1. Acceptance of Terms
By accessing or using True Record ("the Service"), operated by KANVAS SYSTEMS, a sole proprietorship registered in Ontario, Canada (BIN: 1001282078), you agree to be bound by these Terms of Service ("Terms"). If you do not agree to these Terms, do not use the Service.
These Terms constitute a legally binding agreement between you and KANVAS SYSTEMS ("we", "us", "our"). We may update these Terms from time to time, and your continued use of the Service constitutes acceptance of any changes.
2. Description of Service
True Record is a SaaS application that provides duplicate detection and data quality management for Salesforce organizations. The Service:
- Connects to your Salesforce org via OAuth
- Analyzes records across configurable Salesforce objects for potential duplicates
- Provides tools to merge, dismiss, or manage duplicate records
- Maintains an audit trail of all actions
- Offers configurable matching rules and automated detection
- Uses OpenAI’s Embeddings API to generate vectors from a text representation of selected record fields (configurable; defaults per object); OpenAI states that API data is not used to train models by default, and embeddings/token counts are stored for billing and caching
3. Account Registration and Security
3.1 Account Creation
To use the Service, you must connect a valid Salesforce organization. By connecting your org, you represent that:
- You have authorization to connect the Salesforce organization
- You will comply with Salesforce's terms of service
- The information you provide is accurate and complete
- You will maintain the security of your account credentials
3.2 Account Security
You are responsible for maintaining the confidentiality of your account and for all activities that occur under your account. You must:
- Keep your Salesforce credentials secure
- Notify us immediately of any unauthorized access
- Use strong authentication practices
- Ensure team members have appropriate access levels
4. Acceptable Use
4.1 Permitted Use
You may use the Service to:
- Identify and manage duplicate records in your Salesforce org
- Configure matching rules and detection settings
- Invite team members to collaborate
- Export audit logs and reports
4.2 Prohibited Use
You may NOT:
- Reverse engineer, decompile, or disassemble the Service
- Use the Service to violate any laws or regulations
- Attempt to gain unauthorized access to our systems
- Use the Service to transmit malware or harmful code
- Share your account credentials with unauthorized parties
- Scrape, crawl, or harvest data from the Service
- Use the Service in a manner that could damage or impair our infrastructure
- Violate any third-party rights, including intellectual property rights
5. Subscription and Billing
5.1 Plans and Pricing
The Service is offered under various subscription plans (Free, Professional, Business, Enterprise). Current pricing is available on our website and in the application.
5.2 Payment Terms
- Subscription fees are billed monthly or annually in advance
- All fees are non-refundable except as required by law
- You authorize us to charge your payment method on file
- Failed payments may result in service suspension
- Price changes will be communicated at least 30 days in advance
5.3 Free Trial
We may offer a free trial period for new customers. The trial period and terms will be specified at signup. We reserve the right to modify or discontinue free trials at any time.
5.4 Seat-Based Pricing
Paid plans support multiple team members. You will be charged based on the number of active seats. You can add or remove seats at any time through the Settings page.
5.5 Add-On Services and Usage-Based Charges
Certain optional features ("Add-Ons") incur usage-based charges, including but not limited to:
- Phone Verification: Real-time validation of phone numbers
- Email Verification: Real-time validation of email addresses
- Address Verification: Geocoding and address standardization
- Data Enrichment: Appending additional business and contact data from third-party providers to enhance record completeness
Add-On usage is subject to the following terms:
- Non-Refundable: All Add-On usage charges are non-refundable. These services consume third-party API resources at the time of use, and costs are incurred immediately upon verification.
- Included Allowance: Each Add-On subscription includes a monthly verification allowance. Usage within your allowance is included in your subscription fee.
- Overage Charges: If you enable "Overage" mode in Settings, usage beyond your monthly allowance will be charged at the per-verification rate shown in your Add-On settings. Overage charges are billed automatically on your next invoice.
- Usage Control: You can disable Add-Ons, set usage caps, or enable overage mode at any time through the Settings page. You are responsible for monitoring your usage and configuring limits appropriate for your needs.
- No Credit for Unused Allowance: Unused verification allowances do not roll over to subsequent billing periods.
- Result Caching: Verification results are cached to avoid duplicate API charges when re-scanning unchanged data. Cache durations: Phone (60 days), Email (30 days), Address (90 days), Enrichment (30 days). Re-validating the same unchanged value within the cache period does not consume additional usage. Cache data is stored securely using cryptographic hashes (no raw personal data in cache keys).
By enabling an Add-On with overage billing, you acknowledge and agree that verification requests exceeding your monthly allowance will result in additional charges that are non-refundable.
