Canopy by Copp Oak

Canopy Terms of Service

Effective October 17, 2026. Version 1.0.

1. Agreement

These Terms are an agreement between you and Copp Oak LLC, a Virginia limited liability company ("Copp Oak," "we," "us"). They govern your use of Canopy: the Canopy connector and tools used by AI assistants, the Canopy pages at https://canopy.coppoak.com, Canopy confirmation pages, Canopy emails, and the Canopy Operator dashboard.

• Customers accept these Terms by confirming a booking from a Canopy email, or by otherwise using Canopy to request an appointment or callback.
• Operators accept these Terms when they create a Canopy account or sign an Operator Order that refers to them. Part B applies only to Operators.

Your AI assistant is not a party to these Terms and cannot accept them for you. A statement by an AI assistant that you agreed to something is not your agreement.

The Canopy Privacy Policy explains how we handle personal information. The Copp Oak Terms of Service at https://coppoak.com/terms govern Copp Oak's other services. For Canopy, these Terms control where the two differ.

2. What Canopy is, and what it isn't

Canopy is a booking channel. It lets the AI assistant you choose ask a local service business (the "Operator" or "Business") for an appointment or a callback, and it reports back what happened.

• We don't choose the Business. Your AI assistant chooses which Business to contact. Canopy does not rank, recommend, endorse, or vouch for any Business, and Businesses cannot pay us for a better position.
• We don't do the work. The Business, not Copp Oak, is responsible for its service, including diagnosis, prices, estimates, licensing, permits, insurance, staff, workmanship, warranties, and whether it shows up. Your agreement for the work is with the Business.
• We don't take payments, and Canopy is free for customers. Any price, diagnostic fee, or deposit comes from the Business and is between you and the Business.
• We don't cancel bookings. Canopy has no cancellation tool. See Section 6.
• Not for emergencies. For a gas leak, fire, carbon monoxide, flooding that threatens safety, or any other emergency, call 911 or your utility's emergency line. Do not use Canopy.

Part A: Customers

3. Requested is not booked

Canopy uses specific words, and they matter:

Status	What it means
Held	A time is reserved for 15 minutes while you confirm by email. Not booked.
Requested / pending	The Business has your request but has not accepted a time. Not booked.
Approved / time proposed	The Business offered a time. You still need to confirm from your email. Not booked.
Confirmed, pending in the Business's system	You confirmed, and Canopy is still writing the appointment into the Business's scheduling system. Not booked yet.
Booked	Canopy wrote the appointment into the Business's scheduling system and checked that it was saved. This is the only status that means you have an appointment.
Callback requested	The Business will contact you directly. No appointment is booked through Canopy.
Failed, expired, declined, or cancelled	Nothing is booked.

If your AI assistant tells you that you are booked when Canopy has not reported Booked, rely on Canopy's status and your Canopy emails, not on the assistant. Even after an appointment is Booked, the Business can change or cancel it under its own policies.

4. Confirming by email

For instant bookings, and for times a Business approves or proposes, we email you a 6-digit code and a confirmation link. Only you can confirm, by entering the code or using the link. Codes expire after 10 minutes. Instant-booking holds expire after 15 minutes. If you didn't make the request, use the "This wasn't me" link and the hold will be released.

You must give a real email address that you control, and accurate details. Do not make requests for someone else without their permission, and do not make fake, duplicate, or abusive requests. We may block email addresses or requests that we reasonably believe are fake or abusive.

5. The manage token

When Canopy creates your booking or request, it gives your AI assistant a manage token. The token lets that conversation check the request's status and reschedule the booking.

• We don't store the token, and we don't reissue it. If you lose it, you can't check or move that booking through an AI assistant. Your booking still stands. Contact the Business directly to check, change, or cancel it.
• Keep it private. Anyone with the token and the booking number can see the request details and reschedule through the same AI platform. You are responsible for who you share the conversation with.
• A token works only on the AI platform where it was issued.

6. You cannot cancel through Canopy

Canopy does not offer a way to cancel a booking. None of Canopy's tools cancel appointments, and your AI assistant cannot cancel a booking through Canopy, even with the manage token. To cancel, contact the Business directly using the details in your Canopy confirmation email. The Business's own cancellation policy, including any fees it charges, applies.

