Terms for roofing companies

Bestimate · Version 1 (pilot) · 5 September 2026

These terms are between the operator of Bestimate (the "Provider", "we") and the roofing company that creates an account (the "Company", "you"). Your customers are not a party to these terms; what we do with their information is set out in the data processing addendum below and in the privacy policy.

1. What Bestimate is

Bestimate is hosted software for running a roofing company: a request form for your website, a hub for your jobs, quotes, invoices, scheduling, routes, a crew page, a customer hub and the records behind them. We run it on our servers; you use it in a browser and on phones. We may change how it looks and works as it improves; we will not remove a feature you rely on without telling you first.

2. The pilot

• Pilot companies use Bestimate free for the first 60 days, then at the pilot rate on the pricing page for six months, then at the regular price.
• During the pilot we may ask for a short call each week and for honest feedback. You may say no.
• Either of us may end the pilot with 30 days' notice by email. Section 10 (leaving) applies.

3. Your account

• The person who creates the company is its owner and is responsible for everything done under its accounts.
• You decide who on your team has an account, what role they have, and when it ends. Removing a person from your team ends their access.
• Keep passwords and invite links private. Tell us as soon as you think an account has been used by someone who should not have it.
• You must be a real business, able to enter a contract, and at least 18.

4. Your customers' information

• Everything you put into Bestimate about your customers, jobs, prices and photos is yours. We hold it for you; we do not own it, sell it, or use it for any other company.
• You are responsible for collecting it lawfully, for telling your customers how you use it, and for having the consent you need to email or text them through Bestimate. In Canada that includes the anti-spam law (CASL) and privacy law (PIPEDA and provincial equivalents). Bestimate puts an unsubscribe link on marketing emails; you are responsible for honouring requests that reach you directly.
• We act as your service provider (a "processor"). The data processing addendum sets out what we do and do not do.

5. What you must not do

• Use Bestimate for anything illegal, or to send messages people have not agreed to receive.
• Try to read another company's information, test our security without written permission, or overload the service on purpose.
• Upload material you do not have the right to use.
• Resell Bestimate, or offer it to others as your own product, without a written agreement with us.

If you do, we may pause your company's access while we talk to you, and end it if it continues.

6. Payments between you and your customers

Quotes, invoices and payments in Bestimate are between you and your customers. We are not a party to those contracts and do not hold your customers' money. Where card payments are switched on for your company, they run through a payment provider under that provider's terms and your own account with them.

7. Fees

• Fees are on the pricing page. Taxes are extra. Fees are billed monthly in advance once billing is switched on for your company; until then we will invoice you by email.
• We may change the price with 30 days' notice by email. The change applies from your next monthly period after the notice.
• If a payment is 14 days late we will remind you. If it is 30 days late we may pause your company's access until it is settled; your data stays in place while paused.

8. Availability, support and backups

• We aim to keep Bestimate running all the time and to fix problems fast, but during the pilot we do not promise a particular uptime. We will tell you about planned work in advance when we can.
• Support is by email through the support page. We answer on business days.
• We keep backups of the whole service. You can export everything in your company at any time from Settings; we recommend doing that monthly.

9. Our responsibility, plainly

• During the pilot Bestimate is provided as it is. We do not promise it is free of errors or fits every way of working.
• We are not responsible for lost profit, lost business, or a customer's claim against you, however it arises, except where the law does not let us exclude it.
• Our total responsibility to you for anything connected with Bestimate is limited to the fees you paid us in the twelve months before the claim, or $100 if you have paid nothing.
• You agree to cover us against claims by your customers or your team that arise from how you used Bestimate or from information you put into it.
• Nothing here limits responsibility for fraud, or for anything the law says cannot be limited.

10. Leaving, and what happens to your data

• You may leave at any time. Export your data first, then delete your company from Settings by typing its form address. That removes your company's rows from the live service straight away.
• Copies remain in our backups for up to 30 days after deletion and then roll off. We do not restore a deleted company unless you ask within those 30 days.
• If we close Bestimate down we will give you at least 60 days' notice and a way to export everything.
• Ending the agreement does not cancel fees already owed.

11. Changes to these terms

We may update these terms. We will email the owner at least 30 days before a change that affects you, and the version and date at the top of this page will change. If you keep using Bestimate after that date you accept the new terms. A change that materially reduces your rights will ask for a fresh agreement in the app.

12. Law

These terms are governed by the laws of Ontario and of Canada, and the courts of Ontario have jurisdiction. If a part of these terms is found unenforceable, the rest still applies.

13. Contact

Data processing addendum

This addendum is part of the terms. It covers the information about your customers and your team that Bestimate holds for you.

Roles

You decide what information is collected and why: you are the "controller". We hold and process it only to run Bestimate for you: we are the "processor". We do not process it for our own purposes beyond running, securing and improving the service.

What we process

• Customer contact and property details, requests, photos, measurements, quotes, invoices, appointments, colour choices, payment records and messages sent through Bestimate.
• Your team's names, emails, phone numbers, roles, sign-in records and, when routing is used, the day's stops.
• Technical logs: which pages and calls were made, from where, and errors, kept to run and secure the service.

How we protect it

• Each company's rows are separated in the database with row-level security, so a query for one company cannot return another's.
• Passwords are stored only as salted hashes. Sessions are signed tokens that expire. All traffic is encrypted in transit.
• Access to production is limited to the people who run the service, and only for running it.
• Backups are taken regularly and kept for a limited time.

Who else touches it (sub-processors)

We will tell you by email at least 30 days before adding a sub-processor that would handle your customers' information, and will name the hosting regions on request.

If something goes wrong

If we confirm that your customers' or your team's information has been accessed or lost in a way it should not have been, we will tell the owner without undue delay and within 72 hours of confirming it, with what we know and what we are doing.

Helping you meet your obligations

• Export: everything in your company, in one file, at any time from Settings.
• Deletion: you can delete a customer's record, and the whole company, yourself. We remove deleted rows from backups as they roll off, within 30 days.
• Requests from your customers about their information: send them to us if you need help finding or removing something; we will answer within 10 business days.

When it ends

When your company is deleted or the agreement ends, we stop processing, remove your rows from the live service, and let backups roll off within 30 days. We keep only what the law requires us to keep, such as invoices we issued to you.