Terms of Service

1. Acceptance of these terms

By creating a RoomQuill account or using the service, you agree to these terms. If you are using RoomQuill on behalf of a business or another owner, you confirm you are authorised to accept these terms for them. If you do not agree, do not use the service.

RoomQuill is a service operated by Vitalii Tkalych, an individual sole proprietor based in Guelph, Ontario, Canada. RoomQuill is not a company, corporation or incorporated entity. Where these terms say "we", it refers to that sole proprietor; "you" means the account holder.

2. What RoomQuill is — and is not

RoomQuill is a documentation tool. It organises the photos, videos, voice notes and text you capture during a walkthrough, writes draft condition notes, compares one report against an earlier one, and produces a dated PDF that can be signed online.

RoomQuill is not a party to any tenancy agreement, lease, deposit arrangement or dispute between you and a tenant, owner or anyone else. We do not decide who is responsible for damage, we do not assess deposits or deductions, and we do not set or review the amounts you charge.

RoomQuill does not provide legal advice, real-estate advice, appraisal, valuation, or building-inspection advice. A condition note generated by the service is a description, not a professional opinion about cause, cost or liability.

3. Tenancy law is yours to know

Rules about inspections, notice, evidence, deposits and deductions vary by province, state and municipality, and they change. You are responsible for knowing the rules that apply to your property and for following them.

4. Not a home inspection

RoomQuill is not a licensed home inspection service and its reports are not home inspections. The service records what is visible and what you describe. It does not evaluate structure, wiring, plumbing, heating, insulation, moisture behind surfaces, environmental hazards or code compliance. For any of those, engage a qualified inspector or trade.

5. Eligibility and your account

You must be at least 18 years old to hold an account. You agree to give accurate registration details and to keep them current.

You are responsible for your login credentials and for everything done through your account, including by anyone you invite to a team seat. Choose a password you do not use elsewhere, and tell us at contact@roomquill.com as soon as you believe an account has been accessed without your permission.

6. Plans, billing and renewal

RoomQuill is sold as a subscription in three plans. Prices are in USD and exclude any applicable taxes, which are added at checkout where required.

• Day Pass — $2, billed every 24 hours. The subscription renews every 24 hours until you cancel.
• Landlord — $45, billed every 28 days. The subscription renews automatically at the end of each 28-day period until you cancel.
• Portfolio — $170, billed every 28 days. The subscription renews automatically at the end of each 28-day period until you cancel.

Your first charge is taken when you subscribe, and each renewal is taken automatically on the same payment method. Payments are processed by a third-party payment processor; we do not store your full card details. Plan allowances — reports per day or per 28-day period — reset at the start of each period and unused allowance does not roll over.

Cancellation, refunds and the money-back guarantee are described in the Refund & Cancellation Policy, which forms part of these terms.

7. Price changes

Prices can change. If the price of your plan changes, we will email you at least 30 days before it takes effect, and the new price applies from your next renewal after that notice period. If you do not want to continue at the new price, cancel before that renewal.

8. Failed payments and suspension

If a renewal payment fails, we will retry it and email you. Access to creating new reports may be paused while the payment is outstanding. Reports you have already created stay in your account during this period. If payment is still outstanding after 14 days, the subscription may be cancelled. You can restore access by updating your payment method and subscribing again.

9. Storage limits and fair use

Plans described as unlimited are meant for normal use by one landlord, manager or team documenting their own properties. We may contact you, apply reasonable limits, or ask you to move to a larger plan if usage is far outside that pattern — for example, bulk uploads unrelated to property inspections, or automated report generation at volumes no human walkthrough could produce.

Very large video files may be compressed or limited in length. We will tell you in the interface where a limit applies.

10. Prohibited conduct

You agree not to:

• scrape, crawl or bulk-extract the service, or access it other than through the interfaces we provide;
• resell or redistribute raw model output as a competing generation service;
• upload unlawful content, or content you have no right to upload;
• upload personal information about another person without a lawful basis for doing so;
• use the service to record or monitor an occupied unit without the notice and consent your local law requires, or to conduct covert surveillance of any person;
• attempt to break, overload, probe or bypass the security of the service, or use it through automated abuse;
• impersonate another person, or misrepresent who prepared or signed a report.

