This Acceptable Use Policy (“AUP”) defines the standards of conduct required of all Subscribers and Authorized Users of MeetingGenius. It forms part of the MeetingGenius Subscription Agreement and End User License Agreement (EULA). Capitalized terms used but not defined here have the meanings given in the EULA.

1. PURPOSE

The purpose of this Acceptable Use Policy is to protect the security and integrity of the MeetingGenius Service, protect the rights and Personal Information of residents, owners, and other parties, ensure compliance with applicable Canadian law, and maintain a reliable and trustworthy platform for all Subscribers.

Compliance with this AUP is a condition of access to the Service. Violations may result in suspension or termination of access without refund, as described in Section 8.

2. PERMITTED USES

The Service may be used solely for the following purposes:

Managing and administering meetings of strata corporations, condominium corporations, co-operative boards, and property management portfolios, including preparing agendas, capturing meeting notes, generating AI-assisted minutes, and distributing records to authorized parties
Tracking action items and follow-up tasks arising from meetings
Storing and managing governance records, bylaws, rules, and regulatory reference materials for registered Buildings
Processing and triaging repair and maintenance requests in connection with registered Buildings (where this feature is enabled)
Accessing AI-assisted features for the purposes described above, subject to the mandatory human review requirements in the EULA
Communicating with building residents, owners, and board members in connection with the governance and administration of registered Buildings

All permitted uses must be in compliance with applicable Canadian law, including the BC Strata Property Act, the Ontario Condominium Act (where applicable), PIPEDA, BC PIPA, and all other applicable legislation.

3. PROHIBITED USES — GENERAL

The following uses of the Service are strictly prohibited for all Subscribers and Authorized Users:

3.1 Illegal Activity

Using the Service for any purpose that violates any applicable federal, provincial, or local law or regulation
Uploading, storing, or transmitting content that is defamatory, harassing, threatening, obscene, or otherwise unlawful
Using the Service to facilitate fraud, money laundering, identity theft, or any other criminal activity
Infringing the intellectual property rights, privacy rights, or other legal rights of any third party through use of the Service

3.2 Unauthorized Access and Security

Attempting to gain unauthorized access to the Service, its underlying infrastructure, or the accounts or data of other Subscribers
Introducing malicious code, viruses, worms, ransomware, Trojan horses, or other harmful software into the Service
Conducting penetration testing, vulnerability scanning, or security research against the Service without prior written authorization from the Company
Using the Service in a manner that interferes with or disrupts the integrity or performance of the Service for other users
Attempting to circumvent, disable, or defeat any security, authentication, or access control mechanisms within the Service
Sharing login credentials, access tokens, or multi-factor authentication codes with any person who is not an Authorized User of the Subscriber’s account

3.3 Automated and Abusive Access

Using bots, scrapers, crawlers, or automated scripts to access the Service in a manner that places disproportionate load on the Company’s infrastructure or that circumvents rate limits
Systematically extracting data from the Service beyond what is necessary for the Subscriber’s permitted use
Using the Service’s API (where API access is provided) in a manner that violates the API terms of service or rate limits published by the Company

3.4 Resale and Sublicensing

Sublicensing, reselling, white-labelling, or otherwise making the Service available to any third party as a service bureau or managed service offering
Marketing or distributing the Service under the Subscriber’s own brand or as a component of a bundled service offering to end clients
Permitting any person who is not an Authorized User to access the Service through the Subscriber’s account

For greater certainty: a property management company may use the Service to manage multiple Buildings within its own account. It may not register those Buildings under separate accounts for each building client and charge those clients for access, or represent to its clients that it is providing its own proprietary software.

3.5 Privacy and Data Violations

Uploading Personal Information of residents, owners, or third parties that the Subscriber does not have lawful authority to collect and process
Using the Service to collect Personal Information beyond what is reasonably necessary for the governance and administration of registered Buildings
Enabling Public LLM processing where doing so would transmit Personal Information of residents or owners (names, contact details, unit numbers, financial information) to a third-party AI provider — note that the Service is designed to prevent this, but the Subscriber must not attempt to circumvent this protection
Sharing or disclosing resident or owner Personal Information accessed through the Service for any purpose not connected to the governance and administration of the relevant Building
Retaining or copying data from the Service following the termination of a Building subscription or the Subscriber’s authority to manage a particular Building

3.6 AI Feature Misuse

Distributing, filing, or acting upon AI-generated meeting minutes, resolutions, or other governance records without first reviewing and approving them as required by Section 4.2 of the EULA
Representing to residents, owners, or regulatory bodies that AI-generated outputs have been reviewed and approved when they have not
Attempting to use AI features to generate legal advice, regulatory determinations, or professional opinions that require the Subscriber to engage a qualified professional
Using the Service’s AI features to generate content intended to mislead, deceive, or harm residents, owners, or other parties
Attempting to manipulate or “jailbreak” the Service’s AI features to produce outputs outside their intended governance and property management use cases

3.7 Content Standards

Uploading or generating through the Service any content that is discriminatory on the basis of race, national or ethnic origin, colour, religion, sex, age, sexual orientation, gender identity, or disability, in violation of applicable Canadian human rights legislation
Uploading content that constitutes harassment or creates a hostile environment for any person
Uploading content that infringes copyright, trademarks, trade secrets, or other intellectual property rights of any third party

4. PROHIBITED USES — ONTARIO CONDOMINIUM SPECIFIC

ONTARIO SUBSCRIBERS — ADDITIONAL PROVISIONS:

4.1 Ontario Subscribers that are condominium corporations or condominium management providers are subject to additional obligations under the Ontario Condominium Act, 1998 and the Condominium Management Services Act, 2015. The following uses of the Service are prohibited for Ontario Subscribers in addition to the general prohibitions in Section 3:

(a) Distributing AI-assisted meeting minutes to unit owners without first having those minutes reviewed and approved by the board or an authorized officer, in breach of the Subscriber’s obligations under the Ontario Condo Act to provide accurate and adequate records;

(b) Using AI-assisted records as the basis for decisions affecting the rights of unit owners without human review, including decisions about chargebacks, enforcement of rules, or interpretation of declarations and bylaws;

(c) Providing access to the Service to unlicensed condominium managers in breach of the Condominium Management Services Act, 2015, which requires that condominium management services be provided only by licensed managers or providers; and

(d) Using the Service to withhold records or delay the provision of records to unit owners in breach of the Ontario Condo Act record access obligations, including by claiming that records are unavailable because they are stored in the Service.

