Terms of service agreement
Airloom Genealogy, Inc. | genealogy.airloom.space
Effective Date: August 31, 2026
This Terms of Service Agreement (the “Terms”) supersedes the prior version effective October 23, 2025, and is incorporated by reference into all written Service Agreements entered into by Airloom Genealogy, Inc. In the event of any conflict between these Terms and a signed Service Agreement, the terms of the signed Service Agreement shall prevail.
1. Acceptance of Terms
These Terms are entered into by and between you (“Client”) and Airloom Genealogy Inc., a corporation incorporated under the laws of the Province of Ontario, Canada, and Airloom Genealogy, Inc., a corporation incorporated under the laws of the State of Delaware, USA, operating jointly as “Airloom Genealogy.” Either entity may operate the Services, hold or process data, and enforce these Terms.
By accessing, browsing, or otherwise using the website at genealogy.airloom.space, the Client Dashboard at client.airloom.space, or the Partner Dashboard at partner.airloom.space (each and collectively, the “Site”), or by contracting for any professional research services (“Services”), or by clicking to accept these Terms at first login to any Dashboard, you agree to be bound by these Terms. Such electronic acceptance constitutes a valid, binding agreement pursuant to the Electronic Commerce Act, 2000, S.O. 2000, c. 17 (Ontario); the U.S. Electronic Signatures in Global and National Commerce Act, 15 U.S.C. § 7001 et seq. (E-SIGN); and the Uniform Electronic Transactions Act as enacted in Delaware, 6 Del. C. § 12A-101 et seq. If you do not agree to these Terms, you may not use the Site or engage our Services.
2. Description of Services
2.1 Services Defined
Airloom Genealogy provides professional genealogical research services and, ancillary thereto, online portals through which clients and their designated legal representatives may access project status and research materials (“Dashboards”). Currently live Dashboards include the Client Dashboard at client.airloom.space and the Partner Dashboard at partner.airloom.space for designated immigration lawyers and licensed immigration consultants. These Terms govern all digital access points operated by Airloom Genealogy, including the Site and each Dashboard. Research Services are defined in a separate, written Service Agreement or Research Proposal signed by both parties prior to commencement. The scope of work is limited to the research and documentation tasks specified in that separate agreement.
2.2 No Legal Guarantee or Advice
Airloom Genealogy, Inc. is a research firm, not a law firm.
- No Guarantee: We guarantee to perform professional, diligent research using the best available sources, but we do not guarantee a specific outcome, such as the successful acquisition of citizenship, the location of all necessary records, or the proof of a specific lineage.
- No Legal Advice: Our reports, communications, and documentation constitute genealogical research and analysis only. We do not provide legal advice regarding immigration, naturalization, consular requirements, or foreign law. Clients are responsible for consulting with a qualified immigration attorney or the relevant consulate for all legal requirements and application submission.
2.3 Dashboard Access, Account Security, and Suspension
Dashboard access is personal to the authorized user to whom it is issued. Where a project involves more than one client, each client is issued their own Dashboard access with their own upload area and deliverables folder; a client’s access is limited to their own materials and to research relating to the lineage on which their application depends. Clients and their designated legal representatives are responsible for maintaining the confidentiality of their login credentials and for all activity occurring under their account. Credentials may not be shared, transferred, or used by any person other than the authorized user. Clients must notify Airloom Genealogy promptly at contact@airloom.space upon becoming aware of any unauthorized access to or use of their account.
Airloom Genealogy may suspend or terminate Dashboard access, with or without prior notice, where it reasonably believes credentials have been compromised, where access is being used in breach of these Terms, or where suspension is necessary to protect the security or integrity of the Dashboards or the confidentiality of client information. Where the circumstances permit, Airloom Genealogy will give notice before suspending access and will restore access once the underlying issue is resolved.
Dashboard access is provided as a convenience ancillary to the Services and is not guaranteed to be available without interruption. Suspension or unavailability of a Dashboard does not relieve either party of its obligations under the applicable Service Agreement, and Airloom Genealogy will provide project status and deliverables by alternative means during any period of unavailability.
