TheBrokerMate Terms and Conditions

1. About these Terms

These Terms and Conditions (“Terms”) are an agreement between MEERKATS DEV INC., Vancouver, British Columbia, Canada (“BrokerMate”, “we”, “us”), which operates TheBrokerMate (thebrokermate.com), and the business or individual that subscribes to it (“you”). By creating an account, subscribing, or using the Service, you agree to these Terms. If you accept on behalf of a brokerage or company, you confirm you have authority to bind it.

2. Definitions

• Service: the BrokerMate web application, borrower intake portal, document processing, notifications, integrations and related support.
• Borrower: a person you invite to submit information or documents through the Service.
• Customer Data: all information and files you or your Borrowers submit to the Service, including personal information.
• Plan: the subscription you choose, as described in section 5 and on our pricing page.
• Deal: a new Borrower. A Borrower who returns (recognised by the same email address or phone number) is not a new Deal, however many files or documents they send.

3. Who can use the Service

The Service is for business use by mortgage professionals and their staff. You must be at least the age of majority in your province. You are responsible for everyone who uses your account and for keeping login details secure. Tell us promptly at info@thebrokermate.com if you suspect unauthorized access.

4. What the Service does

BrokerMate helps you collect documents from Borrowers, extracts information from those documents using automated tools, notifies you, and can send information to third-party systems you connect, such as Finmo. We may improve, change or remove features over time; we will not materially reduce the core features of your Plan during a paid billing period.

BrokerMate is a software tool. We are not a lender, mortgage broker, financial advisor or legal advisor, and nothing in the Service is a lending decision or advice.

5. Plans

• BrokerMate Essentials — CAD $49 per month or CAD $490 per year: access to the Service for up to 5 Deals per month. Each additional Deal in a month is CAD $8.
• BrokerMate Growth — CAD $129 per month or CAD $1,290 per year: access to the Service for up to 20 Deals per month. Each additional Deal in a month is CAD $6.
• BrokerMate Pro — CAD $229 per month or CAD $2,290 per year: access to the Service for up to 50 Deals per month. Each additional Deal in a month is CAD $5.
• Custom plans are agreed with you in a separate written quote.

A month is a calendar month in Pacific time. Deals included in your Plan don’t carry over to the next month. When you have used your Plan’s Deals for the month, we tell you by email. Each additional Deal is added to your next invoice; on a yearly Plan, additional Deals are invoiced once a month, after the month ends.

6. Fees, billing and automatic renewal

• Prices are in Canadian dollars and exclude taxes. Applicable taxes (such as GST, HST, PST or QST) are added based on your billing location.
• Your subscription is billed monthly or yearly in advance, as you choose at sign-up, and renews automatically for the same period until you cancel.
• By subscribing, you authorize us and our payment processor, Stripe, to charge your payment method each billing period for the Plan fee plus taxes. We do not store full card numbers.
• Receipts are sent to your billing email.

7. Plan changes and price changes

• Upgrades take effect immediately, with a prorated charge for the rest of the billing period. Downgrades take effect at the start of your next billing period.
• We may change Plan prices with at least 30 days’ notice by email. The new price applies from your next billing period after the notice period. If you don’t agree, you can cancel before it takes effect.

8. Failed payments

If a payment fails, we will notify you and retry. If payment is still outstanding 14 days after the due date, we may suspend the Service. If it is still outstanding after 30 days, we may end your subscription under section 21.

9. Cancellation and refunds

You can cancel at any time from your account settings or by emailing info@thebrokermate.com. Cancellation takes effect at the end of your current billing period, and you keep access until then. Fees already paid are non-refundable, including for partially used months, except where required by law or where we charged you in error.

10. Free trial

We do not currently offer a free trial. Your paid subscription starts when you subscribe. If we offer a trial in the future, its length and terms will be shown before you sign up, and we will remind you by email before the first charge.

11. Your responsibilities

You are responsible for:

• obtaining any consent and giving any notice required by law before you collect a Borrower’s personal information or send it to us or to connected systems;
• only asking Borrowers for information you actually need;
• reviewing all information produced by the Service before you rely on it or send it to a lender or any other system;
• your own legal and regulatory obligations as a mortgage professional, including those set by your provincial regulator and under anti-money-laundering and privacy laws — using BrokerMate does not satisfy them for you;
• the accuracy of information you enter, and the credentials you give us for connected services.

12. Acceptable use

You must not: use the Service for anything unlawful or fraudulent; upload malware or content you have no right to share; try to access other customers’ data or bypass security; overload, scrape, copy or reverse-engineer the Service; or resell it without our written permission.

