Terms of Service (ToS)

These Terms of Service (hereinafter "ToS") govern access to and use of the SaaS software services provided by Astérion Solutions inc. (hereinafter "the Publisher").

These ToS are supplemented by the Terms of Sale, which govern pricing, billing, and payment terms. The ToS and the Terms of Sale together form the contract between the Publisher and the Customer.

By accessing the Services or creating an Account, the User acknowledges having read and understood these ToS, the Terms of Sale, and the Privacy Policy, and accepts them without reservation.

Contractual hierarchy: in case of discrepancy between the documents, these ToS prevail for everything concerning the use of the Services and User Content; the Terms of Sale prevail for pricing, billing and commercial termination; the data processing agreement, when signed, prevails over both for data protection.

1. Definitions

2. Acceptance of terms

2.1 Acceptance

By using the Services, the User declares:

• Having read and understood these ToS as well as the Terms of Sale
• Accepting all their terms without reservation
• Being authorized to bind the entity they represent (if applicable)
• Using the Services in a B2B professional context

2.2 Refusal

If the User does not accept these ToS or the Terms of Sale, they must not access the Services and must immediately cease all use.

3. Service description

The Publisher provides the following applications:

4. User account

4.1 Account creation

To access the Services, the User must create an Account by providing:

• First and last name (or company name)
• Valid email address
• Company name (if applicable)
• Secure password

4.2 User obligations

• Provide accurate, current, and complete information
• Maintain the confidentiality of their login credentials
• Immediately notify the Publisher in case of unauthorized use of their Account
• Be responsible for all activity performed under their Account
• Not share their credentials with third parties

4.3 Account structure

Accounts can be of Company type (with team) or Independent (solo). The number of Users per Account is unlimited and free. The Account structure per Establishment and member management are detailed in the Terms of Sale (Article 3).

5. User responsibility

5.1 User Content

The User is solely responsible for:

• The accuracy, completeness, and legality of all User Content
• The compliance of their Content with applicable laws and regulations
• The consequences arising from the use of the Services or generated data
• Verifying any data automatically generated by the Services
• Obtaining all necessary authorizations before uploading Content

5.2 Mandatory usage rules (Asterion Report)

5.2 bis Rules applicable to Asterion Praxis and Asterion Gage

The same principles apply to the other modules assisted by automated processing:

• Asterion Praxis — AI-assisted document review (verdicts, dossier checks) is a decision aid: every verdict or flagged anomaly must be verified by a qualified person before any validation of the quality dossier. A dossier is never deemed compliant on the sole basis of automated processing.
• Asterion Gage — calibration due-date tracking is a management tool: the Customer remains solely responsible for its calibration schedule, the metrological compliance of its instruments and the consequences of a missed due date. Reminders are provided as an aid, with no guarantee of delivery.

5.3 Mandatory validation

The User acknowledges and accepts that it is their exclusive responsibility to verify, validate, and approve any automatically generated data before using it in a professional, legal, or contractual context.

6. Automated processing

6.1 Nature of processing

Certain Services (notably Asterion Report) use optical character recognition (OCR) technologies to automatically extract data from images or documents provided by the User.

• Data is processed only on the areas or documents submitted by the User
• The cropped zones transmitted for automated processing are not retained beyond immediate processing. User Content (drawings, reports, documents) is hosted by the Services for as long as the Customer keeps it — that is the very purpose of the contract
• Data is not used to train external models
• The User must ALWAYS manually verify results before use

6.2 Limitations

• Automated extraction is not a professional certification
• It does not replace the professional judgment of a qualified inspector
• It does not guarantee 100% accuracy of extracted data
• The User remains solely responsible for final data validation

6.3 Additional information

For more information on automated processing in the Services, consult our Privacy Policy available on our website.

6.4 Handwritten sheet import (OCR)

Handwritten sheet import relies on artificial-intelligence technologies whose results are not 100% reliable. OCR may make reading errors, omit values or produce incorrect ones ("hallucinations"). Its accuracy depends directly on the quality of the scanned document, the legibility of the handwriting and the number of pages submitted.

• Human verification of every extracted value is mandatory before any validation or use of a report
• These features are provided as an aid, to ease the transition to digital entry and reduce transcription time; they do not replace the control of the operator or inspector
• Asterion Report is designed first and foremost for direct digital entry; the Publisher cannot be held liable for data extracted automatically and not verified by the User

7. Intellectual property

7.1 Publisher's property

All intellectual property rights relating to the Services (software, interfaces, documentation, trademarks, logos) belong exclusively to the Publisher. The User only has a limited and revocable right to use in accordance with these ToS.

7.2 User Content ownership

The User retains all intellectual property rights to their User Content. The Publisher does not claim any rights to data, files, or information uploaded by the User. The Customer grants the Publisher a non-exclusive and non-transferable license (except in case of assignment of the contract in accordance with Article 18.4 of the Terms of Sale), limited to the technical operations strictly necessary to provide the Services (hosting, display, processing requested by the User, backup), for the duration of the contract, ending automatically upon deletion of the data concerned. No other use is authorized.

