EpicStaff Terms of Service

1. Who we are and what these Terms cover

EpicStaff ("EpicStaff", "we") operates the EpicStaff marketplace from Montréal, Québec. We provide the software that lets establishments post gigs, lets workers apply for and accept them, records the hours worked, and settles payment between the two through our payment processor, Stripe.

These Terms apply to every account. Some clauses apply only to workers, some only to establishments; each says so. By creating an account, signing in, posting or accepting a gig, or paying through the app, you accept these Terms. If you act for an establishment, you confirm you are authorized to bind it.

2. Accounts and eligibility

You must be at least 18 years old and legally entitled to work, or to hire, in Canada. A worker account is personal to you; an establishment account is held by the business and used by the owner and the managers the owner invites.

You are responsible for the accuracy of the information on your account — including, for workers, the legal identity you provide for tax purposes — and for keeping your credentials secure. Tell us at once if you suspect unauthorized use.

You may sign in with an email address and password, or with Apple or Google. Whichever you choose, the account is the same and these Terms apply to it.

3. How the marketplace works

An establishment posts a gig with a position, a date, a time window and an hourly rate. Workers apply, or are invited; the establishment offers the seat to one worker; the gig is filled when that worker accepts. Hours are recorded at the venue by scanning a QR code at the start and end of the shift, or by a manager confirming them. Once the hours are confirmed the gig is settled and the establishment's saved payment method is charged (section 4).

EpicStaff is not a party to the work. We do not hire, supervise, schedule or pay workers, and we are not the employer of any worker. The service agreement for each gig is between the worker and the establishment; EpicStaff provides the marketplace, the record of hours and the payment rail.

Workers act as independent businesses. A worker chooses which gigs to apply for, may work for any establishment or through any other channel, supplies their own means of getting to the venue, and is responsible for their own taxes, registrations and insurance (section 7).

Establishments direct the work on site and are responsible for the workplace, including health and safety, the tools and uniforms they require, and compliance with the labour laws that apply to the people working on their premises.

4. Payments — two charges, two sellers

Every settled gig produces two separate charges to the establishment's saved payment method, and two receipts. The first is the worker's pay: it is charged in the worker's name, and the worker is the seller and merchant of record for it. The second is EpicStaff's service fee, charged by EpicStaff in its own name. Your card or bank statement will show them as two lines.

The worker's pay is the confirmed hours multiplied by the gig's agreed rate. Where the worker is registered for GST/QST and the app so indicates before you book, the worker's GST and QST are added to that charge and shown on the worker's invoice to you, which carries the worker's registration numbers. That invoice is the document supporting your input tax credits and refunds.

EpicStaff's service fee is the percentage shown in the app when you post or book (currently 15% of the worker's pay), plus GST and QST on the fee, invoiced by EpicStaff under its own registration numbers. EpicStaff takes no fee on a cancellation compensation (section 5).

By saving a payment method you authorize EpicStaff, through Stripe, to charge it automatically for each gig your establishment settles and for the related fee. Card payments and Canadian pre-authorized debits are accepted. Because the worker is the seller of record for their pay, a pre-authorized debit requires a one-time authorization in that worker's name the first time you pay them by debit; the app asks for it and reuses it for later gigs with the same worker. Debits take three to five business days to settle; the worker is paid when the debit clears.

Workers receive their pay into a Stripe account opened in their name through the app and paid out to their bank. Before the first payout a worker must complete Stripe's identity and bank verification and provide the tax identity described in section 7. Payouts are on Stripe's schedule; EpicStaff never holds a worker's pay in its own accounts.

Money moves only through Stripe. EpicStaff never sees or stores card or bank details, and does not accept payment for gigs by any other means.

5. Cancellations, no-shows and compensation

An establishment may withdraw a gig before it starts. If the gig was already filled and is cancelled inside the late-cancellation window shown in the app (by default, less than 24 hours before the start), the worker is owed compensation for the policy hours at the agreed rate (by default, three hours). Compensation is charged in the worker's name like any other pay and carries no EpicStaff fee.

A worker may withdraw from an accepted gig before it starts. No compensation is owed either way for a worker's own withdrawal. Repeated withdrawals, no-shows and late arrivals are recorded on the worker's reliability record and may lead to suspension.

An offer that is not accepted before it expires lapses; an unfilled gig expires at its start time. Neither creates any charge.

