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Terms of service

Terms of Service

Last updated: August 15, 2026

These Terms of Service ("Terms") are a binding agreement between you and copilotBC ("copilotBC", "we", "us", or "our") governing your access to and use of the copilotBC application, website, and related services (together, the "Service"). By creating an account, subscribing, or using the Service, you agree to these Terms. If you do not agree, do not use the Service.

copilotBC is the business name under which Shandria Caroline Kyla Slade, a sole proprietor located in British Columbia, Canada, carries on business. References to "copilotBC", "we", "us", or "our" mean that sole proprietorship.

1. Who can use copilotBC

copilotBC is built for driving instructors operating in British Columbia, Canada. To use the Service you must be at least 19 years old, be legally able to enter into this agreement, and use the Service for your own professional instruction business. People you invite to view a report (students, parents, or guardians) may access only the specific records you share with them.

2. Your account

If your subscription covers more than one instructor, section 13 adds terms that apply to your driving school.

3. Acceptable use

You agree that you will not:

We may suspend or terminate accounts that violate these rules, with notice where practical.

4. Subscriptions, billing & payment processor

copilotBC is offered on a subscription basis at the prices shown on our Pricing page. Where a free trial is offered, you may evaluate the Service before any charge. Unless stated otherwise, subscriptions renew automatically at the end of each billing period until cancelled.

copilotBC is the seller (merchant of record) for all subscriptions. Payments are processed on our behalf by Stripe ("Stripe"), a third-party payment processor, on a Stripe-hosted checkout page — copilotBC never receives or stores your full card number. copilotBC issues your invoice/receipt and is responsible for collecting and remitting any applicable Canadian sales tax (such as GST/PST), which is shown at checkout where it applies.

Lesson payments (instructor payouts). Separately from subscriptions, copilotBC offers an optional facility for an instructor's students to pay for driving lessons by card. These payments are processed by Stripe through Stripe Connect: each payment is made directly to the seller's own Stripe account (less Stripe's processing fee and any platform fee we disclose) — copilotBC never holds or receives the funds. For lesson payments, the seller — not copilotBC — is the provider and merchant of record of the driving-lesson service, including refunds and any applicable tax; copilotBC only facilitates the payment. The seller is the instructor, unless the lesson, bill or prepaid package was recorded while that instructor held a seat on a driving school's plan, in which case it is that school and the money goes to the school's Stripe account. See section 13. Anyone who uses this facility must accept Stripe's Connected Account Agreement and is responsible for their own tax obligations on lesson income.

5. Cancellation & refunds

You can cancel your subscription at any time from Settings. When you cancel, your subscription remains active until the end of the period you've already paid for, and it will not renew after that. Once it ends, the app is no longer available to you, with one exception: signing in takes you to the plan page, and from there you can still download a complete copy of your records. That is an export and nothing more. Your schedule, your lesson reports and your settings screens are not available once a plan ends. Ending a subscription does not delete anything. Records subject to a retention period stay stored for that period, and resubscribing restores your access to them.

copilotBC does not offer refunds for fees already paid, including for partial billing periods, unused time, or periods after you stop using the Service. The full details are set out in our Refund Policy. Nothing in this section limits any non-waivable rights you may have under applicable consumer-protection law. Refunds of lesson payments made through Stripe Connect are between you and whoever sold you the lesson, which is your instructor or the driving school they teach for — see the Refund Policy for how to raise one.

6. Your data & ownership

The student records, lesson notes, reports, and other content you enter ("Your Data") belong to you. You grant us a limited licence to host, process, and display Your Data solely to operate the Service for you. You can export it at any time while your subscription is active, from the Records page or from an individual student's page. We handle Your Data as described in our Privacy Policy.

The Service itself — the software, design, branding, and templates — belongs to copilotBC and is protected by intellectual-property law. We grant you a personal, non-exclusive, non-transferable right to use it while your subscription is active.

7. ICBC alignment — important

copilotBC's checklists, readiness scores, and reports are designed to align with ICBC's published assessment criteria and BC's Graduated Licensing Program. They are not official ICBC documents, are not endorsed by or affiliated with ICBC, and do not substitute for an ICBC examiner's assessment or any official record ICBC requires. A copilotBC readiness score is a teaching aid and an instructor's professional judgment — not a prediction or guarantee of a road-test result. You are responsible for meeting your own regulatory record-keeping obligations.

