These Organisation Terms apply when you create or work in an organisation workspace on e-Passage. They are an agreement between the organisation and MyTechOps Ltd, trading as e-Passage (“e-Passage”, “we”, “us”), and apply in addition to our Terms of Service, Privacy Policy and Acceptable Use Policy. If they conflict, these Organisation Terms apply to the workspace.
A signed order form or written agreement with us may add to or change these terms for your organisation. If it conflicts with them, the signed agreement applies.
1.Who these terms apply to#
In short: The person who creates the workspace accepts these terms for the organisation. Everyone on the team follows them.
- The organisation is the business or institution the workspace is for. “You” in these terms means the organisation.
- The owner is the person who creates the workspace. By creating it, they accept these terms on the organisation’s behalf and confirm they have the authority to do so.
- Members are the people the organisation invites to its team. Each member uses their own e-Passage account and must follow these terms when working in the workspace.
2.Roles and responsibilities#
In short: You decide who is on your team and what they can do, and you’re responsible for what they do in the workspace.
- Owners can do everything, including managing billing, starting or cancelling the Monthly plan and deleting the workspace.
- Admins manage the team and every client, invite clients and can buy client credits.
- Case workers see only the clients assigned to them, keep notes and send updates, and can invite clients when the workspace has room.
The organisation is responsible for:
- everything its members do in the workspace;
- giving each member only the role they need;
- removing people from the team promptly when they leave or no longer need access; and
- keeping access secure, including asking members to protect their accounts and turn on two-step verification.
3.Clients and consent#
In short: Clients decide what you see, and can change it or stop sharing at any time. Use what they share only to help them.
- A client joins your workspace only by accepting your invite and choosing what to share: their profile, and if you asked for them, their matches, applications and documents. They never share more than you asked for. Invite links last 14 days.
- A client can narrow what they share or stop sharing at any time. When they do, your access ends straight away.
- Use a client’s information only to provide your services to that client, and in line with your own legal and professional duties.
- Don’t contact clients through e-Passage, or with information they shared there, for marketing that has nothing to do with the services you provide them.
- Send invites, including bulk invites (up to 200 at a time), only to people you have a genuine relationship with and who expect to hear from you.
- Joining your workspace doesn’t give a client an e-Passage plan or change what they can do in their own account.
- Every time someone in your workspace opens a client’s profile, it’s listed in the client’s account.
4.Data protection#
In short: For what clients share with you, you are responsible as an independent controller. We process workspace data to run the service.
- For client information a client shares with your organisation, the organisation acts as an independent controller. You need your own lawful basis for using it, your own privacy notice for your clients, and appropriate security, including for anything you copy out of e-Passage.
- We process the information in your workspace (team, invites, notes, tags and activity) to provide, secure and support the service, as described in our Privacy Policy.
- Don’t add information about anyone to e-Passage, such as starter details on an invite, unless you have a lawful basis to do so.
- A data processing agreement is available on request: email [email protected].
5.Tools and information, not legal advice#
e-Passage provides tools and information. Scores, matches and requirements shown in the workspace are automated estimates, not legal advice and not a promise of any outcome, as set out in our Disclaimer.
If your organisation gives immigration advice, you must hold the licences or authorisations your jurisdiction requires (for example, as a regulated immigration consultant or a licensed legal advisor), and you are responsible for the advice and services you give your clients.
6.Plans, credits and billing#
In short: Pay per client with credits, choose Small team for 5 new clients a month, or Monthly for unlimited clients. Credits don’t expire, and a credit comes back if an invite is never accepted.
Starting a workspace
Creating an organisation workspace needs a payment up front: client credits (at least one), the Small team plan or the Monthly plan. The workspace is created once the payment goes through.
Pay per client (client credits)
- Inviting a new client uses one credit. You can buy up to 500 credits at a time.
- Credits don’t expire and have no cash value.
- If an invite is revoked, declined or expires without being accepted, its credit returns to your balance. Once a client has accepted, the credit is used, even if you later archive them or they stop sharing.
- Resending an invite is free.
- To invite, you need room: enough credits, Small team invites left this month, or an active Monthly plan. On pay per client and Small team, you can add up to 300 new clients a calendar month.
Small team plan
- A monthly subscription that includes 5 new client invites each calendar month (UTC), while the plan is active and paid up. Unused invites don’t carry over and don’t come back if an invite isn’t accepted.
- Once they’re used, further new clients that month need client credits, or you can move to Monthly at any time (you pay the difference for the rest of the period straight away).
- An owner can cancel at any time. The plan runs to the end of the period you’ve paid for, then the workspace goes back to pay per client, keeping any credits on its balance.
Monthly plan
- Unlimited client invites while the plan is active and paid up.
- An owner can cancel at any time. The plan runs to the end of the period you’ve paid for, then the workspace goes back to pay per client, keeping any credits on its balance.
Payment, tax and refunds
- Payments are processed by Stripe, which sells on our behalf as merchant of record (“sold through Link”). The workspace’s billing currency is set by its first purchase.
- Prices include any sales tax, VAT or GST that applies: what you see is what you pay.
- Refunds follow our Refund Policy.
- We may change our prices. We’ll tell owners at least 30 days before a new Monthly or Small team price applies. Credits you’ve already bought keep their value.
- Extras such as white label, single sign-on (SSO), custom invoicing and a data processing agreement are arranged by separate agreement with our team at [email protected].
7.Acceptable use#
Our Acceptable Use Policy applies to everyone in the workspace. In particular, you must not:
- scrape, bulk-download or copy e-Passage data, or build a competing product from it;
- resell or share access to the workspace with people outside your organisation;
- mislead clients, for example about who you are, what e-Passage is, or what you can do for them; or
- upload or add anyone’s information without a lawful basis.
8.Suspension and deleting a workspace#
In short: We may suspend a workspace for a serious breach or non-payment. An owner can delete it at any time; clients’ own accounts are never touched.
Suspension
We may suspend a workspace if the organisation or its members break these terms or our other policies, if payment isn’t made, or if the law requires it. Where reasonable, we’ll tell you why first and give you a chance to fix the problem. While a workspace is suspended, members can’t invite clients, send emails or change anything, and can’t open clients’ scored views.
Deleting a workspace
- Only an owner can delete a workspace, after typing its name to confirm.
- Deleting it removes the team, invites, client links, notes, tags, activity history and any unused credits, and cancels a Monthly plan straight away.
- Clients’ own e-Passage accounts and profiles are never deleted. Clients are told the organisation no longer has access.
- We keep a record that the workspace was deleted in our security log, and Stripe keeps its payment records as the law requires.
9.Liability, changes and governing law#
The disclaimers, limitation of liability and indemnity in our Terms of Service apply to the organisation and its members. The organisation is responsible for claims arising from its services to its clients and from its use of client information.
We may update these terms as the workspace or the law changes. We’ll change the date at the top of this page and tell owners by email at least 30 days before significant changes take effect. If you don’t agree, you can delete the workspace before then.
These terms are governed by the laws of Canada and of the province in which MyTechOps Ltd is registered.
10.Contact#
Questions about these terms or your workspace? Email [email protected].