HOSA Canada Terms and Conditions (2025–2026 Academic Year)

1. Definitions

The term “Protected Materials” includes:

  • All electronic documents available to be viewed on hosa-member.ca.
  • Test questions & answers from competitive events offered by HOSA Canada and HOSA, Inc.
  • Any materials, whether in digital or physical form, distributed at the Fall Leadership Conference (November 16–23, 2025) or the Spring Leadership Conference (March 9–11, 2026).

“HOSA Canada Student” refers to students that have paid the Registration Fee as defined herein.

“Academic Year” refers to the school year from September 1, 2025 to July 1, 2026, inclusive.

“School Chapter” refers to a chapter that is affiliated with or supervised by an accredited educational institution. An accredited educational institution includes any secondary school, college, university, or other learning institution recognized by the provincial or territorial Ministry of Education, or by another legally authorized governing body.

“Community Chapter” refers to a chapter that is not affiliated with or supervised by an accredited educational institution. Community Chapters operate subject to the restrictions outlined in Subsection 2.3. Students from institutions that prohibit Community Chapter participation are ineligible to establish or join a Community Chapter.

2. Registration

2.1 Registration Process and Fee

Individuals can become a HOSA Canada Student by first being added to a HOSA Canada Chapter Account on hosa-member.ca and then paying the 2025–2026 Registration Fee of $150 CAD. Alternatively individuals can provide payment through their School Chapter or Community Chapter.

The Registration Fee is non-transferable, non-exchangeable, and subject to the refund deadlines outlined in Subsection 3.1.

The HOSA Canada Student is considered to be a registered member of HOSA Canada upon receipt of payment of the Registration Fee until the end of the Academic Year.

2.2 Registration Benefits

During the Academic Year, a HOSA Canada Student receives:

  • Access to Protected Materials of HOSA Canada.
  • Ability to attend the Fall Leadership Conference and Spring Leadership Conference offered by HOSA Canada.
  • Eligibility to apply for scholarships and other volunteer or internship opportunities offered by HOSA Canada and HOSA, Inc.

Registration for 2025–2026 HOSA Canada conferences, workshops, and other events is available to registered HOSA Canada Students on a first-come, first-served basis. HOSA Canada reserves the right to close registration earlier than the posted deadlines if capacity is reached. As such, chapters and students are strongly encouraged to register early to secure their spot.

2.3 Community Chapter Restrictions

Students affiliated with an accredited educational institution that has formally prohibited participation in Community Chapters may not establish or join a Community Chapter.

HOSA Canada will maintain and publicly post a list of such schools on hosa-member.ca.

All approved Community Chapters are subject to routine audits and must provide HOSA Canada with accurate and complete information regarding the schools attended by their students.

2.4 Additional Fees

HOSA Canada is not responsible for:

  • Fees charged by third parties (e.g., venues, travel or lodging providers, transportation services) are outside HOSA Canada’s control and are the sole responsibility of the HOSA Canada student and/or chapter.
  • The cost of materials that are required to compete in competitive events. The materials required for each competitive event are listed in each event’s respective guidelines, as outlined here HOSA Canada Event Guidelines.
  • Any additional fees charged by a Community Chapter. Any such fees must be clearly disclosed to students in advance and must not be mandatory. Students must be provided with the option to decline or opt out of these fees where their participation is not required.

3. Refund Policies

3.1 Refund Eligibility

HOSA Canada offers full refunds for the Registration Fee if a request is submitted prior to the refund deadlines:

  • If payment was made prior to the FLC 2025 registration deadline (October 31, 2025 at 11:59 PM ET), no refunds will be granted after this date.
  • If payment was made after October 31, 2025 at 11:59 PM ET, refund requests must be submitted by February 6, 2026 at 11:59 PM ET.
  • HOSA Canada Students who have attended two or more virtual seminars are ineligible for a refund, regardless of payment date.
  • Refunds apply only to the HOSA Canada registration fee and do not cover third-party costs (e.g., travel, lodging, materials).

3.2 Refund Request Process

  1. The HOSA Canada Student must ask their Chapter President or Advisor to remove them as a chapter member from the chapter account.
  2. The student must then send an email to info@hosacanada.org including their full name, school, and account username.
  3. Refund requests must be initiated by the student themselves; requests on behalf of others will not be accepted.

4. Revocation of Membership

HOSA Canada reserves the right to revoke membership without a refund:

  • At the request of HOSA, Inc.
  • At the request of a teacher, principal, or board administrator affiliated with the school under which the HOSA Canada Student is registered.
  • At the request of the designated supervisor of the Community Chapter under which the HOSA Canada Student is registered.
  • At its own discretion in response to failure to comply with any term, condition, or policy contained in this document.
  • At its own discretion in response to academically dishonest, illegal, or otherwise inappropriate behavior, including but not limited to:
    • Harassment, bullying, or discrimination.
    • Sharing or distributing HOSA Canada’s Protected Materials without authorization.
    • Sharing, posting, or distributing explicit, obscene, or otherwise inappropriate material.
    • Engaging in unauthorized commercial activity (e.g., selling HOSA Canada or HOSA Inc. resources or merchandise without written approval).
  • If a Community Chapter is found to have provided false, misleading, or incomplete information during the registration or auditing process. In such cases, the Community Chapter will be permanently banned and all of its students will lose registration benefits.
  • If an individual student is found to have provided false, misleading, or incomplete information regarding their school affiliation or eligibility to join a Community Chapter.

