Institutional Terms of Service (B2G)

Version 1.1.0 — August 7, 2026

1. Scope of service

iCivic provides client organizations with:

• An institutional dashboard: wait-time statistics, trends, reports received, operational alerts and exports for the locations linked to the organization;
• An API providing programmatic access to wait-time data and to the reports for the linked locations, according to the scopes (permissions) granted.

The data exposed is anonymous — identity-free reports, wait-time measurements and aggregated statistics. No report is linked to a user account or to any personal identifier: anonymity is structural, a report carrying no account identifier from the moment it is recorded, rather than as the result of later processing. The service provides no access to any personal information of end-user app users.

The level of detail exposed (aggregates, time series, individual reports) depends on the scopes granted and may change over time; it is not subject to any commitment. Anonymity, by contrast, remains a permanent invariant.

2. Operator accounts and organizational responsibilities

• Access is granted by named invitation. Each operator has an individual account; sharing credentials is prohibited.
• The organization is responsible for designating, supervising and revoking its operators, as well as for the accuracy of the information provided.
• Roles and permissions (RBAC) determine the available actions. All administrative actions are logged in an audit trail.
• The organization notifies iCivic without delay of any suspected unauthorized access.

3. API keys

• API keys are confidential. They are displayed only once at creation and stored in hashed form by iCivic.
• The organization stores its keys in a secrets manager and never exposes them in client code, public repositories or logs.
• Rate limits apply. Keys may expire and be rotated; iCivic may revoke a compromised key without notice.
• Any use made with an organization's key is deemed to have been made by that organization.

4. Acceptable use

The organization agrees not to:

• Attempt to re-identify individuals from iCivic data, at any level of detail, in particular by cross-referencing it with information otherwise available to the organization;
• Resell, redistribute or transmit iCivic data to third parties without prior written agreement from iCivic;
• Present iCivic data as certified official data without citing the source and its indicative nature;
• Base critical operational decisions (in particular clinical decisions) solely on AI predictions without validation from official sources;
• Automate data extraction (scraping) beyond the granted rate limits, or circumvent security or multi-organization isolation measures;
• Sub-license, subcontract or transfer access to the service to a third-party entity without written authorization from iCivic.

5. Data and privacy

• Operator data (email, role, audit log, request logs with IP) is processed in accordance with the privacy policy and hosted in Canada.
• Isolation between organizations is enforced technically (RLS per organization) and verified by automated tests.
• The organization notifies iCivic without delay of any privacy incident or unauthorized access affecting its operator accounts or integration systems.
• When the nature of the partnership requires it, a personal information processing agreement compliant with Law 25 is concluded before going into production. See the agreement template or write to legal@icivic.app.

6. Service levels

During the beta phase, the service is provided "as is", without availability commitments (SLA). Service level commitments may be defined in a separate written agreement. Published indicators (data freshness, P90 per location) are provided for informational purposes only.

7. Data accuracy

Statistics are based on public open data, anonymous community contributions and AI-generated predictions. iCivic guarantees neither completeness nor real-time accuracy. Operational or clinical decisions made by the organization on the basis of this data are the sole responsibility of the organization.

8. Intellectual property

iCivic retains all rights over the platform, statistical models and aggregates produced. The organization receives a non-exclusive, non-transferable right to use the data for its internal purposes and, where applicable, the purposes set out in the written agreement. Data from government sources remains governed by their respective open licenses.

9. Suspension and termination

iCivic may suspend access in the event of a breach of these terms, use presenting a risk to security or privacy, or non-payment where applicable. Either party may terminate with 30 days' notice. Upon termination, API keys are revoked and operator accounts deactivated; confidentiality obligations survive termination.

10. Limitation of liability

To the extent permitted by applicable law, iCivic's total liability to the organization, for any claim arising from these terms or the service, is limited to the amounts actually paid by the organization during the twelve (12) months preceding the event giving rise to the claim. This limitation does not apply in the event of gross negligence or willful misconduct by iCivic.

iCivic cannot be held liable for indirect, consequential or intangible damages (loss of business, data loss, reputational harm) arising from use of or inability to use the service.

11. Force majeure

Neither party may be held responsible for a failure to perform its obligations if that failure results from an event beyond its reasonable control (natural disaster, third-party infrastructure outage, state-sponsored cyberattack, government act). The affected party notifies the other without delay and deploys reasonable efforts to remedy the situation.

12. Assignment

The organization may not assign these terms or its access rights without prior written consent from iCivic. iCivic may assign these terms to a successor in connection with a merger, acquisition or asset transfer, subject to notifying the organization with 30 days' prior notice.

13. Entire agreement

These terms, the privacy policy and, where applicable, the personal information processing agreement and any signed written agreement constitute the entire agreement between the parties and supersede all prior agreements or representations. In the event of conflict, the signed written agreement prevails.

14. Governing law and limitation period

These terms are governed by the laws of the province of Quebec and the applicable federal laws of Canada. Any dispute will be submitted to the courts of Quebec, district of Gatineau. Any claim must be brought within one (1) year of the accrual of the cause of action.

15. French version and language primacy

These terms are drawn up in French. An English version is made available to the organization for convenience. In the event of any discrepancy between the French version and the English version, the French version prevails.

This primacy also applies to any signed written agreement that incorporates these terms by reference, unless that agreement expressly stipulates otherwise.

16. Contact

Solutions iCivic inc. — Institutional Services
Gatineau, Quebec, Canada
legal@icivic.app