3. Client Responsibilities
3.1 Accuracy of Information
The client must provide Airloom Genealogy with all known and available information regarding the lineage to be researched, including any previous research, records, and family stories. Airloom Genealogy is not responsible for duplication of effort or research errors resulting from the client’s failure to provide complete and accurate information before the project begins.
3.2 Handling of Originals
Clients must never send original or irreplaceable documents to Airloom Genealogy. We bear no responsibility for the damage or loss of any original documents submitted.
3.3 Timely Feedback
The client agrees to provide timely feedback and responses to Airloom Genealogy’s queries to ensure the project stays on schedule. Where a client is unable to respond because of hardship, the Discretionary Hardship Exception in the published Cancellation and Refund Policy applies and the client is encouraged to contact Airloom Genealogy so the project can be held open.
3.4 Research Hold
To prevent project complexity and conflicts with evidence-gathering strategy, the client agrees to halt all personal vital records requests unless explicitly directed by Airloom Genealogy in writing. Independent records requests may result in an administrative hold on the project, without any obligation to refund fees paid.
3.5 Warranty of Document Authenticity; Indemnification
The client represents and warrants that all documents, records, and information provided to Airloom Genealogy are authentic, unaltered, and not fraudulent. If it is discovered at any point — during or after the project — that the client knowingly provided forged, falsified, or otherwise fraudulent documents or information:
- Airloom Genealogy reserves the right to immediately terminate the engagement without any obligation to refund fees paid;
- the client shall indemnify, defend, and hold harmless Airloom Genealogy, Inc. and its officers, employees, and agents from and against any and all claims, damages, losses, fines, penalties, and legal costs (including reasonable attorneys’ fees) arising out of or related to such fraudulent documents or information;
- Airloom Genealogy shall not be liable for any consequences — including immigration consequences — arising from research conducted in reliance on fraudulent client-provided materials.
3.6 Legal Representation and Scope of Advice
Airloom Genealogy does not require the client to retain legal representation. Clients may engage Airloom Genealogy whether they are represented by an immigration lawyer or regulated immigration consultant or are applying on their own behalf. Airloom Genealogy recommends that clients obtain qualified legal representation in the jurisdiction of the citizenship application, and can provide referrals on request.
Where the client is represented, Airloom Genealogy will coordinate with the client’s counsel, including in relation to letters of legal need and the evidentiary requirements of the relevant authority.
Where the client is self-applying, the client acknowledges that Airloom Genealogy’s role remains limited to genealogical research and evidence-gathering, and agrees not to request legal or immigration advice from Airloom Genealogy. Without limiting section 2.2, Airloom Genealogy will not review or comment on the client’s application forms or submission package, advise on how or when to submit an application, or assess the likelihood that any evidence or lineage will result in a successful citizenship claim. Airloom Genealogy may decline any request falling outside its scope of practice and will refer the client to qualified counsel.
4. Payment and Fees
4.1 Currency and Payment Terms
All fees are quoted in United States Dollars (USD) unless otherwise stated in writing in the signed Service Agreement. The full research fee is due and payable upon execution of the Service Agreement, prior to the commencement of any research. No research will begin until payment is received in full.
Where a project involves more than one client, the client who signs the Service Agreement is the primary client and is responsible for payment of all fees arising under it, including any per-applicant fees for additional clients. Additional clients claiming through the primary client’s lineage are not charged a separate fee. Where a single client’s claim depends on more than one qualifying ancestor, additional ancestors within one married couple are treated as a single ancestor for pricing purposes and attract no additional fee. Where the qualifying ancestors sit on separate lines of descent, the additional line is charged by reference to the number of generations from the point of divergence back to that line’s qualifying ancestor, at the per-generation rate in the published fee schedule for the applicable country. Airloom Genealogy will confirm the ancestors in scope, the point of divergence, and the resulting fee in writing before commencing work on an additional line.
Where an additional client claims through a separate lineage, a per-applicant fee of $500 USD is payable for that client before Airloom Genealogy begins research on that lineage; the fee covers administration of that client’s portion of the project and their own Dashboard access, upload area, and deliverables folder. No per-applicant fee is payable where the applicant obtains the records for their separate lineage themselves, covering themselves and their immediate family (their children and grandchildren), and does not require Dashboard access; in that case the applicant provides the records to the primary client and Airloom Genealogy performs no record-gathering or separate administration for that applicant. Direct descendants of the primary client are additional clients on the primary client’s lineage and no per-applicant fee arises for them.
