CollectDoc Terms of Service

By creating an account or using CollectDoc, you agree to be bound by these Terms of Service and our Privacy Policy. If you do not agree, do not use the platform.

CollectDoc is operated by Digital Eclipse Studio Inc., a corporation incorporated in Ontario, Canada. These terms constitute a legally binding agreement between you and Digital Eclipse Studio Inc.

CollectDoc is intended for licensed mortgage professionals operating in Canada. By creating an account you confirm that you are a licensed mortgage broker or agent in good standing with your applicable provincial regulator (including but not limited to FSRA, BCFSA, RECA, and AMF). CollectDoc reserves the right to terminate accounts that misrepresent licensing status.

CollectDoc provides a secure document collection portal that allows mortgage brokers to request, collect, and organize client documents. The platform also offers optional AI-assisted features including document completeness checks, image quality detection, and an AI-powered document review chat.

CollectDoc is a workflow tool to assist brokers in their document collection process. It does not provide mortgage advice, legal advice, or compliance certification of any kind. Brokers remain solely responsible for ensuring their document collection practices comply with all applicable laws and regulatory requirements.

You are responsible for maintaining the confidentiality of your account credentials. You are responsible for all activity that occurs under your account.

You agree to provide accurate information when creating your account and to keep that information up to date. You may not share your account with another person or entity.

As a broker using CollectDoc you agree to:

• Use the platform only for lawful purposes related to your mortgage brokerage practice
• Ensure your clients are informed that a third-party tool is being used to collect their documents before sending them a portal link
• Obtain any consent required under applicable Canadian privacy laws, including PIPEDA and applicable provincial privacy legislation, before submitting client contact information to CollectDoc
• Not upload, request, or store documents you are not legally entitled to collect
• Not use CollectDoc to collect documents on behalf of any person or entity other than your own licensed brokerage clients
• Manage document retention in accordance with your regulatory obligations — CollectDoc does not automatically delete documents on a fixed schedule
• Ensure your use of AI features is consistent with your obligations to clients, including any disclosure obligations where client documents are processed by a third-party AI service

You acknowledge that CollectDoc acts as a data processor, handling client data solely on your instruction. As the data controller, you bear primary responsibility for ensuring your use of CollectDoc complies with applicable privacy laws, including PIPEDA, and any regulatory standards set by your provincial regulator.

CollectDoc does not automatically delete documents or jobs on a fixed schedule. Brokers are solely responsible for managing document retention in compliance with their regulatory obligations under FSRA, BCFSA, RECA, AMF, or other applicable provincial regulators.

Documents associated with a job remain stored until the broker explicitly deletes the job, individual document requests, or their account. Deletion is permanent and cannot be undone.

CollectDoc is not liable for documents that are retained longer than required under applicable regulations, nor for documents lost as a result of a broker deleting a job or closing their account. Brokers are solely responsible for downloading and retaining any documents they require before deleting.

CollectDoc offers a free plan and paid subscription plans billed on a monthly basis. Current plan features and pricing are described on the pricing page. Prices are subject to change with notice to active subscribers, except as described below under Founder Pricing.

Free Plan

The free plan includes access to core document collection features subject to usage limits (including a limit on the number of active jobs). Free plan limits are described on the pricing page and may be updated from time to time.

Paid Plans

Paid plans unlock higher usage limits, SMS reminders, and additional AI credit allowances. Payments are processed securely through Stripe. By providing payment information you authorize CollectDoc to charge your payment method on a recurring monthly basis until you cancel.

Founder Pricing Guarantee

If you subscribe during the founder pricing period, your rate is locked in for the lifetime of your active subscription. If CollectDoc raises prices in the future, your rate will not increase as long as your subscription remains active and in good standing. If you cancel and later resubscribe, standard pricing at the time of resubscription will apply.

