TERMS OF SERVICE

Last updated November 20, 2025

AGREEMENT TO OUR LEGAL TERMS

We are YouthCheckIn ("Company," "we," "us," "our").

We operate the website https://youthcheckin.net, provide open-source check-in software (available on GitHub), and offer managed hosting services for organizations that subscribe to our paid plans, as well as any other related products and services that refer or link to these legal terms (the "Legal Terms") (collectively, the "Services").

You can contact us by email at support@youthcheckin.net or by mail to:

YouthCheckIn
625 N 2nd Street
La Crescent, MN 55947

These Legal Terms constitute a legally binding agreement made between you, whether personally or on behalf of an entity ("you"), and YouthCheckIn, concerning your access to and use of the Services. You agree that by accessing the Services, you have read, understood, and agreed to be bound by all of these Legal Terms. IF YOU DO NOT AGREE WITH ALL OF THESE LEGAL TERMS, THEN YOU ARE EXPRESSLY PROHIBITED FROM USING THE SERVICES AND YOU MUST DISCONTINUE USE IMMEDIATELY.

Supplemental terms and conditions or documents that may be posted on the Services from time to time are hereby expressly incorporated herein by reference. We reserve the right, in our sole discretion, to make changes or modifications to these Legal Terms at any time and for any reason. We will alert you about any changes by updating the "Last updated" date of these Legal Terms and posting a notice on our website. For managed hosting customers, we will also send an email notification to the primary account contact. It is your responsibility to periodically review these Legal Terms to stay informed of updates. You will be subject to, and will be deemed to have been made aware of and to have accepted, the changes in any revised Legal Terms by your continued use of the Services after the date such revised Legal Terms are posted.

We recommend that you print a copy of these Legal Terms for your records.

1. OUR SERVICES

YouthCheckIn provides two distinct services:

Open-Source Software (Free, Self-Hosted)

We provide free, open-source check-in software under the MIT License. When you download and self-host this software:

• These Terms of Service do NOT apply to your self-hosted instance
• You are responsible for hosting, maintenance, security, and compliance with applicable laws
• We provide the software "AS IS" with no warranties or support obligations
• You may use, modify, and distribute the software freely under the MIT License terms

Managed Hosting Service (Paid Subscription)

For organizations that subscribe to our managed hosting plans ($10/month, $100/year, or custom tiers), we provide:

• Fully hosted YouthCheckIn instance on our secure servers
• Custom domain setup (e.g., yourorganization.youthcheckin.net)
• Automatic software updates and security patches
• Daily automated backups with retention
• Email support (response times vary by plan)
• Server maintenance and infrastructure management

These Terms of Service apply to managed hosting customers only.

The information provided when using the Services is not intended for distribution to or use by any person or entity in any jurisdiction or country where such distribution or use would be contrary to law or regulation. Those persons who choose to access the Services from other locations do so on their own initiative and are solely responsible for compliance with local laws, if and to the extent local laws are applicable.

2. INTELLECTUAL PROPERTY RIGHTS

Our Intellectual Property

Open-Source Software: The YouthCheckIn source code is licensed under the MIT License and is freely available on GitHub. You may use, copy, modify, merge, publish, distribute, sublicense, and/or sell copies of the software under the terms of the MIT License.

Hosting Service: While the underlying software is open-source, our managed hosting service, website designs, marketing materials, branding, documentation, and service marks ("YouthCheckIn" name and logo) are protected by copyright and trademark laws.

Your Content: You retain all ownership rights to the data you enter into your YouthCheckIn instance (family information, check-in records, events, etc.). We claim no ownership over your data.

Your Use of Our Services

Subject to your compliance with these Legal Terms and your active subscription (for managed hosting customers), we grant you a non-exclusive, non-transferable, revocable license to:

• Access your hosted YouthCheckIn instance
• Use the check-in system for your organization's legitimate purposes
• Export your data at any time in CSV or JSON format

You may not:

• Resell or redistribute our managed hosting service
• Use our service to provide check-in services to other organizations for profit
• Reproduce our branding, marketing materials, or documentation without permission
• Reverse-engineer our hosting infrastructure or attempt to extract our deployment configurations

Your Submissions

By sending us feedback, feature requests, bug reports, or suggestions ("Submissions"), you agree that we may use these Submissions to improve the open-source software and our services without compensation to you. We appreciate community contributions!