6. Data Ownership and Privacy
6.1 Your Data
You retain all ownership rights to your Salesforce data. We do not claim ownership of any data, records, or content you provide through the Service.
6.2 Our Use of Your Data
We process your data solely to provide the Service as described in our Privacy Policy. We will not:
- Sell or rent your data to third parties
- Use your data for purposes other than providing the Service
- Share your data except as described in our Privacy Policy
6.3 Data Protection
We implement appropriate technical and organizational measures to protect your data. See our Security & FAQ page for details.
7. Service Availability and Support
7.1 Uptime
We strive to maintain high availability of the Service but do not guarantee uninterrupted access. Planned maintenance will be announced in advance when possible.
7.2 Support
Support is provided via email at support@truerecord.app. Response times vary by plan level:
- Free: Community support
- Professional: Priority email support
- Business: Priority support
- Enterprise: Priority support with direct access
8. Intellectual Property
8.1 Our IP
The Service, including its code, design, functionality, and branding, is owned by True Record and protected by copyright, trademark, and other intellectual property laws.
8.2 Limited License
We grant you a limited, non-exclusive, non-transferable license to access and use the Service in accordance with these Terms. This license terminates when your subscription ends.
8.3 Feedback
If you provide feedback, suggestions, or ideas about the Service, we may use them without obligation or compensation to you.
9. Limitation of Liability
9.1 Service "As Is"
THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, EITHER EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT.
9.2 Limitation of Damages
TO THE MAXIMUM EXTENT PERMITTED BY LAW, TRUE RECORD SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING BUT NOT LIMITED TO LOSS OF PROFITS, DATA, OR OTHER INTANGIBLE LOSSES, RESULTING FROM:
- Your use or inability to use the Service
- Unauthorized access to your data
- Errors or interruptions in the Service
- Acts or omissions of third parties
OUR TOTAL LIABILITY SHALL NOT EXCEED THE AMOUNT YOU PAID US IN THE 12 MONTHS PRECEDING THE CLAIM.
9.3 Data Loss
While we implement safeguards against data loss, we are not responsible for any loss of data resulting from your use of the Service. You are responsible for maintaining backups of your Salesforce data.
10. Indemnification
You agree to indemnify and hold harmless True Record from any claims, damages, losses, liabilities, and expenses (including legal fees) arising from:
- Your use of the Service
- Your violation of these Terms
- Your violation of any third-party rights
- Your violation of applicable laws or regulations
11. Termination
11.1 By You
You may terminate your account at any time by:
- Disconnecting your Salesforce org in the Settings page
- Submitting a deletion request through Privacy Settings
- Contacting us at support@truerecord.app
Upon termination, your data will be deleted within 30 days in accordance with our data retention policy.
11.2 By Us
We may suspend or terminate your account if:
- You violate these Terms
- Your payment fails (after notice and opportunity to cure)
- You engage in fraudulent or abusive behavior
- Required by law or to protect our rights
We will provide reasonable notice before termination except in cases of severe violations or legal requirements.
11.3 Effect of Termination
Upon termination:
- Your access to the Service will cease immediately
- OAuth tokens will be revoked
- Data will be deleted per our retention policy (30 days)
- Subscription fees are non-refundable
12. Modifications to Service and Terms
12.1 Service Changes
We reserve the right to modify, suspend, or discontinue any part of the Service at any time. We will provide reasonable notice of material changes.
12.2 Terms Changes
We may update these Terms from time to time. Material changes will be communicated via:
- Email to your registered address
- Notice in the application
- Update to the "Last Updated" date
Continued use of the Service after changes constitutes acceptance of the updated Terms.
13. Dispute Resolution
13.1 Informal Resolution
If you have a dispute, please contact us first at support@truerecord.app to attempt informal resolution.
13.2 Governing Law
These Terms are governed by the laws of the Province of Ontario and the federal laws of Canada applicable therein, without regard to conflict of law principles.
13.3 Dispute Resolution
Any disputes that cannot be resolved informally shall be resolved in the courts of Ontario, Canada, and both parties consent to the exclusive jurisdiction of such courts. Either party may also bring claims in small claims court if the dispute qualifies.
14. General Provisions
14.1 Entire Agreement
These Terms, together with our Privacy Policy and other referenced policies, constitute the entire agreement between you and True Record.
14.2 Severability
If any provision of these Terms is found to be invalid or unenforceable, the remaining provisions will remain in full force and effect.
14.3 Waiver
Our failure to enforce any right or provision of these Terms does not constitute a waiver of that right or provision.
14.4 Assignment
You may not assign these Terms without our written consent. We may assign these Terms to any successor or affiliate.
15. Contact Information
For questions about these Terms, please contact us:
- Email: support@truerecord.app
- Legal: legal@truerecord.app