Terms of Service

Effective date: November 7, 2026

1. Introduction and Acceptance

Welcome to VerifiableLetter.

These Terms of Service (“Terms”) constitute a legal agreement between you and VerifiableLetter Inc. (“VerifiableLetter,” “Company,” “we,” “us,” or “our”), a Canadian federally incorporated company based in Calgary, Alberta, Canada.

These Terms govern your access to and use of our websites, applications, document creation tools, letterhead designs, document issuance and verification features, subscription services, and related offerings (collectively, the “Services”).

Our Services include:

• verifiableletter.com
• app.verifiableletter.com
• Our document verification services
• Related websites and services operated by VerifiableLetter

By creating an account, subscribing to a plan, or using our Services, you agree to these Terms.

If you use the Services on behalf of a business or organization, you represent that you have the authority to accept these Terms on its behalf.

If you do not agree to these Terms, you must not use the Services.

2. Eligibility and Account Registration

You must be legally capable of entering into a binding agreement under the laws applicable to you.

You agree to provide accurate, complete, and current information when registering for and using an account.

You are responsible for:

• Maintaining the confidentiality of your account credentials.
• All activities conducted through your account by you or authorized users.
• Keeping your account and organizational information accurate.
• Assigning appropriate access permissions.
• Promptly notifying VerifiableLetter of suspected unauthorized access.

You must not impersonate another person, falsely represent an organization, or create an account using information you are not authorized to use.

We may request additional information to verify account ownership or organizational authority.

3. Description of Services

VerifiableLetter provides an online platform for creating, issuing, managing, and verifying professional business communications.

Depending on the subscription plan and available features, users may:

• Create professional business letters and other supported documents.
• Use ready-made or customized letterhead designs.
• Add organizational logos, branding, and business information.
• Issue communications containing unique Letter IDs and QR codes.
• Select confidentiality levels for issued letters.
• Allow recipients to verify issued communications.
• Manage issued documents and verification history.
• Access additional organizational and administrative features.

Features, usage limits, and availability may vary by subscription plan.

VerifiableLetter may introduce, modify, or discontinue features in accordance with these Terms and applicable law.

4. Document Verification and Confidentiality

Each letter issued through VerifiableLetter may include a unique Letter ID and QR code.

These identifiers allow recipients to initiate verification through the VerifiableLetter platform.

The visibility of an issued letter depends on the confidentiality level selected by its issuer.

4.1 Public Letters

For letters designated as Public, anyone possessing a valid Letter ID or corresponding QR code may access the letter preview without additional recipient verification.

Issuers should not select this classification for letters containing information that should remain restricted.

4.2 Private Letters

For letters designated as Private, a requester must provide the intended recipient’s name and address before the letter preview becomes accessible.

The information submitted must satisfy the platform’s verification checks.

4.3 Confidential Letters

For letters designated as Confidential, additional verification information is required.

The requester must provide:

• The intended recipient’s name.
• The intended recipient’s address.
• Randomly selected words from the letter, as requested by the verification system.

The letter preview becomes accessible only when the required verification checks have been satisfied.

4.4 Invalid Letter IDs

Submitting an invalid Letter ID does not reveal information about an associated letter.

4.5 Verification Limitations

VerifiableLetter provides a technical mechanism for confirming that a communication corresponds to a record maintained through our platform.

A successful verification does not independently establish:

• That every statement in the letter is truthful or accurate.
• That the document is legally valid or enforceable.
• That the issuer has legal authority to make every statement contained in the document.
• That an underlying transaction, payment request, employment offer, or other claim is legitimate.
• That the organization has undergone independent identity verification unless an applicable verification status is expressly displayed.

Recipient-information checks are intended to reduce unauthorized access. They do not guarantee that the person completing the checks is the intended recipient.

Users and recipients remain responsible for conducting additional verification when circumstances warrant it.

VerifiableLetter does not guarantee that its Services will prevent every instance of fraud, forgery, impersonation, or unauthorized access.

5. Verification History and Security Monitoring

VerifiableLetter maintains verification history for issued letters.