11. Your content and who owns it

You keep ownership of everything you put into RoomQuill and everything it produces for you: photos, videos, voice notes, unit records, condition notes and finished reports. We claim no ownership of them.

You grant us a limited licence to host, process, transmit and display that content for the purpose of operating the service for you — storing your photos, generating draft notes, rendering PDFs and delivering sign-off links. That licence ends when the content is deleted. Your content is not sold and is not used to train third-party models.

12. Lawful entry and notice

You are solely responsible for having the legal right to enter and photograph any property you document, and for giving whatever notice your local law requires before entering an occupied unit. RoomQuill has no way to verify this and takes no responsibility for entries made without proper right or notice.

13. E-signatures and signed records

RoomQuill lets a tenant or other party review a report and sign it in the browser, and it stores the signed document with the time it was signed and basic technical details of the signing session.

We store these records. We do not legally validate them: we do not verify the identity of the signer, and we make no representation that a signature captured through RoomQuill satisfies the requirements of electronic-signature law in your jurisdiction or will be accepted in a particular proceeding.

14. Our intellectual property

The RoomQuill platform — its software, interface, report templates, name, logo and documentation — remains ours. These terms give you a limited, non-exclusive, non-transferable right to use the service while your subscription is active. Nothing here transfers ownership of the platform to you.

15. AI output disclaimer

Condition notes, damage flags and comparison summaries are generated automatically from your photos and voice notes. They can be wrong: a shadow can read as a stain, a scratch can be missed, a transcript can mishear a word.

Every report must be reviewed and corrected by you before it is finalised or sent. You are responsible for the accuracy and completeness of anything you send under your name. We do not guarantee that a report will prevent, resolve or win a dispute.

16. Availability and maintenance

We aim to keep RoomQuill available and reliable, but we do not offer an uptime guarantee. The service may be unavailable during maintenance, upgrades, or because of failures at a hosting or network provider. Where maintenance is planned and likely to interrupt use, we will give notice in the interface or by email.

Because walkthroughs happen on a schedule that cannot always wait, keep your own copies of anything you cannot afford to lose. Reports can be exported as PDF at any time.

17. Disclaimer of warranties

The service is provided "as is" and "as available". To the fullest extent permitted by law, we disclaim all warranties that are not expressly stated here, including implied warranties of merchantability, fitness for a particular purpose and non-infringement. We do not warrant that the service will be uninterrupted or error-free, or that generated notes will be accurate or complete.

Nothing in this section limits rights you have under consumer protection law that cannot be excluded by agreement.

18. Limitation of liability

To the fullest extent permitted by law, our total liability to you for any claim connected with the service is limited to the amount you paid for RoomQuill in the 28 days before the event that gave rise to the claim.

We are not liable for indirect or consequential loss, including lost rent, lost deposits, amounts awarded against you in a tenancy dispute, the cost of repairs, lost profits, or loss of data beyond restoring available backups.

19. Indemnification

You agree to indemnify and hold harmless the operator of RoomQuill from claims, damages and reasonable legal costs arising from your use of the service, from content you upload, from personal information you enter about other people, from entries you make to a property, or from any dispute between you and a tenant, owner or third party.

20. Suspension and termination

You can cancel at any time from your dashboard, as described in the Refund & Cancellation Policy. We may suspend or terminate an account that breaches these terms, that is used unlawfully, or where required by law. Where it is reasonable to do so, we will give notice and a chance to put things right first.

After cancellation, reports and photos remain exportable for 60 days and are then permanently deleted. Export anything you may need for a pending dispute before that window closes.

21. Governing law and venue

These terms are governed by the laws of the Province of Ontario and the applicable laws of Canada, without regard to conflict-of-laws rules. The courts sitting in Guelph, Ontario have venue over any dispute arising from these terms or the service, and you agree to that venue. This does not remove any right you have to bring a claim before a consumer tribunal where the law gives you that right.

22. Changes to these terms

These terms may be updated. The "last updated" date at the top changes when they do. For material changes we will email account holders at least 30 days before they take effect. Continuing to use the service after that date means the updated terms apply.

23. Legal notices

Formal legal notices to the operator of RoomQuill must be sent by email to contact@roomquill.com and by post to the address below. Notices to you are sent to the email address on your account.

24. Contact

Questions about these terms go to the operator of the service: