These are the terms you accept when you tick the box before payment. The Strata Document Index Disclaimer is attached as Schedule A and forms part of them.
Terms version: Engagement Agreement v15 + Disclaimer 2026-09-21
| Service Provider | Bellevue Strata Document Services (Ted Halama, sole proprietor), operating under the brand name Strata Doctor (“Strata Doctor”) |
|---|---|
| Client | The person who accepts these terms at checkout, as identified in the order record |
| Effective Date | The date the Client accepts these terms at checkout |
| Street address | The strata lot identified in the Client's order |
These are the terms the Client accepts at checkout, by ticking a box that links to this Agreement in full. This Agreement incorporates by reference the Client's checklist declaration made at upload and the Strata Document Index Disclaimer (attached as Schedule A), both acknowledged by the Client as a condition of this engagement.
Strata Doctor offers a single service for the property identified above: an automated Document Index Report. Strata Doctor extracts and verifies the Form B Information Certificate figures (with page citations), runs an automated keyword scan of bylaws, minutes, depreciation reports, engineering reports, insurance documents, financial statements, the Property Disclosure Statement, and warranty certificates that locates and quotes candidate passages by page, and layers an AI factual-summary pass over those same document types in which every AI-generated claim is checked against the actual source text and discarded if unverifiable. This does not include cross-referencing documents against each other. No person at Strata Doctor reads, interprets, or drafts any finding, risk flag, or conclusion for any document. The Client is solely responsible for reading and interpreting the underlying documents themselves.
| Service | Turnaround | Fee |
|---|---|---|
| Strata Document Index Report | Fast turnaround | $29.95 + GST |
Scope window for recurring records
Financial statements and meeting minutes are itemised in the Report for the most recent 24 months only, measured from the report date. This is the lookback period specified by the Strata Document Index Checklist around which the Report is organised and is the common benchmark for a strata document review. It is applied as a fixed, mechanical rule of date. It is not an assessment by Strata Doctor of the relevance, materiality or importance of any document.
Documents falling outside that window remain listed in the Report's document index with their page ranges and are supplied to the Client in full. The Client remains solely responsible for reading them. Bylaws, rules, insurance documents, depreciation reports, engineering reports, the Form B and the strata plan are not date-filtered.
The Report also states the date of each set of minutes supplied and the interval between meetings, marking any interval unusual relative to that council's own pattern. A marked interval records only that no minutes covering that period were located in the documents supplied. It is not a statement that minutes are missing, withheld, or improperly kept, and Strata Doctor cannot determine which.
Out of scope: legal, accounting, engineering, or other professional advice; verification, audit, or independent confirmation of any document's accuracy; site inspection; valuation or appraisal; advice on whether to proceed with a purchase or transaction; and any human reading or interpretation of the documents themselves.
The Client is responsible for supplying complete, current, and accurate strata documentation, and for confirming that documents provided are the most recent versions and have not been superseded, amended, or replaced — consistent with the attached Disclaimer (Schedule A). Turnaround times run from the point a complete document set is received; missing or late documents may delay delivery and do not constitute a breach by Strata Doctor.
Documents are supplied through Strata Doctor's intake portal as PDF files, or as a single ZIP file containing them. Before payment is taken, the Client is shown the Strata Document Index Checklist and asked to indicate which of its items the upload contains. The Client is then asked whether to proceed on that basis. The Client may instead supply further documents at no charge. The items the Client indicated, those left unmarked, and the Client’s decision to proceed are recorded against the order. Strata Doctor does not represent that the upload is complete or adequate; the Client is best placed to know what was requested from, and supplied by, the Strata Management firm.
That check reports only what was and was not located in the upload. It is not advice on whether the package is sufficient for the Client's purposes, and proceeding does not transfer to Strata Doctor any responsibility for documents the Client did not supply.
Full payment of $29.95 + GST is collected through Strata Doctor's online checkout after the Client has uploaded documents, indicated which checklist items the upload contains, and confirmed that the Report should be produced on that basis. Uploading documents and completing the checklist is provided at no charge and creates no engagement. No Report is produced until payment is confirmed.
An upload that is not completed with payment forms no engagement, incurs no fee, and is deleted after 7 days as set out in Section 7.
If Strata Doctor is unable to produce a Document Index Report — because a required document cannot be obtained, or the automated pipeline fails to process the package — the fee is refunded in full within 7 days of the failure. The refund is issued automatically to the original payment method and does not require the Client to request it. The time taken by the Client’s card issuer or bank to post the refund is outside Strata Doctor’s control.
There is no late-payment scenario under this model, since payment is collected before delivery rather than after.
