Regroot Terms of Use

1. Definitions

Organization — a group, entity, or association that has entered into a Service Order with us to use Regroot. This includes nonprofits, charitable organizations, religious congregations, advocacy and activist groups, clubs, and similar groups.

Organization Space — the separate, private area of the Service belonging to a single Organization, including its own separate database.

Administrator — a user with authority to configure an Organization Space, manage its members, and act on behalf of the Organization.

Member — any individual with a Regroot account who belongs to an Organization Space, in any role, including volunteers, organizers, and staff.

Attendee — an individual who signs up for or attends an event managed through the Service.

Service Order — the signed agreement between us and an Organization that sets out fees, notification allowances, term, and other commercial details, and that incorporates these Terms.

You — the person or Organization using the Service. Where a provision applies only to Organizations or only to individual users, it says so.

2. Agreement to these Terms

Organizations agree to these Terms by signing a Service Order. These Terms are incorporated into that Service Order and form part of it. Where a Service Order conflicts with these Terms, the Service Order controls for that Organization.

Individual users agree to these Terms by checking the acceptance box during registration and by using the Service. If you do not agree, do not create an account.

If you are accepting these Terms on behalf of an Organization, you represent that you have the authority to bind that Organization.

3. Eligibility

You must be 18 years of age or older to create a Regroot account. The Service is not directed to, and may not be used by, anyone under 18.

Attendees under 18 may be included in an event registration as unnamed additional guests of an adult Attendee. We do not knowingly collect names, contact information, or other identifying details about anyone under 18. If you believe a minor has created an account or that identifying information about a minor has been entered into the Service, contact us at hello@ingenthron.us and we will remove it.

The Service is offered only in the United States. You may not use the Service from outside the United States.

4. Accounts and account security

To use the Service you must create an account with a username and an email address. You may optionally provide your real name, pronouns, and phone number.

You are responsible for:

• providing accurate registration information and keeping it current;
• keeping your password confidential and not sharing your account;
• all activity that occurs under your account.

Notify us promptly at hello@ingenthron.us if you believe your account has been accessed without your authorization.

We use your email address to send you account-related messages, such as password resets and important notices about the Service. You cannot opt out of these messages while you have an active account.

5. Organizations, roles, and access

Each Organization controls its own Organization Space, including which Members may join, what roles they hold, and what information is stored about them.

Registration mode. An Organization may configure its space to allow open registration or to require an invitation.

Roles. Access within an Organization Space is governed by role. Administrators can view Member profile information, including real name and contact details, and can manage and delete Member records. Event organizers can view profile information, including contact details, for Members and Attendees who have signed up for their events. Other roles have more limited access.

Organization responsibility. An Organization is responsible for how it uses the Service and the information within its space, for the conduct of its Administrators and the Members it admits, and for complying with the laws that apply to it, including laws governing solicitation, communications, and recordkeeping.

Removal. An Organization may remove a Member or delete a record at any time. We are not responsible for a removal decision made by an Organization or for the consequences of that decision.

6. Fees and payment (Organizations)

Fees, billing frequency, notification allowances, and overage rates are set out in your Service Order.

• Fees are payable monthly in advance unless your Service Order says otherwise.
• If your Organization’s email or text message volume in a month exceeds the allowance in your Service Order, we may charge the overage rate stated there.
• We may change fees on at least 30 days’ written notice, effective at the start of your next billing period. If you do not accept a fee change, you may terminate under Section 15.
• Fees are non-refundable except where required by law or expressly stated in your Service Order.
• If an invoice remains unpaid for more than 90 days past its due date, we may suspend the Organization Space after notice to the Organization’s Administrators.

Individual Members and Attendees never pay us anything.

7. Payments to third parties

Regroot does not process payments. An Organization may link to third-party sites to collect event fees, dues, or donations. Those transactions occur entirely on the third party’s site, under that third party’s terms and privacy policy. We do not receive, handle, or store payment card details or bank information, and we are not responsible for those transactions or for the third party’s handling of your information.

8. Notifications and consent

The Service can send notifications by email, and in the future by text message.

• Notifications require your explicit consent, given in the Service.
• You control which categories of notification you receive through the notification preferences in your account, and you may change them at any time.
• Text message notifications, when available, may incur charges from your mobile carrier. Message and data rates may apply.
• Account and security messages described in Section 4 are not optional.

Imported contacts. An Organization may import a list of existing newsletter recipients from another system. When it does, we will send those recipients a single message telling them about the move and asking them to confirm that they want to keep receiving messages. We will not send further messages to a recipient who does not confirm.

Organization obligations. An Organization must not use the Service to send messages to people who have not consented, must not misrepresent what a person is consenting to, and must not attempt to work around a person’s notification preferences. Organizations must comply with the CAN-SPAM Act and, for text messages, the Telephone Consumer Protection Act.

9. Acceptable use

You may not, and may not permit anyone else to:

Attack or interfere with the Service.