3. USER REPRESENTATIONS

By using the Services, you represent and warrant that:

• You are at least 18 years old and have the legal capacity to enter into these Legal Terms
• You are authorized to create an account on behalf of your organization (if applicable)
• You have obtained necessary parental consent to collect and store information about minors in your youth program
• You will not access the Services through automated or non-human means (bots, scripts, scrapers)
• You will not use the Services for any illegal or unauthorized purpose
• Your use of the Services will comply with all applicable laws, including data protection laws (GDPR, COPPA, etc.)
• All information you provide is accurate, current, and complete

If you provide any information that is untrue, inaccurate, not current, or incomplete, we have the right to suspend or terminate your account and refuse any and all current or future use of the Services.

4. PAYMENT TERMS AND BILLING

Subscription Plans: Managed hosting is offered on a subscription basis:

• Monthly Plan: $10/month (or $15/month with support package)
• Annual Plan: $100/year (or $150/year with support package)
• Supporter Tier: $20/month or $200/year OR $25/month or $250/year with support package) same features, supports development.

Payment Processing: All payments are processed securely through Stripe. We do not store your payment card information.

Automatic Renewal: Your subscription will automatically renew at the end of each billing period unless you cancel before the renewal date.

Price Changes: We reserve the right to adjust pricing with 30 days' notice. Existing customers will be grandfathered at their current rate for at least 12 months.

Taxes: Prices exclude applicable sales tax, VAT, or GST, which will be added where required by law.

Failed Payments: If a payment fails, we will attempt to process it again. If payment fails after 7 days, your service may be suspended. After 30 days, your account and data may be deleted.

5. CANCELLATION AND REFUNDS

Cancellation

You may cancel your subscription at any time from your account dashboard or by contacting support@youthcheckin.net. Cancellation takes effect at the end of your current billing period—you will retain access until then.

Refund Policy

• 30-Day Money-Back Guarantee: If you are unsatisfied within the first 30 days of your initial subscription, contact us for a full refund.
• Monthly Plans: No refunds for partial months after the first 30 days.
• Annual Plans: Pro-rated refunds available if you cancel within the first 90 days. After 90 days, no refunds for remaining months.
• Refund Processing: Approved refunds are processed within 7-10 business days to your original payment method.

Data Export After Cancellation

You have 30 days after cancellation to export all your data (families, events, check-in history) from your admin panel. After 30 days, your instance and all data will be permanently deleted.

6. PROHIBITED ACTIVITIES

You may not access or use the Services for any purpose other than that for which we make the Services available. As a user of the Services, you agree not to:

• Use the Services in any manner that violates applicable laws or regulations
• Use the Services to store or transmit illegal, harmful, or abusive content
• Violate the privacy or data protection rights of families or children in your program
• Attempt to gain unauthorized access to other customers' instances or data
• Upload or transmit viruses, malware, or malicious code
• Engage in automated use of the system (bots, scrapers) that degrades service performance
• Interfere with or disrupt our servers or networks
• Attempt to reverse-engineer, decompile, or hack our hosting infrastructure
• Resell, redistribute, or provide access to your instance to third parties for profit
• Use the Services to compete with us or create a competing check-in service
• Exceed fair use limits (see Section 10) without prior arrangement
• Make false or fraudulent payment claims or chargebacks
• Harass, abuse, or threaten our support staff or other users
• Use the Services for any purpose that could harm children or youth

7. USER GENERATED CONTRIBUTIONS

Your YouthCheckIn instance allows you to enter and store content including:

• Family information (names, addresses, phone numbers, email addresses)
• Youth/child information (names, ages, allergies, medical notes, special needs)
• Authorized adult information (names, relationships, photos)
• Event information (names, dates, descriptions)
• Check-in and checkout records
• Branding materials (logos, custom colors)

When you create or upload any content ("Contributions"), you represent and warrant that:

• You have proper authorization to collect and store this information (including parental consent for minors)
• Your use complies with applicable data protection laws (COPPA, FERPA, GDPR, etc.)
• The information is accurate and up-to-date
• You have the necessary rights to upload any images, logos, or other files
• Your content does not infringe on any third-party intellectual property or privacy rights

8. CONTRIBUTION LICENSE

You Own Your Data: You retain full ownership of all data you enter into your YouthCheckIn instance. We claim no ownership rights to your family data, check-in records, or other content.

Limited License to Us: By using our managed hosting service, you grant us a limited license to:

• Store your data on our secure servers
• Process your data to provide the check-in service (display families, record check-ins, generate QR codes, etc.)
• Create automated backups of your data
• Access your data for technical support purposes (only with your permission)

We Do Not Use Your Data For:

• Marketing or advertising purposes
• Selling or sharing with third parties
• Training AI models or analytics (except anonymized usage statistics)
• Any purpose other than providing the Services you requested

This license terminates when you cancel your subscription and export/delete your data.

9. SERVICES MANAGEMENT

We reserve the right, but not the obligation, to:

• Monitor the Services for violations of these Legal Terms or illegal activity
• Take appropriate legal action against anyone who violates these Terms, including reporting to law enforcement
• Refuse, restrict access to, or disable any customer instance that violates these Terms
• Remove content that is illegal, abusive, or violates third-party rights
• Suspend or terminate accounts engaged in prohibited activities
• Manage the Services to protect our infrastructure and other customers

Support Response Times:

• Standard Plan: 48-72 hour email support response time
• Support Package (+$5/month): 12-24 hour priority support response time
• Supporter Tier: Priority support included

10. FAIR USE POLICY

YouthCheckIn does not impose hard limits on the number of families, kids, events, check-ins, or devices you use. However, to ensure reliable service for all customers, we maintain a fair use policy:

Normal Use

Most organizations will never approach fair use limits. Normal use includes:

• Up to 500 check-ins per day
• Up to 1,000 families
• Up to 100 concurrent device connections
• Reasonable database and storage growth

Excessive Use

We may reach out if your usage becomes extremely high, such as:

• Hundreds of check-ins per hour for extended periods
• Automated/bot-driven check-ins or API abuse
• Thousands of families or events causing performance issues
• Excessive storage use (hundreds of MB of uploaded images)

Resolution

If excessive use occurs, we will:

1. Contact you to understand your use case
2. Work with you to optimize your setup
3. Offer a dedicated instance or custom plan if needed
4. Only as a last resort, restrict service if abuse continues

We exist to support your ministry—not limit it. We'll work with you to find solutions, not impose penalties.

11. DATA OWNERSHIP AND EXPORT

You Own Your Data: All data you enter belongs to you, not us.

Export Anytime: You can export all your data at any time from the admin panel:

• Families: Export to CSV
• Check-in History: Export to CSV
• Complete Backup: Export to JSON (includes settings, events, everything)

No Lock-In: Your data is never locked in. If you decide to leave YouthCheckIn (though we hope you won't!), you can take all your data with you.

Self-Hosting Migration: You can export your data and import it into a self-hosted instance if you prefer to manage your own server.

12. BACKUPS AND DATA RETENTION

Automated Backups

For managed hosting customers, we perform:

• Daily Backups: Automatic database backups every 24 hours
• 7-Day Retention: We retain daily backups for 7 days
• Disaster Recovery: Backups stored in separate geographic location

Data Retention After Cancellation

• 30-Day Grace Period: After cancellation, your instance remains accessible (read-only) for 30 days to allow data export
• Permanent Deletion: After 30 days, your instance and all data are permanently deleted
• Backup Retention: Backup copies are retained for 90 days for disaster recovery, then permanently deleted
• Billing Records: Payment records retained for 7 years for legal/tax compliance

Your Backup Responsibility

While we perform backups, you are responsible for maintaining your own backups. We recommend exporting your data regularly and storing it securely. We are not liable for data loss due to service failure, cancellation, or account termination.