8. Availability

We work to keep the Service running reliably, with a target of 99.5% monthly uptime, and copilotBC is designed to keep working offline and sync when you reconnect. Even so, the Service is provided on an "as available" basis and we may need to perform maintenance, which we'll try to schedule and announce in advance where practical.

9. Disclaimers

To the fullest extent permitted by law, the Service is provided "as is" and "as available" without warranties of any kind, whether express or implied, including implied warranties of merchantability, fitness for a particular purpose, and non-infringement. We do not warrant that the Service will be uninterrupted, error-free, or that it will meet every regulatory requirement applicable to your business.

10. Limitation of liability

To the fullest extent permitted by British Columbia law, copilotBC will not be liable for any indirect, incidental, special, consequential, or punitive damages, or for lost profits, lost data, or losses arising from events outside our reasonable control, the outcome of any lesson or road test, or your reliance on the Service to meet a regulatory obligation. Our total aggregate liability for any claim relating to the Service is limited to the amount you paid for the Service in the 12 months before the event giving rise to the claim.

11. Indemnity

You agree to indemnify and hold copilotBC harmless from claims, losses, and reasonable legal costs arising out of your use of the Service in breach of these Terms or in violation of applicable law, including any failure to obtain the consents required to process student personal information.

12. Termination

You may stop using the Service and close your account at any time. We may suspend or terminate your access if you breach these Terms, fail to pay, or use the Service in a way that creates legal risk or harms others. Access to the Service ends when your subscription ends, as section 5 describes, so export anything you need before that date. After that, data is handled per our Privacy Policy and any record-retention period described there.

13. School plans

This section applies if your subscription covers more than one instructor. At checkout that is the School plan, and the person who buys it is the owner. Everything above applies to your school as well. Where this section and an earlier section disagree about something specific to a school, this section is the one that applies.

Who the plan is for. School plans are available to driving schools licensed in and operating in British Columbia. If your school operates outside BC, or has instructors or students outside BC, we cannot offer you a School plan at the moment. Privacy law differs by province and we are not yet set up to meet those differences properly. The plan is built for small BC driving schools. It is not built for franchises, for commercial (Class 1 / MELT) training providers, or for any use where the records of one legal business are mixed with the records of another.

The owner account. One person holds the owner account. That person signs up, pays, and is responsible for the school's use of the Service. They must be authorised to act for the driving school: someone who can bind it if it is a corporation, or the proprietor or a partner otherwise. The owner is our point of contact for billing, for notices, and for privacy questions. We recommend, but do not require, that a second person at your school can reach the owner account, because recovering access to a single-owner account is done by hand through [email protected]. The owner account can see across the whole school, so give it a strong, unique password and turn on two-factor sign-in. copilotBC offers two-factor sign-in using an authenticator app. It is optional, and it is set up by the account holder in Settings rather than imposed by the school.

What a seat is. A seat is a place on your plan for one instructor, and you cannot have more instructors than your plan covers. The owner account always counts as one of the seats, whether or not the owner teaches, so a school whose owner works alongside two other instructors needs three. An instructor who has been invited but has not yet accepted also counts, because the seat is being held for them. A School plan covers a minimum of 2 instructors and a maximum of 25. Larger teams are set up by arrangement: email [email protected].

How an instructor takes a seat. The owner copies a join link from the admin panel and sends it to the instructor. The instructor opens it, signs in to their own copilotBC account or creates one in the normal way, reads a prompt setting out what the school will and will not be able to see, and presses Accept. The seat is then bound to the verified email address on their own account. The owner can replace the link at any time, which retires the previous one.

copilotBC does not create accounts for your instructors. We never issue or hold an instructor's password on the owner's behalf, and that is deliberate. Anyone who knows an instructor's password can sign lesson records in that instructor's name, and a training record is only worth keeping if it says who actually taught the lesson.

Both sides have to agree. The school's access does not begin until the instructor accepts. An instructor who has not accepted is not visible to the owner, and neither are their records. An owner cannot switch on access to somebody else's records on their own.

Instructors are not our customers. Our contract is with the school. An instructor using a seat is bound by these Terms, but payment, plan changes and cancellation are between the school and us.

Your business details apply across the school. The business name, address, phone number and email, GST registration, price list, cancellation-fee handling, refund and package terms, fee notes, school policy and compliance disclosure that the owner sets apply to every instructor holding a seat, and they replace whatever that instructor had set for themselves. The same applies to whether lesson audio recording is available at all, and to how long recordings are kept. An instructor cannot override any of them while their seat is live. Nothing of theirs is lost: their own settings are kept aside and come back if they leave.

