Effective Date: September 28, 2026
1. Introduction and Acceptance of Terms
These Terms of Service (“Terms”) govern your access to and use of the services, facilities, website, and related offerings provided by Northern Pines Boardroom Inc. (“Northern Pines Boardroom Inc.,” “we,” “us,” or “our”). By booking, accessing, or using any of our services, including executive boardroom rentals, client meeting space, video conferencing setup, presentation equipment access, catering coordination, high-speed secure Wi-Fi, and reception and guest welcome services, you agree to be bound by these Terms.
If you do not agree to these Terms, you must not use our services. These Terms form a legally binding agreement between you and Northern Pines Boardroom Inc.
These Terms are intended to comply with applicable laws in Canada, including applicable provincial and federal laws governing contracts, consumer protection, privacy, electronic commerce, and commercial operations. If any service is used by a business, organization, or individual on behalf of another person or entity, the user represents that they have authority to bind that person or entity to these Terms.
2. Scope of Services
Northern Pines Boardroom Inc. provides professional meeting and boardroom services, which may include the following:
- Executive boardroom rentals;
- Client meeting space;
- Video conferencing setup;
- Presentation equipment access;
- Catering coordination;
- High-speed secure Wi-Fi;
- Reception and guest welcome services.
Service availability may vary depending on scheduling, operational requirements, equipment availability, maintenance, and other circumstances. We reserve the right to modify, suspend, or discontinue any service or feature at any time, subject to any applicable contractual commitments.
Any additional services, amenities, or special requests are subject to availability, may require additional fees, and may be governed by separate service-specific rules or agreements.
3. User Obligations and Responsibilities
You agree to use our premises, equipment, systems, and services in a respectful, lawful, and commercially reasonable manner. You are responsible for the conduct of your guests, attendees, contractors, employees, and other persons attending with you or on your behalf.
You agree:
- to provide accurate, current, and complete booking and contact information;
- to comply with all posted rules, instructions, safety requirements, and reasonable directions from our staff;
- to use the premises and equipment only for lawful purposes;
- to refrain from disrupting other users, staff, or building occupants;
- to avoid causing damage, excessive wear, or contamination to the premises, furniture, equipment, or fixtures;
- to ensure that any food, beverages, or third-party vendors comply with applicable health, safety, and facility requirements;
- to obtain any permits, licenses, or approvals required for your use, event, or business activities;
- to ensure that all persons in attendance comply with applicable laws, including health and safety laws, privacy laws, and fire code requirements.
You must not:
- use the premises for unlawful, hazardous, defamatory, obscene, discriminatory, or fraudulent purposes;
- smoke or vape where prohibited;
- bring prohibited substances, dangerous goods, weapons, or hazardous materials onto the premises;
- tamper with or misuse internet, audiovisual, security, or conferencing systems;
- interfere with other bookings, staff operations, or the rights of third parties;
- copy, remove, or alter our property, signage, equipment, or materials without permission.
You are responsible for any loss, damage, cleaning costs, repair costs, replacement costs, or additional expenses caused by you or your guests, subject to applicable law.
4. Payment Terms and Conditions
Fees for services, bookings, equipment use, add-ons, and any additional charges will be disclosed at the time of booking or otherwise communicated to you in writing. Unless otherwise stated, all prices are in Canadian dollars (CAD).
Payment may be required in advance, at the time of booking, upon invoice, or at another time specified by Northern Pines Boardroom Inc. We may require a deposit, minimum charge, credit card authorization, or prepayment for certain bookings or events.
You agree to pay all fees, taxes, gratuities, surcharges, service charges, damage charges, and late fees applicable to your booking or use of services. Applicable taxes, including GST, PST, HST, or any other taxes or levies, will be added where required by law.
If payment is not received when due, we may, to the extent permitted by law:
- withhold access to the premises or services;
- cancel or suspend a booking;
- charge interest or late fees on overdue amounts;
- recover collection costs, legal fees, and enforcement expenses; and
- apply any lawful remedies available to us.
Chargebacks or payment disputes must be raised promptly and in good faith. You remain responsible for amounts properly owed under these Terms unless prohibited by law.
5. Cancellation and Refund Policy
Cancellations and refund eligibility are subject to the terms disclosed at the time of booking and any applicable written agreement between you and Northern Pines Boardroom Inc. Unless otherwise stated, the following general policy applies:
- Cancellations made within the permitted cancellation window, if any, may qualify for a full or partial refund less any non-refundable fees, deposits, or processing charges.
- Late cancellations, no-shows, shortened bookings, or unused services may be non-refundable in whole or in part.
- Special orders, catering arrangements, third-party vendor costs, and custom equipment requests may be non-refundable once ordered or committed.
- Any refund, if approved, will be issued using the original payment method whenever reasonably possible.
If we must cancel or materially alter a booking due to operational reasons, safety concerns, force majeure, maintenance, or events beyond our control, we may offer a rescheduling option, credit, or refund as required by applicable law and the specific circumstances of the booking.
Refunds are not guaranteed and will be processed only where required by law or expressly agreed in writing by Northern Pines Boardroom Inc.
6. Liability Limitations
To the fullest extent permitted by applicable law, Northern Pines Boardroom Inc. shall not be liable for any indirect, incidental, consequential, special, exemplary, or punitive damages, including loss of profits, loss of business, loss of data, loss of goodwill, or business interruption, arising from or related to your use of our services or premises.
