Service Authorization

TheTradeNet, operated by Better Bridge Media Incorporated · Version 2.0 · Effective August 10, 2026

1. What this document is

This Authorization is how you grant Better Bridge Media Incorporated ("we", "us", "TheTradeNet") permission to act on behalf of your business ("you", "your business") in four specific ways: answering the calls you don't pick up, recording those calls, texting the people who call you, and managing appointments in your calendar.

It exists as a separate document from our Service Terms because these permissions involve other people, your customers, and both of us should be able to point to exactly what you authorized and when.

It is accepted electronically through your TheTradeNet dashboard. We record the date, the time, the version you accepted, and the name you typed. You receive a copy by email at the moment of acceptance, and every version you have accepted stays downloadable from your dashboard for as long as you have an account with us.

Legal entity: Better Bridge Media Incorporated, Business Number 701913543RC0001. Contact: team@thetradenet.ca

2. Authority to answer calls you don't pick up

2.1 What you are authorizing

You authorize us to answer telephone calls placed to your business that your own line did not answer, and which your carrier has forwarded to the number we assign you, and to speak to those callers as a virtual assistant of your business.

The scope is deliberately narrow, and this is the important part. Your own phone always rings first, on every call. A call reaches our system only when:

• you do not pick up within the ring time you have configured; or
• your line is busy; or
• the call falls outside the business hours you have set.

If you answer, we never receive the call, we never know it happened, and no record of it exists in our system. We are not authorized to answer calls before you have had the chance to, and we have no technical means of doing so.

You keep control. The forwarding rule sits on your own line, you set it up, and you can remove it at any time. Doing so ends our access to your calls immediately.

2.2 What the assistant will do

Within that authority, the assistant will:

• identify itself as a virtual assistant of your business, in its opening words, on every call;
• state that the call may be recorded, in the same breath;
• ask what the caller needs, how urgent it is, their name, their callback number, and the service address;
• read the service address back to the caller for confirmation;
• offer available appointment times from your connected calendar and book one when the caller accepts;
• read the appointment details back and tell the caller a confirmation text is coming;
• decline callers whose address falls outside the service area you configured, and take a message instead;
• pass a message to you when the caller is an existing customer, a supplier, or someone we are not set up to help.

2.3 What the assistant will not do

The assistant will not:

• claim to be a human being, or to be you, under any circumstances;
• quote prices, give a cost estimate, or commit you to a price;
• give technical, diagnostic, or safety advice about the caller's problem;
• accept payment or payment details;
• agree to anything on your behalf beyond an appointment time;
• continue a call about a life-threatening emergency, it will tell the caller to hang up and call 911 immediately.

2.4 Emergencies

If a caller describes something urgent and the assistant cannot reach you by transfer, our system will attempt to reach you by text and then by an automated voice call to your on-call number. That escalation is limited to two text messages and one phone call per emergency.

You remain responsible for your own emergency response. Our system creates a record and attempts to notify you. It does not guarantee that you will see a notification, and it is not a monitoring or dispatch service. Do not rely on it as one.

3. Call recording

3.1 What you are authorizing

You authorize us to record and store audio and written transcripts of the calls described in section 2, and you confirm that we do so as your service provider, the recordings are made for your business, and you remain the organization accountable to your callers for that information.

3.2 How consent is obtained from your callers

The assistant states that the call may be recorded within its first sentence, before any information is collected. A caller who does not want to be recorded can hang up, and a caller who continues has been told.

3.3 What you are confirming to us

You confirm that:

• you are not aware of any reason your business cannot lawfully have its incoming calls recorded and transcribed by a service provider;
• you will not ask us to disable the AI disclosure or the recording notice;
• you will not use recordings for any purpose other than operating your business, in particular not for marketing, publication, or training your own systems, without the separate written consent of the people recorded.

3.4 How long we keep things

We keep personal information only as long as we need it, then delete it or strip out anything that identifies a person.

We do not store the audio ourselves. The recording is held by our voice provider; we hold a link to it and remove that link after 90 days. The file is retained by that provider under its own schedule.

After 24 months, a past job still counts toward the totals on your dashboard, but the customer's name, number and address are gone from our records and cannot be recovered.

Our service providers each keep their own copy of the part they handled, under their own retention schedules, which we do not control. Section 6.3 lists them. If you or one of your customers wants a specific record deleted at source, tell us and we will make that request and report back.

Appointments in your own calendar are yours. We create them there directly, so they are your records from the moment they exist. We do not reach into your calendar to delete them when your account ends. Keeping or removing them is your decision.