13. TERM AND TERMINATION

Term

These Legal Terms remain in effect while you use the Services. Your paid subscription continues until you cancel or we terminate it.

Termination by You

You may cancel your subscription at any time. Cancellation takes effect at the end of your current billing period.

Termination by Us

We reserve the right to suspend or terminate your account immediately without notice or refund if you:

• Violate these Legal Terms
• Engage in prohibited activities
• Use the service for illegal purposes
• Fail to pay subscription fees
• Abuse our support staff
• Engage in fraudulent activity

Effects of Termination

Upon termination:

• Your access to the Services ends immediately (or at end of billing period for voluntary cancellations)
• You have 30 days to export your data before permanent deletion
• No refunds for unused portions of prepaid subscriptions (except as stated in Section 5)
• All licenses granted to you terminate

If we terminate your account for cause, you are prohibited from creating a new account under your name, a fake name, or the name of any third party. We reserve the right to pursue legal action for violations.

14. MODIFICATIONS AND INTERRUPTIONS

Service Modifications

We reserve the right to change, modify, or update the Services at any time, including:

• Adding new features
• Removing or deprecating features
• Updating the user interface
• Changing pricing for new customers (existing customers grandfathered for 12 months)

We will notify managed hosting customers of major changes via email and in-app notifications.

Service Availability

We strive for 99.9% uptime but cannot guarantee uninterrupted service. We may experience:

• Scheduled maintenance (announced in advance when possible)
• Emergency maintenance or security patches
• Hardware failures or network issues
• Force majeure events beyond our control

We are not liable for any loss, damage, or inconvenience caused by downtime or service interruptions.

15. GOVERNING LAW

These Legal Terms shall be governed by and construed in accordance with the laws of the State of [Your State], United States, without regard to its conflict of law provisions.

You and YouthCheckIn irrevocably consent that the courts of [Your County, Your State] shall have exclusive jurisdiction to resolve any dispute arising from these Legal Terms or your use of the Services.

16. DISPUTE RESOLUTION

Informal Negotiations

To expedite resolution and control costs, we agree to first attempt to negotiate any dispute informally for at least 30 days before initiating formal proceedings. Informal negotiations begin upon written notice from one party to the other.

Please contact us at support@youthcheckin.net to initiate informal resolution.

Binding Arbitration

If informal negotiations fail, any dispute shall be resolved through binding arbitration in accordance with the American Arbitration Association's rules. The arbitration shall take place in [Your City, Your State]. Each party shall bear its own costs.

Exceptions

The following disputes are NOT subject to arbitration:

• Intellectual property disputes
• Disputes involving theft, piracy, or unauthorized use
• Claims for injunctive relief
• Small claims court disputes (under jurisdictional limit)

Class Action Waiver

You agree that disputes will be resolved individually, not as part of a class action, consolidated action, or representative action. There is no right or authority for any dispute to be arbitrated on a class-action basis.

17. CORRECTIONS

There may be information on the Services (website, documentation, or within the application) that contains typographical errors, inaccuracies, or omissions, including descriptions, pricing, availability, and various other information. We reserve the right to correct any errors, inaccuracies, or omissions and to change or update the information at any time, without prior notice.

18. DISCLAIMER

THE SERVICES ARE PROVIDED ON AN "AS-IS" AND "AS-AVAILABLE" BASIS. YOU AGREE THAT YOUR USE OF THE SERVICES WILL BE AT YOUR SOLE RISK.