6. Refunds, disputes and chargebacks

Because a gig's pay is charged in the worker's name and paid out to them, a charge is unwound only when EpicStaff decides to refund it — for example when the hours were recorded in error or the gig did not take place as confirmed. Ask us through support; the establishment cannot refund a worker's pay from the app, and a refund of the worker's pay reverses the corresponding amount out of the worker's Stripe balance. EpicStaff refunds its own fee when a gig is fully unwound.

If an establishment disputes a charge with its bank or card issuer instead of contacting us, Stripe debits the disputed amount and a dispute fee from EpicStaff, not from the worker: EpicStaff absorbs the cost of disputes on workers' pay and does not reverse the worker's payout because of one. We answer disputes with the gig's record — the posting, the acceptance, the scanned hours and the receipts.

Disputing a charge you authorized for work that was performed is a breach of these Terms. We may suspend an account that does so and recover the amounts and fees through the saved payment method or otherwise.

7. Taxes, tax slips and reporting

Workers are responsible for their own income tax, and for registering for and remitting GST/QST if their sales require it. The app keeps a quarterly ledger of your marketplace earnings and warns you as you approach the small-supplier threshold; it is information, not tax advice. When you tell the app you are registered, your GST/QST is added to your pay and it becomes your responsibility to remit it.

Because the establishment pays the worker directly, the establishment is the payer for year-end tax reporting of that pay. The app produces, in the establishment's name, the T4A (box 048) and RL-1 (box O, code RD) slips for each worker it paid, an hours-and-earnings statement per worker and period, and a filing export for the establishment's accountant. The establishment files those slips with the Canada Revenue Agency and, where required, Revenu Québec under its own program accounts. EpicStaff does not issue T4A or RL-1 slips for gig pay.

To produce those slips the app collects a worker's legal name, social insurance number (or business number), date of birth and home address, and shares them with an establishment only inside the filing export for the slips that establishment issues to that worker. They are never shown on screen to establishments.

EpicStaff is a reporting platform operator under Part XX of the Income Tax Act. Each year we report to the Canada Revenue Agency, for every worker paid through the marketplace, the identity above, the amounts paid and the number of gigs, and we give each worker a copy in the app by January 31. The law requires us to withhold payout from a worker whose identity is incomplete, which is why the app asks for it before the first payout. Hours an establishment records outside the app are not included in that report.

8. Personal information

We collect and use personal information to run the marketplace, settle payments, meet the tax obligations in section 7 and keep the platform safe. Social insurance numbers, dates of birth and home addresses are stored separately from the rest of your profile, are never returned to any app screen in full, and are used only for the purposes in section 7.

Our privacy policy describes what we collect, why, how long we keep it and how to exercise your rights, including your right to access and correct your information. Questions about personal information go to our privacy officer at the address in section 13.

9. Conduct

Use the marketplace honestly: post real gigs, apply for shifts you intend to work, record hours truthfully, and treat each other with respect. Do not use the platform to recruit workers off it in order to avoid the fee, to discriminate, to harass, or to collect other users' personal information.

Establishments may rate workers after a gig, and workers can see their own record. We may limit, suspend or close an account that breaches these Terms, that carries an unresolved dispute or unpaid charge, or that puts other users at risk, and we may withhold payouts that are the subject of an investigation for as long as the investigation reasonably requires.

10. Our responsibility

The marketplace is provided as is. We work to keep it available and accurate, but we do not guarantee that gigs will be filled, that workers will show up, that establishments will pay on time, or that the service will be uninterrupted.

EpicStaff is not responsible for the work performed at a gig, for what happens on an establishment's premises, or for the conduct of any user. Establishments and workers deal with each other directly for those matters.

To the extent the law allows, EpicStaff's total liability to you for any claim arising from the service in a twelve-month period is limited to the service fees you paid EpicStaff in that period. Nothing in these Terms limits liability that cannot be limited by law, including under the Consumer Protection Act where it applies.

11. Changes and termination

We may update these Terms. We will show the new version in the app and by email at least 30 days before it takes effect, except where a change is required by law or concerns a new feature. Continuing to use the service after that date means you accept the new Terms.

You may close your account at any time from the app; obligations already incurred — a gig in progress, an unpaid charge, a tax report the law requires — survive closure. We may close an account as described in section 9.

12. Governing law and language

These Terms are governed by the laws of Québec and the federal laws of Canada that apply there. Any dispute that cannot be resolved with our support team is brought before the courts of the district of Montréal, without prejudice to rights that the law reserves to consumers.

These Terms are offered in French and in English. For users in Québec the French version prevails in case of discrepancy.

13. Contact

EpicStaff, Montréal, Québec — info@epicstaff.app. Write to the same address for the privacy officer.