No Refunds

All payments are final and non-refundable. CollectDoc offers a free plan that allows you to fully evaluate the platform before upgrading. By subscribing to a paid plan you acknowledge that no refunds will be issued.

Cancellation

You may cancel your subscription at any time through your account settings (Billing). Cancellation takes effect at the end of your current billing period. You will retain access to your paid plan until that date.

AI-assisted features in CollectDoc (document completeness checks, image quality detection, and AI document chat) consume AI credits. Each plan includes a monthly AI credit allowance, as described on the pricing page.

• Credits are consumed each time a broker uses an AI feature. The number of credits consumed per action is displayed within the platform.
• When your credit balance reaches zero, AI features will be unavailable until your allowance resets at the start of your next billing period. Core document collection features are not affected.
• AI credits are non-transferable, have no cash value, and do not carry over between billing periods.
• CollectDoc reserves the right to adjust credit allowances with reasonable notice. Founder pricing subscribers are not guaranteed a specific credit allowance.

AI features are powered by the Google Gemini API. When you use an AI feature, relevant documents from that job may be transmitted to Google for processing. By using AI features you acknowledge and accept this processing. You are responsible for ensuring your use of AI features is consistent with your obligations to your clients and your provincial regulator.

AI-generated outputs (summaries, completeness assessments, chat responses) are provided for informational purposes only and do not constitute a professional review or compliance certification. CollectDoc is not liable for decisions made on the basis of AI-generated outputs.

We reserve the right to suspend or permanently terminate your account at any time, with or without notice, if we believe in our sole discretion that you are:

• Using CollectDoc for any unlawful purpose
• Engaging in fraudulent activity
• Violating these Terms of Service
• Acting in a way that could harm CollectDoc, its infrastructure, or other users
• Misrepresenting your identity or licensing status

Upon termination all data associated with your account will be permanently deleted. CollectDoc is not liable for any loss resulting from account termination.

To the maximum extent permitted by applicable law, Digital Eclipse Studio Inc. shall not be liable for:

• Any loss, corruption, or deletion of documents stored on the platform
• Any regulatory sanction, fine, or complaint arising from a broker's failure to manage document retention in accordance with their obligations
• Any claim made by a broker's client regarding the handling of their personal information by the broker
• Any reliance on or decision made based on AI-generated outputs produced by the platform
• Any indirect, incidental, special, or consequential damages arising from your use of CollectDoc
• Any interruption or unavailability of the platform

Your use of CollectDoc is at your own risk. The platform is provided on an "as is" and "as available" basis.

Brokers are solely responsible for ensuring their clients have been informed that a third-party document collection tool is being used, and for obtaining any required consent before sending a portal link. CollectDoc provides a consent acknowledgment on the upload portal as a convenience, but this does not replace the broker's own consent obligations under PIPEDA or applicable provincial privacy law.

CollectDoc processes client data solely on the broker's instruction and in accordance with our Privacy Policy.

If a client raises a complaint about the handling of their personal information by the broker, that is the broker's responsibility to address. CollectDoc's obligations are limited to the secure storage and broker-controlled deletion of documents as described in these terms and our Privacy Policy.

CollectDoc and all associated branding, design, and technology are the property of Digital Eclipse Studio Inc. You may not copy, reproduce, or reverse engineer any part of the platform.

You retain ownership of all documents uploaded through CollectDoc. By uploading documents you grant CollectDoc a limited license to store, process, and (where AI features are used) transmit them to third-party AI services solely for the purpose of providing the service to the broker.

We may update these terms from time to time. When we do, we will notify active accounts by email and update the effective date at the top of this document. Continued use of CollectDoc after an update constitutes acceptance of the revised terms.

These terms are governed by the laws of the Province of Ontario and the federal laws of Canada applicable therein. Any disputes arising from these terms shall be resolved in the courts of Ontario.

Digital Eclipse Studio Inc. Operating as: CollectDoc Ontario, Canada info@digitaleclipse.ca