Agreement
HiloArchive is operated by Hilo Tech Inc. ("HiloTech"). By granting admin consent to the application or using the portal, you accept these terms on behalf of your organization and confirm you have the authority to do so. They complement the services agreement between your organization and HiloTech, which prevails if they conflict.
The service
HiloArchive provides:
- Analysis of your SharePoint sites to identify dormant files against your criteria (age, size).
- File-by-file archiving to Hilo-hosted storage (standard offering) or to your own Azure storage (dedicated tier), with checksum verification before any removal and a clickable shortcut left in place of each file.
- Browsing and restoring archived files from the portal.
- Optional automation rules that your organization configures and can pause at any time.
Our data-protection commitments
The archiving engine enforces non-negotiable safeguards:
- No file is deleted from SharePoint until a copy has been re-read from the archive storage and validated with a SHA-256 checksum.
- Every archived file leaves an HTML shortcut in place, pointing to its archived copy.
- Continuous integrity checking re-verifies the archives; any anomaly raises an alert.
- All actions are logged and reviewable in the portal.
- Archive protection relies on geo-redundant (GRS) storage replication across two datacenters, complemented by 30-day soft delete and blob versioning; no separate backup service (such as Azure Backup) is layered on top of these mechanisms.
Your responsibilities
Your organization remains responsible for:
- Maintaining its Microsoft 365 subscriptions and, on the dedicated tier only, covering the cost of the destination Azure storage (billed by Microsoft to your organization).
- The choice of sites, criteria, and archiving rules configured in the portal.
- Keeping the admin consent and credentials granted to the service valid.
- On the dedicated tier, not deleting or altering the destination storage account while archives remain in it.
- Using the service in accordance with applicable laws and its internal policies.
Fees
Service fees are set in the services agreement or quote agreed with your organization. On the standard offering, Hilo-hosted archive storage is included in the rate; on the dedicated tier, destination Azure storage costs are billed directly by Microsoft and are additional to the service fees.
Availability and support
We use commercially reasonable efforts to keep the service available and to announce maintenance windows. The service depends on Microsoft platforms; we are not responsible for interruptions or limitations they impose. For support requests: support@hilotech.ca.
Data ownership
Your data belongs to you: the original SharePoint files, the archived copies and the archive index. On the standard offering, HiloTech acts as custodian of your archives: at the end of the service they are returned to you (restored to SharePoint or exported in a readable format) before being deleted from our storage. On the dedicated tier, your archives remain in your storage account and stay readable; on request, we assist with restoration or export.
Limitation of liability
To the extent permitted by law, HiloTech's liability is limited to the amounts set out in the services agreement and excludes indirect or consequential damages. Nothing in these terms limits liability for gross negligence or willful misconduct.
Termination
Either party may end the service under the terms of the services agreement. On termination, your administrator can revoke the application's consent in Microsoft Entra ID. On the standard offering, your archives are returned to you and then deleted in accordance with our privacy policy; on the dedicated tier, they remain in your storage. Portal data is deleted in accordance with our privacy policy.
Governing law
These terms are governed by the laws of the Province of Quebec and the laws of Canada applicable therein. Any dispute falls under the jurisdiction of the competent courts of Quebec.
Contact
Questions about these terms: support@hilotech.ca.