Where a claim extends beyond the generational depth covered by Airloom Genealogy’s published fee schedule for the applicable country, or where the availability of records is otherwise uncertain, Airloom Genealogy may require a feasibility analysis before offering a research engagement. The fee for a feasibility analysis is fifty percent (50%) of the research fee applicable to the generation depth of the claim under the published fee schedule for that country, is payable in advance, and is earned on delivery of the analysis. The feasibility fee is separate from and additional to the research fee; it is not credited against the research fee if the client proceeds, and it is not refundable once the analysis has been delivered. Delivery of a feasibility analysis does not oblige Airloom Genealogy to offer, or the client to accept, a research engagement.
Separately, and regardless of whether a feasibility analysis was performed, research already underway may encounter a Brick Wall — an ancestor for whom no birth certificate or baptismal record can be located, such that the lineage must instead be evidenced through alternative genealogical sources. Where a Brick Wall requires Airloom Genealogy to gather alternative evidence, Airloom Genealogy prepares a written Affidavit of Genealogical Due Diligence attesting to the records searched, the sources found to be unavailable or destroyed, and the basis for the alternative evidence relied on. The fee for the affidavit is $500 USD, charged once per project regardless of how many Brick Walls the lineage presents. This fee is in addition to the research fee and to any separately estimated cost of gathering the alternative evidence itself, and is quoted and approved in writing before the affidavit is prepared.
4.2 Research Cancellation and Refunds
Cancellation of a research engagement, and any refund arising from it, is governed by the Cancellation and Refund Policy published at https://genealogy.airloom.space/cancellation-policy/, which is incorporated into these Terms by reference. The version published at that address is the current and operative policy; Part 10 of this document reproduces it as at the Effective Date for reference. That policy addresses refund tiers by project stage, third-party disbursements, inactive projects, cancellation by either party, death or incapacity of the primary client, and discretionary hardship relief.
5. Intellectual Property Rights
5.1 Ownership of Deliverables
Airloom Genealogy, Inc. retains the sole copyright and ownership of the original research report text, proprietary research methodologies, templates, formatting, and analysis used to create the final deliverables, pursuant to the Copyright Act, R.S.C. 1985, c. C-42.
Upon full payment for Services, the client is granted a non-exclusive, non-transferable, royalty-free licence to use the final research report, family trees, and copies of records gathered solely for the purpose of the citizenship by descent application in the Country of Application for which the research was commissioned. Any use beyond this scope — including but not limited to publication, redistribution, or use for any unrelated citizenship or legal proceeding — requires Airloom Genealogy’s prior written consent.
If the client reproduces or quotes substantial portions of the research report in any publication, website, or presentation, Airloom Genealogy must be properly credited and cited as the source.
5.2 Ownership of Underlying Records
Airloom Genealogy holds no copyright claim to copies of original government, civil, or ecclesiastical records, which are governed by their own copyright or public domain laws.
6. Force Majeure
Neither party shall be liable for any delay or failure to perform its obligations under these Terms to the extent that such delay or failure is caused by circumstances beyond that party’s reasonable control, including but not limited to acts of God, natural disasters, government action, pandemic, civil unrest, or the unavailability of third-party records archives. In such circumstances, the affected party shall notify the other party in writing as soon as practicable, and the parties shall negotiate in good faith a reasonable adjustment to timelines and, where appropriate, fees.
7. Data Retention and Privacy
7.1 Retention Schedule
Airloom Genealogy retains client personal information and genealogical research files for seven (7) years from the date of the last project activity, reflecting the ultimate limitation period under the Ontario Limitations Act, 2002 and applicable tax and financial record-keeping obligations under federal and provincial law. At the end of that period the file is deleted.
Retention beyond seven years occurs only where the client has asked us in writing to keep their file on hand for possible future research, or has granted the archival donation permission in Schedule A. Either election can be withdrawn at any time, after which the file returns to the standard retention schedule. Consistent with PIPEDA’s retention-limitation principle, we do not retain personal information longer than is necessary for the purposes for which it was collected, and we delete information that is no longer required for those purposes.