5. RESPONSIBLE AI USE — ADDITIONAL STANDARDS

Given MeetingGenius’s AI-assisted features and the governance context in which they are used, the following additional standards apply to all Subscribers:

5.1 Mandatory Human Review

Every AI-generated output — including meeting minutes, summaries, task lists, statutory references, and repair routing decisions — must be reviewed and approved by a qualified human representative of the Subscriber before it is:

Distributed to residents, owners, or board members
Filed as an official strata, condominium, or co-operative record
Used as the basis for a financial, legal, or governance decision
Submitted to a regulator, insurer, or legal proceeding

5.2 Accuracy Representation

Subscribers must not represent to any third party that AI-generated outputs are accurate, complete, or legally compliant without first independently verifying them. The Company’s AI features assist in drafting; they do not guarantee legal compliance or factual accuracy.

5.3 Appropriate Use of AI Outputs

AI-generated outputs should be used as starting points for human review, not as final authoritative records. Where a significant discrepancy exists between an AI-generated output and the Authorized User’s recollection of events or other available records, the Authorized User must resolve the discrepancy before approving the output.

5.4 Notification to Residents and Owners

Subscribers should be transparent with residents and owners that meeting minutes may be prepared with AI assistance, subject to human review and approval. Subscribers must not misrepresent the process by which records are generated or certified.

6. REPORTING VIOLATIONS

If you become aware of any violation of this AUP — whether by another Authorized User, a third party, or through a security vulnerability — please report it promptly to:

Email: legal@asccreative.com

Subject line: AUP Violation Report or Security Concern

Reports will be treated confidentially to the extent permitted by law. The Company does not tolerate retaliation against Subscribers or Authorized Users who make good-faith AUP violation reports.

To report a security vulnerability specifically, please use our responsible disclosure process at meetinggenius.ca. We ask that you do not publicly disclose any vulnerability before giving us a reasonable opportunity to investigate and respond.

7. SUBSCRIBER RESPONSIBILITY FOR AUTHORIZED USERS

The Subscriber is responsible for ensuring that all Authorized Users are aware of and comply with this AUP. The Subscriber must:

Communicate this AUP to all Authorized Users before granting them access to the Service
Promptly revoke access for any Authorized User who violates this AUP or whose access is no longer required
Notify the Company immediately at support@asccreative.com if a former Authorized User’s credentials may have been compromised or misused following the revocation of their access

Violations of this AUP by Authorized Users are treated as violations by the Subscriber. The Subscriber cannot avoid liability for AUP violations by claiming that an Authorized User acted without authority.

8. CONSEQUENCES OF VIOLATIONS

The Company responds to AUP violations based on their severity and the Subscriber’s history. The table below summarizes the general framework; the Company retains discretion to apply consequences appropriate to the specific circumstances of each violation.

Violation Category	Severity	Consequence
Uploading malicious or harmful code	Critical	Immediate account termination without notice or refund
Unauthorized access to other subscriber data	Critical	Immediate account termination; referral to law enforcement
Automated scraping or API abuse	High	Immediate suspension; termination if not remedied in 48 hours
Reselling or white-labelling the Service	High	Immediate suspension; legal action for breach of EULA
Uploading content that violates privacy law	High	Suspension pending remediation; mandatory deletion of content
Enabling Public LLM with resident PII included	High	Suspension of Public LLM feature; mandatory review
Sharing access credentials externally	Medium	Warning; credential reset required within 24 hours
Systematic distribution of AI outputs without review	Medium	Warning; mandatory acknowledgment of AI review obligations
Repeated late payment	Medium	Suspension of Service until arrears cleared
Minor acceptable use violations	Low	Written warning; remediation period of ten (10) days

The Company will use commercially reasonable efforts to notify the Subscriber of any enforcement action before or immediately after taking it, except where immediate action is necessary to protect the security of the Service or the data of other Subscribers. Where access is suspended, the Company will provide the Subscriber with an opportunity to remediate the violation within the applicable timeframe before escalating to termination, unless the violation is of a nature that makes continued access untenable.

Account termination for AUP violations does not entitle the Subscriber to a refund of any prepaid Subscription Fees, except where the Company has terminated the account for a violation that the Company cannot demonstrate actually occurred.

9. AMENDMENTS

The Company may update this AUP from time to time to address new use cases, security risks, or regulatory requirements. Material changes will be communicated by email at least thirty (30) days before taking effect. The current version is always available at meetinggenius.ca/aup. Continued use of the Service after an updated AUP takes effect constitutes acceptance of the updated terms.

10. CONTACT US

For questions about this AUP or to report a concern, please contact:

ASC Creative Ltd.

General inquiries: support@asccreative.com

AUP violations and security reports: legal@asccreative.com

Legal matters: legal@asccreative.com

Website: meetinggenius.ca/aup

Effective: April 1 2026