Terms of Service
Last updated September 22, 2026
RefAssign Terms of Service
Effective date: September 22, 2026
These Terms of Service (the "Terms") form a legal agreement between you and RefAssign, a business located in British Columbia, Canada ("RefAssign," "we," "us," or "our"). These Terms govern your access to and use of refassign.ca and RefAssign's scheduling, assignment, availability, communication, and related services (collectively, the "Service").
By creating an account, accepting an invitation, purchasing a subscription, or using the Service, you agree to these Terms. If you use the Service for an organization, you represent that you have authority to accept these Terms on its behalf. If you do not agree, do not use the Service.
1. Eligibility
You must be legally capable of agreeing to these Terms. If you are under the age of majority where you live, you may use the Service only with the authorization of a parent or legal guardian and, where applicable, the organization that invited you. A parent or guardian who authorizes a minor's use is responsible for that use to the extent permitted by law.
You may not use the Service if doing so would violate applicable law or if we have previously suspended or terminated your access for a material breach of these Terms.
2. Accounts and organization access
You must provide accurate information and keep it current. You are responsible for safeguarding your credentials and for activity under your account. You must promptly notify us at support@refassign.ca if you suspect unauthorized access.
Accounts are personal and may not be shared. An organization may invite users, assign roles, and control access to its workspace. Organization administrators are responsible for managing permissions, removing users who should no longer have access, and ensuring their use of the Service complies with law and organizational policies.
If you join an organization, information associated with that organization may be visible to, controlled by, exported by, or deleted by its authorized administrators. If you leave an organization, some historical records may remain with that organization.
3. The Service
RefAssign provides tools that may assist with scheduling, assigning officials, managing availability, communicating assignments, maintaining records, and related activities. RefAssign does not employ, supervise, certify, select, or guarantee any official, assignor, coach, volunteer, or organization merely by providing the Service.
Organizations remain solely responsible for:
deciding who is qualified and eligible for an assignment;
verifying certifications, background checks, training, and legal requirements;
setting schedules, rates, policies, and working arrangements;
complying with employment, tax, safeguarding, sports-governance, and other applicable requirements;
reviewing automated suggestions before relying on them; and
maintaining appropriate backup or export procedures for critical records.
Assignments, availability indicators, notifications, conflict warnings, recommendations, and other Service outputs are administrative aids only. They may be incomplete, delayed, or incorrect and must be reviewed by an authorized person.
4. Acceptable use
You may use the Service only for lawful purposes and in accordance with these Terms. You must not:
access or use another person's account without permission;
submit false, misleading, unlawful, infringing, discriminatory, harassing, or harmful content;
upload malware or interfere with the security, integrity, or operation of the Service;
probe, scan, or test vulnerabilities without our written authorization;
bypass access controls, rate limits, or technical restrictions;
scrape, harvest, or use automated means to access the Service except through an authorized interface or with our written permission;
reverse engineer or attempt to extract source code except where applicable law expressly permits it;
use the Service to send spam or communications that violate applicable anti-spam laws;
collect or disclose personal information without appropriate authority; or
resell, sublicense, or provide the Service to third parties except as expressly permitted by an applicable order or written agreement.
We may investigate suspected violations and may remove content, restrict functionality, or suspend access where reasonably necessary to protect the Service or others.
5. Organization data and user content
"Customer Data" means information, records, files, messages, and other content submitted to the Service by or for you or your organization.
As between you and RefAssign, you or the applicable organization retain ownership of Customer Data. You grant RefAssign a non-exclusive, worldwide, royalty-free licence to host, copy, transmit, display, modify, and otherwise process Customer Data only as reasonably necessary to provide, secure, support, and improve the Service, comply with law, and enforce these Terms.
You represent that you have all rights and permissions necessary to provide Customer Data to RefAssign and authorize its processing. You are responsible for Customer Data and for ensuring it does not violate law or another person's rights.
We may generate and use aggregated or de-identified information that does not reasonably identify an individual or organization to operate, analyze, and improve the Service.
6. Privacy
Our Privacy Policy explains how we handle personal information and forms part of these Terms. Organizations that use RefAssign are responsible for providing any additional privacy notices and obtaining any consents required for their activities.
7. Fees, subscriptions, and taxes
Some features may require a paid subscription. Pricing, included usage, billing frequency, and plan limits will be shown when an organization subscribes or in an applicable order form.
Unless otherwise stated at purchase:
fees are charged in advance and in the currency shown;
subscriptions renew automatically for successive periods equal to the initial billing period until cancelled;
you authorize us and our payment provider to charge the selected payment method;
fees exclude applicable taxes, which may be added where required; and
payment obligations are non-cancellable and fees already paid are non-refundable, except where required by law or expressly stated in writing.
You may cancel renewal through available account controls or by contacting support@refassign.ca before the next renewal date. Cancellation takes effect at the end of the current paid period. We may change pricing on advance notice, with the change applying no earlier than the next renewal after the notice period.
If payment is overdue, we may restrict or suspend paid features after providing reasonable notice. You remain responsible for amounts properly incurred before cancellation or termination.
If RefAssign is not yet charging for your plan, this section applies once paid subscriptions are made available and you choose one.
8. Free trials and beta features
We may offer free plans, trials, previews, or beta features. We may modify or discontinue them at any time. Beta features may be incomplete, unreliable, or changed without notice and are provided for evaluation only. Unless we expressly state otherwise, a trial does not guarantee continued access or preservation of trial data after it ends.