7.2 PIPEDA Compliance
All personal information is collected, used, and disclosed in accordance with the Personal Information Protection and Electronic Documents Act, S.C. 2000, c. 5 (“PIPEDA”) and our Privacy Policy, published at https://genealogy.airloom.space/privacy-policy/. The version published at that address is the current and operative Privacy Policy.
7.3 Subcontractor Obligations
Any subcontractors or third-party researchers engaged by Airloom Genealogy are required by written agreement to: (a) protect client personal information to at least the same standard as Airloom Genealogy; (b) assign all intellectual property rights in any work product to Airloom Genealogy; and (c) comply with PIPEDA and applicable privacy law.
Airloom Genealogy also relies on third-party software providers to operate its business, including for database, cloud storage, invoicing, electronic signature, scheduling, email, automation, and shipping functions. Those providers are identified in the Privacy Policy published at https://genealogy.airloom.space/privacy-policy/. Airloom Genealogy remains accountable for personal information transferred to them for processing, engages each on terms providing a comparable level of protection, and limits each provider’s access to the personal information its function requires.
7.4 Deletion Requests
The client may request deletion of their personal data by written notice to privacy@airloom.space. We will process deletion requests within 30 days, except to the extent that retention is required by law. Residual data may remain in encrypted backup systems during the mandatory retention period but will not be actively processed.
8. Limitation of Liability
Airloom Genealogy, Inc. will perform all Services with reasonable care and professional diligence. In no event shall Airloom Genealogy’s total liability to the client for any claim, loss, or damage arising out of or related to these Terms or the Services exceed the total amount of fees actually paid by the client to Airloom Genealogy for the specific research project that gave rise to the claim.
Airloom Genealogy shall not be liable for any indirect, incidental, consequential, special, or punitive damages (including, but not limited to, loss of profits or loss of potential citizenship benefits).
9. Confidentiality and Privacy
Airloom Genealogy treats all client data and sensitive family information in accordance with the Privacy Policy published at https://genealogy.airloom.space/privacy-policy/. All personnel of Airloom Genealogy involved in the research process are bound by strict non-disclosure and confidentiality agreements.
10. Governing Law and Dispute Resolution
10.1 Governing Law
These Terms and any dispute or claim arising out of or in connection with them 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.
10.2 Dispute Resolution
The parties agree to the following tiered dispute resolution process:
- Step 1 — Negotiation: The parties shall attempt in good faith to resolve any dispute by senior-level negotiation within thirty (30) days of written notice of the dispute.
- Step 2 — Arbitration: If the dispute is not resolved through negotiation, it shall be submitted to binding arbitration administered by the ADR Institute of Canada (ADRIC) in Toronto, Ontario, Canada, pursuant to the Arbitration Act, 1991, S.O. 1991, c. 17, before a single arbitrator. The language of arbitration shall be English. For U.S.-resident clients, the parties agree that the Federal Arbitration Act, 9 U.S.C. § 1 et seq. (FAA), governs the enforceability and conduct of this arbitration clause.
- Step 3 — Interim Relief: Notwithstanding the foregoing, either party may seek interim or injunctive relief from the Ontario Superior Court of Justice, or another court of competent jurisdiction, without waiving the right to arbitrate the underlying dispute.
- Consumer Carve-Out: Nothing in this Section limits any right that a consumer client may have to bring a claim in a court of competent jurisdiction under non-waivable consumer protection legislation, including the Consumer Protection Act, 2002, S.O. 2002, c. 30, Sched. A (Ontario), or equivalent consumer or UDAP statutes applicable in the client’s province, territory, or U.S. state. For U.S. consumers, a small-claims court option is available for disputes within that court’s monetary jurisdictional limit, without prior arbitration. This arbitration clause is severable and shall survive any termination of these Terms.
11. Changes to Terms
Airloom Genealogy reserves the right to update or change these Terms at any time. The most current version will be posted on the Site with a revised “Effective Date.” Clients who have signed a Service Agreement prior to an update are bound by the Terms in force at the time of signing for the duration of that project. Your continued use of the Site or our Services after the posting of any changes constitutes acceptance of those changes.