8. Pricing and payment

Pricing, billing, and payment terms are detailed in the Terms of Sale. Consult the Terms of Sale to learn about subscription terms, the Free Trial, billing cycles, and termination conditions.

9. Prohibited uses

It is strictly forbidden to use the Services for:

• Any illegal, fraudulent, or immoral activity
• Attempting to bypass security measures or access restricted areas
• Spreading viruses, malware, or any malicious code
• Collecting personal data from other users without authorization
• Impersonating another person or entity
• Using the Services in a way that overloads servers or harms their operation
• Copying, modifying, distributing, or creating derivative works of the software
• Performing reverse engineering, decompilation, or disassembly
• Reselling or sublicensing access to the Services without written authorization
• Using the Services to create a competing product or service

10. Limitation of liability

10.1 Services provided as-is

The Services are provided "as is" and "as available". The Publisher strives to ensure the availability and reliability of the Services but does not guarantee they will be free from errors, interruptions, or bugs.

10.2 Results

The Publisher does not guarantee:

• 100% accuracy of automatically extracted data
• That the Services will meet all specific needs of the User
• That results obtained will meet the User's expectations
• Complete absence of interruptions, errors, or defects

10.3 Liability cap

The Publisher's total liability shall not exceed the amounts actually paid by the Customer during the twelve (12) months preceding the event giving rise to the claim — the same cap as in the Terms of Sale (Article 13.3). This limit reflects the nature of the Services: an assistance tool that measures nothing, enters no data and makes no decision — verification, validation and use of the reports rest with the Customer (sections 5 and 6). The Publisher maintains professional liability insurance of at least one million dollars; a certificate of insurance is available on request. The Publisher shall not be liable for indirect damages, loss of profits, loss of data, or commercial harm, except in case of its intentional or gross fault and subject to the mandatory provisions of the Civil Code of Quebec (notably article 1474).

11. Termination

11.1 By the Customer

The Customer may terminate their Account at any time in accordance with the terms provided in the Terms of Sale (Article 11). Refund conditions and data retention are detailed in the Terms of Sale.

11.2 By the Publisher

The Publisher may suspend or terminate access on the grounds and following the procedure set out in Article 11.2 of the Terms of Sale (breach after 15 days' formal notice, payment default of more than 60 days, fraudulent use, or cessation of activities with 90 days' notice).

11.3 Data export

In case of termination, the Customer has ninety (90) days to export their data; the Publisher then permanently deletes it (except legal retention obligations) and confirms in writing on request. PDF export of Reports is free at any time; on written request, structured data (CSV or JSON) is provided within fifteen (15) business days (Terms of Sale, Article 11.4). This 90-day period is the same as in the Privacy Policy and the data processing agreement.

12. Data protection and hosting

12.1 Personal information

The collection, processing, and protection of personal data are governed by our Privacy Policy, compliant with Law 25 (Quebec) and PIPEDA (Canada). Consult our Privacy Policy to learn about your rights and our data protection practices.

12.2 Hosting in Canada

The Publisher contractually undertakes to host User Content in Canada (Montreal region). Any change of hosting region will be subject to sixty (60) days' written notice (Terms of Sale, Article 14.5).

12.3 Security incident affecting User Content

Beyond incidents involving personal information (covered by the Privacy Policy), the Publisher undertakes to notify the Customer of any security incident affecting its User Content (drawings, reports, documents) without undue delay and no later than seventy-two (72) hours after gaining reasonable knowledge of it (i.e. knowledge of the incident itself, not of all its details). The initial notice may be partial; it describes, to the extent of the information then available and supplemented as it becomes known, the nature of the incident, the data concerned, the containment measures taken and the recommended measures. The parties coordinate notices to authorities and affected individuals.

12 bis. Force majeure

Neither party is liable for a failure resulting from force majeure within the meaning of article 1470 of the Civil Code of Quebec — including the prolonged failure of an infrastructure provider or a regulatory restriction on a third-party service. The complete terms, including the right to terminate free of charge beyond ninety (90) days, are set out in Article 15 of the Terms of Sale.

13. Modifications to the ToS

The Publisher may modify these ToS. Non-substantial modifications (corrections, clarifications) take effect upon publication. Substantial modifications are notified to Users by email at least 30 days before they take effect; a Customer who refuses may terminate the contract free of charge before that date. Modifications required by law or by service security may take effect sooner, with notice. No modification retroactively reduces the Customer's acquired rights. Continued use of the Services after the effective date constitutes acceptance of the new ToS.

14. Governing law and jurisdiction

These ToS are governed by the laws of the Province of Quebec, Canada. Any dispute will be subject to the exclusive jurisdiction of the courts of the judicial district of Richelieu (Sorel-Tracy), Quebec. See Terms of Sale Article 19 for complete details.

15. Contact

For any questions regarding these ToS, please contact: