Terms of Use

Organizers are people who create an account on behalf of an organization ("Organization") to set up programs, activities, and groups, generate QR codes and check-in links, review hours, and export reports. If you create an Organizer account for an Organization, you represent that you have the authority to bind that Organization to these Terms, and "you" in these Terms includes that Organization.

Volunteers are people who log hours for an Organization's program, usually by scanning a QR code or opening a unique link. Volunteers may log hours without creating a Volunteesy account, or may choose to create one to keep a record of their hours across programs.

If you use the Service as both an Organizer and a Volunteer, both sets of obligations apply to you.

• You must be at least 13 years old to create an Organizer or Volunteer account.
• If you are between 13 and 17, you may create a Volunteer account only with the permission of a parent or legal guardian.
• Organizers must be 18 or older, or an authorized representative of an Organization.
• Organizers who use the Service to record hours for volunteers under 13 (for example, student service hours) are solely responsible for obtaining any parental or guardian consent required by applicable law before entering that volunteer's information. Volunteesy does not knowingly collect personal information directly from children under 13.
• You must be a human. Accounts created by bots or automated methods are not permitted.

• You must provide accurate, current, and complete information when you register and keep it updated.
• You are responsible for keeping your password and any check-in links or QR codes associated with your Organization confidential. Anyone with a program's check-in link may be able to log hours to that program.
• You are responsible for all activity that occurs under your account, including activity by other Organizers or team members you invite.
• Notify us at hello@volunteesy.com right away if you believe your account has been accessed without permission.
• You may not use another person's account without their permission, or share your account credentials with people outside your Organization.

If you are an Organizer, you agree that:

• You are responsible for the programs, activities, and groups you create, the people you invite to them, and the volunteer information you enter or collect through the Service.
• You have obtained any notices, consents, or authorizations required by law to collect and store your volunteers' personal information (such as names, email addresses, and hours worked) using the Service.
• You are responsible for reviewing, approving, correcting, and, where appropriate, disputing hours submitted by volunteers. Volunteesy does not verify the accuracy of submitted hours.
• You are responsible for how you use exported reports, including for grant applications, board reporting, school or court-ordered service verification, or any other purpose. Volunteesy is not a party to those uses and makes no representation that its reports meet any third party's requirements.
• You will not use the Service to collect sensitive personal information (such as government ID numbers, financial account numbers, health information, or precise location) unless you have a lawful basis and appropriate safeguards to do so.
• You will honor reasonable requests from your volunteers to access, correct, or delete their information, and you will not use volunteer information for purposes unrelated to your volunteer program without the volunteer's consent.

If you are a Volunteer, you agree that:

• You will submit hours only for time you actually volunteered, and you will not submit hours on behalf of another person unless the Organization has expressly authorized you to do so.
• Information you enter (your name, email, and hours) will be accurate.
• The Organization running the program, not Volunteesy, decides whether to accept, adjust, or reject your submitted hours.
• The Organization you volunteer for controls the information you submit to its programs. Questions about how that Organization uses your information should be directed to the Organization first.

You agree not to:

• Use the Service for any unlawful purpose or in violation of any applicable law or regulation.
• Submit false, fraudulent, or misleading hours or volunteer records.
• Access, tamper with, or use non-public areas of the Service, our systems, or our providers' systems.
• Probe, scan, or test the vulnerability of the Service, or attempt to bypass any security or authentication measures (including forging, guessing, or reusing check-in tokens).
• Scrape, crawl, or use automated means to access the Service, except through interfaces we make available for that purpose.
• Upload viruses, malicious code, or anything designed to disrupt the Service.
• Send unsolicited or unauthorized messages, spam, or promotional material through the Service.
• Impersonate any person or Organization, or misrepresent your affiliation with anyone.
• Harass, threaten, or abuse any person, including Volunteesy staff or other users.
• Use the Service to collect or store information about people who have not agreed to participate in a volunteer program.
• Reproduce, resell, sublicense, or commercially exploit the Service or access to it without our written permission.
• Reverse engineer or attempt to extract the source code of the Service, except where the law prohibits that restriction.

We may investigate suspected violations and may suspend or terminate accounts that violate this section. We may also report unlawful activity to law enforcement.

Ownership. You (or your Organization) own the information you submit to the Service, including volunteer names, contact information, hours, program details, notes, and exported reports ("Your Data"). Volunteesy does not claim ownership of Your Data.

License to us. You grant Volunteesy a limited, non-exclusive, worldwide license to host, store, process, transmit, back up, and display Your Data solely as needed to provide, maintain, secure, and improve the Service, and as otherwise described in our Privacy Policy. This license ends when Your Data is deleted from the Service, except for backups that are deleted in the normal course.

