Terms of Service

These Terms of Service (the "Terms") govern access to and use of Dispatchen, a software service owned and operated by Hexnix Group Inc. ("Hexnix Group", "we", "us" or "our"). By requesting a demo, or by subscribing to and using a Dispatchen workspace, you agree to these Terms on behalf of the business you represent. Dispatchen is provided to businesses only; by subscribing, you confirm that you are acting for a business and not as a consumer.

1. The service

Dispatchen is software for businesses that work at their clients' sites, including cleaning and maintenance companies. It provides scheduling, time and attendance, checklists and inspections, work orders, client service reports, team messaging and related features, as described on our website for each plan. A persistent workspace is provided only after payment. We do not offer free accounts or free trials.

2. Demo workspaces

After you confirm your email address, we may provide a temporary demo workspace containing fictional sample data so that you can evaluate the service. Demo workspaces are provided for evaluation only, may be reset or removed at any time, and are deleted automatically after a period without use, currently 14 days. You should not enter real customer or employee information into a demo workspace.

3. Plans, prices and billing

Dispatchen is offered on the plans and at the prices shown on our pricing page at the time you subscribe, currently the Crew, Business and Operations plans, billed monthly or annually. Every plan includes an unlimited number of users. Prices are shown in the currency of the region we detect for you, which you may change. You are charged in the currency that corresponds to the billing country you select at checkout: US dollars, Canadian dollars, British pounds or Australian dollars.

Prices exclude taxes. Any goods and services tax, harmonized sales tax or other applicable tax is added at checkout. Payments are processed by Stripe, and we never receive or store your full card details. Your subscription renews automatically at the end of each billing period, at the price of your plan in effect at that time, until it is cancelled.

4. Free setup

For each new customer, we provide one initial setup of the workspace at no charge. This consists of entering the sites, users, schedules and checklists that you provide to us in a spreadsheet or similar list. Free setup does not include custom software development, integrations with other systems, or repeated data entry after the initial setup. You are responsible for reviewing the setup before your staff begin using the workspace.

5. Fourteen-day money-back guarantee

If Dispatchen does not suit your business, you may request a refund by email within 14 days of your first payment, and we will refund that payment in full. This guarantee applies once per business and does not apply to renewal payments. Except as stated in this section or as required by law, payments are non-refundable, and we do not provide refunds for partial billing periods.

6. Cancellation

You may cancel your subscription at any time from Settings, Billing in your workspace, or by email to [email protected] from the address on your account. Cancellation stops future renewal charges. Your workspace remains available until the end of the billing period already paid for. Access is then suspended, and we retain your data for 30 days so that you may return or export it, after which it is deleted. Copies held in our backups are overwritten within a further 14 days.

7. Late or failed payments

If a payment fails, we will notify you by email and attempt the payment again. If an amount remains unpaid for 14 days, we may suspend access to the workspace until it is paid. Your data is retained during suspension as described in section 6.

8. Your data

You retain ownership of all data that you or your users enter into Dispatchen, including job records, schedules, checklists, documents, photographs, and personal information about your staff and clients ("Customer Data"). You grant us permission to host, copy, transmit and process Customer Data only as necessary to provide, secure and support the service, and as described in our Privacy Policy.

An owner of the workspace may download a complete copy of the Customer Data, including photographs and receipts, at any time from Settings, on any plan, including during the 30 days after a subscription ends.

9. Your responsibilities for staff information

You are responsible for having the right to enter information about your employees and contractors into Dispatchen, including clock-in times, locations and photographs, and for informing them that this information is collected, as required by the laws that apply to your business. Where the law requires you to maintain a written policy on electronic monitoring of employees, you are responsible for maintaining it. You may switch the location and photograph checks at clock-in on or off in Settings.

10. Shared reports

If you create a link to a service report, any person who has the link may view that report until the link expires or you withdraw it. Shared reports do not include pay rates, costs, locations or internal messages. You are responsible for deciding with whom you share a link.

11. Ask Dispatchen

The Business and Operations plans include Ask Dispatchen, an assistant that answers questions about your workspace using an artificial intelligence model provided by Anthropic. It is available to owners, managers and supervisors, it reads only the records that the person asking is permitted to see, and it cannot create, change or delete anything. Each plan includes the number of questions a month shown on our pricing page, and unused questions do not carry over to the next month.

Answers are produced automatically and may be incomplete or wrong. Please check anything important against the records themselves before relying on it, particularly for pay, billing or decisions about staff. An owner or manager may switch the assistant off for the workspace in Settings at any time.

12. Accounts and acceptable use

You must keep sign-in details secure, and you are responsible for activity carried out by the people you invite to your workspace. You may not use Dispatchen to store or process data that you do not have the right to use, attempt to circumvent its security or usage limits, resell access to unrelated businesses, or use the service in a manner that disrupts it for other customers. We may suspend a workspace that places the service or other customers at risk, and we will tell you the reason.

13. Support

We provide support by email and, where available, through the support form in the application. We aim to respond within one business day but do not guarantee response or resolution times.

14. Availability and limitation of liability

We take reasonable steps to keep the service available and back up Customer Data daily. The service is nevertheless provided "as is", without any guarantee of uninterrupted or error-free operation. To the maximum extent permitted by law, we are not liable for any indirect, incidental, special or consequential damages, or for loss of profits or revenue, arising from the use of the service, and our total liability for any claim is limited to the amount you paid us in the 12 months before the claim arose.

15. Changes

We may update these Terms, and we may change prices for future billing periods. We will notify existing customers by email at least 30 days before a price change takes effect for their account. Changes to these Terms are posted on this page with a new date.

16. Governing law

These Terms are governed by the laws of the Province of Ontario and the federal laws of Canada applicable in that province, without regard to conflict of law principles. The courts of Ontario have exclusive jurisdiction over any dispute arising from these Terms.

17. Contact

Hexnix Group Inc., 516 High St S, Thunder Bay, ON P7B 3M3, Canada. Email: [email protected].