GuideFlow: Terms of Service

In one line: GuideFlow is an early-stage beta tool for outfitters, provided "as is." Use it legally and responsibly, you're responsible for the data you put in it, and these terms are governed by Manitoba law.

Effective date: August 2, 2026 Who we are: 14926668 Canada Ltd., operating as GuideFlow ("GuideFlow," "we," "us," "our") Website: guideflow.ca Contact: ben@guideflow.ca Mailing address: 4 Reed Cove, Anola, MB R5L 0L5

These Terms are a legal agreement between you (the outfitter or person using GuideFlow, "you") and us. By creating an account or using GuideFlow, you agree to them. If you don't agree, please don't use the service.

1. What GuideFlow is

GuideFlow is a web-based booking and lead-management tool for hunting and fishing outfitters. It helps you track customer inquiries, bookings, calendars, packages, guides and boats, and send follow-up emails.

GuideFlow is currently in private beta. That means it's a work in progress: features may change, break, or disappear, and it's provided "as is" (more on that in Section 9).

2. Your account

You need an account to use GuideFlow, and you must give accurate information when you sign up.
You're responsible for keeping your login secure and for everything that happens under your account.
Let us know at ben@guideflow.ca if you think someone's accessed your account without permission.
You must be at least 18 and able to enter into a contract to use GuideFlow.

3. Fees, billing, and refunds

What it costs. GuideFlow is CAD $1,788 per year for your whole operation. Applicable taxes (GST/HST/PST for your province) are added on top of that price.
One-year term, paid in advance. When you sign up you're committing to a one-year term, and the full year is payable at the start of it. There is no monthly plan.
Setup is included. There's no separate setup, onboarding, or implementation fee.
No commissions. We never take a percentage of a booking, and there are no per-booking or per-guide fees.
30-day money-back guarantee. If GuideFlow isn't right for you, email ben@guideflow.ca within 30 days of your first payment and we'll refund that payment in full. No questions asked and no reason required. We'll refund to the original payment method.
After the first 30 days, the annual fee is non-refundable, including if you stop using GuideFlow partway through the term. That's the trade for the annual price, and we'd rather say it plainly here than surprise you later.
Your data on the way out. Whether you leave at 30 days or at the end of the term, you can export your data. See Section 12.

Renewal. Your subscription renews automatically for successive one-year terms at the then-current annual price, unless you cancel before the renewal date.

We will email you at least thirty (30) days before each renewal. That notice will state the renewal date and the exact amount payable.

If we hold a payment method for you, we will charge it on the renewal date. If we do not, we will send an invoice payable before the new term begins, and your access continues for up to fourteen (14) days while that invoice is outstanding.

You may cancel at any time before the renewal date by emailing ben@guideflow.ca. Cancellation takes effect at the end of your current term — you keep access for the term you have already paid for, and you are not charged again.

Any change to the price takes effect only at renewal, and will be stated in the renewal notice.

The 30-day refund guarantee in this section applies to your first payment only. Renewal payments are not refundable, but you may cancel any future renewal at any time.

4. Acceptable use

Keep it clean and legal. You agree not to:

Use GuideFlow to break any law or infringe anyone's rights
Upload data you don't have the right to use
Try to break, overload, hack, reverse-engineer, or gain unauthorized access to the service
Use GuideFlow to store or send unlawful, harmful, or abusive content
Resell or provide the service to others except as we allow

We may suspend or remove access if we reasonably believe you're breaking these rules.

5. Your customers' data ("your data, your responsibility")

This is important, so it gets its own section.

When you enter your customers' ("guests'") personal information into GuideFlow (names, contact details, trip details, messages, and so on), you stay responsible for that information. In privacy terms, you're the controller of your guests' data and we're just your processor / service provider: we handle it only to provide the service to you, on your instructions.

You confirm and agree that:

You have the right to collect the guest information you put into GuideFlow.
You've obtained any consents your guests need to provide under applicable law, including consent to receive the follow-up emails you set up.
You'll comply with all privacy laws that apply to you (such as PIPEDA and, where relevant, Quebec's Law 25).
You're responsible for responding to your own guests' privacy requests, since they're your records. You can edit and delete guest records yourself inside GuideFlow.

