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Terms of Use

Motion Meetings Terms of Use

Legal   Last Updated: August 22, 2025  •  Effective Date: August 22, 2025

These Terms of Use (the “Terms”) govern your access to and use of the online voting and meeting platform (the “Services”) provided by Motion Meetings Inc. (“Motion,” “we,” “us,” or “our”), a company operating from Toronto, Ontario, Canada. These Terms apply to all users of the Services, including organizations or entities that subscribe to the Services (“Customers”), their authorized representatives, and any individuals invited to participate in meetings or events via the Services (“Participants” or “End-Users”). Collectively, Customers, Participants, and End-Users are referred to as “you” or “your.”

By accessing or using the Services—whether by registering an account, clicking to accept, participating in a meeting as an invitee, or otherwise—you agree to be bound by these Terms. If you are accepting on behalf of a company, organization, or other entity, you represent that you have the authority to bind that entity to these Terms. If you do not have such authority or do not agree to these Terms, you must not access or use the Services.

The Services are not intended for use by individuals under the age of 13. If you are under 13, you may not use the Services. For users under 18 (or the age of majority in your jurisdiction), parental or guardian consent is required, and we comply with the U.S. Children’s Online Privacy Protection Act (COPPA) and similar laws.

Our direct competitors are prohibited from accessing the Services, except with our prior written consent. The Services may not be used for benchmarking, monitoring performance, or competitive purposes without our consent.

1. Definitions

Affiliate: Any entity that directly or indirectly controls, is controlled by, or is under common control with the subject entity. “Control” means ownership or control of more than 50% of the voting interests.

Authorized Users: Individuals authorized by a Customer to access the Services, including employees, agents, and Participants invited to meetings.

Beta Services: Services or features designated as beta, pilot, limited release, or similar, provided at no additional charge for evaluation.

Content: Information provided through the Services from public sources or third-party providers.

Customer Data: Electronic data submitted by or for a Customer or its Authorized Users to the Services, excluding Content and Non-Motion Applications.

Free Services: Services provided free of charge, excluding trials.

Malicious Code: Harmful code, such as viruses, worms, or Trojan horses.

Non-Motion Application: Third-party software or functionality that interoperates with the Services.

Services: The online voting and meeting platform provided by Motion, excluding Content and Non-Motion Applications.

2. Services and Access

We provide the Services as described on our website or as otherwise made available to you. Subject to your compliance with these Terms, we grant you a limited, non-exclusive, non-transferable, revocable license to access and use the Services for your internal business or personal purposes (as applicable).

For Customers: You may authorize Authorized Users to access the Services under your account. You are responsible for their compliance with these Terms.

For Participants: Your access is limited to the specific meeting or event to which you are invited. You must comply with these Terms and any instructions from the inviting Customer.

We may update or modify the Services to improve functionality, comply with laws, or address security issues, with reasonable notice for material changes (at least 60 days where practicable).

3. Free Trials and Beta Services

If you register for a free trial or Beta Services, we provide them “as is” without warranties. We may discontinue them at any time. Data from trials or Beta Services may be lost, and standard support may not apply. You use them at your own risk.

4. User Responsibilities and Acceptable Use Policy

You are responsible for your use of the Services and must comply with all applicable laws and these Terms. As a Customer, you are also responsible for:

  • Ensuring the accuracy, quality, and legality of Customer Data, including how it is acquired and used with the Services.
  • Using commercially reasonable efforts to prevent unauthorized access to or use of the Services and notifying us promptly of any such unauthorized access or use.
  • Obtaining all necessary consents for the collection, use, and processing of personal data, including under applicable privacy laws such as the Quebec Privacy Act, and maintaining necessary documentation.
  • Being solely liable for any transmissions sent or material uploaded through the Services under your account.
  • Abiding by all applicable Motion policies, procedures, and agreements related to the Services.
  • Not using the Services in environments requiring fail-safe performance or where failure could lead directly to death, personal injury, or severe physical, business, personal, environmental, or other damage.
  • Not attempting to gain unauthorized access to the Services, other accounts, computer systems, or networks connected to the Services, through password mining or any other means.