Before an appointment is booked, you can stop it without contacting anyone: an instant-booking hold that you don't confirm expires after 15 minutes, and the Business receives nothing.

7. Your AI assistant

You choose and use your AI assistant under that platform's own terms. We don't control ChatGPT, Claude, Muse, Grok, or any other platform, and we aren't responsible for what an assistant says, chooses, remembers, or does. That includes picking the wrong Business, misstating your request, or telling you something Canopy didn't say. Review the Business, the service, and the time in your confirmation email before you confirm.

8. Communications

By making a request, you agree that we may email you about it: codes, confirmations, changes, cancellations, and failures. These are transactional messages, not marketing. If you give a phone number, you agree that the Business may call you about your request. Canopy does not send text messages. Whether the Business may contact you for any other purpose is between you and the Business and is governed by the law.

Part B: Operators

9. Your account

You must be authorized to bind the business and to connect its systems. Keep your sign-in, multi-factor authentication, and staff access secure. You are responsible for activity in your account. Tell us promptly at support@coppoak.com if you suspect unauthorized access.

10. Your responsibilities

You will:

• keep your services, service area, locations, hours, availability, booking mode, and any published prices accurate in Canopy and in your connected system;
• honor appointments that Canopy reports as Booked in your system, or promptly cancel or reschedule them and tell the customer, under your own policies and the law;
• handle cancellation requests from customers directly, because customers cannot cancel through Canopy;
• respond to requests and callbacks within the timeframe you set, or let them expire;
• hold and maintain every license, registration, permit, and insurance policy your work requires, and perform the work lawfully and competently;
• use customer information you receive through Canopy lawfully and in line with your own privacy notice, honor customers' requests and opt-outs, and comply with telemarketing, call-recording, and anti-spam laws when you contact customers;
• not use Canopy to post false availability, divert customers, scrape data, or harm the service.

11. Connected systems

When you connect a CRM (currently Jobber, GoHighLevel, HubSpot, or Salesforce), you authorize Canopy to read availability and to create, update, move, and read back appointments and related customer records for bookings made through Canopy. We store the access credentials encrypted and use them only for that purpose. Your use of your CRM remains subject to your agreement with its provider. You can disconnect at any time. Bookings already written to your CRM stay there.

We work to keep Canopy and your CRM in sync. CRMs change, fail, and limit access, so you should check your own calendar. If a write fails, Canopy reports the booking as failed and notifies you and the customer.

12. Pilot terms and fees

• The pilot is free. During the pilot, you pay Copp Oak nothing for Canopy.
• No fees without a signed Order. Fees start only if you sign an Operator Order that states the price and when it applies. We will give you at least 30 days' written notice before any paid plan replaces the pilot. You may stop using Canopy before that date and owe nothing. These Terms alone never make you liable for a fee.
• Changes to the pilot. We may change or end the pilot, or any pilot feature, on reasonable notice.

13. Termination

You may close your account or disconnect at any time. We may suspend or end your access if you breach these Terms, if your use creates legal or security risk, or if we end the pilot. Where practical, we will give notice first. We may also block a customer's email address or requests under Section 4. Ending your account does not cancel appointments already in your system. You remain responsible for honoring or cancelling them with customers.

14. Operator indemnity

You will defend Copp Oak against third-party claims to the extent they arise from your services, personnel, or subcontractors (including bodily injury, property damage, pricing, warranties, or workmanship), from your breach of law, including licensing, consumer-protection, telemarketing, or privacy law, or from your misuse of customer information. You will pay any resulting damages and settlements that are finally awarded or approved. We will give prompt notice and reasonable cooperation. You may not settle a claim in a way that admits fault by Copp Oak or imposes obligations on it without its consent.

Part C: Everyone

15. Acceptable use

Do not use Canopy to break the law; make false, fake, or harassing requests; impersonate anyone; probe, overload, or bypass Canopy's security or rate limits; try to access another person's bookings or manage tokens; send malicious content or instructions designed to manipulate an AI assistant; or resell, sublicense, or copy Canopy.

