These General Terms of Engagement ("Terms") apply to every legal matter undertaken by Cube Law Corporation (the "Firm", "we", "us") for any client (the "Client", "you") unless expressly varied in a signed retainer letter. They form part of the engagement together with (a) the matter-specific quote provided to you ("Quote"), (b) the intake form you submit ("Intake Form"), and (c) our Privacy Policy. In the event of a conflict, the Quote prevails over these Terms only on matter-specific items expressly addressed in the Quote.
The current version of these Terms is published at terms.cubelaw.ca/engagement-terms. Each version is also frozen at a permanent dated URL. The version in effect on the date of your engagement governs your file unless we agree otherwise in writing.
Section 01
Engagement and Acceptance
1.1 How engagement is formed. The Firm is retained by you when all of the following have occurred: (a) you have submitted a completed Intake Form, (b) the Firm has completed a conflict check and confirmed it can act, and (c) the agreed retainer has been received in trust. Until each step is complete, no solicitor-client relationship exists.
1.2 Who we represent. The Firm represents only the Client(s) named in the Quote. We do not represent any other party — including spouses, business partners, family members, guarantors, indemnifiers, counterparties, or related entities — unless that representation is expressly confirmed in writing.
1.3 Acceptance of these Terms. Submission of the Intake Form together with payment of the retainer constitutes your acknowledgement that you have read, understood, and agreed to these Terms, the Quote, and our Privacy Policy. No separate retainer agreement is required for matters where these Terms apply.
1.4 Conflict checks. A standard conflict check will be conducted before the Firm accepts any retainer. If a conflict is identified, the Firm will decline the retainer or, where permitted by the Code of Professional Conduct for British Columbia, seek your informed consent in writing.
Section 02
Scope of Retainer
2.1 Scope is defined by the Quote. Our retainer is limited to the work expressly described in the Quote. Any work outside that scope — including additional matters, advice on related issues, or expanded deliverables — requires our written confirmation and, where applicable, a further retainer before being undertaken.
2.2 Professional reassessment. If, in our professional assessment, the file involves complexity beyond what was contemplated in the Quote — including but not limited to unusual provisions, contested figures, additional parties, cross-jurisdictional issues, or atypical structures — we will notify you in writing before any change to the fee, scope, or billing basis.
2.3 We do not provide tax, accounting, or financial advice. You are responsible for obtaining independent advice from a qualified accountant, tax advisor, or financial advisor in respect of any tax, accounting, or financial implications of your matter. References in our work product to tax or accounting matters are general in nature and not advice.
Section 03
Fees and Billing
3.1 Basis of fees. Fees are charged on either a fixed-fee basis or an hourly basis, as set out in the Quote. Hourly fees are billed in 6-minute (1/10th of an hour) increments at the rate stated in the Quote.
3.2 When fees are earned. Unless the Quote provides otherwise, fees are earned and billable upon delivery of the work product described in the Quote (for example, the initial draft of an agreement, a reporting letter, or the filing of court materials). Your obligation to pay is not contingent upon: (a) execution of any document, (b) acceptance by a counterparty, (c) the outcome of any matter, or (d) any subsequent event outside the Firm's control.
3.3 Invoicing. Invoices are issued on delivery of the relevant work product or, for ongoing matters, monthly. Invoices are payable within 14 days of the invoice date.
3.4 Interest on overdue accounts. Accounts not paid within 14 days of the invoice date bear interest at 12% per annum, calculated daily, not compounded, from the date the account became due until paid in full.
3.5 Credit card processing fee. A 3% processing fee applies to all credit card payments. E-transfer and debit are accepted without surcharge.
3.6 Quote validity and rate changes. Each Quote is valid for 30 days from the date of issue. If the file is not commenced within that period, a new Quote will be required. Rates are subject to change on files that remain inactive for 60 days or more.
Section 04
Trust Funds and Retainers
4.1 What a retainer is. A retainer is a deposit paid into the Firm's trust account before work begins. It remains your money, held under the Law Society of British Columbia's trust accounting rules, until earned by the Firm and transferred to the general account against an invoice.
4.2 Application of the retainer. The retainer is applied to invoices as they are issued. Any unused balance at the conclusion of the matter will be returned to you. Any shortfall is invoiced and payable within 14 days.
4.3 Top-up obligation. If the trust balance falls below the level required to complete the next phase of work, the Firm may require a further retainer before continuing. Failure to top up the retainer within 14 days of a written request entitles the Firm to suspend or withdraw under section 11 below.
4.4 No interest paid on retainers. In accordance with Law Society of British Columbia rules, interest earned on pooled trust accounts is remitted to the Law Foundation of British Columbia. No interest is paid to the Client on retainer funds.
