Terms of Service

Last updated: September 25, 2026

These Terms of Service ("Terms") are an agreement between you and Trovia Technologies Inc. ("Trovia", "we", "us", "our") and govern your use of Trovia's platform, websites, connectors and applications (the "Service"). If you use the Service on behalf of an organization, you confirm you have authority to bind it, and "you" means that organization. By using the Service, you agree to these Terms and to our Privacy Policy, which forms part of them.

1. Order forms and statements of work

If your organization has signed an order form, statement of work or master agreement with Trovia (an "Order"), the Order controls where it conflicts with these Terms.

2. Definitions

• Customer Content means everything you or your users upload, connect or submit to the Service, including files, documents, emails, voice memos, messages and questions, together with all derived data Trovia creates from it, such as extracted text, embeddings, indexes, structured tables and citations.
• Output means answers, artifacts, documents and other results the Service generates for you.
• Knowledge Domain means a separately indexed, access-controlled collection of Customer Content within your account.

3. Accounts

You must provide accurate information and keep your credentials secure. You are responsible for activity under your account and for managing which users can access each Knowledge Domain.

4. Your content

You own your Customer Content, including everything in your Knowledge Domains, and Trovia claims no rights to it. Your original files remain in your own systems, unchanged; Trovia keeps a working copy and index to provide the Service and does not become your system of record. You are responsible for having the rights to the content you submit.

5. How we use your content, and what we never do

You allow Trovia to host, copy, index, process and display Customer Content only to provide the Service to you and as you instruct. This permission is non-exclusive.

Trovia will never:

• use Customer Content to train or fine-tune any AI model;
• share Customer Content with other customers, or allow retrieval across Knowledge Domains or accounts; or
• sell Customer Content or use it for advertising.

These commitments survive the end of these Terms.

6. Output and work product

As between you and Trovia, you own the Output and any work product Trovia delivers to you, and Trovia assigns to you any rights it may have in them. Trovia keeps ownership of the Service itself, including its software, models, prompts, templates and general know-how, none of which includes your Customer Content. Because AI systems can produce similar results for different users, Output that is not derived from your Customer Content may not be unique to you.

7. Confidentiality

Trovia treats Customer Content as your confidential information. Each party will protect the other's confidential information with at least reasonable care, use it only to perform under these Terms, and share it only with personnel and subprocessors who need it and are bound by similar obligations. A party may disclose the other's confidential information where the law or legal process requires it, provided it gives reasonable prior notice where permitted and discloses only what is required.

8. Security and data protection

• Customer Content is encrypted in transit and at rest.
• Customer Content is hosted in Canada, in Amazon Web Services' Canada (Central) region, unless your Order specifies a different region.
• Each Knowledge Domain is indexed and access-controlled separately, and retrieval is limited to the domain being queried.
• We will notify you without undue delay of any security incident affecting your Customer Content.
• A data processing addendum is available on request at legal@trovia.ai.

Our Privacy Policy describes our AI processing, subprocessors and data locations.

9. Acceptable use

• Do not use the Service to violate any law or the rights of others.
• Do not upload content you do not have the right to share.
• Do not attempt to reverse engineer, disrupt, overload or gain unauthorized access to the Service.
• Do not use the Service to generate harmful, deceptive or abusive content.

10. AI output

The Service uses AI models to generate Output from your Knowledge Domains and inputs. Output can be inaccurate or incomplete, and citations are provided so you can check it. You are responsible for reviewing Output before relying on it. Output is not professional advice, and Trovia does not provide legal, medical, financial or other regulated advice. You are solely responsible for any decision or action you take based on Output, and Trovia is not liable for your reliance on it.

11. Service updates

We improve Trovia regularly and will add new features and update existing ones over time. Some new features may be offered for an additional fee. We may also change or retire features, and we will give reasonable notice before removing a feature your organization actively uses. No update will reduce the commitments in sections 4, 5 and 6.

12. Beta and preview features

From time to time we make beta, preview or experimental features available so you can evaluate them. We identify these features to you. We provide them "as is", without any warranty, support commitment or service level, and we may change, suspend or withdraw them at any time. Sections 4, 5 and 6 continue to apply to any Customer Content you use with these features.

