CLIENT CARE PORTAL TERMS

CLIENT CARE PORTAL TERMS OF USE

UPDATED AUGUST 3, 2026

Please read these Terms of Use carefully. By accessing or using the Evolving Media Client Care Portal (the “Portal”), you agree to be bound by these Terms, as well as our Privacy Policy, and any applicable service agreements (e.g., Design Services, Website Design, Photography, Hosting, etc.).

This Agreement is between Evolving Media & Design Inc. (referred to as “Evolving Media”, “we”, “us”, or “our”) and you, the authorized user of the Portal (“you” or “Client”).

1. Purpose of the Portal

The Client Care Portal is provided to give you a secure, centralized place to:

• Review and approve estimates and proposals
• Sign contracts and agreements electronically
• Communicate with us about your projects
• Upload and download project files
• Track project progress and history
• Access invoices and account information

The Portal is designed to improve transparency, communication, and record-keeping for both parties.

2. Access and Accounts

1. Access to the Portal is provided only to authorized clients and their designated representatives.
2. You are responsible for keeping your login credentials confidential and for all activity that occurs under your account.
3. You must notify us immediately if you suspect unauthorized access to your account.
4. We reserve the right to suspend or terminate access if we believe the account has been compromised or is being misused.

3. Electronic Signatures and Agreements

1. When you review and sign an estimate, proposal, contract, or other document inside the Portal (using Fluent Forms or similar tools), your electronic signature constitutes a legally binding agreement.
2. By signing, you confirm that you have read, understood, and agree to the terms of the specific service agreement associated with that document.
3. Electronic records and signatures have the same legal effect as paper documents and wet-ink signatures under applicable Canadian law.

4. Communications Through the Portal

1. All project-related communication, feedback, approvals, and file transfers should preferably take place inside the Portal so that a clear record is maintained.
2. Messages and files shared in the Portal form part of the official project record.
3. You are responsible for the accuracy of information you provide through the Portal.

5. Acceptable Use

You agree not to:

• Share your login credentials with unauthorized persons
• Upload malicious files, viruses, or illegal content
• Attempt to gain unauthorized access to other accounts or system areas
• Use the Portal for any purpose other than legitimate project communication and management with Evolving Media

We reserve the right to remove content or suspend access that violates these rules.

6. Data and Privacy

1. Information submitted through the Portal is handled in accordance with our Privacy Policy.
2. Project files and communications are stored securely and are accessible only to authorized Evolving Media staff and the relevant client account.
3. We retain Portal records for as long as needed to provide services, meet legal obligations, and maintain project history.

7. Availability and Support

1. We strive to keep the Portal available and reliable, but we do not guarantee uninterrupted access.
2. Scheduled maintenance or unexpected technical issues may temporarily affect availability.
3. Support for the Portal is available during regular business hours or via the support channels listed on the website.

8. Intellectual Property

1. The Portal itself (design, software, features, and content provided by Evolving Media) remains our intellectual property.
2. Files and materials you upload remain your property (or the property of the rightful owner). By uploading them, you grant us the right to use them solely for the purpose of providing services to you.
3. Deliverables we create and share with you through the Portal remain subject to the copyright and usage terms of the applicable service agreement.

9. Limitation of Liability

To the maximum extent permitted by law:

• The Portal is provided “as is.”
• We are not liable for any indirect, incidental, or consequential damages arising from your use of (or inability to use) the Portal.
• Our total liability related to the Portal shall not exceed the amount you paid for the related services in the twelve (12) months preceding the claim.

10. Changes to These Terms

We may update these Terms from time to time. The current version will always be available in the Portal and/or on our website. Continued use of the Portal after changes constitutes acceptance of the updated Terms.

11. Governing Law

These Terms are governed by the laws of Canada and the Province of Ontario. Any disputes shall be resolved in the courts of Ontario.

12. Contact

If you have questions about the Portal or these Terms, please contact us at:

Evolving Media & Design Inc. Email: thestudio@evolvingmedia.com Phone: 613-482-1159

Last Updated: August 3, 2026