Terms of Service - Union IQ

The short version

Union IQ is in beta. Organizations that join now keep their beta rate for 12 months after general availability, pay month to month, can switch any module off at the end of a month, and get 60 days' written notice before anything about these terms or the pricing changes for them.
Your data stays yours. You give us only the permission we need to run the platform for you, and you can take everything out in standard formats. You are responsible for it, for who you give access to, and for keeping your own copies.
During the beta the platform is provided as is, with no service level, and decisions made on what it shows you are yours. Our liability is limited as set out below.
These terms are governed by the laws of Alberta and Canada.

1. Who these terms are between

These Terms of Service (the "Terms") are an agreement between Union IQ ("Union IQ", "we", "us"), operated from Alberta, Canada, and the organization that has been given access to a Union IQ workspace (the "Organization", "you"). They also apply to every person who signs in to that workspace (a "User"), who agrees to the sections that address Users by using the platform.

By accepting an invitation, creating a workspace, or using the Union IQ platform at union-iq.com and its subdomains (the "Services"), you agree to these Terms and to our Privacy Policy, which explains how personal information is handled and forms part of these Terms.

If you are accepting on behalf of an Organization, you confirm you have the authority to bind it. If you create an Organization, you also confirm that its name and short name are its own.

2. The beta

Union IQ is offered as a beta. That means:

Features may change. We add, change and occasionally remove features as the platform matures. We will not remove a feature an Organization is paying for without the notice period in section 6.
Beta rate lock. The rates published on our Pricing page during the beta are the rates you pay. An Organization that joins during the beta keeps its beta rate for 12 months after Union IQ leaves beta (general availability).
Month to month. There is no annual commitment during the beta. Modules are billed monthly and can be turned off at the end of any month, after which billing for that module stops.
Members. During the beta the Services are for an Organization's staff. Access for an Organization's members is not part of the beta and, when it launches, will be offered as a separate option with its own terms.

3. Accounts and access

Administrators. Each Organization designates one or more administrators who control the workspace: which modules are enabled, who can sign in, what roles and permissions they hold, and the settings that apply to everyone. Administrators act for the Organization, and we may rely on their instructions.
Users. A User must keep their credentials confidential and must not share an account. Organizations that use single sign-on are responsible for the security of their own identity provider. Tell us promptly at security@union-iq.com if you believe an account has been compromised.
Accuracy. You are responsible for the accuracy of the information you provide about your Organization and its Users.
Eligibility. The Services are for organizations and their adult staff. They are not for anyone under 14 years of age.
Names. An Organization's name and short name must be its own. Some names, such as those of established unions and associations, must be confirmed before an Organization can use them. Until one is, we may hold the Organization's launch, and we may refuse a name we cannot confirm, rename the Organization, or remove an Organization that has not launched. We may also review a confirmed name after the fact and change it if it is not the Organization's.
New organizations. Until we have reviewed an Organization that creates itself through our signup page, we may limit how many invitations and password emails it can send in a day, keep its other email from people it invited who have not joined yet, stop it importing its people in bulk, and show our own branding instead of its own on its public pages and in its email. An Organization created by invitation or through the signup page that does not finish setting up within about 30 days may be closed, after notice by email, and removed with its data about two weeks later (sooner if its name was refused or it chose to start over). Section 13's notice period and section 5's deletion timing do not apply to a workspace that was never launched.

4. Acceptable use

You agree not to, and not to allow any User to:

use the Services to break any law, including privacy, labour, anti-spam and intellectual-property laws;
upload content you do not have the right to use, or content that is unlawful, defamatory or harassing;
attempt to access another Organization's workspace, another User's account, or any part of the Services you are not authorized to use;
probe, scan or test the vulnerability of the Services without our written permission (report vulnerabilities to security@union-iq.com instead);
interfere with the operation of the Services, including by placing an unreasonable load on them or by circumventing rate limits;
copy, resell, sublicense or provide the Services to third parties, or use them to build a competing product;
impersonate any person or organization, including another union or association, or misrepresent your affiliation with one;
create organizations or accounts by automated means, or get around a limit on creating them or on sending invitations;
reverse engineer the Services except where the law permits it regardless of this clause.

We may suspend access that we reasonably believe threatens the security or integrity of the Services or another customer, or that impersonates an organization or misrepresents an affiliation, and will tell you why as soon as we can.