Section 05
Disbursements, Administration, and Taxes
5.1 Disbursements. Out-of-pocket expenses incurred on your file — including but not limited to court filing fees, registration fees, courier, printing, software fees, third-party search fees, and notarial fees — are billed at actual cost plus applicable taxes.
5.2 File administration fee. A file administration fee may apply per file as stated in the Quote. This covers file opening, document management software, secure storage, and miscellaneous administrative costs.
5.3 Taxes. All fees and applicable disbursements are subject to GST (5%) and PST (7%), for a combined rate of 12%, except where exempt or zero-rated under applicable legislation. Quoted fees are exclusive of tax unless stated otherwise.
Section 06
Communication
6.1 Reasonable correspondence. Routine email correspondence reasonably necessary to advance your matter is included in the fees stated in the Quote. Excessive correspondence, repeated requests for status updates outside reasonable intervals, or correspondence outside the agreed scope may be billed at the hourly rate stated in the Quote.
6.2 Response timelines. We respond to client communication within reasonable business timelines (generally 1–2 business days). Emails sent after hours, on weekends, or on statutory holidays do not guarantee a same-day response.
6.3 Preferred channels. Our preferred channels are email to the address used to open your file and telephone at 778-716-5500. We do not accept instructions or service of legal documents through social media, text message, or other unsecured channels unless expressly agreed in writing.
6.4 Unsecured channels. Email is not a fully secure channel. We are not responsible for information you transmit to us through unsecured channels. If you require encrypted transmission, please request our secure portal.
Section 07
Cloud Services, Recording, and Artificial Intelligence
This section describes how the Firm uses technology to deliver legal services. Full details on data handling are in our Privacy Policy.
7.1 Cloud-based platforms. As a tech-forward firm, we use cloud-based platforms to deliver legal services. Platforms in current use include Zoho One (CRM, email, automation), Cosmolex (matter management, trust accounting), Appara (corporate records), ProSuite/e-Conveyance (real estate conveyancing), Microsoft 365 / Google Workspace (productivity), and electronic signature services such as Zoho Sign and DocuSign. Some of these platforms store data on servers located outside Canada. Where reasonably possible, we contract with providers to apply Canadian privacy standards. By engaging the Firm you consent to your information being stored and processed on these platforms and to the cross-border transfer of your information.
7.2 Recording of calls and meetings — limited purpose. The Firm may record certain telephone calls, video meetings (Zoom, Microsoft Teams, Google Meet), and in-person meetings for the limited purpose of preparing accurate file memos. We do not record every call. When a call or meeting is being recorded, we will tell you at the start of that session.
If you do not consent to a particular call or meeting being recorded, please tell us at the time and we will not record that session. A decision not to record a session does not affect our representation of you.
7.3 What we keep and what we delete. Where a session is recorded, our standard practice is:
- The recording is processed (including by automated transcription tools) to assist a lawyer in preparing a written file memo summarizing the matters discussed.
- The memo is retained as part of your client file for the retention period set out in our Privacy Policy.
- The recording and any associated transcript are deleted periodically as part of our routine file housekeeping, unless we determine in our professional judgment that continued retention is necessary (for example, where capacity, contested instructions, or potential litigation is in issue). Where we retain a recording or transcript beyond our normal cycle, we document the reason on the file.
7.4 Artificial intelligence and automated tools. The Firm uses artificial intelligence and other automated tools to assist with — among other things — drafting, document review, summarization, transcription, file organization, research, and routine administrative tasks. AI tools currently in use include leading commercial AI services (such as Claude, ChatGPT, Microsoft Copilot, and similar tools), accessed directly or through our cloud platforms. The specific tools we use evolve as the technology and our practices change.
7.5 How we use AI responsibly. Our use of AI is governed by the following commitments:
- A qualified lawyer reviews all substantive legal work product before it is delivered to you, regardless of the tools used to prepare it.
- Professional judgment, legal advice, and strategy are not delegated to AI tools.
- Where reasonably possible, we use AI services that operate under enterprise-grade confidentiality terms and that do not retain client data for model training.
- AI tools are used as an aid to lawyer work, not as a substitute for it.
7.6 Your right to opt out of AI processing. If you prefer that your matter be handled without the use of AI tools, please notify us in writing at the start of your engagement. We will accommodate reasonable opt-out requests; in some cases doing so may affect turnaround times or fees, and we will tell you in advance if so.
Section 08
Client Responsibilities
8.1 Accuracy of information. You are responsible for the accuracy and completeness of all information, documents, schedules, and figures provided to us. We rely on the information you provide and do not independently verify representations made by you or by third parties unless expressly retained to do so.
8.2 Timely document delivery. You agree to provide requested documents and instructions in a timely manner. Delay in providing required materials may delay completion of your file and, where applicable, may incur rush fees.
8.3 Updating us. You agree to inform us promptly of any change in your contact details, the facts underlying your matter, or your instructions.
