Legal, Privacy &
Engagement Terms

Engagement and acceptance

Website information, package recommendations and preliminary conversations are invitations to discuss services and are not offers, guarantees of availability or confirmed bookings. A booking becomes effective only after RULOX issues or approves written engagement documents, the client accepts them in the required manner, and the required deposit or advance payment clears.

Acceptance may be shown by signature, an affirmative electronic action, written confirmation, or payment where the proposal or invoice expressly states that payment constitutes acceptance. Electronic records and signatures may be used to the extent permitted by applicable law.

Order of precedence

If documents conflict, the following order applies unless the parties expressly agree otherwise: signed amendment; signed statement of work or proposal; booking confirmation; invoice; these terms. A client purchase order is administrative only and does not replace RULOX terms unless RULOX expressly agrees in writing.

Scope and change control

Services, deliverables, dates, personnel assumptions, working hours and exclusions will be identified in the accepted proposal or statement of work. Fees reflect responsibility, complexity, readiness, risk, timing and expected outcomes—not labour alone.

• Work outside the accepted scope requires written approval and may change fees, staffing, timing or deliverables.
• Event-technology review, confidentiality controls, live execution, travel and third-party costs are separate responsibilities unless expressly included in the accepted scope.
• Urgent instructions may be confirmed by email or another approved channel and documented in a change order afterward.
• Silence, informal discussion or on-site convenience does not amend the scope.
• Client-caused delay, incomplete information or material event changes may require a revised schedule and fee.

Fees, deposits and invoices

Consultations and assessments

Paid consultations, reviews and assessments are payable in full in advance. Once reserved or commenced, the fee is non-refundable except where RULOX agrees otherwise or applicable law requires a refund.

Management packages

Unless the accepted proposal states another schedule, 50% of the professional fee is due as a deposit when the engagement is accepted. The deposit reserves capacity and is credited toward the agreed price. The remaining 50% is due according to the proposal's milestone schedule or, if no schedule is stated, before the first on-site or live-delivery date.

Invoices and taxes

Invoices are due on the date shown. Fees are stated in Canadian dollars and applicable taxes are additional unless expressly included. A quotation is valid for 14 calendar days unless another period appears on it. RULOX may require cleared funds before reserving dates, committing personnel, releasing deliverables or continuing work.

Supplier estimates and allowances

Proposals distinguish RULOX professional fees from supplier estimates, approved expenses and applicable taxes. Supplier pricing follows the validity period and assumptions stated in the supplier quotation. Any allowance or contingency is identified separately; it is not an additional authorization to spend. Changes to approved scope or costs are confirmed with the client through the existing written change-control process.

Overdue accounts

Overdue amounts bear simple interest at 2% per month, expressly equivalent to 24% per annum, calculated from the due date until paid—or the maximum lawful rate, if lower. RULOX may also recover reasonable collection costs where permitted by law.

RULOX may suspend or postpone services for non-payment after reasonable notice where circumstances permit. Suspension does not waive amounts already earned, committed or incurred.

Travel, expenses and overtime

Travel time may be billed separately or incorporated into a project fee, as stated in the proposal. Mileage, transportation, parking, tolls, accommodation, meals, shipping and other approved out-of-pocket costs may be invoiced in addition to professional fees. RULOX will identify material travel assumptions in advance where reasonably possible.

Hours beyond the agreed service window, overnight requirements, client-requested standby time, emergency deployment and material schedule extensions may be billed at the rate stated in the proposal or an approved change order. Minimum call times may apply to on-site assignments.

Cancellation and rescheduling

Cancellation and rescheduling terms will be stated in the accepted proposal and may reflect work already performed, reserved capacity, committed personnel, non-refundable supplier costs and the proximity of the event date. Deposits are not automatically refundable; any refund or credit is determined under the accepted agreement and applicable law.

A rescheduled event is subject to RULOX availability, revised costs and a written change confirmation. If RULOX cannot perform on the new date, the engagement will be treated under the applicable cancellation provision. Nothing in these terms limits a cancellation or refund right that cannot lawfully be waived.

Client responsibilities

The client must provide timely, complete and accurate information; identify one authorized decision-maker; secure required venue permissions, licences and approvals; disclose material safety, accessibility, security and protocol requirements; and ensure that client personnel, suppliers, guests and representatives cooperate with lawful operational directions.

RULOX may rely on client-provided information unless there is a clear reason not to. The client remains responsible for decisions, approvals and obligations outside the accepted RULOX scope.

