Terms of Service

1. Who we are, and what this covers

MedBooks ("MedBooks", "we", "us") is operated by Dr. Fahad Javed, in Ontario, Canada. These terms cover the MedBooks web application at app.medbooks.ca, the site at medbooks.ca, and any related services we provide.

By creating an account or using MedBooks, you agree to these terms. If you do not agree, do not use the service.

Our Privacy Policy explains what we do with your information. It forms part of these terms.

2. Who may use MedBooks

You may use MedBooks if you are a physician or other health professional practising in Canada outside Quebec, you are of legal age, and you have received an invitation. Accounts are currently issued by invitation only and approved by hand.

MedBooks is not available in Quebec. We ask which province you practise in when you sign up, and we do not approve Quebec accounts. This is explained in section 9 of our Privacy Policy: Quebec's Law 25 imposes requirements we have not yet completed, and we would rather say so than sign you up and work it out later.

One account per person. Do not share your credentials.

3. MedBooks is not tax, accounting, or legal advice

This matters more than anything else in this document, so it gets its own section.

MedBooks is software for keeping records. It is not an accountant and it does not give tax advice. Nothing in the app — not a suggested category, not an AI-extracted receipt field, not a summary screen, not a CRA guide reference — is advice about your taxes, your corporation, or your legal obligations.

Specifically:

• Category suggestions are suggestions. You confirm every one. Your accountant decides what is deductible.
• AI receipt extraction reads what is printed on a receipt. It makes mistakes. Check it.
• We do not determine deductibility, calculate your taxes, or file anything with the CRA.
• We do not promise to find, maximise, or guarantee any deduction or refund.

We are not chartered professional accountants and we do not hold ourselves out as accountants. If you need advice, get it from a CPA or a tax lawyer.

4. No patient information

Do not put patient information into MedBooks. That includes health card numbers, clinical notes, patient names attached to clinical context, diagnostic reports, and any other personal health information.

MedBooks is a bookkeeping tool. It is not designed, built, or secured to be a health-records system, and we are not a health information custodian under PHIPA or any equivalent provincial law. You are.

This applies to every route into the app, and especially to the email-in receipts feature: forward receipts and invoices, never patient documents.

If we become aware that patient information has been placed in MedBooks, we may delete that content. Repeated misuse may result in suspension. We are not trying to be difficult — keeping this information out is what allows us to keep MedBooks simple and to keep you out of a compliance problem you do not need.

5. Your books are yours

You own your data. We do not.

You grant us only the permission we need to actually run the service: to store your records, process them so the app works, back them up, and display them to you. That permission ends when you delete the data or close your account.

To be explicit about what that permission is not:

• We do not sell your data, and we do not share it for advertising.
• We do not use your books to train AI models — not ours, not anyone's.
• We do not read your records except where you ask us to help and grant us time-limited access, as described in our Privacy Policy.

6. Your CRA record-keeping obligation is yours

Canadian tax law requires you to keep your business records for six years from the end of the tax year they relate to. That duty sits with the taxpayer. MedBooks is where you keep them — it is the filing cabinet, not the record-keeper of last resort.

What this means in practice:

• We will not refuse to delete your data on the CRA's behalf. If you ask us to erase something, we will — after telling you plainly which tax years it covers and giving you a full export first.
• Export before you close your account. We will require it, but the responsibility to keep what you export is yours.
• Destroying records early normally requires the CRA's written permission (Form T137). If you are deleting inside the six-year window, that is a decision for you and your accountant.
• We keep your records in an electronically readable form so the structured data itself survives, not just a PDF summary.
• Receipt images are working copies — keep your paper. Depending on how a receipt reaches us, a larger photo may be reduced in size once when it is saved, so the app stays fast and your storage stays small. Reduced images stay clearly legible and the information we read off them is unchanged, but they are working copies rather than certified reproductions of the paper. Keep your paper originals for the six-year window. MedBooks is how you find and search a receipt in seconds — it is not a substitute for the records the CRA expects you to hold.