Organizer as data controller. For volunteer information collected through an Organization's programs, the Organization is responsible for that data and its lawful use. Volunteesy processes it on the Organization's behalf and in accordance with the Organization's instructions as expressed through the Service.

Export. Organizers can export Your Data in CSV format at any time through the Service.

Deletion. If you close your account or we terminate it, we will make Your Data available for export for 30 days after termination (unless prohibited by law or unless we terminated for a serious violation of these Terms). After that period we may permanently delete Your Data from our active systems and backups. We may also delete data from free accounts that have been inactive for more than 12 months, after sending notice to the email address on file.

Aggregated data. We may use data that is aggregated and de-identified so that it cannot reasonably be used to identify you, your Organization, or any volunteer, in order to operate and improve the Service (for example, understanding which features are used most).

Security. We use reasonable administrative, technical, and physical safeguards designed to protect Your Data. No system is perfectly secure, and you are responsible for maintaining your own backups of any critical records.

The Service records the information that Organizers and Volunteers submit, including timestamps generated when someone checks in or out. Volunteesy does not independently verify that any volunteer was present, that hours were worked, or that submitted information is accurate.

Reports and exports are provided for your convenience. They are not certified records. Volunteesy makes no representation that any report meets the requirements of any grant funder, government agency, school, court, or other third party. You are responsible for reviewing reports before relying on them and for any certification or attestation you make to others.

Free plan. Some features of the Service are available at no charge, subject to usage limits we may set and change from time to time. Free plans may be modified or discontinued.

Paid plans. Paid subscriptions are billed in advance on a monthly or annual basis and renew automatically at the end of each billing period unless you cancel before renewal. By subscribing, you authorize us (and our payment processor) to charge your payment method on a recurring basis.

Price changes. We may change subscription prices. We will give you at least 30 days' notice by email before a price change takes effect for your account, and the new price will apply at your next renewal after that notice. If you don't agree, you may cancel before the change takes effect.

Upgrades and downgrades. Upgrades take effect immediately and are prorated for the remainder of the current billing period. Downgrades take effect at the start of your next billing period. Downgrading may reduce the features, limits, or data retention available to your account; we are not responsible for any loss of features or data that results from a downgrade you choose.

Cancellation. You can cancel a paid subscription at any time from your account settings. Cancellation takes effect at the end of the current billing period. You will keep access to paid features until then, and your account will then move to the free plan (subject to its limits) unless you close it.

Refunds. Monthly subscription fees are non-refundable. If you cancel an annual subscription within 14 days of the initial purchase or renewal, you may request a full refund by contacting hello@volunteesy.com. Otherwise, fees are non-refundable and there are no credits for partial periods, except where required by law.

Taxes. Fees do not include taxes. You are responsible for any applicable sales, use, VAT, or similar taxes, other than taxes on our income. If your Organization is tax-exempt, you may provide a valid exemption certificate.

Failed payments. If a payment fails, we may retry it and may suspend paid features until payment is received. We will notify you before suspending your account.

The Service, including its software, design, text, graphics, logos, and the "Volunteesy" name and mark, is owned by Volunteesy or its licensors and is protected by copyright, trademark, and other intellectual property laws. We grant you a limited, non-exclusive, non-transferable, revocable license to use the Service in accordance with these Terms. We reserve all rights not expressly granted.

You may not use Volunteesy's name, logo, or marks without our prior written permission, except that Organizers may indicate that their programs use Volunteesy in a factual, non-misleading way (for example, on a check-in sign).

Feedback. If you send us ideas, suggestions, or feedback about the Service, you agree that we may use them without restriction or compensation to you.

The Service relies on third-party providers for hosting, email delivery, payment processing, and similar infrastructure. Your use of any third-party service that you connect to or access through Volunteesy is governed by that third party's terms and privacy policies, not ours. We are not responsible for third-party services.

We are continually improving the Service and may add, change, or remove features. If we discontinue a feature that materially affects paid subscribers, we will make reasonable efforts to give at least 30 days' notice. We will not be liable for any modification, suspension, or discontinuation of the Service, but if we discontinue the Service entirely, we will give paid subscribers advance notice and a reasonable opportunity to export Your Data.

By you. You may close your account at any time from your account settings or by contacting us. Closing your account does not entitle you to a refund except as described in Section 9.

By us. We may suspend or terminate your access to the Service if:

• you materially breach these Terms and do not cure the breach within 10 days after we notify you (or immediately, if the breach cannot be cured or involves fraud, abuse, unlawful activity, or a security threat);
• we are required to do so by law; or
• a paid subscription remains unpaid after notice.

We will make reasonable efforts to notify you before or promptly after a suspension or termination and to explain the reason, except where doing so would compromise security or violate the law.

