1Definitions
Platform means COIRP, the Canadian Online Intelligent Reporting Platform, as made available by Intelicore as a hosted service. Subscriber means the agency named on the order form. Tenant means the Subscriber's isolated configuration and data within the Platform. Reporter means a member of the public submitting a report. Subscriber Data means all report content, attachments, correspondence and configuration held in the Tenant.
2Grant of licence
Intelicore grants the Subscriber a non-exclusive, non-transferable right to access and use the Platform for its own public-reporting operations during the subscription term, for the tiers recorded on the order form. The Platform is licensed, not sold.
The Subscriber may not resell or sublicense access, attempt to derive source code, or use the Platform to provide a bureau service to a third party without Intelicore's written agreement. Access by the Subscriber's own contractors acting on its behalf is permitted, provided the Subscriber remains responsible for their compliance.
3Subscription basis and tiers
The Platform is licensed as an annual subscription per Tenant. The subscription tier is determined by two measures recorded on the order form:
- Internal user tier — the number of concurrent internal users authorised to access the staff console and configuration studio.
- Report volume tier — the number of reports submitted to the Tenant per contract year.
Where actual use exceeds the contracted tier for two consecutive months, the parties will move the subscription to the correct tier from the next billing period. Use below the contracted tier does not reduce the fee within a term.
Implementation, configuration, data migration, integration development and training are professional services, quoted separately on a fixed-price basis, and are not included in the subscription fee.
4Service levels
- Availability: 99.9% of each calendar month, excluding maintenance notified in advance.
- Hours: the Platform is operated 24 hours a day, every day.
- Recovery: recovery point objective of 15 minutes or less; recovery time objective of 4 hours or less.
- Status: a public status page reports current and historical availability.
Service credits, support response targets and severity definitions are set out in the order form.
5Data residency and ownership
Subscriber Data remains the property of the Subscriber. Intelicore claims no ownership of it and does not use it to train models.
All Subscriber Data is stored and processed in Canada — primary hosting in Azure Canada Central, geo-redundant backup in Canada East. Intelicore will not move Subscriber Data outside Canada without the Subscriber's prior written consent.
Intelicore personnel do not access report content except where necessary to provide support and where authorised by the Subscriber, and every such access is audited.
6Privacy and compliance
Intelicore acts as a service provider processing Subscriber Data on the Subscriber's instructions. The Platform is built to support the Subscriber's obligations under the Freedom of Information and Protection of Privacy Act, including collection notices, access-request export, and retention control.
The Platform is designed to meet WCAG 2.1 Level AA and the requirements of the Accessibility for Ontarians with Disabilities Act, and is mapped to the Ontario Public Service cyber security directives and GO-ITS standards.
7Security
- Encryption of Subscriber Data at rest and in transit; TLS 1.2 or higher only.
- Single sign-on through Microsoft Entra ID with enforced multi-factor authentication for staff users.
- Role-based access mapped to the Subscriber's directory security groups.
- Tamper-evident audit logging of logins, report actions, and configuration changes.
- Intelicore will notify the Subscriber without undue delay on becoming aware of a security breach affecting Subscriber Data.
8Retention and deletion
Retention periods are configured by the Subscriber per incident type. The Platform prevents deletion of a record before its retention period has elapsed. On termination, Intelicore will make Subscriber Data available for export in a machine-readable format for 90 days, and will then delete it, including from backups in the ordinary backup cycle.
9Intellectual property
Intelicore retains all rights in the Platform, its documentation and any improvements to it. Configuration created by the Subscriber within its Tenant belongs to the Subscriber. Where the Subscriber provides feedback, Intelicore may use it to improve the Platform without obligation, and such improvements form part of the Platform.
10Automated processing
The Platform includes automated features: report summarisation, translation, conversational intake and duplicate detection. Output of these features is labelled as automated in the interface, and the original text is always retained and available. Automated output is an aid to the Subscriber's staff and does not constitute a decision by Intelicore.
11Changes to the Platform
The Platform follows a monthly release train. Subscriber configuration survives upgrades. Intelicore will not remove a material feature during a subscription term without providing a substantially equivalent capability or written notice.
12Term, renewal and termination
The subscription runs for the term stated on the order form and renews for successive periods of the same length unless either party gives written notice before the renewal date. Either party may terminate for material breach that remains uncured 30 days after written notice. The Subscriber's export rights under section 8 survive termination.
13Warranties and liability
Intelicore warrants that it will provide the Platform with reasonable skill and care and in accordance with these terms. Liability is limited as set out in the order form. Nothing in these terms limits liability that cannot be limited at law.
14Governing law
These terms are governed by the laws of the Province of Ontario and the laws of Canada applicable in it, and the parties submit to the courts of Ontario.