Terms of Service

These Terms of Service (the “Terms”) are an agreement between CanyonOps, LLC, a Utah limited liability company (“CanyonOps,” “we,” “us”), and the advisory firm or other organization that creates a CanyonOps workspace (the “Firm” or “you”). They govern access to and use of the CanyonOps practice management platform, its websites, client and professional portals, APIs and related services (together, the “Service”).

The person who creates a workspace, or who agrees to these Terms on a Firm’s behalf, represents that they have authority to bind the Firm. Team members the Firm invites (“Authorized Users”) and clients or outside professionals the Firm invites to a portal (“Portal Users”) must also follow these Terms. Section 15 explains what these Terms mean for Portal Users.

If a Firm has signed a separate written agreement with CanyonOps covering the Service, that agreement controls where it conflicts with these Terms.

CanyonOps provides software that helps advisory firms organize households, service models, tasks, meetings, documents, client communications and related practice operations. We may improve, change or retire features over time; we will not materially reduce the core functionality of a paid plan during a paid term.

Each Authorized User and Portal User must have their own login. You are responsible for the accuracy of account information, for keeping credentials confidential, for the roles and permissions you assign, for removing access when someone leaves your Firm, and for all activity under your workspace. Tell us promptly at support@canyonops.ai if you suspect unauthorized access.

New workspaces may require our review before they are activated, and we may decline to activate a workspace at our discretion. The Service is intended for business use only and is not offered to anyone under 18.

CanyonOps is a software provider. We are not a registered investment adviser, broker-dealer, custodian, law firm or accounting firm, and nothing in the Service is investment, legal, tax or compliance advice. You remain solely responsible for the advice and services you give your clients, and for your own regulatory obligations, including those under the Investment Advisers Act of 1940, SEC Regulation S-P, applicable state securities and privacy laws, and any FINRA rules that apply to you.

Features such as the Compliance Vault, activity logs, retention holds and report generators are tools to support your recordkeeping. They do not by themselves satisfy any books-and-records, archiving or supervision requirement, and you are responsible for confirming that your use of the Service meets the obligations that apply to your Firm.

“Customer Data” means information that you, your Authorized Users or your Portal Users submit to the Service, or that the Service collects from third-party systems you connect, including information about your clients and their households. As between the parties, you own Customer Data.

You grant CanyonOps a worldwide, non-exclusive license to host, copy, process, transmit and display Customer Data only as needed to provide, secure, support and improve the Service, to comply with law, and as you otherwise instruct. We process personal information in Customer Data as your service provider and processor, under our Privacy Policy and our Data Processing Agreement (available on request and in the security pack on our Trust & Security page), which forms part of these Terms.

You are responsible for Customer Data, for having every notice, consent and legal basis needed to collect it and share it with us, and for the instructions you give the Service. In particular, before you record, transcribe or summarize a meeting or call through the Service, you are responsible for obtaining any consent the law requires from every participant.

We may create aggregated, de-identified information from use of the Service (for example, how often a feature is used) to operate and improve the Service. De-identified information will not identify you, your clients or any individual.

Parts of the Service use artificial intelligence, including the service model builder and interview, meeting summaries, transcription, drafting and suggestions. AI output is generated automatically, can be incomplete or wrong, and may not reflect your Firm’s policies. You are responsible for reviewing AI output before relying on it or sharing it with a client, and for decisions you make using it.

We send Customer Data to AI providers only to deliver the feature you are using. We do not use Customer Data to train generalized AI models, and our agreements with our AI providers do not permit them to do so.

Some AI features consume usage credits, as described in your plan. Where you turn on automatic top-up, you authorize us to charge your payment method for additional credits when your balance runs low, until you turn it off.

You will not, and will not allow anyone else to:

• use the Service in violation of law, including securities, privacy, anti-spam and consumer laws;
• upload information you have no right to share, or information the Service is not designed to hold, such as full Social Security numbers, full account numbers or payment card data, except in fields we provide for that purpose;
• probe, scan or test the vulnerability of the Service, or circumvent any security, rate limit, usage limit or access control, except under a written security testing arrangement with us;
• access another organization’s data, or share logins between people;
• upload malware, or interfere with or disrupt the Service or the networks that support it;
• copy, resell, sublicense or provide the Service to third parties other than your Authorized Users and Portal Users, or use it to build a competing product;
• reverse engineer the Service, except to the extent the law expressly permits despite this restriction; or
• use automated means to access the Service other than through APIs or integrations we provide.

The Service can connect to products you choose, such as Google or Microsoft accounts and calendars, CRMs, meeting recorders and payment processors. When you connect one, you authorize us to exchange data with it on your behalf. Your use of a third-party product is governed by your agreement with its provider, and we are not responsible for third-party products, their availability, or changes they make that affect an integration.

Paid plans are billed in advance, monthly or annually, through our payment processor, Stripe. Prices are shown at checkout or in your order. Plans are sized by the number of active households in your workspace: if you go over your plan’s limit, we move you to the plan that fits. On an annual plan the change applies after a 14-day grace period, with the difference prorated; on a monthly plan it applies at your next renewal. We may change prices on renewal with at least 30 days’ notice.

Subscriptions renew automatically for the same term unless cancelled before the renewal date from your billing settings or by contacting us. You authorize us to charge your payment method for all fees when due. Fees exclude taxes, which you are responsible for (other than taxes on our income). Except where required by law or stated in your order, fees are non-refundable, and we do not give credits for partial periods.