What the owner can see. Read-only, for each instructor holding an accepted seat:

The owner sets the e-Transfer address an instructor's students pay into. While a seat is active, that destination belongs to the school and the instructor cannot change it. The owner does not see the instructor's own e-Transfer address: it is kept aside for as long as the seat lasts and is restored, unchanged, if the instructor leaves.

The owner sees an instructor's whole history, not only the work done for your school. While a seat is active there is no date limit on the owner's view, so it includes students that instructor taught before they joined your school. Every instructor is told this in the prompt they read before they accept a seat.

What the owner never sees. None of the following is part of the owner's view at any point:

What the owner cannot do. The owner cannot edit or delete another instructor's records, sign off a lesson in someone else's name, or produce a report in someone else's name. A signed record cannot be changed by anyone, including us.

Owner access is not logged. The activity log records changes to a record. It does not record who looked at one. If your school needs read auditing, tell us before you subscribe, because we would rather say no than have you assume it is there.

Licensing and record-keeping stay yours. Under BC's Motor Vehicle Act Regulations, a driving school holds a school licence and each instructor holds an instructor licence. Checking that every instructor you give a seat to holds a valid licence is your job, and we do not check it. The record-keeping obligation is the school's as well. The app is built to help with it and will not let you delete a signed record early, but using copilotBC does not discharge that obligation or prove that you have met it.

Lesson payments go to the school. Your school is the seller and merchant of record for every lesson, bill and prepaid package one of your instructors records while they hold a seat on your plan, so a student paying by card pays your school's Stripe account and your school issues any refund from it. That follows what the rest of this section already sets out: those students are contracting with your school, under its name, its GST registration, its refund policy and its disclosure. The school owner connects the Stripe account, in their own Settings, and your instructors do not need Stripe accounts of their own. Work an instructor recorded before joining your school, or after leaving it, is still sold by them and paid to them. copilotBC is not a party to any of it and never holds the money.

What your school pays its instructors is between you and them. copilotBC does not calculate, split, hold back or pay out any share of a lesson payment, and offers no way to do so. The whole amount reaches your school's Stripe account and what happens next is your arrangement with your instructor.

What a School plan costs. Instructors are priced in bands, and each band applies only to the instructors inside it, so adding an instructor never re-prices the ones you already had. The bands and the monthly totals are on our Pricing page, and the price for the number of instructors you choose is shown at checkout before you pay. Because the price is banded, there is no single per-instructor figure for a team. The number to compare is the monthly total.

Changing the number of instructors. The owner can change the school's seat count at any time from the billing portal, which the app opens from the Subscription card in the school admin area or in Settings, anywhere between 2 and 25 instructors. Adding an instructor takes effect straight away, and we charge the difference pro-rata for the rest of the current billing period. Removing one takes effect at your next renewal rather than straight away, so the instructors in those seats keep working until then and there is nothing to refund. The portal cannot move a school onto the single-instructor price, and a school that needs more than 25 instructors should email [email protected]. Cancelling the plan is unchanged and still takes effect at the end of the period you have paid for.

If you have more instructors than seats. Because a reduction takes effect at your renewal, you have until that date to decide who keeps a seat. We tell you the date, and which instructors are affected, in your admin panel and by email as soon as the change is scheduled. You can switch off whichever seats you choose at any point before then, or raise your seat count again and keep everyone.

What happens if you do not choose. If your renewal arrives and you still have more instructors than seats, we switch off the extra seats for you, starting with any invitations that have not been accepted and then the most recently added instructors. Switching a seat off is not an account closure and it is not permanent. That instructor keeps their own account and everything in it, carries on working independently, and is told what has happened and why. You keep being able to view the students, lessons and reports they recorded while they held a seat with you, which BC's driver-training rules require your school to keep. You can put any switched-off instructor back on a seat whenever you have one free, and they accept it again as they did the first time.

When an instructor leaves. Every instructor's records live in that instructor's own account, and your school can see them because that instructor accepted a seat you provisioned. When the seat ends, whether the owner revokes it or the instructor leaves, your school goes on being able to view the students, lessons and reports that instructor recorded while they held the seat. BC's driver-training rules make those the school's records to keep, for a period currently understood to be six years, and it is the school ICBC asks for them rather than the instructor who has moved on.

Some things end with the seat. Bills, payments, prepaid packages and their agreements, the activity log and the instructor's own settings follow the seat rather than the record, so they stop being visible when the seat ends. If your school needs any of those for its own books, take a copy while the instructor is still with you. Work the instructor did before joining your school, and anything they do after leaving, also stops being visible when the seat ends. Nothing is deleted by an instructor leaving: their records stay in their own account, where the retention rules stop them being deleted early. Your access is read-only throughout, exactly as it was while they worked for you.

