Draft: Draft under legal review. These terms are not yet in effect.

Terms of Service

Last updated: ⟦date⟧ · These terms govern all subscriptions to ROMULUS Municipal. Where a client has signed a written agreement with us, that agreement prevails over these terms.

1. The service

ROMULUS provides a subscription monitoring, intelligence and reporting service for municipalities: monitoring of public records, provincial and sector publications, news, official social-media accounts and approved public community spaces; AI-assisted summaries that the client's staff review; and a private, isolated client portal. Modules, sources and scope for each client are confirmed at onboarding.

2. Provisioning (fulfillment)

Your portal is provisioned and your first administrator's access is delivered within five (5) business days of your first payment, or of a signed agreement or purchase order, and receipt of onboarding information. The service is delivered entirely online; nothing is shipped.

3. Fees and billing

Plans are priced in Canadian dollars, plus applicable taxes, as listed on our pricing page or in your written quote. Card subscriptions are billed monthly or annually in advance to your card via our payment processor (⟦payment provider⟧), on the same day each period. Annual contracts may instead be invoiced in advance, payable within ⟦D8 payment terms⟧ of the invoice date. We may change pricing with at least 30 days' written notice ⟦D4⟧; changes take effect at your next billing date after the notice period.

4. Term and cancellation

Monthly card subscriptions run month to month; annual subscriptions and contracts run for one year and renew unless cancelled. You may cancel at any time by email to andrew.smith@romulus.services; cancellation takes effect at the end of the current paid period. See the Refund and Cancellation Policy for refund terms.

5. Acceptable use

The service provides information drawn from public sources for lawful municipal purposes. You agree not to: use the service to profile, track or target individual residents; use it for any election campaign or partisan purpose; use it to harass or defame; present its summaries as verified fact without checking the cited source; resell or share access outside your organisation; or attempt to access another client's data. You remain responsible for your own obligations under MFIPPA and other applicable law.

6. Your data

Documents, configuration and other materials you provide remain yours, as do the items your staff approve. We process your data only to provide the service and on your instructions. Information compiled from public sources is licensed to you for use within your organisation for the duration of the subscription. Each client's environment is isolated; we never share your data with other clients.

7. Availability

We target continuous availability, but the service is provided "as is" without an uptime guarantee. Scheduled maintenance and third-party outages may interrupt access; we will use reasonable efforts to restore service promptly.

8. Limitation of liability

Information is compiled from public sources and provided in good faith; you are responsible for verifying material against its cited source before relying on it publicly. To the maximum extent permitted by law, ROMULUS's total liability for any claim is limited to the fees paid in the three (3) months preceding the claim. Nothing in these terms limits liability that cannot be limited under Ontario law.

9. Termination by us

We may suspend or terminate service for non-payment (7 days after a failed charge or an overdue invoice and notice) or material breach of section 5. On termination, data is handled per the Privacy Policy retention terms.

10. General

These terms are governed by the laws of Ontario and the federal laws of Canada applicable therein; disputes are subject to the courts of Ontario. If any provision is unenforceable the remainder stands. These terms, your onboarding confirmation and any signed agreement are the entire agreement.