Transparent Governance: Our Terms & Conditions

Welcome to Maplewave Payroll Solutions. These Terms & Conditions ("Terms") constitute a legally binding agreement between you, the client ("Client", "you", or "your"), and Maplewave Payroll Solutions ("Maplewave", "we", "us", or "our"). By accessing or using our cloud-based payroll processing, HRIS integration, time and attendance tracking, benefits administration, compliance reporting, tax filing, and workforce analytics services (collectively, the "Services"), you agree to be bound by these Terms.

These Terms outline the scope of our services, the effective date of this agreement, and define key terminology used throughout our engagement. This agreement applies universally to all Service offerings unless explicitly stated otherwise in a separate, written addendum. We reserve the right to amend or update these Terms periodically, with notice provided to you via our platform or directly via email. Your continued use of the Services after such updates constitutes acceptance of the revised Terms.

Maplewave Payroll Solutions is dedicated to delivering robust and reliable cloud-based payroll and HR management services. Our Services include, but are not limited to, accurate payroll calculation, direct deposits, tax filings, comprehensive reporting, time tracking, HRIS integration, and employee self-service portals.

Client Responsibilities: To ensure the uninterrupted delivery of Services, you agree to: provide timely and accurate data necessary for payroll processing; maintain secure login credentials; comply with all applicable local, provincial, and federal laws; and promptly notify Maplewave of any changes in employee status or company information. Your proactive collaboration is essential for optimal service performance.

Service Level Agreements (SLAs): We commit to high standards of service availability and performance, as detailed in our separate SLA document. This includes uptime guarantees, response times for support inquiries, and data security protocols. Our implementation and onboarding processes are designed to be efficient and user-friendly, with dedicated support to guide you. We also commit to continuous service maintenance and timely updates to ensure compliance with evolving regulations.

Our pricing structure is designed to be straightforward and competitive, based on the specific Services subscribed to and the volume of employees processed. Detailed pricing information will be provided in your service proposal and agreement. Payments are due according to the schedule outlined in your invoice, typically on a monthly basis.

Invoices will be issued electronically and are payable within thirty (30) days from the invoice date. Late payments may incur interest charges at a rate of 1.5% per month (18% per annum) or the maximum rate permitted by law, whichever is less. In the event of non-payment, Maplewave reserves the right to suspend or terminate Services after providing reasonable notice. Generally, fees are non-refundable, but any specific refund or credit procedures for service discrepancies will be handled on a case-by-case basis as per our credit policy.

Our Services are provided "as is" and "as available" without any warranties of any kind, whether express or implied, including but not limited to implied warranties of merchantability, fitness for a particular purpose, or non-infringement. While we strive for absolute accuracy and reliability, Maplewave Payroll Solutions does not warrant that the Services will be uninterrupted, error-free, or entirely secure.

Limitation of Liability: To the fullest extent permitted by law, Maplewave Payroll Solutions, its affiliates, directors, employees, or agents shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including but not limited to loss of profits, data, use, goodwill, or other intangible losses, resulting from (i) your access to or use of or inability to access or use the Services; (ii) any conduct or content of any third party on the Services; (iii) any content obtained from the Services; and (iv) unauthorized access, use or alteration of your transmissions or content, whether based on warranty, contract, tort (including negligence) or any other legal theory, whether or not we have been informed of the possibility of such damage.

Indemnification: You agree to defend, indemnify, and hold harmless Maplewave Payroll Solutions and its licensors and their respective employees, contractors, agents, officers, and directors from and against any and all claims, damages, obligations, losses, liabilities, costs or debt, and expenses (including but not limited to attorney's fees), resulting from or arising out of a) your use and access of the Service, by you or any person using your account and password; b) a breach of these Terms; or c) any data you provide.

Either party may terminate this agreement by providing thirty (30) days' written notice. In the event of a material breach of these Terms, the non-breaching party may terminate this agreement immediately upon notice if the breach is not remedied within a reasonable period, typically ten (10) days.

Upon termination, your access to the Services will cease, and upon your request, Maplewave will make available to you a file of your data for a limited period, typically up to 90 days, after which it will be deleted in accordance with our data retention policy. Certain provisions, including those relating to payment, intellectual property, disclaimers, and limitation of liability, will survive any termination or expiration of these Terms.

Dispute Resolution: Any dispute, controversy, or claim arising out of or relating to this agreement, or the breach, termination or invalidity thereof, shall be first attempted to be resolved through good faith negotiations between the parties. If such negotiations do not resolve the dispute, the parties agree to engage in mediation. Should mediation be unsuccessful, the dispute shall be resolved by arbitration in Toronto, Ontario, Canada, in accordance with the rules of the Canadian Arbitration Association. The governing law for these Terms shall be the laws of the Province of Ontario and the federal laws of Canada applicable therein.

For any questions, clarifications, or requests related to these Terms & Conditions, or if you wish to discuss potential amendments, please do not hesitate to contact our legal department. We are committed to fostering transparency and addressing any concerns you may have regarding our legal framework.

We regularly review and update our terms to ensure compliance with the latest Canadian business and contract law, and any relevant regulatory changes impacting payroll services. Updates will be communicated through official channels.