7. Closing your account

You can close your account at any time from Settings. Two options, matching our Privacy Policy exactly:

• Standard closure. Access ends immediately. We hold your data for 30 days and no longer, so that a closure you did not mean can be undone. At day 30 we purge every copy — database, file storage, and the backup region.
• Delete immediately. No restore window. We will make you export first and confirm in writing, because this genuinely cannot be undone.

We may suspend or close an account that breaches these terms — in particular section 4. Where we reasonably can, we will tell you first and give you a chance to export.

8. Beta, and what happens after it

MedBooks is currently in invite-only beta, and the beta is free of charge. That means:

• Features will change, and some may be removed.
• There may be bugs, downtime, and data-affecting defects.
• We may discontinue the service. If we do, we will give you reasonable notice and time to export.

Keep your own exports. This is good practice with any software and it is especially sensible during a beta.

### 8.1 MedBooks will become a paid product

The beta is free. MedBooks is not a permanently free product, and we would rather say that now than surprise you later. When we introduce paid subscriptions:

• We will tell you the price before it applies to you, with reasonable advance notice.
• You will never be charged without agreeing to a price first. No automatic conversion from free to paid, and no card on file that starts billing by itself.
• If you decide not to continue, your books stay yours. You will have a clear window to export everything before your access changes, and the export includes your structured data and your receipt files — not a summary.
• Prices will be shown in Canadian dollars, and GST/HST will be added where it applies.
• If we ever change the price of an existing subscription, we will give you notice before the change takes effect and you may cancel instead.

Detailed billing terms — payment methods, renewal, cancellation and refunds — will be added to these terms before the first charge, and we will ask you to accept that version.

9. Warranties and liability

Please read this section carefully — it limits what you can recover from us.

No warranties. MedBooks is provided "as is" and "as available." To the fullest extent the law allows, we disclaim all implied warranties, including merchantability, fitness for a particular purpose, and non-infringement. We do not warrant that the service will be uninterrupted, error-free, or that it will preserve your data without loss.

Cap on liability. To the fullest extent the law allows, our total liability to you for all claims arising out of or relating to MedBooks is limited to the greater of (a) the total fees you paid us in the twelve months before the claim, or (b) CAD $100. While you are in the free beta and have paid us nothing, that means CAD $100.

Excluded damages. We are not liable for indirect, incidental, special, consequential, punitive or exemplary damages, or for lost profits, lost revenue, lost business, lost or corrupted data, tax penalties, interest, or reassessments — even if we were told such damages were possible.

What we do not exclude. Nothing in these terms limits liability that cannot be limited by law, including liability for fraud, fraudulent misrepresentation, or personal injury caused by negligence. Some jurisdictions do not allow certain exclusions, so parts of this section may not apply to you.

Why this is here. We are a small operation holding records that matter. We would rather tell you the limit plainly, and earn your trust by building carefully, than pretend the risk does not exist. This is also why we make export easy and why we test our restore path.

10. Acceptable use

Do not:

• reverse engineer, decompile, or attempt to extract source code, except where the law expressly allows it;
• scrape, or use bots or automated tools against the service;
• resell, sublicense, or provide MedBooks as a service to others;
• attempt to access another user's account or data, or probe our security without our written permission;
• upload malware, or use MedBooks for anything unlawful;
• put patient information in it (section 4).

Security researchers: we welcome reports. Email admin@medbooks.ca and we will work with you in good faith.

11. Changes to these terms

We may update these terms. If a change is material, we will tell you in the app and ask you to accept the new version before you continue. We keep a record of which version you accepted and when. Continued use after a non-material change means you accept it.

12. Governing law

These terms are governed by the laws of the Province of Ontario and the federal laws of Canada that apply there. The courts of Ontario have jurisdiction, and you and we both agree to that.

There is no mandatory arbitration clause in these terms. If you have a problem, email us first — we would rather fix it.

13. General

If any part of these terms is held unenforceable, the rest stays in force. Our not enforcing a provision is not a waiver of it. You may not assign these terms; we may assign them to a successor of the business, and if we do we will tell you.

These terms and the Privacy Policy are the entire agreement between us about MedBooks.

14. Contact

Questions about these terms, or anything else:

admin@medbooks.ca

MedBooks · Ontario, Canada