Verification history may include:

• The date and time of a verification attempt.
• The IP address associated with the request.
• Whether the verification attempt succeeded or failed.
• The associated letter record.

Unsuccessful verification attempts are recorded for security, accountability, and fraud-prevention purposes.

Incorrect recipient names, addresses, or confidential-letter words submitted during failed verification attempts are not stored as part of the verification history.

Authorized users of the issuing organization’s account may have access to the verification history of their organization’s letters, subject to applicable permissions.

6. Customer Content and Ownership

You retain ownership of the documents, text, logos, images, business information, and other materials you submit to VerifiableLetter (“Customer Content”), subject to any third-party rights.

You grant VerifiableLetter a limited, non-exclusive, worldwide license to host, store, reproduce, process, transmit, and display Customer Content solely as reasonably necessary to provide and operate the Services, perform requested functions, maintain security, provide support, and comply with applicable law.

You are responsible for ensuring that:

• You have the right to use and submit Customer Content.
• The content does not violate applicable laws.
• The content does not infringe third-party rights.
• Personal information included in documents is lawfully collected and disclosed.
• Communications are issued by appropriately authorized individuals.

VerifiableLetter does not assume responsibility for independently validating every statement made in Customer Content.

7. Issuer Responsibilities

Organizations and users issuing communications through VerifiableLetter are responsible for:

• The accuracy and legality of their documents.
• Selecting appropriate confidentiality classifications.
• Identifying intended recipients correctly.
• Maintaining appropriate internal authorization procedures.
• Protecting confidential information.
• Ensuring that their communications comply with applicable laws.

Issuers should not rely solely on a document’s confidentiality classification to protect highly sensitive information.

The issuer remains responsible for determining whether information is appropriate for disclosure through the verification system.

8. Prohibited Activities

You must not use VerifiableLetter to:

• Commit fraud, forgery, impersonation, phishing, or identity theft.
• Issue unauthorized or deliberately misleading communications.
• Misrepresent organizational affiliation or verification status.
• Violate intellectual property or privacy rights.
• Distribute malware or other harmful software.
• Send unlawful spam, threats, or harassment.
• Attempt unauthorized access to accounts, documents, or systems.
• Circumvent security controls or subscription restrictions.
• Interfere with platform operations.
• Use automated methods to abuse the verification service.
• Violate applicable laws or regulations.

We may investigate suspected violations and suspend or terminate access where reasonably necessary.

9. Subscription Plans

VerifiableLetter offers Free and paid subscription plans.

The features, usage limits, billing periods, and prices applicable to each plan are described on our website or during subscription selection.

Unless otherwise stated, prices are displayed in United States dollars (USD).

We may modify subscription features or prices prospectively, subject to applicable law and required notice.

10. Payment Processing

Subscription payments are processed through Stripe.

Stripe handles payment card information. VerifiableLetter does not store complete payment card numbers or card security codes in its application database.

VerifiableLetter retains payment and subscription information necessary for billing administration, including:

• Payment amounts.
• Transaction identifiers.
• Subscription plans.
• Billing frequency.
• Payment status.
• Payment and renewal dates.

By purchasing a paid subscription, you authorize the applicable payment processor to charge the selected payment method in accordance with the disclosed billing terms.

Automatically renewing subscriptions continue according to the billing arrangements accepted at checkout unless cancelled.

Applicable taxes may be added where required.

11. Subscription Cancellation

Users may cancel paid subscriptions using the available subscription management features.

Following cancellation, the account reverts to the Free plan according to the applicable billing arrangements.

Cancelling a subscription does not delete the account or previously issued documents.

Previously issued documents remain verifiable as long as the issuing account remains active, subject to applicable service functionality and legal requirements.

Cancellation does not automatically entitle the user to a refund of fees already paid, except where required by law or expressly provided by an applicable refund policy.

12. Account Deletion and Document Retention

Users may request account deletion through the available account-management or support process.

When an account is deleted, the documents associated with that account are permanently deleted from the active platform and are no longer available for verification.

Deleted documents cannot be recovered through the normal application interface.