If your account ends: we revoke our calendar access, remove recording links within 30 days, and remove caller names, numbers and addresses within 90 days. We keep the anonymous totals, this Authorization, and our own billing records.

One exception: if there is an open dispute, refund claim, or legal matter involving your account, we pause deletion for the records that relate to it until the matter is resolved. Destroying records in the middle of a disagreement helps neither of us.

These periods are the same ones stated in our Privacy Policy. If the two ever differ, the Privacy Policy governs.

4. Text messaging on your behalf

4.1 What you are authorizing

You authorize us to send text messages to people who have called your business, from the number we assign you, for the purpose of continuing the conversation they started and confirming appointments.

These messages include: an immediate reply to a caller who hung up or dropped mid-call, the conversational exchange that follows, appointment confirmations, reminders, and notices of changes to a booking.

4.2 Consent basis

Under Canada's Anti-Spam Legislation, we treat a person's own inbound call to your business as the basis for replying to them. Every message identifies your business and includes a way to stop receiving them. A "STOP" reply is honoured immediately and permanently, before any other processing.

4.3 What you are confirming to us

You confirm that:

• you will not ask us to message anyone who has not contacted your business first;
• you will not provide us with a purchased, scraped, rented, or otherwise acquired list of numbers;
• you will not use the assigned number, or ask us to use it, for promotional or bulk messaging.

This is not boilerplate. Our messaging capability runs on a single registered campaign shared across all TheTradeNet clients, and it is registered as customer care rather than lead generation. One client sending promotional messages through it can get the campaign suspended for every client on the platform. A breach of this section is grounds for immediate suspension of your account.

4.4 The number we assign you

You keep your own business number. Your customers keep calling the number they already know, on your signage, your vehicles and your listings. It stays registered to you with your own carrier for the whole time you are with us. We never take it over or gain control of it, the only change is the forwarding rule you add to your own line and can remove whenever you choose.

The number we assign you is a private forwarding destination. Your carrier sends calls to it, and it is the number our texts to your customers come from. It is yours to use for as long as you are a client. It remains registered to Better Bridge Media Incorporated, which means it cannot be transferred to you or to another provider when your account ends, but because you never advertise it, that costs you nothing.

Two things to know about it:

• Do not advertise it, put it on vehicles or signage, or list it anywhere as your business number. It is infrastructure, not a phone number your business owns.
• Your customers will see it because it appears as the sender on the texts we send them. Some will save it. A customer who dials it directly reaches your virtual assistant without ringing your phone first, which is usually what you'd want, but it means the number becomes semi-public over time even though it is never published.

If you stop using TheTradeNet, you remove the forwarding from your line and your calls simply stop reaching us. Your own number, and every customer who has it, stays with you.

5. Your calendar

5.1 What you are authorizing

You connect your own Google or Microsoft calendar to TheTradeNet, using that provider's standard sign-in and permission screen. You authorize us to:

• read your availability, meaning whether a given time is free or busy;
• create appointments in that calendar;
• change and cancel appointments that we created.

We do not read the contents, titles, attendees or notes of calendar entries we did not create. We only need to know whether a slot is free. We will never modify or delete an entry we did not create.

We hold the access token your provider issues, stored encrypted. You can revoke it at any time from your Google or Microsoft account security settings, without contacting us, and we revoke it ourselves when your account closes. Revoking it stops us reading availability and booking appointments, which stops the service working, so tell us if you do it by accident.

5.2 Limits we work within

We will only create appointments within the availability, notice period, and booking window you have configured, and only for addresses inside the service area you have given us.

You are responsible for the accuracy of your calendar and your availability settings. An appointment we book in a slot your calendar shows as free is a booking you are expected to keep.

Double-bookings: calendar systems sync on a delay. If your calendar shows a slot as free at the moment we check it, we may book it, even if something was added to that slot moments earlier and had not yet reached us. We are not responsible for a conflict caused by that delay. If it happens, text us and we will move the appointment and tell your customer.

6. Personal information

6.1 The roles

Your business decides why your customers' information is collected and remains accountable to them for it. We handle that information on your instructions, to provide this service, and for nothing else.

We do not sell it. We do not share it with anyone except the service providers listed below.

We do not use your customers' conversations to train artificial intelligence models, and our agreements with the providers listed below prohibit them from doing so on our data.

We do read those conversations back through an AI model in two ordinary ways, and we want to be plain about the difference. First, to run the service, the voice assistant and the text assistant are AI, which is the product. Second, when you ask a question in your dashboard, such as why last week went differently, we may pass the relevant conversations to an AI model so it can answer you. In both cases the model processes the information to produce an answer and nothing is retained for training. Processing information to answer a question is not the same as training a model on it, and we do only the former.