Free previews, such as a saved service model before you subscribe, are provided as-is, may be limited or ended at any time, and may be deleted if you do not subscribe before the preview ends. If a payment fails, we may limit or suspend paid features until it is resolved.

Each party will protect the other’s non-public information that it receives in connection with the Service with at least reasonable care, use it only to perform under these Terms, and disclose it only to people who need to know it and are bound by similar obligations, or as the law requires (with notice to the other party where lawful). Customer Data is your confidential information.

We maintain administrative, technical and physical safeguards designed to protect Customer Data, including tenant isolation, encryption in transit and at rest, role-based access controls and audit logging, as described on our Trust & Security page. If we become aware of a security incident that results in unauthorized access to Customer Data, we will notify you without undue delay, and in any event within 72 hours, and provide the information you reasonably need to meet your own obligations.

CanyonOps and its licensors own the Service, including its software, designs, templates, service model catalogs, documentation and trademarks. Subject to these Terms, we grant you a non-exclusive, non-transferable right during your subscription for your Authorized Users and Portal Users to use the Service for your Firm’s internal business purposes. Content you build in the Service from our templates, such as your service model, is yours to use within your practice.

If you send us suggestions or feedback, we may use them without restriction or obligation to you.

These Terms apply from the moment you first use the Service until your workspace is closed. Either party may end a subscription at the end of its current term. Either party may terminate these Terms on written notice if the other materially breaches them and does not cure the breach within 30 days.

We may suspend access, for the whole workspace or a single user, if we reasonably believe it is necessary to prevent harm to the Service, to other customers or to anyone else, if these Terms are being violated, if payment is overdue, or if the law requires it. Where practical we will give notice first and restore access once the issue is resolved.

When a subscription ends, access to paid features ends. For 30 days afterwards, you may ask us to export your Customer Data in a commonly used format. After that we delete Customer Data in line with our data retention practices, except data we must keep by law and data subject to a retention hold you placed, which we keep until the hold expires or is released. Sections 4, 8, 9, 10, 12, 13, 14 and 16 survive termination.

We will provide the Service in a professional manner consistent with industry standards. If the Service does not materially perform as described in our documentation, tell us and we will use reasonable efforts to fix it; if we cannot, either party may terminate the affected subscription and we will refund prepaid fees for the remaining term. That is your exclusive remedy for a breach of this warranty.

Except as expressly stated in these Terms, the Service is provided “as is” and “as available,” and CanyonOps disclaims all other warranties, express or implied, including warranties of merchantability, fitness for a particular purpose, title and non-infringement. We do not warrant that the Service will be uninterrupted or error-free, or that AI output will be accurate.

To the fullest extent the law allows, neither party will be liable for any indirect, incidental, special, consequential or punitive damages, or for lost profits, revenue or goodwill, even if advised of their possibility. Each party’s total liability arising out of or relating to these Terms will not exceed the fees you paid or owe CanyonOps for the Service in the 12 months before the event giving rise to the claim.

These limits do not apply to your payment obligations, to either party’s indemnification obligations, to a party’s gross negligence, fraud or wilful misconduct, or to your breach of Section 6.

We will defend you against any third-party claim alleging that the Service, as we provide it, infringes that party’s intellectual property rights, and pay the resulting damages and costs finally awarded or agreed in settlement. This does not cover claims arising from Customer Data, third-party products, or combinations or changes we did not make.

You will defend CanyonOps against any third-party claim arising from Customer Data, from your services to your clients, or from your or your users’ breach of Section 4 or Section 6, and pay the resulting damages and costs finally awarded or agreed in settlement.

The party seeking defense must notify the other promptly, give it control of the defense and settlement (no settlement may impose an admission or obligation on the defended party without its consent), and provide reasonable cooperation.

If you were invited to a client or professional portal, the advisory firm that invited you decides what you can see and do there, and it controls the information about you in CanyonOps. CanyonOps provides the portal on the firm’s behalf and is not a party to your relationship with the firm. Nothing in the portal is advice from CanyonOps.

When you use a portal you agree to follow Section 6 (Acceptable use) and to keep your login to yourself. For questions about your information, including requests to access, correct or delete it, please contact the firm that invited you; we will help the firm respond. The firm can end your access at any time. To the extent the law allows, Sections 12 and 13 also apply to your use of a portal.

Governing law. These Terms are governed by the laws of the State of Utah, without regard to its conflict-of-laws rules. The state and federal courts located in Salt Lake County, Utah have exclusive jurisdiction over any dispute arising out of or relating to these Terms, and each party consents to that jurisdiction.

Changes to these Terms. We may update these Terms. For material changes, we will give at least 30 days’ notice by email to your workspace’s administrators or in the Service before the change takes effect. Continuing to use the Service after a change takes effect means you accept it. The date at the top of this page shows when these Terms last changed.

Notices. We send notices to the email addresses on your account. Send notices to us at support@canyonops.ai.

Everything else. Neither party may assign these Terms without the other’s consent, except to a successor in a merger, acquisition or sale of substantially all of its relevant assets. Neither party is liable for delays caused by events beyond its reasonable control. If any provision is held unenforceable, the rest remains in effect. A failure to enforce a provision is not a waiver. The parties are independent contractors. These Terms, together with any order, the Data Processing Agreement and the Privacy Policy, are the entire agreement between the parties about the Service and replace any prior agreement on that subject.