Terms of Service

Effective 16 September 2026 · Planvent Inc., 490 Gordon Krantz Avenue, Milton, ON L9E 1Z5

These terms cover your use of Planvent. They are written to be read once and understood, because a term you did not understand is not much of an agreement. By creating a workspace or using the platform, you accept them. Sections 8 through 12 are the ones that limit what you can recover from us and ask you to stand behind what you upload; please read those properly.

1. This is a beta

We take the beta seriously - your data is backed up and we do not plan to lose anything - but the commitments in section 10 are deliberately modest while the product is free, and you should read them before relying on it for a live event.

2. Who may use Planvent

Planvent is for professional event planners and planning businesses. You must be at least 18 and able to enter a contract, and if you sign up for a company you confirm you may bind it, in which case “you” means both you and that company. Access during the beta is by invitation, and we may decline or withdraw an invitation at our discretion.

We do not currently offer Planvent to planners established in the European Economic Area or the United Kingdom. Anywhere else you are welcome, and wherever you are, section 16 governs.

3. Your account

Keep your credentials to yourself and tell us promptly at hello@planvent.ca if you think someone else has them. You are responsible for what happens under your account.

A workspace can hold more than one person, each with their own login and role, though during the beta we add colleagues for you - write to us and we will. Either way, a login belongs to one person. Do not hand yours to a colleague: a shared login is the one thing that makes an audit trail useless to both of us.

4. What it costs

Planvent is free during the private beta and no payment details are required. When paid plans arrive we will give you at least 30 days’ notice by email before anything is charged, and you will be able to export your data and close your account rather than pay. We will not convert a free beta account into a paid subscription without your explicit agreement.

Planners who are on the platform during the private beta will be offered a founding-planner rate when plans launch, and will keep it for as long as the account stays open and in good standing. We say this here rather than only on the marketing pages so that it is a term of the agreement and not a sentence you are asked not to rely on.

5. Your content stays yours

Everything you put into Planvent - briefs, budgets, concepts, documents, contacts, guest lists, vendor correspondence - remains yours. You grant us only the licence we need to host it, process it, transmit it and show it back to you, including sending it to the providers listed in the privacy policy to produce the AI output you asked for. We do not use your content to train AI models, and we do not sell it.

Aggregate market data. Separately from that licence, you agree we may create and use statistical, aggregated and de-identified data derived from the quotes, rates and budget lines that pass through the platform, so that every planner using Planvent gets better estimates than they could reach alone. That data is stripped of identity before it is used: it never carries your name, your client’s name, your event, your fee, or any single vendor’s quote in a form that could be traced back. Your own rate card stays private to your workspace, and a client’s budget is never disclosed to a vendor in any form. Because the result is no longer about you or anyone else, we may keep using it after your account closes. This is the one use of what you put in that is not purely for your own workspace, which is why it is stated plainly here and in section 6 of the privacy policy rather than left to be discovered.

You are responsible for having the right to upload what you upload, particularly other people’s personal information, and for telling your clients and guests that you use a tool like this. As between us, you are the one responsible for complying with privacy law in respect of the client, guest and vendor information you collect; we process it on your behalf. Where you need a signed data processing agreement for your own compliance, our DPA applies automatically and we will countersign a copy on request.

6. What you may not do

• Break the law, or use Planvent to help someone else break it.
• Upload personal information you have no right to hold, or use the platform to send unsolicited bulk email.
• Upload malware, attack the service, probe it for weaknesses without our written permission, or try to reach another workspace’s data.
• Scrape the platform, reverse-engineer it, resell or sublicense access, or use it to build a competing product.
• Send abusive, harassing, fraudulent or deceptive messages to vendors, clients or guests through it.
• Misrepresent who you are, or upload content that infringes someone else’s intellectual property.

We may suspend an account that does any of these, immediately where the risk is serious.

Email you send through us. Invitations, RSVPs, vendor inquiries and proposals go out over our infrastructure and our sending reputation. You are responsible for having the consent that anti-spam law requires for the messages you ask us to send - in Canada that is CASL - and for the accuracy of what is in them. We may throttle, hold or refuse sending that puts delivery for other planners at risk.

7. AI output is a draft

Planvent generates concepts, imagery, budget estimates, message drafts and assistant replies using third-party AI models. That output can be confidently wrong - about a price, a venue’s capacity, a supplier, or a plain fact - and is sometimes fabricated outright. It is a starting point for your professional judgement, not a substitute for it, and nothing it produces is professional, financial or legal advice. Check anything that will reach a client, a vendor or a contract before it does. We are not liable for decisions taken in reliance on AI output that you did not verify.

Budget figures drawn from market rates are estimates, not quotes, and no vendor is bound by them.

8. Vendors, venues and other third parties

Planvent helps you find and contact vendors and venues, and passes messages between you. We are not a party to any agreement you reach with them, we do not vet, endorse or employ them, and we are not responsible for their work, their pricing or their conduct. Venue information sourced from third-party directories may be out of date; confirm it before you rely on it.

