Terms of Service

1. Who may use CharmRoot

CharmRoot is a business-to-business service. Accounts are created for individuals acting on behalf of a non-profit organization ("your organization"). You must be at least 18 years old and authorized to bind your organization to these terms. Accounts are personal to the individual and may not be shared.

2. Accounts, approval and roles

• New accounts are either pre-assigned by an organization administrator or reviewed by a CharmRoot platform administrator before workspace access is granted.
• Each account holds exactly one role per organization. Roles determine which modules the account may read, create, edit or delete.
• You are responsible for the confidentiality of your credentials and for all activity that occurs under your account.
• Administrators may suspend, reassign or remove accounts within their organization at any time; CharmRoot may suspend accounts or organizations that violate these terms.

3. Your organization's data

Your organization retains all rights to the member, participant, event, partner, giving and document records it uploads ("Customer Data"). CharmRoot stores each organization's data in a logically isolated tenant and accesses it only to operate, secure and support the service, or when your organization directs us to.

You are responsible for obtaining any consents required to store personal data about your members, participants, guardians, staff and partners, and for the accuracy of that data.

4. Acceptable use

• Do not attempt to access another organization's tenant, records or credentials.
• Do not probe, scan or interfere with the platform's security controls, rate limits or infrastructure.
• Do not upload malicious code, unlawful content, or data you have no right to store.
• Do not use the platform to send unsolicited bulk messaging.
• Do not resell, sublicense or white-label the platform without a written agreement.

5. Integrations and agent connections

CharmRoot exposes an optional agent (MCP) endpoint that lets approved AI assistants act on your behalf. Any such connection runs with your own account's permissions, is subject to the same role restrictions, and is recorded in the audit log. You are responsible for the tools you connect and for revoking access you no longer need.

6. Fees

Where a subscription applies, fees, billing period and seat counts are set out in your organization's order or written agreement. Fees are non-refundable except where required by law. We will give reasonable notice before a price change takes effect at renewal.

7. Availability and support

We work to keep CharmRoot available and performant, but the service is provided without an uptime guarantee unless one is set out in a separate written agreement. Planned maintenance may occasionally interrupt access.

8. Suspension and termination

You may stop using CharmRoot at any time and ask an administrator to close your account. We may suspend or terminate access for material breach of these terms, non-payment, or activity that puts other organizations at risk. After termination, your organization may request an export of its Customer Data for a limited period, after which data may be deleted.

9. Disclaimers and liability

Except where prohibited by law, CharmRoot is provided "as is" without warranties of any kind, and our aggregate liability arising from the service is limited to the fees paid by your organization in the twelve months preceding the claim. We are not liable for indirect, incidental or consequential damages, including lost data where you have not maintained your own exports.

10. Changes to these terms

We may update these terms as the platform evolves. Material changes will be announced in the app or by email to organization administrators before they take effect. Continued use after the effective date means you accept the updated terms.

11. Contact

Questions about these terms can be sent to legal@charmroot.com.