Acceptable Use Policy

Your use of the Services must comply with this Acceptable Use Policy (“AUP”). Prohibited uses include, but are not limited to:

  • Engaging in behavior that is illegal, obscene, threatening, harassing, defamatory, libelous, deceptive, fraudulent, abusive, improper, malicious, infringing, tortious, or invasive of another’s privacy.
  • Negligently, recklessly, knowingly, or intentionally transmitting or uploading any material that contains viruses, time bombs, trojan horses, worms, malware, spyware, or any other harmful or dangerous programs.
  • Transmitting or uploading any material that infringes, misappropriates, or violates the intellectual property rights or other rights of third parties.
  • Sending unsolicited messages or advertisements through comment functions available on the Services.
  • Violating any Canadian, U.S., or foreign law through use of the Services, including ADAD standards in Canada, and TCPA and STIR/SHAKEN standards in the United States.
  • Using the Services in any way that interferes with other customers’ and third parties’ use and enjoyment of the Services.
  • Using the Services in any manner that disrupts, prevents, or restricts another customer from using the Services or damages Motion’s or another customer’s property.
  • Using or employing methods and/or devices designed or likely to take advantage of, bypass, exploit, or avoid this AUP.
  • Making any Service or Content available to anyone other than you or your Authorized Users, or using it for the benefit of anyone other than you or your Affiliates.
  • Selling, reselling, licensing, sublicensing, distributing, renting, or leasing any Service or Content, or including it in a service bureau or outsourcing offering.
  • Using a Service or Non-Motion Application to store or transmit infringing, libelous, unlawful, tortious material, or material violating third-party privacy rights.
  • Introducing Malicious Code or interfering with the Services.
  • Reverse engineering, decompiling, or disassembling the Services.
  • Using the Services for excessive or abusive purposes, such as spamming or overloading the system.

We may monitor usage to enforce these rules and prevent abuse. Violations may result in suspension or termination of access.

5. Proprietary Rights and Licenses

We own all rights to the Services, including intellectual property. You grant us a license to use Customer Data to provide and improve the Services. You retain ownership of Customer Data. Upon request, we will assist with data export for a reasonable period after your access ends.

6. Data and Privacy

Our collection and use of personal information is governed by our Privacy Policy (available at link). By using the Services, you consent to such practices. We comply with applicable data protection laws.

7. Third-Party Integrations

The Services may integrate with Non-Motion Applications. We are not responsible for their functionality, security, or privacy practices. You assume all risks associated with integrations, including any AI features if applicable. Review third-party terms before use.

8. Representations, Warranties, and Disclaimers

You represent that your use complies with laws and that you have necessary consents for data processing.

WE PROVIDE THE SERVICES “AS IS.” TO THE FULLEST EXTENT PERMITTED BY LAW, WE DISCLAIM ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT. WE DO NOT WARRANT UNINTERRUPTED OR ERROR-FREE OPERATION.

9. Limitation of Liability

IN NO EVENT WILL WE BE LIABLE FOR INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING LOST PROFITS OR DATA, EVEN IF ADVISED OF THE POSSIBILITY. OUR TOTAL LIABILITY IS LIMITED TO $100 OR THE EQUIVALENT IN YOUR CURRENCY. THESE LIMITATIONS DO NOT APPLY TO GROSS NEGLIGENCE, WILLFUL MISCONDUCT, OR VIOLATIONS OF LAW.

10. Term, Suspension, and Termination

These Terms start when you first use the Services and continue until terminated. We may suspend or terminate your access for breaches, security risks, or violations of the AUP, with notice where possible. Upon termination, access ends, and we may delete data after retention periods per our Privacy Policy. Sections surviving termination include Proprietary Rights, Limitation of Liability, and Governing Law.

11. Force Majeure

We are not liable for delays or failures due to events beyond reasonable control, such as natural disasters, wars, pandemics, or cyber-attacks.

12. Governing Law and Dispute Resolution

These Terms are governed by the laws of Ontario, Canada, without regard to conflicts of laws. Any disputes will be resolved exclusively in courts located in Toronto, Ontario. You waive any right to jury trial. Claims must be brought within one year of accrual.

For U.S. users: Disputes will be resolved by binding arbitration under the American Arbitration Association (AAA) rules, in Toronto or virtually. You waive class actions and agree to individual arbitration only. This provision is governed by the U.S. Federal Arbitration Act.

13. Changes to These Terms

We may update these Terms to reflect changes in laws, Services, or practices. We will notify you via email, in-app, or on our website at least 30 days before material changes take effect. Continued use constitutes acceptance. If you object, you may stop using the Services.

14. General Provisions

These Terms are the entire understanding and supersede prior agreements. If any provision is invalid, the rest remains enforceable. Waivers must be in writing. You may not assign without our consent; we may assign in business transfers. Notices are via email or mail. For government users, additional terms may apply.

15. Contact Us

For questions:

Thank you for using Motion Meetings.