To the fullest extent permitted by law, our total aggregate liability arising out of or relating to the services, premises, or these Terms shall not exceed the amount paid by you to Northern Pines Boardroom Inc. for the specific booking or service giving rise to the claim, except where a greater amount is required by applicable law.
Nothing in these Terms excludes or limits liability that cannot be excluded or limited under applicable law, including liability for gross negligence, wilful misconduct, fraud, or any other liability that cannot legally be limited in Canada.
You acknowledge that use of meeting spaces, audiovisual systems, Wi-Fi, and related services may involve inherent risks, and you assume all risks arising from your own use and the conduct of your guests, except to the extent caused by our gross negligence or wilful misconduct.
7. Intellectual Property Rights
All content, branding, designs, logos, documentation, website materials, photographs, text, software, systems, and other intellectual property provided by or associated with Northern Pines Boardroom Inc. are owned by us or our licensors and are protected by applicable intellectual property laws.
You may not reproduce, distribute, modify, publicly display, transmit, reverse engineer, or create derivative works from our intellectual property without prior written consent, except to the extent expressly permitted by law.
Any feedback, suggestions, ideas, or recommendations you provide to us may be used by Northern Pines Boardroom Inc. without compensation or obligation to you, provided that such use complies with applicable law.
You represent that any materials you bring to or present in our spaces, including slides, documents, videos, or presentations, do not infringe the rights of any third party and that you have all necessary permissions for their use.
8. Data Protection and Privacy
Northern Pines Boardroom Inc. collects, uses, discloses, and protects personal information in accordance with applicable Canadian privacy laws, including, where applicable, the Personal Information Protection and Electronic Documents Act (PIPEDA) and relevant provincial privacy legislation.
We may collect personal information such as names, contact details, booking information, billing details, communication records, visitor information, and usage data for purposes including:
- processing bookings and payments;
- providing services and managing access;
- communicating with you about your booking or account;
- maintaining safety, security, and building operations;
- improving our services and customer experience;
- meeting legal, accounting, tax, and regulatory requirements.
We may share personal information with service providers, payment processors, technology vendors, and other third parties as reasonably necessary to provide services or comply with legal obligations, subject to appropriate confidentiality and security safeguards.
By using our services, you consent to the collection, use, and disclosure of personal information as described in our privacy practices and as otherwise permitted or required by law. If our services include Wi-Fi, video conferencing, or guest access systems, you are responsible for ensuring that your use of those systems complies with applicable privacy and consent requirements, including any notice obligations to your attendees or participants.
We take reasonable administrative, technical, and physical measures to protect personal information, but no method of transmission or storage is completely secure. You acknowledge and accept this limitation.
9. Force Majeure
Northern Pines Boardroom Inc. shall not be liable for any delay, failure, interruption, or inability to perform any obligation under these Terms where caused by an event beyond our reasonable control, including but not limited to:
- acts of God;
- fire, flood, earthquake, severe weather, or natural disaster;
- power outage or utility failure;
- internet or telecommunications disruption;
- labour disruption, strike, or lockout;
- government action, order, law, or restriction;
- public health emergency or epidemic/pandemic-related restrictions;
- civil unrest, terrorism, war, or criminal acts;
- equipment failure or supply chain disruption not caused by our wilful misconduct.
Where a force majeure event occurs, we may suspend services, modify performance, or cancel bookings without liability to the extent permitted by law, subject to any mandatory legal rights you may have.
10. Changes to Terms
We may update or modify these Terms from time to time to reflect changes in our services, operational requirements, legal obligations, or business practices. The revised Terms will be effective when posted or otherwise communicated to you, unless a different effective date is stated.
Your continued use of our services after changes take effect constitutes acceptance of the updated Terms, to the extent permitted by law. If you do not agree to the updated Terms, you must stop using our services.
11. Applicable Law and Jurisdiction
These Terms and any dispute, claim, or controversy arising out of or relating to them, your use of our services, or your relationship with Northern Pines Boardroom Inc. shall be governed by and interpreted in accordance with the laws of the Province of British Columbia and the federal laws of Canada applicable therein, without regard to conflict of law principles.
You agree that, subject to applicable law, the courts located in British Columbia shall have exclusive jurisdiction over any legal proceedings arising out of or relating to these Terms or our services. If mandatory consumer protection or other non-waivable laws apply, nothing in this section limits your rights under such laws.
12. Contact Information
If you have any questions, concerns, complaints, or requests regarding these Terms or our services, please contact:
Northern Pines Boardroom Inc.
8428 St. Lawrence Avenue
Kelowna, BC V1Y 9W6
Canada
Email: [email protected]
Phone: +1 (250) 763-4982
13. Severability Clause
If any provision of these Terms is found to be invalid, illegal, or unenforceable by a court or other competent authority, that provision shall be severed to the minimum extent necessary, and the remaining provisions shall continue in full force and effect to the fullest extent permitted by law.
Where possible, any invalid or unenforceable provision shall be interpreted in a manner that best reflects the original intent of the parties and preserves the enforceability of the remaining Terms.
By using the services of Northern Pines Boardroom Inc., you acknowledge that you have read, understood, and agree to be bound by these Terms of Service.