5. Your data

Ownership. Everything your Organization and its Users put into the Services ("Your Data") remains yours. We claim no ownership of it.
Our permission to use it. You grant us the limited right to host, copy, transmit, display and process Your Data only as needed to provide, secure and support the Services for you, and as otherwise instructed by your administrators. We do not sell Your Data, use it for advertising, or use it to train artificial-intelligence models.
Your responsibilities. You are responsible for Your Data: for having the right to collect it and put it into the Services, for the consents and notices your own privacy obligations require, for its accuracy, and for how your Users handle it. You decide which modules to enable and which third-party services, such as Microsoft 365, to connect.
Your configuration. Your administrators control roles, permissions, sharing links, integrations, exports, retention settings and who is invited. You are solely responsible for those choices and for what your Users can see and do as a result of them. We are not responsible for access that your configuration permits.
Where it is stored and processed. Your Data is stored and processed in Canada; email we send passes through a provider in the United States, and the automated check on our organization signup page runs on Cloudflare's network, as described in the Privacy Policy. By using the Services you accept this arrangement.
Export. You can export Your Data in standard formats through the Services, and on written request we will provide a complete export.
Your own copies. The Services are not a system of record or an archive. You are responsible for keeping your own copies of anything you need to retain, including receipts, agreements, exports and audit records, and for meeting your own records-retention obligations.
Deletion. Your Data may be deleted 30 days after termination, and we will delete it sooner on written request, except where we are required by law to keep it or where it remains in routine backups for a limited time. You are responsible for exporting anything you want to keep before then; we have no liability for Your Data once that period has passed.
Security incidents. We will notify you of a breach of security safeguards involving Your Data as set out in the Privacy Policy, and will cooperate with your reporting obligations.

6. Fees, changes and notice

Fees. Fees are those published on our Pricing page or in a written order between us, plus applicable taxes. Fees are billed monthly for the modules enabled during that month. The core platform is free, during the beta and after it.
Payment. Invoices are due as stated on the invoice. We do not collect payment card details through the Services.
No surprises. Nothing changes for an existing Organization, including rates, these Terms and the features included in a module, without at least 60 days' written notice to your administrators. If you do not accept a change, you may turn the affected module off, or end the agreement, before the change takes effect, and we will refund any fees prepaid for the period after that.
Non-payment. If an invoice is more than 30 days overdue we may, after notice, suspend the affected modules until it is paid.
The changes of 2026-09-28. The names, new organizations, acceptable use and suspension additions made to sections 1, 3 and 4 on 2026-09-28 apply to an Organization that joined before that date 60 days after we send its administrators notice of them. They apply to an Organization that joins on or after that date from the start.

7. Third-party services

The Services can connect to services your Organization already uses, such as Microsoft 365 through Microsoft Entra ID and the Microsoft Graph API, and can display photos from Unsplash. Our organization signup page uses Cloudflare Turnstile to tell people apart from automated abuse. Those services are governed by their own terms and privacy statements, and your Organization's use of them is between you and their providers. Each Microsoft 365 permission is granted by your Organization and can be turned off by your Organization at any time.

8. Intellectual property

The Services, including their software, design, documentation and the Union IQ name and marks, are owned by Union IQ and protected by copyright and other laws. These Terms do not transfer any of that to you; they give you the right to use the Services in accordance with these Terms while your agreement is in effect.

If you send us ideas or feedback about the Services, you agree we may use them without restriction or obligation to you. Feedback never includes Your Data.

Collective agreements and other public documents you upload remain subject to whatever rights their authors hold. Union IQ does not claim rights in them and does not make them public unless someone in your Organization chooses to share them.

9. Confidentiality

Each of us may learn non-public information about the other while working together: on our side, Your Data and your Organization's internal affairs; on your side, non-public details of the Services and its roadmap. Each of us will use the other's confidential information only for the purposes of this agreement, protect it with reasonable care, and not disclose it except to people who need it and are bound to keep it confidential, or where the law requires disclosure. These obligations continue after the agreement ends.

10. Availability, support and warranties

Support is available through the help menu inside the platform and by email. No service level is promised during the beta: we do not commit to any level of availability, response time or resolution time, and the Services may be unavailable from time to time for maintenance, for reasons outside our control, or because of defects that a beta may contain.