9. Third-party services
The Service may link to or integrate with third-party products. Third-party services are governed by their own terms and privacy policies. RefAssign does not control and is not responsible for third-party services. We may change or discontinue an integration if the third-party service changes, becomes unavailable, or creates a security or legal risk.
10. RefAssign intellectual property
The Service, including its software, design, branding, documentation, and other materials, is owned by RefAssign or its licensors and is protected by intellectual property laws. Except for the limited right to use the Service under these Terms, no rights are granted to you.
If you provide feedback or suggestions, you grant us a perpetual, worldwide, royalty-free right to use them without restriction or compensation, provided we do not identify you publicly without permission.
11. Service changes and availability
We may add, change, or remove features and may perform maintenance. We will use reasonable efforts to provide advance notice of a material reduction in core paid functionality where practical. We do not guarantee uninterrupted or error-free operation.
We may impose reasonable limits to protect performance, security, or fair use. Any service-level commitment applies only if set out in a separate written agreement.
12. Suspension and termination
You may stop using the Service at any time. Organization administrators may remove users from their organization.
We may suspend or terminate access if you materially breach these Terms, fail to pay fees when due, create a security or legal risk, misuse the Service, or if required by law. Where reasonable, we will give notice and an opportunity to remedy the issue before termination. We may act immediately where necessary to prevent harm or unauthorized access.
Upon termination, your right to use the Service ends. Subject to applicable plan terms, law, and technical limitations, an organization may request an export of its Customer Data within 30 days after termination. We may delete Customer Data after that period. We may retain information where required for legal, security, backup, accounting, or dispute-resolution purposes.
Sections that by their nature should survive termination—including ownership, payment obligations, disclaimers, liability limits, indemnity, and dispute provisions—will survive.
13. Disclaimers
To the fullest extent permitted by law, the Service is provided "as is" and "as available." RefAssign disclaims all representations, warranties, and conditions not expressly stated in these Terms, whether express, implied, statutory, or collateral, including implied warranties or conditions of merchantability, fitness for a particular purpose, title, non-infringement, availability, accuracy, and error-free operation.
RefAssign does not guarantee that an assignment will be accepted or fulfilled, that a notification will be delivered on time, that a user is qualified, or that Service data is complete or accurate. You remain responsible for independent review and for maintaining contingency procedures appropriate to your activities.
Nothing in these Terms excludes a warranty, condition, or right that cannot lawfully be excluded.
14. Limitation of liability
To the fullest extent permitted by law, RefAssign and its directors, officers, employees, contractors, affiliates, licensors, and service providers will not be liable for any indirect, incidental, special, consequential, exemplary, or punitive damages, or for lost profits, revenue, business, goodwill, opportunities, or data, arising from or related to the Service, even if advised that such loss was possible.
To the fullest extent permitted by law, RefAssign's total aggregate liability arising from or related to the Service or these Terms will not exceed the greater of: (a) the fees paid or payable by the applicable organization to RefAssign for the Service during the 12 months immediately before the event giving rise to the claim; and (b) CAD $100.
These limitations apply regardless of the form of action and even if a remedy fails of its essential purpose. They do not apply to liability that cannot be limited under applicable law.
15. Indemnity
To the fullest extent permitted by law, an organization using the Service will defend, indemnify, and hold harmless RefAssign and its directors, officers, employees, contractors, and affiliates from third-party claims, damages, losses, liabilities, and reasonable legal costs arising from: (a) the organization's Customer Data; (b) its unlawful or unauthorized use of the Service; (c) its assignments, personnel decisions, policies, or communications; or (d) its material breach of these Terms.
This section does not require an individual user acting solely in a personal capacity to indemnify RefAssign for an organization's conduct.
16. Governing law and disputes
These Terms are governed by the laws of the Province of British Columbia and the federal laws of Canada applicable in British Columbia, without regard to conflict-of-law rules.
Before filing a claim, you and RefAssign agree to make a good-faith attempt to resolve the dispute by written notice and discussion for at least 30 days. If the dispute is not resolved, the courts located in British Columbia will have exclusive jurisdiction, and each party submits to those courts, except where applicable consumer law gives an individual the right to bring a proceeding elsewhere.
17. Changes to these Terms
We may update these Terms from time to time. We will post the updated Terms and revise the "Last updated" date. For material changes, we will provide additional notice where reasonably appropriate. Unless a later date is stated, updated Terms take effect when posted for new users and 30 days after notice for existing users. If you do not agree to an update, you must stop using the Service before it takes effect.
18. General terms
These Terms, the Privacy Policy, any applicable order form, and any additional written terms expressly incorporated by reference constitute the entire agreement regarding the Service. If an order form conflicts with these Terms, the order form controls for that conflict.
You may not assign these Terms without our written consent. We may assign them in connection with a merger, reorganization, sale of assets, or by operation of law. Our failure to enforce a provision is not a waiver. If any provision is unenforceable, it will be modified only as much as necessary, and the remaining provisions will continue in effect.
Neither party is liable for delay or failure caused by events beyond its reasonable control, except for payment obligations. Headings are for convenience only. The words "including" and "includes" mean "including without limitation."
19. Contact
RefAssign
1038 Euphrates Crescent
Port Coquitlam, BC, Canada
General support: support@refassign.ca
Billing: billing@refassign.ca
Legal notices: legal@refassign.ca