6.2 What we collect

From the calls and messages covered by this Authorization: the caller's name, phone number, service address, a description of the work requested, the urgency, the appointment booked, the audio recording, and the transcript.

From you: your name, business details, contact email and phone, the settings you configure, the calendar account you connect, and a record of when you sign in and what you view in your dashboard. We log dashboard views of call records because those records contain your customers' personal information, and knowing who looked at what is part of protecting it.

6.3 Service providers

We use the following providers to deliver the service. Our application and database are hosted in Manchester, in the United Kingdom, and most other providers process information in the United States. Information held in those countries may be subject to their laws, including lawful access by their courts and authorities. Canadian law permits this and requires that we tell you about it and use contractual means to ensure comparable protection, which we do. By accepting this Authorization you acknowledge that cross-border processing and confirm you may lawfully permit it.

Our Privacy Policy carries the complete list, including providers that handle only our own business information rather than your customers' information. Where the two lists differ, the Privacy Policy is the fuller one.

6.4 Security and breach

We restrict access to your data to the people who need it to operate the service, we transmit it over encrypted connections, we store your calendar token encrypted, and access to conversation records through your dashboard is logged.

Support access: to help you with a problem, we may need to view your dashboard as you see it. When we do, our access is read-only, we cannot change your settings, accept anything on your behalf, or send messages as you, and every such session is recorded. If we ever need to change something for you, we will ask you first.

If we become aware of a breach of security safeguards involving your customers' information that creates a real risk of significant harm, we will tell you as soon as we know, without waiting to complete our investigation, and follow up with detail as we establish it, so that you can meet your own notification obligations. This matches our Privacy Policy.

6.5 Service area, Québec is not covered

TheTradeNet operates in English and does not currently serve Québec. Your service area must not include Québec postal codes, and we will not book appointments at Québec addresses.

This is deliberate. Québec's Law 25 and the Charter of the French Language impose obligations, language of service, privacy impact assessments for transfers outside the province, that we are not yet set up to meet. Serving Québec badly would be worse for you than not serving it at all.

If you take a call from a Québec number or a caller with a Québec address, the assistant will take a message rather than book, and you can follow up yourself however you choose. Nothing stops you from serving that customer; it just doesn't happen through us.

6.6 Your customers' requests

If one of your customers asks to see what we hold about them, asks for a correction, asks for deletion, or withdraws consent, forward the request to team@thetradenet.ca. We will help you respond within 30 days, which is the limit the law sets and the same commitment our Privacy Policy makes.

Because your business is the accountable organization, a request should normally come to you first. We are not a substitute for your own privacy obligations, and you should have your own means of responding to them.

7. Your responsibilities

You agree to:

• set up and maintain the call forwarding on your own line, and tell us if you change carriers or numbers;
• keep your calendar connection valid, and tell us if you revoke it;
• keep your service area, business hours, and availability accurate;
• keep the list of your own and your crew's numbers current, so we never treat your own people as sales leads;
• respond to the appointments we book, and tell us promptly if something we booked is wrong;
• keep your dashboard access to people authorized by your business, and tell us when someone leaves.

8. Changing or withdrawing this Authorization

You can withdraw this Authorization at any time by removing the call forwarding from your line, disconnecting your calendar, and telling us in writing. Withdrawal ends the permissions in sections 2 through 5 going forward. It does not affect anything already done, and it does not by itself cancel your subscription, cancellation is covered by the Service Terms.

We may issue a new version of this Authorization when the service changes in a way that affects what you are authorizing. When we do, we will tell you what changed and ask you to accept the new version through your dashboard. We will not quietly expand what you have authorized by editing a document you have already accepted.

If you decline a new version, your subscription ends at the end of your current paid period and you are charged nothing further. This matches section 10 of the Service Terms.

9. Relationship to our other documents

This Authorization sits alongside our Service Terms (what the service is, what it costs, the guarantee, liability, and termination) and our Privacy Policy (how we handle information generally). Where this Authorization and the Service Terms both address the same subject, the Service Terms govern except on the specific permissions granted here.

10. Acceptance

By checking each box in your TheTradeNet dashboard and typing your name, you confirm that you have read this Authorization, that you have authority to grant these permissions for your business, and that you grant them.

We record the date and time from our own servers, the version of this document, the name you typed, and the technical details of the session. You receive a copy by email immediately, and every version you have accepted remains available in your dashboard.

Better Bridge Media Incorporated · BN 701913543RC0001 · team@thetradenet.ca · thetradenet.ca