Except as expressly stated in these Terms, the Services are provided "as is" and "as available", without warranties of any kind, whether express, implied or statutory, including any implied warranties of merchantability, fitness for a particular purpose, and non-infringement. We do not warrant that the Services will be uninterrupted, secure or error-free, or that any defect will be corrected. Nothing in this section limits a warranty or condition that applicable law does not allow to be excluded.

Decisions are yours. Union IQ is a tool that helps your Organization manage its own work. It is not legal, financial or professional advice. Information the Services present, including the extracted structure of agreements, calculated amounts, dates and deadlines, notifications and reports, may be incomplete or wrong, and you are solely responsible for verifying it against your source documents and for every decision made on it, such as payments, strike pay, grievance time limits and bargaining positions.

Your legal obligations are yours. You alone determine whether the Services are suitable for your Organization's legal and governance obligations, including privacy notices and consents, privacy impact assessments, records retention, employment and labour law, and your own constitution, bylaws and policies. We make no representation that using the Services makes your Organization compliant with any law, standard or rule.

11. Limitation of liability

To the fullest extent the law allows:

we are not liable to you or to any User for indirect, incidental, special, consequential or punitive damages, or for lost profits, revenue, goodwill or data, or for the cost of substitute services, arising out of or related to these Terms or the Services, however caused and under any theory of liability, whether in contract, tort (including negligence) or otherwise, even if advised of the possibility; and
our total liability arising out of or related to these Terms and the Services, in aggregate for all claims, will not exceed the fees you paid us for the Services in the 12 months before the event giving rise to the claim, or, if you have paid nothing, CAD $100.

These limits apply to everything we do under these Terms, including any breach of section 9 (Confidentiality) and any security incident, and do not apply only to liability that cannot be limited by law. They do not limit your obligations to pay fees, your obligations under section 12 (Indemnity), or your liability for use of the Services in breach of section 4 (Acceptable use) or section 8 (Intellectual property).

12. Indemnity

You will defend and indemnify Union IQ, and its owners, directors, employees and contractors, against claims brought by any third party, including your Users, your members and any regulator, and the resulting damages, penalties, settlements and reasonable legal costs, to the extent they arise from Your Data, from your Organization's or its Users' use of the Services, from your configuration choices, from a decision made on information the Services presented, or from a breach of these Terms or of the law by your Organization or its Users. We will tell you promptly of any such claim, let you control the defence provided you do not admit fault on our behalf, and assist reasonably at your expense.

13. Term, termination and suspension

These Terms apply from the day your Organization first receives access and continue until ended by either of us.
You may end the agreement at any time by turning off all modules and asking us to close the workspace. Fees already paid for the current month are not refunded except as set out in section 6.
We may end the agreement on at least 60 days' written notice, or immediately if you materially breach these Terms and do not cure the breach within 14 days of notice, or if required by law.
On termination, access ends, section 5 governs export and deletion of Your Data, and sections 5, 8, 9, 11, 12, 14 and 15 continue to apply.

14. Governing law

These Terms are governed by the laws of the Province of Alberta and the federal laws of Canada that apply there, without regard to conflict-of-law rules. Each of us agrees to the exclusive jurisdiction of the courts of Alberta, and to try in good faith to resolve any dispute by discussion before starting proceedings.

15. General

Entire agreement. These Terms, the Privacy Policy, and any written order between us are the whole agreement about the Services and replace any earlier discussions. If an order conflicts with these Terms, the order governs for that Organization.
Assignment. You may not assign this agreement without our written consent, which we will not unreasonably withhold. We may assign it to a successor of our business who assumes our obligations, with notice to you.
Force majeure. Neither of us is responsible for delay or failure caused by events beyond our reasonable control, including failures of the third-party providers the Services run on, other than payment obligations.
No third-party beneficiaries. These Terms are for the benefit of your Organization and Union IQ only. No User, member or other person may enforce them or claim under them.
Demo environment. The demo at union-iq.com is provided as is for evaluation, is shared with other visitors, and is reset regularly. Nothing placed in it is confidential and nothing in it is retained. Do not put real personal information into the demo.
Notices. We send notices to your Organization's administrators by email. You send notices to us at legal@union-iq.com.
Severability and waiver. If a part of these Terms is unenforceable, the rest remains in effect. A failure to enforce a right is not a waiver of it.
Language. These Terms are written in English. Where a French version is provided, the English version governs in case of conflict, to the extent the law permits.

Contact

Questions about these Terms go to legal@union-iq.com. Privacy questions go to privacy@union-iq.com. Union IQ is operated from Alberta, Canada.