TO THE FULLEST EXTENT PERMITTED BY LAW, WE DISCLAIM ALL WARRANTIES, EXPRESS OR IMPLIED, IN CONNECTION WITH THE SERVICES, INCLUDING:

• Warranties of merchantability, fitness for a particular purpose, and non-infringement
• Warranties that the Services will be uninterrupted, error-free, or secure
• Warranties regarding the accuracy or completeness of content

WE MAKE NO WARRANTIES OR REPRESENTATIONS ABOUT:

• The accuracy or completeness of check-in data or reports
• The prevention of unauthorized pickup or security breaches at your organization
• The reliability of third-party integrations (Google Calendar, etc.)
• The compatibility with all devices, browsers, or printers

IMPORTANT: YouthCheckIn is a tool to help manage check-ins. It does not replace proper supervision, security procedures, or background checks. You are solely responsible for the safety and security of children in your care.

19. LIMITATIONS OF LIABILITY

IN NO EVENT WILL YOUTHCHECKIN, ITS DIRECTORS, EMPLOYEES, OR AGENTS BE LIABLE TO YOU FOR:

• Any indirect, incidental, special, consequential, or punitive damages
• Lost profits, lost revenue, or loss of data
• Service interruptions or data loss
• Unauthorized access to your data
• Errors or omissions in check-in records
• Any harm arising from use or inability to use the Services

OUR TOTAL LIABILITY TO YOU SHALL NOT EXCEED THE AMOUNT YOU PAID TO US IN THE 12 MONTHS PRECEDING THE CLAIM, OR $100, WHICHEVER IS GREATER.

Some jurisdictions do not allow limitations on implied warranties or exclusion of certain damages. If these laws apply to you, some or all of the above limitations may not apply, and you may have additional rights.

20. INDEMNIFICATION

You agree to defend, indemnify, and hold harmless YouthCheckIn, its officers, employees, and agents from any claims, damages, liabilities, costs, and expenses (including reasonable attorneys' fees) arising from:

• Your use of the Services
• Your violation of these Legal Terms
• Your violation of any laws or regulations
• Your violation of privacy or data protection rights of families or children
• Your violation of third-party rights (intellectual property, privacy, etc.)
• Any negligence or misconduct at your organization (improper pickups, security incidents, etc.)
• Any harm to children arising from your use of the Services

We reserve the right, at your expense, to assume exclusive defense and control of any matter for which you must indemnify us. You agree to cooperate with our defense of such claims.

21. USER DATA

We maintain data you transmit to the Services for the purpose of managing performance and providing the check-in service. Although we perform regular automated backups, you are solely responsible for maintaining your own backups of your data.

You can export your data at any time from the admin panel. We recommend exporting weekly or monthly backups and storing them securely.

We shall have no liability to you for any loss or corruption of data. You hereby waive any right of action against us arising from data loss or corruption, except in cases of gross negligence or willful misconduct on our part.

22. ELECTRONIC COMMUNICATIONS, TRANSACTIONS, AND SIGNATURES

By using the Services, sending us emails, and completing online forms, you consent to receive electronic communications from us. You agree that all agreements, notices, disclosures, and other communications we provide electronically satisfy any legal requirement that such communications be in writing.

YOU AGREE TO THE USE OF ELECTRONIC SIGNATURES, CONTRACTS, ORDERS, AND OTHER RECORDS, AND TO ELECTRONIC DELIVERY OF NOTICES, POLICIES, AND TRANSACTION RECORDS.

You waive any rights or requirements under any laws that require original signatures, non-electronic records, or non-electronic payments or delivery.

23. MISCELLANEOUS

• Entire Agreement: These Legal Terms and our Privacy Policy constitute the entire agreement between you and us.
• Waiver: Our failure to enforce any right or provision does not constitute a waiver of that right.
• Severability: If any provision is found unlawful or unenforceable, that provision shall be severed and the remaining provisions remain in effect.
• Assignment: We may assign our rights and obligations to others. You may not assign your account without our written consent.
• No Agency: No joint venture, partnership, employment, or agency relationship exists between you and us.
• Force Majeure: We are not liable for delays or failures due to circumstances beyond our reasonable control (natural disasters, panics, wars, cyberattacks, etc.).

24. CONTACT US

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These Terms of Service were last updated on November 20, 2025.