Effective Date: April 19, 2025
Company: Vector Accounting Technologies ("Vectac")
Product: TrackBeam - Time Tracking and Invoicing Platform
Jurisdiction: Quebec, Canada
1. Acceptance of Terms
These Terms and Conditions ("Terms") govern your use of TrackBeam, a time tracking and invoicing platform
provided by Vector Accounting Technologies ("Vectac", "we", "us", or "our"). By accessing, browsing, or using
TrackBeam (the "Service"), you confirm that you have read, understood, and agree to be bound by these
Terms, along with our Privacy Policy.
If you are entering into this agreement on behalf of a company, organization, or another legal entity ("Firm"),
you represent and warrant that you have the authority to bind such entity to these Terms. If you do not have
such authority or do not agree with these Terms, you must not use the Service.
Vectac reserves the right to update or revise these Terms at any time. Continued use of the Service after
such changes constitutes your acceptance of the new Terms. We will notify you of any material changes via
email or through notifications on the Service.
2. Overview of the Service
TrackBeam is a web-based software-as-a-service (SaaS) platform designed specifically for accounting firms.
It provides tools for time tracking, client billing, and professional invoicing. The platform is accessible through
standard web browsers on desktop and mobile devices and does not require any application download.
TrackBeam is built to support firms of all sizes and offers features including role-based access, time entry
logs, service and project tracking, invoice generation, and reporting tools. Our aim is to improve operational
efficiency, billing accuracy, and compliance for firms through an intuitive and secure interface.
3. Account Registration, Roles, and Access Control
To access TrackBeam, a firm must create an administrator account. This administrator is responsible for
managing user access within their organization. Administrators can invite and remove users, assign roles,
and determine access levels to clients, services, and projects.
Administrators are solely responsible for ensuring appropriate access permissions are granted. Vectac is not
liable for internal misuse of roles or access among firm members. TrackBeam accounts are firm-specific. A
user cannot be transferred from one firm to another. If a user joins a new firm, a separate account must be
created under that organization.
Users must not share login credentials with others. Account sharing, impersonation, or any form of
unauthorized access is strictly prohibited. Violations may lead to immediate suspension or permanent
deactivation of the account.
4. Free Trial and Usage Limits
TrackBeam offers a free trial plan for firms to evaluate the platform. The free trial includes full access to core
features but is limited by the following quotas:
- Up to 5 clients
- Up to 3 services
- Up to 5 expenses
- Up to 2 projects
- Up to 3 users
- Up to 10 invoices
There is no limit on the number of time entries. The free trial does not require a credit card and may be used
indefinitely within the stated limits.
5. Billing, Payment, and Cancellation
TrackBeam's paid subscription is priced at $20.00 CAD per user, per month, plus applicable Canadian taxes
(GST and QST). Subscriptions are managed and processed securely through Stripe.
Five days before each billing cycle, Stripe performs a card verification to ensure payment validity. If the card
is declined or invalid, the user will receive email notifications. There is no grace period; if the issue is not
resolved before the billing date, the firm's account will be locked until valid payment is provided.
Firms may cancel their subscription at any time. Charges are prorated based on the cancellation date within
the billing month. For example, cancelling on the 15th of the month results in a 50% charge. Cancellation
pauses future billing but does not immediately delete the account or data.
Deleted accounts and inactive subscriptions retain data for up to two years, unless a written request for
deletion is submitted.
6. User Content and Responsibilities
TrackBeam is designed solely for time tracking and invoicing-related activities. Users may enter data such as
timesheets, client names, service descriptions, and invoice items. File uploads, messaging, and unrelated
content submission are not supported.
Each firm is responsible for managing and supervising its users. Vectac does not moderate, edit, or filter
content entered by users. However, we reserve the right to investigate and respond to any abuse, misuse, or
fraudulent activity reported.
7. Data Handling and Security
TrackBeam does not store payment card details. All payment transactions are handled by Stripe, a
PCI-compliant third-party processor. We collect essential user information such as names and email
addresses to manage accounts.
User credentials must be kept secure. Vectac is not liable for unauthorized access resulting from negligence
or password sharing. All data is hosted on Microsoft Azure servers and backed up with a rolling 7-day
retention policy.
In the event of a security breach or data exposure, Vectac will act swiftly to contain the issue, inform affected
users, and follow industry best practices for mitigation and reporting.
8. Data Ownership and Privacy
All data entered into the platform by firms and their users remains the property of the firm. Vectac will never
sell, license, or disclose client data to third parties for marketing purposes.
By using the platform, you authorize us to process and store your data to provide our services. You may
request a copy of your data by contacting help@vectac.com.
9. Acceptable Use and User Conduct
TrackBeam must be used responsibly and in accordance with all applicable laws. The following activities are
strictly prohibited:
- Using the platform for illegal or fraudulent activities
- Attempting to reverse engineer or manipulate platform functionality
- Impersonating others or misrepresenting affiliation with a firm
- Sharing login credentials or using another user's account
- Abusive behavior towards support staff or other users
Violations of this policy may result in account restrictions, suspension, or termination.
10. Communication Preferences
By registering for TrackBeam, users consent to receive essential service-related communications via email,
including billing notifications, updates, and security alerts.
Marketing or promotional emails will only be sent if the user has opted in. You may manage your preferences
or unsubscribe at any time via the platform or through email links.
11. Support and Contact
Support is provided exclusively via email. Users may contact Vectac at help@vectac.com for assistance with
technical issues, billing questions, feature suggestions, or bug reporting. Our standard response time is within 48 business hours.
12. Platform Updates and Feature Changes
TrackBeam is actively developed and improved. New features may be added, existing features may evolve,
and—on rare occasions—certain features may be retired if a suitable replacement is available.
We strive to minimize disruptions and will provide notice in advance of any significant changes. Pricing
updates will be communicated at least one month prior to taking effect.
13. Governing Law
These Terms shall be governed by and construed in accordance with the laws of the Province of Quebec and
applicable Canadian law. All disputes arising out of or in connection with these Terms shall be subject to the
exclusive jurisdiction of the courts of Quebec.
14. Changes to These Terms
Vectac reserves the right to amend these Terms and Conditions at any time. When significant changes are
made, we will notify users via email and/or through platform notices. Continued use of the platform
constitutes acceptance of any modifications.