Strata Doctor provides a document summary service only. It is not a legal opinion, accounting opinion, engineering assessment, or real estate appraisal, and does not substitute for independent advice from a licensed BC lawyer, accountant, engineer, or real estate professional. The full terms governing this standard of service, and the allocation of responsibility for document accuracy, are set out in the Strata Document Index Disclaimer, attached as Schedule A and incorporated into this Agreement by reference.
Strata Doctor's maximum aggregate liability to the Client arising out of or in connection with this engagement, however caused, shall not exceed the fees paid by the Client for the specific Document Index Report giving rise to the claim. Strata Doctor shall not be liable for indirect, consequential, or special damages, including but not limited to lost profits or loss of the underlying transaction, except to the extent such exclusion is not permitted by applicable BC law.
The Client agrees to indemnify Strata Doctor against claims arising from inaccurate, incomplete, or outdated documents supplied by the Client, to the extent such claims arise from those inaccuracies rather than from Strata Doctor's own negligence.
Reliance and forwarding. The Report is prepared for the Client alone, for the Client's own use in connection with the strata lot identified in the order. Strata Doctor owes no duty of care to any person other than the Client, and no person other than the Client may rely on the Report for any purpose. Nothing in the Report creates an engagement between Strata Doctor and any person other than the Client.
The Client may give the Report to its own client and to that client's advisers, provided it is given in full — including Schedule A (the Strata Document Index Disclaimer) and the statements in the Report of what it does not do. The Client may not extract, excerpt, edit, or re-present any part of the Report on its own, and may not describe the Report, or anything in it, as advice, as a review or assessment of the documents, or as a statement about the condition or affairs of the strata corporation. Where the Client gives the Report to another person, the Client indemnifies Strata Doctor against claims by that person to the extent the claim arises from the Report having been given in part, altered, or described as something other than an automated index of the documents supplied.
Strata Doctor will treat documents and personal/financial information supplied by the Client as confidential, will use them solely to prepare the Document Index Report, and will not disclose them to third parties except as required to complete the engagement or by law. Documents supplied by the Client, and the Document Index Report produced from them, are retained for 30 days after delivery and are then securely and automatically deleted. The Client may request earlier deletion at any time.
Uploads that are not completed with payment are deleted after 7 days. This applies where a person uploads documents through the intake portal but does not proceed to payment, and no engagement is formed. It is stated on the intake page at the point of upload and is enforced automatically. This 7-day rule is separate from, and does not extend, the post-delivery retention period above.
Strata Doctor performs this engagement as an independent contractor and not as an employee, partner, or fiduciary of the Client. Strata Doctor is the brand under which Bellevue Strata Document Services, a sole proprietorship carried on by Ted Halama and registered in British Columbia, provides this service. The Client is contracting with Ted Halama personally, and not with a limited company.
This Agreement is effective from the date the Client accepts these terms at checkout and terminates on delivery of the Document Index Report, unless terminated earlier. Either party may terminate before delivery by written notice; the Client remains responsible for fees corresponding to work already performed.
This Agreement is governed by and construed in accordance with the laws of the Province of British Columbia and the federal laws of Canada applicable therein.
Any dispute, controversy, or claim arising out of or relating to this Agreement, or its breach, termination, or validity, shall be resolved exclusively as follows, and neither party may commence court proceedings except as expressly permitted in paragraph (c):
(a) Mediation. The parties shall first attempt in good faith to resolve the dispute by mediation seated in Vancouver, British Columbia, before a single mediator agreed upon by the parties. If the parties have not agreed on a mediator within fifteen (15) days after written notice of dispute is given, either party may apply to the Vancouver International Arbitration Centre to appoint one. The mediator's fees shall be shared equally.
(b) Arbitration. If the dispute has not been resolved by mediation within thirty (30) days after the mediator is appointed, the dispute shall be referred to and finally resolved by binding arbitration before a single arbitrator under the Arbitration Act (British Columbia) and the domestic arbitration rules of the Vancouver International Arbitration Centre. The seat of arbitration shall be Vancouver, British Columbia, and the language of the arbitration shall be English. The award is final and binding on the parties, and judgment upon it may be entered in any court of competent jurisdiction.
(c) Interim relief. Nothing in this section prevents either party from applying to a court of competent jurisdiction for interim, interlocutory, or injunctive relief pending the outcome of mediation or arbitration.
(d) Confidentiality. The existence and content of any mediation or arbitration under this section, and all documents and information exchanged in them, shall be kept confidential by the parties except as required by law or to enforce an award.
Any notice required or permitted under this Agreement may be given by email — to the Client at the email address supplied at intake, and to Strata Doctor at info@stratadoctor.ca — and is deemed received on the next business day after it is sent. Either party may change its email address for notices by giving notice under this section. No postal address is required for the giving of notice under this Agreement.