Effect. Upon termination, your right to use the Service ends. Sections 7 (Your Data), 8, 10, 14, 15, 16, 17, and 18 survive termination.

THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE." TO THE FULLEST EXTENT PERMITTED BY LAW, VOLUNTEESY DISCLAIMS ALL WARRANTIES, WHETHER EXPRESS, IMPLIED, OR STATUTORY, INCLUDING WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, AND NON-INFRINGEMENT. WE DO NOT WARRANT THAT THE SERVICE WILL BE UNINTERRUPTED, TIMELY, SECURE, OR ERROR-FREE, THAT DEFECTS WILL BE CORRECTED, OR THAT THE SERVICE WILL MEET YOUR REQUIREMENTS OR THE REQUIREMENTS OF ANY THIRD PARTY.

Some jurisdictions do not allow the exclusion of implied warranties, so some of the above may not apply to you.

TO THE FULLEST EXTENT PERMITTED BY LAW, VOLUNTEESY AND ITS OFFICERS, DIRECTORS, EMPLOYEES, CONTRACTORS, AND SUPPLIERS WILL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, OR FOR ANY LOSS OF PROFITS, REVENUE, DATA, GOODWILL, OR FUNDING (INCLUDING GRANTS), ARISING OUT OF OR RELATED TO THESE TERMS OR THE SERVICE, EVEN IF WE HAVE BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

TO THE FULLEST EXTENT PERMITTED BY LAW, VOLUNTEESY'S TOTAL LIABILITY FOR ALL CLAIMS ARISING OUT OF OR RELATED TO THESE TERMS OR THE SERVICE WILL NOT EXCEED THE GREATER OF (A) THE AMOUNT YOU PAID VOLUNTEESY IN THE 12 MONTHS BEFORE THE EVENT GIVING RISE TO THE CLAIM, OR (B) ONE HUNDRED U.S. DOLLARS ($100).

These limitations apply regardless of the legal theory on which a claim is based. Some jurisdictions do not allow certain limitations of liability, so some of the above may not apply to you.

You agree to defend, indemnify, and hold harmless Volunteesy and its officers, directors, employees, and contractors from and against any claims, liabilities, damages, losses, and expenses (including reasonable attorneys' fees) arising out of or related to: (a) your use of the Service; (b) Your Data, including any claim that you collected or used volunteer information without proper authorization; (c) your violation of these Terms; or (d) your violation of any law or the rights of any third party. We will notify you promptly of any such claim and cooperate reasonably with your defense, and we may participate in the defense at our own expense.

These Terms are governed by the laws of the State of [California], without regard to its conflict-of-laws rules.

Informal resolution first. If you have a dispute with Volunteesy, please contact us at hello@volunteesy.com first. We will try in good faith to resolve it informally within 30 days.

Venue. If a dispute cannot be resolved informally, it will be brought exclusively in the state or federal courts located in [Orange County, California], and you consent to the personal jurisdiction of those courts. Either party may bring a qualifying claim in small claims court instead.

Class action waiver. To the fullest extent permitted by law, any dispute will be resolved on an individual basis, and you agree not to bring or participate in any class or representative action against Volunteesy.

Time limit. Any claim arising out of these Terms or the Service must be filed within one year after the claim arises, or it is permanently barred, unless applicable law requires a longer period.

Entire agreement. These Terms, together with our Privacy Policy and any plan-specific terms you agree to, are the entire agreement between you and Volunteesy regarding the Service and supersede any prior agreements.

Severability. If any part of these Terms is found unenforceable, the rest remains in effect.

No waiver. Our failure to enforce any provision is not a waiver of our right to enforce it later.

Assignment. You may not assign these Terms without our written consent. We may assign these Terms in connection with a merger, acquisition, or sale of assets, and will notify you if we do.

Force majeure. We are not liable for delays or failures caused by events beyond our reasonable control.

Notices. We may send notices to the email address associated with your account. You may send notices to hello@volunteesy.com.

Export and sanctions. You may not use the Service if you are located in a country subject to U.S. embargo or on a U.S. government restricted-party list.

Relationship. Nothing in these Terms creates a partnership, joint venture, agency, or employment relationship between you and Volunteesy, or between Volunteesy and any volunteer.

We may update these Terms as the Service changes. If we make a material change, we will notify Organizers by email at least 30 days before the change takes effect and will update the "Last updated" date above. Non-material changes (such as clarifications or typo fixes) take effect when posted. Your continued use of the Service after a change takes effect means you accept the updated Terms. If you don't agree, you may close your account before the change takes effect.

Prior versions of these Terms are available on request.

Questions about these Terms? Email us at hello@volunteesy.com.

[Volunteesy legal entity name]

[Mailing address]