16. No reverse engineering

You may not, and may not help or allow anyone else to:

• reverse engineer, decompile, disassemble, or otherwise attempt to discover the source code, algorithms, data structures, or underlying logic of Canopy, including the Canopy connector, tools, booking API, confirmation pages, and Operator dashboard;
• analyze manage tokens, confirmation codes, tool responses, or other Canopy outputs to work out how they are generated, or to forge, predict, or bypass them;
• copy, modify, or create derivative works of Canopy, or use Canopy or knowledge gained from studying it to build a competing product or service;
• remove or obscure any proprietary notice in Canopy.

This section applies except to the extent applicable law expressly permits the activity despite this restriction. Where a specific Canopy component is distributed under its own open-source license, that license governs your use of that component's files, but not the hosted Canopy service.

17. Our property

Canopy, its software, and its content belong to Copp Oak and its licensors. We give you a limited, revocable, non-exclusive, non-transferable right to use Canopy under these Terms. If you send us feedback, we may use it without obligation to you.

18. Disclaimers

Canopy is provided "as is" and "as available." We don't promise that it will be uninterrupted or error-free, that any Business will have availability, accept a request, or perform its work, or that an AI assistant will use Canopy correctly. To the fullest extent the law allows, we disclaim implied warranties of merchantability, fitness for a particular purpose, and non-infringement. Some states don't allow these disclaimers, so some may not apply to you.

19. Limits on liability

19.1 What is not limited. Nothing in these Terms limits liability that the law does not allow us to limit, including liability for fraud, gross negligence, willful misconduct, or death or personal injury caused by negligence. Nothing in these Terms limits your non-waivable consumer rights.

19.2 Indirect damages. Subject to 19.1, neither party is liable for indirect, incidental, special, consequential, exemplary, or punitive damages, or for lost profits or business opportunities. For example, we are not liable for a missed appointment, a Business's failure to perform, or work done badly. This section does not limit an Operator's obligations under Section 14.

19.3 Cap. Subject to 19.1 and 19.4, Copp Oak's total liability arising out of Canopy is limited to the greater of (a) the fees you paid Copp Oak for Canopy in the 12 months before the claim arose, or (b) $500 if you use Canopy for personal or household purposes, or $1,000 if you are an Operator. Related claims share one cap.

19.4 Higher cap. For Copp Oak's breach of its data-security obligations, or for reporting an appointment as Booked when Canopy had not written it to the Business's system, the cap is the greater of two times the amount in 19.3, or $5,000. This higher cap replaces the cap in 19.3; it is not added to it.

20. Governing law and disputes

These Terms are governed by Virginia law, without regard to conflict-of-law rules. If you are a consumer, you keep any protection of your home state's law that cannot be waived.

Before filing a claim, please email ben@coppoak.com describing the problem and what you want. Both parties will try in good faith to resolve it for 30 days. This step does not prevent either party from protecting a deadline, seeking urgent relief, going to small-claims court, or contacting a regulator.

Disputes will be brought in the state courts in Charlottesville, Virginia, or the U.S. District Court for the Western District of Virginia, Charlottesville Division, and both parties consent to those courts' jurisdiction. A consumer may also sue in a local court where the law allows and does not permit that right to be waived. Operators and Copp Oak each waive a jury trial, and an Operator's claim must be brought within one year after it arises.

21. Changes to these Terms

We may update these Terms going forward. We will post the updated Terms on this page and update the date and version at the top. For a material change, we will give Operators at least 30 days' notice by email and, where the law requires, ask for renewed acceptance. A change doesn't affect a booking already confirmed. Continued use after the effective date means you accept the update.

22. General

These Terms, the Canopy Privacy Policy, and any signed Operator Order are the entire agreement about Canopy. A signed Operator Order controls where it conflicts with these Terms. If a provision is unenforceable, the rest still applies. A failure to enforce a provision is not a waiver. Neither party may assign these Terms without consent, except that we may assign them to a successor to the business that agrees to them. The parties are independent; nothing creates a partnership, agency, or employment relationship. We aren't responsible for delays caused by events beyond our reasonable control. Sections that by their nature should survive termination will survive it, including Sections 14 and 16 through 20.

23. Contact

Copp Oak LLC
c/o Republic Registered Agent LLC, 2807 N Parham Rd Ste 320, Henrico, VA 23294
Support: support@coppoak.com
Legal notices: ben@coppoak.com