Upon revocation of membership for any of the reasons above, all benefits granted to the HOSA Canada Student as set forth in Subsection 2.1 are also revoked.

5. Privacy

5.1 Use of Personal Information

Personal information (including contact details and individual test scores) is collected, used, and disclosed in accordance with applicable privacy laws, including the Personal Information Protection and Electronic Documents Act (PIPEDA) and relevant provincial legislation. Information required for membership registration may be shared with HOSA, Inc. Anonymized or aggregated competition data may be used for internal analysis and/or shared with third parties.

5.2 Student-Created Work

By registering with HOSA Canada, HOSA Canada Students grant HOSA Canada a royalty-free, worldwide, perpetual license to use, reproduce, adapt, publish, and distribute any intellectual property they create in connection with HOSA Canada or HOSA, Inc. events (including projects, presentations, or other creative works) for promotional, educational, or informational purposes. Unless otherwise agreed in writing, no compensation is owed for such uses.

6. Photo & Media Release

By participating in HOSA Canada events, conferences, or activities, HOSA Canada Students acknowledge and agree that photographs, video recordings, and other media may be taken by HOSA Canada staff or authorized representatives. Such media may be used by HOSA Canada for promotional, educational, and informational purposes, including but not limited to publications, social media, marketing, and the official HOSA Canada website. HOSA Canada Students consent to the forfeiture of the right to any compensation from the aforementioned uses of such media. HOSA Canada will not sell or license student images to third parties for commercial purposes.

7. Protected Materials & Account Restrictions

7.1 Protected Materials

The HOSA Canada Student shall not recreate, copy, share, sell, or publish any of HOSA Canada’s Protected Materials. Protected Materials may only be used for personal, educational use. HOSA Canada provides Protected Materials “as is”. Students should use these resources responsibly and understand that HOSA Canada is not liable for errors or for how the materials are used. Access to Protected Materials may occasionally be unavailable due to scheduled maintenance, technical issues, or periods of unusually high demand (such as near registration deadlines). HOSA Canada will make reasonable efforts to restore access promptly, but is not liable for delays or interruptions of service.

7.2 Account Restrictions

Each School and Community Chapter must maintain a separate chapter account. Chapter accounts will not have access to HOSA Canada resources. Chapter Presidents must use their personal student account to access resources. Sharing of restricted resources or electronic documents between accounts, schools, or external parties is strictly prohibited.

7.3 Account Security

Students and chapter administrators are responsible for maintaining the confidentiality of login credentials and for all activities under their accounts. Sharing logins, bulk-downloading, scraping, or automated copying of Protected Materials is prohibited.

8. Representation

The HOSA Canada Student shall follow the branding guidelines when using the HOSA Canada logo, as outlined here: HOSA Brand Style Guide.

8.1 Reproduction, Printing, and Merchandise Restrictions

No student, chapter, or member may advertise, produce, or distribute any HOSA Canada merchandise without explicit written approval from a member of HOSA Canada management. Unauthorized merchandise activity may result in disciplinary action. This restriction applies to the HOSA Canada and HOSA name, logos, and other trademarks or brand elements, including sales or promotions conducted online (e.g., websites, social platforms, and marketplaces). No license is granted or implied by virtue of membership.

9. Limitation of Liability

To the fullest extent permitted by law, HOSA Canada, its directors, officers, employees, and agents shall not be liable for any indirect, incidental, special, consequential, or punitive damages, or for any loss of profits or data, arising out of or related to membership, events, or use of Protected Materials. In all cases, HOSA Canada’s aggregate liability shall not exceed the total Registration Fee paid by the Student for the Academic Year in which the claim arose.

10. Force Majeure

HOSA Canada shall not be liable for any failure to perform its obligations where such failure is the result of acts of nature, government restrictions, wars, pandemics, or any other cause beyond its reasonable control.

11. Governing Law & Forum; Severability; No Waiver; Entire Agreement

11.1 Governing Law & Forum

These Terms and Conditions are governed by the laws of the Province of Ontario and the federal laws of Canada applicable therein. The parties submit to the exclusive jurisdiction of the courts located in Toronto, Ontario.

11.2 Severability

If any provision is held invalid or unenforceable, the remaining provisions remain in full force and effect.

11.3 No Waiver

Failure to enforce any provision does not constitute a waiver of that or any other provision.

11.4 Entire Agreement

These Terms and Conditions constitute the entire agreement between HOSA Canada and the Student regarding membership for the Academic Year and supersede all prior or contemporaneous understandings on the subject.

12. Amendment

HOSA Canada reserves the right to amend these terms and conditions at any time. HOSA Canada Students will be notified of any material changes via email or through the member portal at hosa-member.ca within thirty (30) days of the change taking effect. Continued membership following such notice will constitute acceptance of the revised terms and conditions. Amendments to these terms and conditions shall not entitle HOSA Canada Students to refunds, withdrawals, or other remedies outside of those expressly provided for under the Refund Policy.