Section 09
Nature of Legal Services and Limitations
9.1 No guarantee of outcome. We will exercise reasonable professional skill and care in accordance with the standards of the Law Society of British Columbia. We do not guarantee any particular outcome, including but not limited to acceptance by a counterparty, court approval, regulatory approval, or future enforceability.
9.2 Reliance on third parties. Our advice is based on the documents and information provided to us and on representations made by third parties (including counterparties, lenders, and government agencies). We are not responsible for inaccuracies in third-party information unless we expressly undertake to verify it.
9.3 Future changes in law. Our advice reflects the law as it stands at the date of delivery. We are not responsible for the impact of subsequent legislative, regulatory, or judicial changes unless we are separately retained to monitor them.
Section 10
Confidentiality, Privilege, and File Retention
10.1 Confidentiality and privilege. All information you provide is held in strict confidence and, where applicable, is subject to solicitor-client privilege.
10.2 File retention. Closed client files (including memos prepared from recorded sessions under section 7.3) are retained in accordance with Law Society of British Columbia retention rules — currently a minimum of 10 years from file closure. After that period, files may be securely destroyed without further notice to you.
10.3 Privacy. Use of your personal information by the Firm is governed by our Privacy Policy, which forms part of these Terms by reference. The Firm complies with the Personal Information Protection Act (BC).
10.4 Return of file. Upon written request and payment of any outstanding accounts, you are entitled to a copy of your file. A reasonable copying and administration fee may apply.
Section 11
Suspension, Withdrawal, and Inactive Files
11.1 Suspension and withdrawal by the Firm. The Firm may suspend or withdraw from your file in accordance with the Code of Professional Conduct for British Columbia, including where:
- you have failed to pay an invoice or top up a retainer within 14 days of written request;
- you have provided instructions that, in our professional judgment, we cannot ethically follow;
- a conflict of interest arises that cannot be addressed by consent;
- the matter has expanded materially beyond the original scope and you have declined to confirm a revised scope or fee in writing; or
- the lawyer-client relationship has otherwise broken down.
11.2 Inactive files — 30 days. If you have not responded to a written request for instructions or information for 30 days, we may suspend work on your file and notify you in writing.
11.3 Inactive files — 90 days. If you have not responded to our suspension notice or otherwise re-engaged with your file for a further 60 days (totalling 90 days of non-response), we may close your file. On closure, we will issue a final invoice for work performed and disbursements incurred. The retainer will be applied against the final invoice; any unused balance will be returned to you using the contact details on file. Reopening a closed file requires a new Quote and a new retainer.
11.4 Withdrawal by the Client. You may terminate the retainer at any time by written notice. On termination, the Firm will issue a final invoice for work performed and disbursements incurred to the date of termination. The Firm will release your file in accordance with section 10.4 once outstanding accounts are paid.
Section 12
Conflicts of Interest
12.1 Ongoing duty. The Firm conducts a conflict check before accepting each retainer and on an ongoing basis as new parties or matters are identified. If a conflict arises during the course of your file, we will disclose it to you and proceed in accordance with the Code of Professional Conduct for British Columbia.
12.2 Joint retainers. Where the Firm acts for two or more clients on the same matter (for example, spouses on conveyancing or estate planning), each client acknowledges that information shared with the Firm by one client may need to be disclosed to the other. If a dispute arises between joint clients, the Firm may be required to withdraw from acting for either or both.
Section 13
Disputes, Fee Reviews, and Complaints
13.1 Right to fee review. You have the right to apply for a review of any account rendered by the Firm under the Legal Profession Act (BC). An application must generally be made within 3 months of receipt of the account. We will provide you with information on the review process on request.
13.2 Law Society complaints. If you have a concern about the conduct of any lawyer at the Firm that you have been unable to resolve directly, you may contact the Law Society of British Columbia at lawsociety.bc.ca or 604-669-2533.
13.3 Governing law and jurisdiction. These Terms are governed by the laws of British Columbia and the federal laws of Canada applicable in British Columbia. The courts of British Columbia have exclusive jurisdiction over any dispute arising from or related to your engagement of the Firm.
Section 14
Amendment, Severability, and Entire Agreement
14.1 Versioning. These Terms may be amended from time to time. The version in effect on the date your engagement is formed (section 1.1) governs your file. Material amendments to these Terms applicable to existing files will be provided to you in writing before they take effect.
14.2 Severability. If any provision of these Terms is found unenforceable, that provision will be severed and the remaining provisions will continue in full force.
14.3 Entire agreement. These Terms, the Quote, the Intake Form, and our Privacy Policy together constitute the entire agreement between the Firm and the Client in respect of the matter. They supersede any prior representation, communication, or understanding except as expressly incorporated.
Section 15
Contact
Version 1.1 · Effective 28 April 2026
terms.cubelaw.ca/engagement-terms