A dispute with a vendor, venue, client or guest is between you and them. To the fullest extent the law allows, you release Planvent Inc. and its people from claims arising out of such a dispute.

9. Your own business and insurance

If you use Planvent to run a commercial planning business, carrying the professional liability, general liability and other cover appropriate to that business is your responsibility. Planvent does not insure you, your events or your clients against any loss, and it does not guarantee the outcome or safety of an event. Event planning carries real risk - vendor non-performance, venue problems, budget overruns, guest incidents, and software error included - and you accept that risk and exercise your own professional discretion when you act on anything the platform tells you.

10. What we promise, and what we do not

We will provide the platform with reasonable skill and care. Beyond that, and to the extent the law allows, Planvent and everything it generates is provided as is and as available during the beta, without warranties of any kind, express, implied or statutory, including merchantability, fitness for a particular purpose, title, non-infringement, accuracy, or that the service will be uninterrupted, secure or error-free.

Neither side is liable for indirect or consequential loss, or for lost profits, revenue, data, goodwill or business opportunity, even if warned it was possible. Our total liability to you for all claims taken together is limited to the greater of the fees you paid us in the twelve months before the claim, or CAD $100. That limit applies whatever the claim is framed as - contract, tort, negligence or otherwise - and even if a remedy in these terms fails its purpose.

Nothing here excludes liability that cannot legally be excluded, including for fraud, or for death or personal injury caused by negligence. Some jurisdictions do not allow these exclusions, in which case they apply to you only as far as the law permits.

We take reasonable measures to protect what is on the platform, described in section 11 of the privacy policy, but no system is perfectly secure and we do not guarantee that unauthorised access will never happen. Except where it is caused by our gross negligence or wilful misconduct, our liability for it is subject to the limit above.

11. Indemnity

You will defend and cover us, and our officers, directors, employees and agents, against claims, losses and reasonable legal costs arising from:

• content you put into Planvent, including a claim that you had no right or consent to collect, upload or process it, or that it infringes someone’s rights;
• your use of the platform in breach of these terms or of the law;
• your dealings with a vendor, venue, client or guest, including an event you planned using Planvent; and
• your reliance on AI output you did not verify.

This survives the closing of your account. We may take over the defence of a matter you are covering, at your cost, and you will co-operate with it.

12. Resolving a dispute

Talk to us first. Before filing anything, write to hello@planvent.ca and give us 30 days to resolve it with you. Most things end here.

Then arbitration. If that does not work, the dispute will be settled by final and binding arbitration before a single arbitrator in Toronto, Ontario, administered by the ADR Institute of Canada under its Simplified Arbitration Rules. We will pay the administrative filing fee and the arbitrator’s fees for any claim under CAD $25,000, so that cost is not what decides whether you bring one. Either of us may instead bring an individual claim in small claims court, or ask a court for an injunction to protect intellectual property or confidential information.

Individually, not as a class. To the extent the law allows, claims must be brought individually and not as part of a class, collective or representative proceeding, and each of us waives a jury trial. If that waiver is held unenforceable for a particular claim, that claim goes to court and the rest of this section still stands.

13. Ending it

You can close your account at any time by writing to hello@planvent.ca. We may end or suspend your access if you breach these terms, or on 30 days’ notice for any other reason.

Either way, for 30 days after the account closes you may ask us for a copy of your data and we will produce it - self-serve export is not built yet, so during the beta this is a request to a person, answered within those 30 days. After that it is deleted on the schedule in the privacy policy. Sections 5, 6 and 8 through 16 survive.

14. Things outside our control

We are not liable for failure or delay caused by something beyond our reasonable control, including outages at our infrastructure or AI providers, natural disasters, labour disputes or acts of government.

15. Our intellectual property, and your feedback

The platform - its software, design, trademarks and branding - belongs to Planvent Inc.. These terms give you no right to use our name or branding without our written consent.

If you send us feedback, and we hope you will, you allow us to use it to improve Planvent without obligation or payment. Feedback is not confidential and does not make you an owner of anything we build with it.

16. Changes, law and the rest

We may update these terms; we will post the new version here and email you before a material change takes effect. Continuing to use Planvent afterwards accepts it.

These terms are governed by the laws of Ontario and the federal laws of Canada that apply there, without regard to conflict-of-laws rules. Subject to section 12, the courts of Ontario have exclusive jurisdiction. If a clause is unenforceable, it is narrowed as far as needed or severed and the rest stands. Our not enforcing something once does not waive it later. You may not assign these terms; we may, to a successor of the business.

These terms, the privacy policy, the cookie policy and the data processing addendum are the whole agreement between us and replace anything discussed beforehand. Where the DPA and these terms disagree about the handling of personal data, the DPA wins.

17. Contact

Planvent Inc., 490 Gordon Krantz Avenue, Milton, ON L9E 1Z5. hello@planvent.ca