13. Customer Data and privacy

• You own your Customer Data. You give us permission to process it only to provide, secure, support and improve the Service and as the law requires.
• For Borrower personal information, you decide why it is collected; we process it on your behalf and under your instructions.
• Our Privacy Policy explains how we handle personal information, which service providers (sub-processors) we use, and where data is stored and processed.
• We do not sell Customer Data.
• If we become aware of a security breach affecting your Customer Data, we will notify you without undue delay and give you the information you reasonably need to meet your own notification duties.

14. Automated document processing

The Service uses automated tools, including AI, to read documents. These tools can make mistakes or miss information. You must review extracted information before relying on it or sending it anywhere. Any figures or summaries the Service shows are indicative only and are not a lender decision.

15. Third-party services

The Service works with services we don’t control, such as Finmo, payment processors, email providers, cloud storage and AI providers. Your use of them is also governed by their terms. When you connect one, you authorize us to send and receive data with it on your behalf. We are not responsible for their availability, changes or errors, but we will make reasonable efforts to address integration problems on our side.

16. Security

We use reasonable administrative, technical and physical safeguards appropriate to the sensitivity of the information. No system is completely secure, and you are responsible for securing your own devices, accounts and credentials.

17. Availability and support

We aim to keep the Service available, but we don’t guarantee uninterrupted or error-free operation, and there may be scheduled maintenance. Support is available by email at info@thebrokermate.com from 9 am to 5 pm Pacific Time, business days.

18. Intellectual property

We own the Service, including software, designs and any setup or configuration work we do for you, unless we agree otherwise in writing. During your subscription, we give you a non-exclusive, non-transferable right to use the Service for your business. You keep ownership of your name, logo and branding and allow us to display them in your portal and communications to your Borrowers. If you send us feedback, we may use it without obligation to you.

19. Confidentiality

Each of us will keep the other’s non-public business information confidential and use it only for this agreement, except where disclosure is required by law.

20. Disclaimers

Except as expressly stated in these Terms, the Service is provided “as is” and “as available”, and to the extent permitted by law we disclaim all other warranties, including fitness for a particular purpose and non-infringement.

21. Suspension and termination

We may suspend or end your access if you materially breach these Terms, don’t pay (section 8), or your use creates a security or legal risk, and we will give notice where reasonable. You may end your subscription at any time under section 9. You keep full use of the Service until the end of the period you have paid for.

After your subscription ends, your account is read-only for 30 days: signing in takes you to a page of your own, where you can restart your subscription or export your Customer Data — your whole account, every client folder together, as a single download. We email you when your subscription ends, 7 days before that export deadline and again 1 day before it.

Within 30 days after the export deadline, we delete your Customer Data — the documents in your folder and the records of submissions and downloads that go with them — on those dates, rather than waiting for you to ask, except where the law requires us to keep something. While your account is read-only you can ask us to delete your Customer Data sooner, and we then delete it right away. Deletion is final: if you subscribe again you get a working account, not your earlier files.

We store your Customer Data for you, in Canada, in a folder that belongs to your account alone, and it stays your record: you are responsible for keeping your own copies of anything you are legally required to retain, and the export in your account is how you take them, before the export deadline. After the deletion we keep your closed account and its address, your billing and invoice references, your own profile and settings, our audit log, and one record of the deletion itself — its date, how many client folders and files were removed, and what triggered it, with no Customer Data in it. Deleting your Customer Data removes it from our live systems; we have no long-term backup retention period configured for it, and we don’t promise one.

22. Limitation of liability

To the extent permitted by law: neither party is liable for indirect, incidental, special or consequential damages, or for lost profits, revenue or data; and each party’s total liability under these Terms is limited to the fees you paid us in the 12 months before the event giving rise to the claim. These limits do not apply to your payment obligations, a breach of section 12, or liability that cannot be limited by law.

23. Indemnity

You will defend and compensate us for third-party claims arising from Customer Data you collected or submitted without the required consent or legal basis, or from your breach of section 11 or 12.

24. Changes to these Terms

We may update these Terms. For material changes, we will email you at least 30 days before they take effect. If you keep using the Service after that, the new Terms apply; if you don’t agree, you can cancel before they take effect.

25. Governing law

These Terms are governed by the laws of British Columbia and the federal laws of Canada that apply there. The courts of British Columbia, sitting in Vancouver, have exclusive jurisdiction.

26. General

These Terms are the entire agreement about the Service. If any part is unenforceable, the rest still applies. We may assign these Terms in connection with a merger or sale of our business; you may not assign them without our written consent. Neither party is liable for delays caused by events beyond its reasonable control. Notices to you go to your account email; notices to us go to info@thebrokermate.com.

27. Contact

MEERKATS DEV INC. · Vancouver, British Columbia, Canada · info@thebrokermate.com