Our Privacy Policy explains how we handle data in more detail, and it's part of these Terms.

6. Email and anti-spam (CASL)

GuideFlow gives you tools to send follow-up ("Guest Journey") emails to your leads. You agree to use these tools in full compliance with Canada's anti-spam legislation (CASL) and any other applicable rules. Specifically:

Only email people who've consented (express or implied) to hear from you.
Don't use GuideFlow to send unlawful spam.
Keep your unsubscribe handling honest. Our tools include unsubscribe links, and you must not try to defeat or ignore them.

You're the sender of your Guest Journey emails, so you're responsible for CASL compliance on the messages you send to your guests. If your use of our email tools causes complaints, legal issues, or gets our sending infrastructure flagged, we may pause your email features.

7. The "import from a website" feature

GuideFlow includes an admin-assisted feature that can read the text of a web page and use an AI model (Anthropic's Claude) to help set up package listings. If this feature is used on content you provide or point to:

You're responsible for only importing content you have the right to use.
Don't use it to copy content that's protected by copyright or other rights without permission.

8. Our stuff (intellectual property)

GuideFlow, including its software, design, and branding, belongs to us. These Terms don't give you ownership of it, just the right to use it while your account is active and in good standing.
Your data stays yours. You give us the limited permission needed to host and process your data so we can provide the service. We don't claim ownership of your content.

9. Beta, "as is," and no warranty

GuideFlow is an early-stage beta product. We're proud of it, but we need to be straight with you:

It's provided "as is" and "as available," with no warranties of any kind, whether express or implied.
We don't promise it will be uninterrupted, error-free, or that it will meet every need.
We may change, suspend, or discontinue any part of GuideFlow at any time, especially during beta. We'll give you reasonable notice of major changes where we can.

You use GuideFlow at your own discretion and risk. Please keep your own backups of anything important.

10. Limitation of liability

We want this to be fair, not scary, but we're a small company and we can't take on unlimited risk. To the fullest extent allowed by law:

GuideFlow won't be liable for indirect, incidental, special, or consequential damages (like lost profits, lost bookings, or lost data) arising from your use of the service.
Our total liability to you for any claim relating to GuideFlow is limited to the greater of the amount you paid us in the 12 months before the claim, or CAD $100.

Some laws don't allow certain limitations, so parts of this section may not apply to you. Nothing here limits liability that can't be limited by law.

11. Indemnity

You agree to cover us (and reimburse us for reasonable costs, including legal fees) for claims brought against us that arise from:

Your breach of these Terms,
Your misuse of GuideFlow, or
The data you upload, including any claim that you didn't have the right or consent to collect, store, or email your guests.

We'll let you know about any such claim and reasonably cooperate with you on it.

12. Suspension and termination

You can stop using GuideFlow and close your account any time. Email ben@guideflow.ca. Closing your account partway through a term doesn't refund the rest of that term, except under the 30-day money-back guarantee in Section 3.
We may suspend or terminate your access if you break these Terms, if required by law, or if we discontinue the service. Except in urgent cases, we'll try to give you reasonable notice. If we end your account partway through a paid term for any reason other than your breach of these Terms, we'll refund the unused portion of that term.
Data export. Your data is yours. You can export it yourself from inside GuideFlow any time, and you can ask us for a full export at any point, including when your account ends. Ask at ben@guideflow.ca and we'll provide it in a common, machine-readable format.
When an account ends, we'll handle any remaining data as described in our Privacy Policy. Please export anything you want to keep before closing your account.

13. Governing law and disputes

These Terms are governed by the laws of the Province of Manitoba and the federal laws of Canada that apply there, without regard to conflict-of-laws rules. You agree that the courts of Manitoba have jurisdiction over any dispute relating to GuideFlow, subject to any rights you have under applicable consumer-protection law.

14. Changes to these Terms

We'll update these Terms as GuideFlow grows. When we make a meaningful change, we'll update the effective date above and, where appropriate, notify you by email or an in-app notice. If you keep using GuideFlow after a change takes effect, that means you accept the updated Terms.

15. Contact us

Questions about these Terms?

14926668 Canada Ltd. (operating as GuideFlow) Email: ben@guideflow.ca Mail: 4 Reed Cove, Anola, MB R5L 0L5