer. Customer Data remains subject to Section 7.

24. Feedback

If you voluntarily provide ideas, suggestions or feedback concerning QanaFinance, you permit QanaFinance to use that feedback to develop and improve the Service without an obligation to compensate you. This provision does not transfer ownership of your Customer Data or confidential business records.

25. Service Availability

QanaFinance aims to provide reliable service but does not guarantee uninterrupted or error-free availability. Service may occasionally be unavailable because of:

• maintenance;
• upgrades;
• technical failures;
• internet outages;
• cybersecurity events;
• third-party provider outages;
• bank connectivity issues; or
• circumstances outside QanaFinance's reasonable control.

Where reasonably practicable, QanaFinance will work to restore affected functionality.

26. Beta and New Features

Some features may be identified as beta, preview, experimental or early access. Such functionality may change, contain errors or be discontinued. Customers should not rely exclusively upon beta functionality for critical business obligations unless appropriate independent verification or backup processes are maintained.

27. Backups and Business Continuity

QanaFinance may maintain backups and recovery systems as part of operating the Service. Customers remain responsible for maintaining copies of records that they are independently required by law or business practice to retain. QanaFinance should not be used as the sole repository for documents where loss of those documents would create unacceptable business or legal risk.

28. Exporting Customer Data

• QanaFinance may provide tools allowing Customers to export certain accounting and business information.
• Available export formats and data types may vary.
• Customers are encouraged to export records before closing an account.
• Following termination, Customer Data may be retained for a limited period for recovery, security, legal, backup or regulatory purposes before being securely deleted or anonymized in accordance with QanaFinance's retention practices and applicable law.

29. Suspension

QanaFinance may temporarily suspend access where reasonably necessary because of:

• non-payment;
• security risk;
• suspected unauthorized access;
• material violation of these Terms;
• fraudulent or unlawful use;
• legal requirements; or
• threats to the Service or other users.

Where reasonable under the circumstances, QanaFinance will provide notice and an opportunity to resolve the issue.

30. Termination by Customer

• You may stop using QanaFinance and cancel your subscription in accordance with the available cancellation procedures.
• You remain responsible for charges incurred before the effective date of cancellation.
• You should export required business records before terminating the account.

31. Termination by QanaFinance

QanaFinance may terminate an account for material breach of these Terms, unlawful activity, persistent non-payment or circumstances making continued provision of the Service unlawful or materially unsafe. Where reasonably practicable, QanaFinance will provide notice before termination.

32. Disclaimer of Warranties

To the maximum extent permitted by applicable law, QanaFinance is provided on an "as available" basis. QanaFinance does not warrant that:

• every calculation will be error-free;
• every third-party integration will remain available;
• imported data will always be complete;
• automated categorizations will always be correct;
• use of QanaFinance will satisfy every accounting, tax or regulatory requirement applicable to your business; or
• the Service will operate without interruption.

Nothing in these Terms excludes warranties or protections that cannot lawfully be excluded.

33. Limitation of Liability

To the maximum extent permitted by applicable law, QanaFinance Inc. will not be liable for indirect, incidental, special, consequential, exemplary or punitive damages arising from use of the Service, including loss of profits, revenue, business opportunities or anticipated savings.

To the maximum extent permitted by applicable law, the aggregate liability of QanaFinance Inc. arising out of or relating to the Service will not exceed the total subscription fees paid by the affected Customer to QanaFinance during the twelve months immediately preceding the event giving rise to the claim. These limitations do not apply where liability cannot legally be limited or excluded.

34. Customer Indemnification

To the extent permitted by law, the Customer agrees to indemnify and hold QanaFinance Inc. harmless from third-party claims arising from:

• Customer Data supplied without appropriate authority;
• unlawful use of the Service;
• the Customer's products or services;
• the Customer's commercial transactions; or
• material violation of these Terms,

except to the extent the claim results from the negligence, wilful misconduct or legal responsibility of QanaFinance Inc.

35. Confidentiality

QanaFinance recognizes that Customer Data may contain confidential business information. QanaFinance will use reasonable measures to protect Customer Data and will not intentionally disclose confidential Customer Data except:

• as necessary to provide the Service;
• to authorized service providers;
• with Customer authorization;
• where required by law; or
• as otherwise described in the Privacy Policy or these Terms.

36. Security Incidents

QanaFinance will maintain processes for responding to security incidents involving information under its control. Where notification is required by applicable law, QanaFinance will provide required notices in accordance with applicable legal requirements. Customers agree to reasonably cooperate where investigation of an incident involving their account is required.

37. Changes to the Service

QanaFinance will continue to evolve. We may add, modify or discontinue functionality. Where a change materially reduces core paid functionality, QanaFinance will make reasonable efforts to provide notice where practicable. Third-party integrations may change or become unavailable independently of QanaFinance.

38. Changes to These Terms

QanaFinance may update these Terms to reflect:

• changes to the Service;
• legal or regulatory requirements;
• security requirements;
• new functionality; or
• changes to business operations.

Material changes will be communicated through reasonable means. Continued use of the Service following the effective date of revised Terms constitutes acceptance where permitted by applicable law.

39. Electronic Communications

You agree that QanaFinance may provide service notices, invoices, security notifications and other communications electronically. Marketing communications will be handled in accordance with applicable law and available communication preferences.

40. Governing Law

These Terms are governed by the laws of the Province of Alberta and the federal laws of Canada applicable therein, without regard to conflict-of-law principles. Subject to any rights that cannot lawfully be waived, disputes arising from these Terms or the Service will be subject to the jurisdiction of the courts of Alberta.

41. Severability

If any provision of these Terms is determined to be invalid or unenforceable, the remaining provisions will continue in effect to the extent permitted by law.

42. Entire Agreement

These Terms, together with the Privacy Policy, applicable subscription terms and any other agreement expressly incorporated by reference, constitute the agreement between the Customer and QanaFinance Inc. concerning use of QanaFinance.

43. Contact

Questions regarding these Terms may be directed to:

QanaFinance Inc.
Operating as QanaFinance
[Mailing Address]
[Support Email]
[Privacy Email]