Export works one student at a time. The app exports a complete data dossier for a single student, from the account that holds that student's record, at no charge. There is no export that covers a whole school, and the owner account cannot export another instructor's students: that instructor runs the export from their own account. Plan around that if you want your own copy of your school's records. It is taken one student at a time, and it has to be taken while the subscription is live.

The shared vehicle list. The owner can keep a list of the school's vehicles, and instructors can pick one for a lesson. Those records are the school's. Keeping them accurate, insured and matching what your licence requires is the school's job.

Privacy. Your school is the organization responsible for your students' personal information under BC's Personal Information Protection Act. You obtain the consents, you answer access and correction requests, and you decide who at your school sees what. You must tell your students that the school holds their records, not only their instructor. The enrolment documents a student signs name the school and say who at it can read the record, but the consent process is yours to run. PIPA also requires you to designate someone responsible for privacy at your school and to make their contact details available. The clauses that follow set out how copilotBC handles those records on your school's behalf.

What we do with your students' records. We hold them to provide this service to you and for nothing else. That means storing and syncing them, showing them to the people described above, producing the reports, exports and printable records the app produces, sending the automatic lesson notifications described in section 14, keeping the service running and secure, and answering support requests you raise. We do not sell personal information and we do not use student records for advertising. If we wanted to use them for anything else we would ask you first, in writing.

Three things we handle for ourselves, rather than on your behalf. Saying we only ever act on your instructions would not be accurate, so here are the exceptions. Your account and your bill are ours: copilotBC sells you the plan, and your account holder's name, email address and billing details are collected for taking payment, for tax, for fraud prevention, and for contacting you about the service. A student or parent who signs up for the copilotBC portal creates an account with us, sets their own password and chooses their own notification settings, so that account is ours while the training record it can see is yours. And when someone at your school asks a question through the in-app help, that question comes to us and we answer it, which is our service to you rather than something we do on your behalf.

Where your records are kept. Your records database is stored in Google Cloud Firestore in the Toronto region of Canada. We do not hold separate backup copies of it ourselves. Some operational parts of the service process information outside Canada: transactional email delivery, some serverless processing, payment processing, and the in-app help assistant, which sends the question an instructor types and attaches nothing from a student record, lesson or report. The providers we use, and what each one does, are listed in our Privacy Policy. BC's Personal Information Protection Act does not restrict where private-sector personal information may be stored. We tell you where it is because you should know, and because your own students may ask.

Changing a provider. If we want to add or change a provider that handles your students' personal information, we will tell your account holder by email at least 30 days beforehand. If you object on reasonable privacy grounds within those 30 days we will discuss it with you, and if we cannot find a way forward you may end your School plan without penalty and we will refund the unused part of the period you have paid for. This does not apply to a provider we have to change urgently for security or continuity reasons. In that case we will tell you as soon as we can afterwards.

Security. Our Security page describes the measures in place and carries the date it was last reviewed. In summary: encrypted connections, server-side rules that isolate each instructor's data and control exactly what a school owner may reach, a verified email address on every account, app-integrity checks, records that cannot be edited or deleted once signed, and an append-only activity log. That page also lists what we do not have, because a security summary that only lists strengths is not much use to you. We will keep these measures at least as protective as they are now for as long as you hold a plan, and if we change them they will not get weaker. No system is perfectly secure and we do not claim ours is.

If there is a breach. BC privacy law does not currently require a private-sector business to report a privacy breach to anyone. We are agreeing to do it anyway. If we discover a breach of security affecting your students' or your instructors' personal information, we will tell you without unreasonable delay, and in any event within 72 hours of confirming it. We will tell you what happened, what information was involved, roughly how many people are affected, what we have done about it, and what we suggest you do. You decide whether to notify the affected students and parents, because you are the organization responsible for those records, and we will not notify your students directly without telling you first. The exception is a student's own portal account, which is our account and our notification to make. We keep a record of every breach affecting your data and will give you a copy on request. By breach we mean a loss of, unauthorised access to, or unauthorised disclosure of personal information. A failed login attempt or a blocked attack is not a breach.

