Last Updated: July 2, 2026

Welcome to Polar Payroll Canada Inc. (“Polar Payroll,” “we,” “us,” or “our”). These Terms and Conditions (“Terms”) govern your access to and use of our software-as-a-service (SaaS) payroll platform, website located at https://polarpayroll.ca/, and any related services (collectively, the “Service”).

By registering for an account, accessing, or using the Service, you (“User,” “you,” or “your”) agree to be bound by these Terms and our Privacy Policy. If you are entering into these Terms on behalf of a company or other legal entity, you represent that you have the authority to bind such entity to these Terms. If you do not agree to these Terms, you must not use or access the Service.

1. Description of Service

Polar Payroll provides a cloud-based software-as-a-service platform designed to assist businesses with payroll processing, tax calculations, remittances, and related administrative human resource tasks in Canada.

2. Account Registration and Security

To use the Service, you must register for an account. You agree to:

  • Provide accurate, current, and complete information during the registration process.
  • Maintain and promptly update your account information to keep it accurate and complete.
  • Maintain the security and confidentiality of your login credentials.
  • Promptly notify Polar Payroll if you suspect or discover any unauthorized use of your account.

3. SMS and Mobile Messaging Terms (Consent & Opt-Out)

As part of our registration flow and account security features, you may optionally provide your mobile phone number.

  • Consent: By checking the explicit, separate SMS consent box during registration, you expressly consent to receive automated text messages (SMS) from Polar Payroll Canada Inc., including one-time passcodes (OTP), multi-factor authentication (MFA) codes, and account verification alerts.
  • Optional Service: Providing your phone number and consenting to receive SMS messages is strictly optional. You can successfully register for and use the Service without providing a phone number or consenting to SMS text messages.
  • Frequency: Message frequency may vary depending on your account activity and security requests (e.g., every time you log in or request a password reset).
  • Rates: Message and data rates may apply from your mobile carrier.
  • Help: For assistance or support regarding our text messaging services, reply HELP to any text message you receive from us, or contact our customer support at info@polarpayroll.ca.
  • Opt-Out: You can cancel and opt-out of the SMS service at any time. Just text STOP to the number from which you received the message. After you send the SMS message “STOP” to us, we will send you an SMS message to confirm that you have been unsubscribed. After this, you will no longer receive SMS messages from us unless you re-enable them in your account settings.

4. Fees, Billing, and Subscription

  • Subscription Fees: Access to certain features of the Service requires a paid subscription. Fees are billed in advance on a recurring basis (monthly or annually) as selected during checkout.
  • Taxes: All fees are exclusive of applicable Canadian federal, provincial, or territorial taxes (such as GST, HST, or PST), which will be added to your invoice where applicable.
  • Non-Refundable: Except as expressly provided herein or required by law, all fees are non-refundable.

5. Compliance with Payroll, Tax, and Labor Laws

  • Accuracy of Data: Polar Payroll calculates payroll figures based strictly on the information input by you. You are solely responsible for ensuring the accuracy, completeness, and timeliness of all data provided to the Service (including employee hours, salaries, deductions, bank routing numbers, and tax statuses).
  • Legal Compliance: You are responsible for complying with all federal and provincial laws, regulations, and deadlines relating to payroll, including but not limited to the Income Tax Act (Canada), Employment Insurance (EI), Canada Pension Plan (CPP), workers’ compensation, and applicable provincial employment standards. Polar Payroll is a tool and does not assume your legal obligations as an employer.

6. Intellectual Property & Use Restrictions

  • Ownership: Polar Payroll owns all rights, title, and interest in the Service, software, website design, text, graphics, and logos.
  • Limited License: We grant you a limited, non-exclusive, non-transferable, revocable license to access and use the Service strictly for your internal business operations in accordance with these Terms.
  • Prohibited Use: You agree not to copy, modify, distribute, sell, lease, reverse engineer, or attempt to extract the source code of our software.

7. Data Privacy and Security

Your privacy is important to us. Our collection, use, and disclosure of your personal information and your employees’ data are governed by our Privacy Policy, which is incorporated into these Terms by reference. You represent and warrant that you have obtained all necessary consents from your employees to upload their personal and financial data to the Service.

8. Limitation of Liability and Disclaimer of Warranties

  • As-Is Basis: THE SERVICE IS PROVIDED “AS IS” AND “AS AVAILABLE” WITHOUT WARRANTIES OF ANY KIND, EITHER EXPRESS OR IMPLIED.
  • Limitation: TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE CANADIAN LAW, IN NO EVENT SHALL POLAR PAYROLL CANADA INC., ITS DIRECTORS, EMPLOYEES, OR AGENTS BE LIABLE FOR ANY INDIRECT, PUNITIVE, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR EXEMPLARY DAMAGES, INCLUDING WITHOUT LIMITATION DAMAGES FOR LOSS OF PROFITS, GOODWILL, USE, DATA, OR OTHER INTANGIBLE LOSSES, ARISING OUT OF OR RELATING TO THE USE OF, OR INABILITY TO USE, THE SERVICE.
  • Cap on Liability: Our total aggregate liability for any claims arising out of or relating to these Terms or the Service shall not exceed the total amount paid by you to Polar Payroll in the twelve (12) months immediately preceding the event giving rise to liability.

9. Termination

We reserve the right to suspend or terminate your account or access to the Service at any time, with or without notice, if you breach these Terms, fail to pay outstanding fees, or engage in conduct that we believe violates applicable law or harms the security of our platform.

10. Governing Law

These Terms shall be governed by and construed in accordance with the laws of the Province of Ontario and the federal laws of Canada applicable therein, without regard to conflict of law principles.

11. Changes to These Terms

We may modify these Terms from time to time. If we make material changes, we will notify you by posting the updated Terms on our website and updating the “Last Updated” date above, or via email. Your continued use of the Service after such modifications constitutes your acceptance of the revised Terms.

12. Contact Information

If you have any questions or concerns about these Terms, please contact us at:

Polar Payroll Canada Inc.

Email: info@polarpayroll.ca

Mailing Address: 55 Albert St., Suite 100, Markham ON L3P 2T5

Website: https://polarpayroll.ca/