Terms of Service

Last updated October 8, 2026 · Vanguard Health Systems [legal name once registered], Ontario, Canada

1. The service

Vanguard provides online software for agencies to schedule staff, track credentials and BACB supervision, manage worker pay and invoice families. "Agency" means the organization that creates a Vanguard account. "Users" are everyone who signs in: the agency’s office team, its workers and the families it serves.

2. Accounts

• Keep your password private. Office users should turn on two-step sign-in. You’re responsible for activity under your account.
• Invitations are personal and tied to the email they were sent to.
• The person who creates an agency is its owner and controls who else has access.

3. The agency’s responsibilities

• The agency decides what information goes into Vanguard. It is responsible for having the authority and consents to collect and use that information, including under PHIPA where it is a health information custodian.
• Vanguard is not a clinical record. Don’t enter diagnoses, treatment plans, session notes or behaviour data.
• Compliance tools (supervision tracking, credential reminders, audit reports) help the agency meet its obligations. They don’t replace the agency’s own professional judgment or its responsibility to the BACB, its College, funders and regulators. Check important results against the source rules.
• Pay and invoice amounts are calculated from what the agency records and the settings it chooses. The agency is responsible for reviewing them, for tax decisions such as whether HST applies, and for the actual payments, which happen outside Vanguard.

4. Acceptable use

Don’t misuse the service: no attempts to reach another agency’s data, interfere with the service, reverse-engineer its security, upload malicious files, or use it to harass anyone or break the law.

5. The agency’s data

The agency owns the information it puts into Vanguard. We process it only to provide the service, as described in the Privacy Policy. The owner can export it at any time and can close the agency, which permanently deletes it.

6. Fees

[Pricing, billing cycle, trial terms and refunds will be set out here or in a separate order form before paid plans begin.]

7. Availability and changes

We work to keep Vanguard available and secure but can’t promise it will be uninterrupted or error-free. We may improve or change features. We’ll give reasonable notice before removing something the agency relies on.

8. Ending the service

An agency can stop using Vanguard at any time by exporting its data and closing the agency. We may suspend an account that breaks these terms or puts other users at risk, and we will give notice where we reasonably can.

9. Limits on liability

To the extent the law allows, Vanguard Health Systems is not liable for indirect or consequential losses, or for losses caused by information entered incorrectly, settings the agency chose, or the agency’s own decisions. Our total liability is limited to the fees the agency paid in the 12 months before the claim. [Final wording to be confirmed by counsel.]

10. Governing law

These terms are governed by the laws of Ontario and the federal laws of Canada that apply there.

11. Contact

[support email] · Vanguard Health Systems, [mailing address], Ontario, Canada.