When a student asks for their information. Under PIPA a person can ask the responsible organization for a copy of their personal information and can ask for an error in it to be corrected, and the organization has 30 days to respond. For student records that request goes to you. Answering it means going to the instructor who holds that student's record and asking them to run the export, because the export runs from the account that holds the record and the owner account cannot run it on a member's behalf. If you need something the app cannot produce that way, ask us and we will help within 10 business days, at no charge, so that you can meet your 30-day deadline. If a student or parent contacts us directly about a record you hold, we will not answer it ourselves: we will tell them to contact their school, and we will let you know they asked. Requests about a student's portal account itself, meaning the login, the email address on it and the notification settings, come to us, because that account is ours.

Deleting a record and deleting an account are two different requests. The retention period described above shapes how the app behaves. Student records cannot be hard-deleted, and signed lesson records and sent reports cannot be deleted at all: the server refuses the attempt rather than relying on the app to behave. Once a record is past the retention window the app removes or anonymises it and writes that to the activity log, and the sweep runs on an instructor's device when they next open the app rather than as a scheduled job on our servers. So if a student asks for their training record to be erased before that period is up, neither you nor we can simply do it. Deleting their portal account is a different act: we will delete the login, the password and the notification settings when they ask, we will not delete the training record, and we will tell them exactly that, so nobody is left believing their record has been erased when it has not.

Lesson audio. Nothing is recorded unless three separate things are true: recording is switched on for your school, the instructor has turned it on in their own app, and that particular student has signed a consent saying yes. A student who says no is not asked again, and nothing about their lessons, bookings or records changes. The audio stays in the browser's own storage on the instructor's device and is never uploaded to us. It is turned into text on that same device, and only the text the instructor keeps goes into the lesson notes or the report. Recordings delete themselves after the window your school sets, which is 30 days by default and can be set anywhere between 1 and 90. There is no option to keep them indefinitely and the automatic deletion cannot be turned off. If a student's signed consent recorded a shorter window than the one your school has set since, the shorter one applies. A student or parent can withdraw at any time, recording stops immediately, and the instructor's app deletes the audio it holds the next time it is opened. One honest limit: because the audio sits on devices rather than on our servers, we cannot delete it centrally and we cannot confirm on your behalf that every device an instructor uses has done so. Signing out of the app erases the stored audio on that device.

Ending a School plan. You can cancel at any time from Settings, and section 5 applies: the plan runs to the end of the period you have paid for and does not renew, and fees already paid are not refunded. We may also suspend or end a School plan if payment fails, if the plan is used in breach of these Terms, or if it is used in a way that puts other people's personal information at risk. When the plan ends, the school's view across its instructors ends at the same moment as everyone's access to the app, and there is no read-only period afterwards. Each account can still download a complete copy of its own records from the plan page, which is an export and not continued use of the app. Nothing is deleted. Records subject to a retention period stay stored for that period, subscribing again restores access to them, and each instructor keeps their own account and their own records and can carry on with a subscription of their own. What this section says about security, about telling you if there is a breach, and about retention goes on applying to data we still hold after your plan ends.

14. Email & electronic communications

By creating an account, you agree that copilotBC may send you electronic messages related to the Service — email verification, password resets, security and service notices, subscription receipts and billing notices, and other transactional or relationship messages. These messages are part of the Service and are not marketing.

The Service also sends automatic transactional notifications — such as lesson confirmed, lesson cancelled, and lesson reminder messages — by email (and, where enabled, push notification) to the students and to the parents or guardians whose contact details an instructor enters. Each such message relates to a specific lesson or booking and is a transactional/service message, not marketing. These messages are sent on the instructor's behalf and identify copilotBC as the sender.

Instructor responsibility. If you are an instructor, you represent and warrant that you have collected each student's — and, for a minor, each parent's or guardian's — contact details lawfully, and that you have the consent required under BC's Personal Information Protection Act (PIPA) and Canada's Anti-Spam Legislation (CASL) for copilotBC to send these transactional lesson messages to those people on your behalf. You are responsible for keeping the contact details you enter accurate. To stop lesson notifications for a student, remove or update that student's contact details in the app, or contact us at [email protected].

15. Changes to these Terms

We may update these Terms from time to time. If we make a material change, we'll update the "Last updated" date and, where appropriate, notify you in the app or by email. Continuing to use the Service after a change takes effect means you accept the updated Terms.

16. Governing law

These Terms are governed by the laws of the Province of British Columbia and the federal laws of Canada that apply there, without regard to conflict-of-laws rules. The courts located in British Columbia have jurisdiction over any dispute, subject to any non-waivable rights you have under local consumer law.

17. Contact

Questions about these Terms: [email protected].
Billing and invoice questions: [email protected].

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