Professional conduct and safety

RULOX is committed to a professional environment free from harassment, discrimination, intimidation, violence, threats, stalking, retaliation, abusive or repeated harassing communications, sexualized behaviour, unwanted touching, degrading comments, inappropriate gestures and other conduct that compromises dignity or safety.

This standard applies to clients, guests, venue teams, vendors, contractors, representatives and RULOX personnel in person, online, by telephone and through messaging platforms. The client is expected to address misconduct by people under its direction or control.

RULOX may establish communication boundaries, reassign or remove personnel, pause work, leave an unsafe location or terminate an engagement for material or repeated misconduct. Amounts earned and reasonable costs arising before termination remain payable, subject to applicable law.

Personnel protection and non-solicitation

RULOX personnel may not be approached for side deals, undisclosed compensation, private contracting, competing instructions or business arrangements that bypass RULOX. Clients and their representatives must not directly or indirectly solicit, recruit, hire or contract with personnel introduced or assigned by RULOX during the engagement and for 12 months afterward without RULOX's prior written consent. Any permitted recruitment or transfer arrangement must be documented separately.

Business cards, personal telephone numbers and personal social-media details must not be requested, distributed or exchanged except where operationally necessary, professionally appropriate and authorized. Required communications should use company-approved channels wherever practical. These rules do not prevent lawful reporting, emergency contact, protected activity or a person's voluntary exercise of legal rights.

Privacy and communications

RULOX collects, uses, discloses and retains personal information only for identified business and operational purposes, with appropriate consent or another lawful basis. Collection is limited to information reasonably necessary for inquiries, proposals, contracting, event delivery, safety, invoicing, recordkeeping and authorized communications.

• Personal information is protected using safeguards appropriate to its sensitivity.
• Information is not sold. It may be shared with authorized personnel and service providers who need it for the engagement, or where law permits or requires disclosure.
• Individuals may request access or correction and may withdraw consent where legally available, subject to contractual, legal and operational limits.
• Sensitive guest, health, accessibility or security information should not be sent through the initial inquiry form.

Commercial electronic messages are sent only where consent or another lawful basis exists and will include an unsubscribe method as required. See the separate Privacy Notice for how direct website inquiries and related information are handled.

Confidentiality and intellectual property

Each party must protect confidential information received through the engagement and use it only for authorized purposes, subject to lawful disclosure requirements. Event plans, operational methods, templates, frameworks, assessments and pre-existing materials remain the intellectual property of their owner. The client receives only the licence or deliverables expressly described in the accepted agreement.

RULOX will not publicly identify a confidential client or use protected event material for promotion without authorization. General knowledge, skills and non-identifying experience remain available for RULOX's professional use.

Third parties, risk and service interruption

RULOX may coordinate with venues, suppliers, security providers and other third parties but does not guarantee their performance unless expressly assuming that responsibility in writing. The client remains bound by third-party terms it accepts.

Where a proposed event platform or service provider will handle personal information, RULOX may review its operational suitability, provider and subcontractor roles, access controls, data location, retention, deletion and incident procedures within the accepted scope. Technology recommendations support operational decision-making and do not replace legal, privacy, cybersecurity or procurement advice. Material approvals remain with an authorized person.

Neither party is liable for delay or failure caused by events beyond reasonable control, including severe weather, government orders, labour disruption, utility or communications failure, venue closure, transportation interruption, public-health events or safety emergencies. The affected party must communicate promptly and take reasonable steps to reduce disruption. Payment remains due for work completed and non-cancellable commitments.

Liability and legal administration

To the fullest extent permitted by law, neither party is liable to the other for indirect, incidental, special or consequential loss arising from an engagement. Any RULOX liability limitation will be stated in the accepted agreement and will not apply where limitation is prohibited by law.

The parties will first attempt in good faith to resolve a dispute through authorized representatives and may agree to confidential mediation before litigation. Unless an accepted agreement states otherwise, Ontario law governs, without excluding mandatory law that applies in another jurisdiction, and proceedings may be brought in Ontario.

If part of these terms is invalid or unenforceable, the remaining provisions continue to apply. A waiver must be in writing and applies only to the specific instance. Terms that by their nature continue after completion—including payment, confidentiality, intellectual property, personnel protection and dispute provisions—survive.

Questions and notices

Contract, payment, privacy or conduct questions may be directed to info@ruloxgroup.com. Formal notices must also follow any delivery method stated in the accepted agreement.