This Agreement, together with the Client Intake Form and the attached Disclaimer (Schedule A), constitutes the entire agreement between the parties regarding this engagement and supersedes any prior discussions. Amendments must be in writing and agreed by both parties. If any provision is found unenforceable, the remaining provisions continue in effect.
Order of precedence. In the event of any conflict or inconsistency between this Agreement, Schedule A (the Strata Document Index Disclaimer), and the Client Intake Form, they govern in that order. Short-form summaries of the Disclaimer used on Strata Doctor's website, landing page, or in any marketing material are non-binding, form no part of this Agreement, and are of no effect in interpreting it.
This Document Index Report is prepared for informational purposes only and is based solely on the documents and information provided to us by the Client and/or third parties on the Client’s behalf within the Province of British Columbia. The accuracy and completeness of this report depend entirely on the accuracy, completeness, and currency of those documents and materials as of the date they were issued.
How the report is produced. The Document Index Report is produced by software, automatically and without human review. Strata Doctor extracts and cites the Form B Information Certificate mechanically, and locates candidate passages in the bylaws, minutes, depreciation report(s), engineering report(s), insurance documents, financial statements, Property Disclosure Statement, and warranty certificate(s) using an automated keyword scan. Strata Doctor does NOT read, interpret, verify (beyond the automated checks described in this Disclaimer), or draw any conclusion from any of those document types, and the report contains no findings, risk judgments, or recommendation regarding them. The Client is solely responsible for reading and interpreting all documents beyond the Form B extraction, and for deciding whether to proceed with a purchase or transaction.
AI summary layer. Where the document package supports it, the report includes an AI-generated factual summary layer: a large language model extracts factual claims from the bylaws, minutes, depreciation report(s), engineering report(s), insurance documents, financial statements, Property Disclosure Statement, and warranty certificate(s). Each claim shown is independently verified by automated means against the source text before inclusion; claims that cannot be verified are discarded and are not shown. This AI summary contains no opinion, risk rating, or recommendation, is not guaranteed to be complete, and is not a substitute for reading the source documents yourself.
Scope window. Recurring records — financial statements and meeting minutes — are itemised in the report for the most recent 24 months only, measured from the report date. This is the lookback period specified by the Strata Document Index Checklist around which the report is organised, and is applied as a fixed, mechanical date rule. It is not an assessment by Strata Doctor of the relevance, materiality, or importance of any document. Documents falling outside the window remain listed in the Documents Indexed table with their page ranges and are supplied to the Client in full; the Client remains solely responsible for reading them. Bylaws, rules, insurance documents, depreciation reports, engineering reports, the Form B, and the strata plan are not date-filtered.
Recurring records. Section 4.1(3) of the Strata Property Regulation requires a strata corporation to retain its meeting minutes and financial statements for at least 6 years. The 24-month period applied above is only the benchmark for retaining correspondence. A Client who requires meeting minutes or financial statements beyond the 24-month window should request them from the strata corporation, which is obliged to hold them for the longer statutory period.
We do not verify, audit, or update any strata documents or information, and we make no representation or warranty, express or implied, as to their truth, accuracy, or completeness. If any document is missing, outdated, incomplete, or contains errors, omissions, or misrepresentations, any resulting inaccuracies or omissions in this report are the sole responsibility of the Client.
The Client is responsible for:
Supplying complete and current strata documentation customarily reviewed in British Columbia, including but not limited to minutes, Form B Information Certificate (and attachments), bylaws, rules, financial statements, registered strata plan and amendments, depreciation reports, and related records.
Ensuring that all documents provided are the most recent versions and have not been superseded, amended, or replaced as of the date of the report.
This report does not constitute legal, accounting, engineering, or other professional advice, and it is not a substitute for independent advice from a British Columbia lawyer, accountant, engineer, or licensed real estate professional, nor is it a substitute for reading the underlying documents yourself. Any decisions made or actions taken by the Client in connection with a strata property are solely the Client’s responsibility. Our maximum aggregate liability, if any, arising from the preparation or use of this report is strictly limited in accordance with the terms of our written engagement agreement with the Client.
Important Note on “Not Provided” / “Not Found” Fields: When a field in your report shows “not provided,” “not found,” or appears blank, this means that the information was not located in the documents you provided — it does not mean that no risk, liability, or issue exists in that area. The absence of information in the documents is not the same as the absence of a problem. You remain responsible for investigating all material facts about the strata property independently, including by asking questions directly of the strata corporation, property manager, or seller’s legal counsel.
Last reviewed and updated 2026-09-23.