Users are responsible for retaining independent copies of business records they are legally or operationally required to preserve.

Certain transaction, billing, security, or administrative records may be retained separately where required by law.

Residual copies may remain temporarily in system backups until their scheduled expiration, where applicable.

Documents submitted solely for a verification process are deleted after that verification process is completed.

13. Intellectual Property

VerifiableLetter retains ownership of its software, trademarks, logos, designs, technology, documentation, and other proprietary materials.

Your subscription grants a limited, non-exclusive, non-transferable right to use the Services in accordance with these Terms.

You may not copy, distribute, resell, or commercially exploit VerifiableLetter’s proprietary technology without authorization.

Nothing in these Terms transfers ownership of VerifiableLetter intellectual property to you.

14. Third-Party Services

The Services may integrate with third-party providers, including payment processors, authentication providers, hosting services, and other technology providers.

Third-party services may be governed by their own terms and privacy policies.

VerifiableLetter is not responsible for independent third-party services outside its reasonable control, except as required by applicable law.

15. Service Availability

We aim to provide reliable and secure Services.

However, uninterrupted or error-free operation cannot be guaranteed.

Access may be affected by maintenance, technical failures, security incidents, third-party outages, or other circumstances.

We may temporarily restrict access when reasonably necessary to protect the platform or its users.

16. Privacy and Cookies

Our collection and processing of personal information are described in our Privacy Policy.

Our use of cookies and similar technologies is described in our Cookie Policy.

17. Suspension and Termination

We may suspend or terminate access where reasonably necessary because of:

• Material violations of these Terms.
• Suspected fraudulent or unlawful activity.
• Security threats.
• Non-payment of applicable fees.
• Legal or regulatory requirements.
• Discontinuation of the relevant Service.

Where appropriate and reasonably practicable, we may provide notice and an opportunity to resolve the issue.

18. Disclaimers

To the maximum extent permitted by law, the Services are provided on an “as is” and “as available” basis.

We do not guarantee that the Services will be uninterrupted, error-free, immune from security incidents, or suitable for every legal or commercial purpose.

VerifiableLetter provides document creation and verification technology. It does not provide legal certification, notarization, or a guarantee of the truthfulness of document contents merely by making a document verifiable.

Nothing in these Terms excludes warranties or legal rights that cannot lawfully be excluded.

19. Limitation of Liability

To the maximum extent permitted by applicable law, VerifiableLetter will not be liable for indirect, incidental, special, punitive, or consequential damages, including lost profits, business interruption, or loss of goodwill.

Subject to applicable law, VerifiableLetter’s aggregate liability arising from the Services will not exceed the fees paid by the relevant customer during the 12 months preceding the event giving rise to the claim.

This limitation does not apply to liability that cannot legally be excluded or restricted.

20. Indemnification

To the extent permitted by applicable law, you agree to indemnify VerifiableLetter against third-party claims and reasonable associated costs arising from your unlawful use of the Services, material breach of these Terms, or infringement of third-party rights through Customer Content.

This obligation does not apply to the extent a claim results from VerifiableLetter’s own unlawful conduct or other liability that cannot legally be excluded.

21. Changes to These Terms

We may update these Terms to reflect changes in our Services, operations, or legal requirements.

Material changes will be communicated where required by applicable law.

Where legally required, we will obtain renewed agreement before revised Terms become binding.

The current version and effective date will be published on this page.

22. Governing Law and Dispute Resolution

These Terms are governed by the laws of Alberta and the applicable federal laws of Canada, subject to mandatory legal protections that apply in other jurisdictions.

The parties are encouraged to attempt to resolve disputes through good-faith communication before initiating formal proceedings.

Nothing in these Terms removes non-waivable rights to seek remedies before a court, regulator, or other competent authority.

23. General Provisions

If any provision of these Terms is found unenforceable, the remaining provisions will continue to apply to the extent permitted by law.

Failure to enforce a provision does not constitute a waiver.

Additional written agreements may apply to enterprise customers or specialized Services. Where such an agreement expressly governs a particular matter, it takes precedence to the extent of the conflict.

24. Contact Information