13. Third-party services and connectors

The Service can connect to third-party services you choose, such as email, storage and collaboration tools ("Connectors"). You authorize Trovia to access those services on your behalf to provide the Service. Your use of a third-party service is governed by that provider's terms, not these Terms. Trovia is not responsible for a third-party service, its availability, or the content you import through a Connector, and Trovia is not liable for any act or omission of a third-party provider.

14. Feedback

If you send us suggestions about the Service, we may use them to improve Trovia without obligation to you. Feedback never includes Customer Content, which remains governed by sections 4 and 5.

15. Fees

Paid plans are billed on the schedule and at the rates in your Order or at purchase. Fees are non-refundable except where required by law or stated in your Order.

16. Term, termination and your data

You may stop using the Service at any time, subject to any commitment in your Order. We may suspend or terminate access if you materially breach these Terms, fail to pay fees when due, or your use poses a security or legal risk. We will give notice where reasonably possible.

Ending a user

When an individual user is removed from your organization, we revoke that person's access to the Service and delete their personal information, such as name and email, and their sign-in identifiers, immediately. The organization's Customer Content is not affected and remains available to the organization's other users. We keep only the limited records we need for security, audit and legal purposes.

Ending an organization

Your originals remain in your own systems, untouched. You can export your Customer Content and Output before you close the account. When your organization is deleted, its Knowledge Domains and the documents and derived data in them are deleted immediately; copies held in backups are purged on our standard backup cycle, as described in our Privacy Policy. Your Order may set different timelines.

17. Disclaimers

EXCEPT AS STATED IN THESE TERMS OR AN ORDER, THE SERVICE IS PROVIDED "AS IS" WITHOUT WARRANTIES OF ANY KIND, WHETHER EXPRESS OR IMPLIED, INCLUDING WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE AND NON-INFRINGEMENT.

18. Your indemnity

You will defend Trovia against third-party claims arising from Customer Content you did not have the right to submit, or from your breach of section 9, and pay any resulting damages awarded. Trovia will promptly notify you of the claim and reasonably cooperate at your expense. You may control the defense and settlement, except that a settlement that imposes any obligation on Trovia requires Trovia's prior written consent, which Trovia will not unreasonably withhold.

19. Limitation of liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, NEITHER PARTY WILL BE LIABLE FOR INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL OR PUNITIVE DAMAGES, OR LOST PROFITS OR REVENUE. EACH PARTY'S TOTAL LIABILITY UNDER THESE TERMS IS LIMITED TO THE GREATER OF THE FEES PAID OR PAYABLE BY YOU TO TROVIA IN THE 12 MONTHS BEFORE THE CLAIM AND CAD $100. THESE LIMITS DO NOT APPLY TO YOUR INDEMNITY OR PAYMENT OBLIGATIONS, OR TO LIABILITY THAT CANNOT BE LIMITED BY LAW.

20. Changes to these Terms

We may update these Terms and will post the updated version here. For material changes, we will give account administrators reasonable notice by email or in the product before they take effect. We will not weaken sections 4, 5 or 6 for existing Customer Content without your consent.

21. Governing law

These Terms are governed by the laws of British Columbia and the federal laws of Canada that apply there, without regard to conflict-of-law rules. The courts of Vancouver, British Columbia have exclusive jurisdiction, unless your Order says otherwise.

22. Survival

Termination or expiration of these Terms does not affect any right or obligation that by its nature should survive. These include your content ownership and our use commitments, confidentiality, Output ownership, disclaimers, your indemnity, limitation of liability, fees owed, governing law and this section.

23. General

Neither party may assign these Terms without the other's consent, except to a successor in a merger or acquisition that agrees to be bound by them. Neither party is liable for delays caused by events beyond its reasonable control. If any provision is unenforceable, the rest remains in effect. These Terms, the Privacy Policy and any Order are the entire agreement on this subject.

24. Contact

Questions about these Terms? Email legal@trovia.ai.