• Attempt to gain unauthorized access to the Service, to any Organization Space, to any account, or to any underlying system or data.
• Steal, extract, destroy, alter, or corrupt data you are not authorized to access or modify.
• Conduct or attempt a denial-of-service attack, or otherwise degrade or disrupt the Service.
• Probe, scan, or test the vulnerability of the Service without our prior written permission.
• Introduce malware, or use automated means to scrape or harvest data from the Service.
• Circumvent authentication, role-based access controls, encryption, rate limits, or any other technical or security measure.

Subvert consent.

• Send or cause to be sent messages to people who have not consented to receive them.
• Misrepresent the purpose or scope of a consent request.
• Attempt to bypass, disable, or ignore notification preferences or unsubscribe requests.
• Register an account or contact details on behalf of another person without their permission.

Harm other people.

• Bully, harass, threaten, intimidate, or stalk anyone.
• Use contact information obtained through the Service to contact a person for purposes unrelated to the Organization’s activities, or after they have asked you to stop.
• Use the Service to track, surveil, or locate a person against their wishes.
• Post or transmit content that is defamatory, or that incites violence or unlawful discrimination against a person or group.
• Impersonate another person or misrepresent your affiliation with an Organization.

Otherwise misuse the Service.

• Use the Service for any unlawful purpose.
• Resell, sublicense, or provide the Service to third parties outside your Organization.
• Use the Service to store or transmit information about anyone under 18, except as permitted in Section 3.
• Reverse engineer or attempt to derive the source code of the Service, except to the extent this restriction is unenforceable under applicable law.

We take reports of harassment and consent violations seriously. Report violations to hello@ingenthron.us.

10. Your content

You keep ownership of the information and content you or your Organization put into the Service. You grant us a limited license to host, store, transmit, encrypt, back up, and display that content solely to operate and support the Service for you. This license ends when the content is deleted, subject to the retention periods in Section 15 and in our Privacy Policy.

We do not use your content to train machine learning models, sell it, share it with advertisers, or use it for any purpose other than providing the Service to you.

11. Our role with respect to Organization data

Each Organization decides what information is collected in its Organization Space, who may access it, and how long it is kept, within the limits of the Service. We host and process that information on the Organization’s behalf and according to these Terms and our Privacy Policy.

Members’ and Attendees’ email addresses, phone numbers, and real names are stored encrypted. We hold the means to decrypt this information because the Service must decrypt it to deliver notifications you have requested. We access it only to operate, troubleshoot, and support the Service, or where required by law.

If an individual asks us to correct or delete their personal information, we may direct them to their Organization’s Administrator, or we may act on the request ourselves and notify the Organization.

12. Availability and support

We aim to keep the Service available but do not guarantee any level of uptime. We may modify, suspend, or discontinue features at any time. We will give Organizations reasonable advance notice of a change that materially reduces functionality, and of any planned maintenance likely to cause significant downtime.

Support is provided by email at hello@ingenthron.us. We do not commit to a response time unless your Service Order says otherwise.

13. Disclaimer of warranties

The Service is provided “as is” and “as available,” without warranty of any kind. To the fullest extent permitted by law, we disclaim all warranties, express or implied, including implied 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 any data will be preserved without loss. You are responsible for maintaining your own records of information important to you.

Some states do not allow the exclusion of certain warranties, so parts of this section may not apply to you.

14. Limitation of liability

To the fullest extent permitted by law, neither party will be liable for indirect, incidental, special, consequential, exemplary, or punitive damages, or for lost profits, lost revenue, lost data, or business interruption, even if advised of the possibility of such damages.

Our total liability arising out of or relating to the Service, in aggregate, will not exceed the greater of (a) the fees paid to us by your Organization for the Service in the twelve months before the event giving rise to the claim, or (b) one hundred U.S. dollars ($100).

For individual Members and Attendees, who pay us nothing, our total liability will not exceed one hundred U.S. dollars ($100).

These limits do not apply to a party’s liability for fraud, willful misconduct, or any liability that cannot be limited under applicable law.

Some states do not allow the limitation or exclusion of certain damages, so parts of this section may not apply to you.

15. Term, suspension, and termination

Individual accounts. You may delete your account at any time. Deleting your account removes your profile and contact information from the Organization Spaces you belong to.

Organizations. Either party may terminate a Service Order on [NUMBER] days’ written notice, effective at the end of the then-current billing period. We may suspend or terminate immediately for non-payment after notice, or for a violation of Section 9.

What happens to data on termination. When an Organization’s subscription ends:

1. The Organization Space becomes inaccessible.
2. The Organization’s live database is retained for up to 30 days, during which service can be resumed.
3. After 30 days, the live database is deleted. An encrypted archive is exported and stored offline for up to 12 months, so that the Organization can resume service later.
4. After 12 months, the archive is destroyed.
5. Backups follow their own cycle and are overwritten within 30 days.

We do not currently offer a data export feature. If we add one, we will say so. If your Organization needs a copy of its data, contact us at hello@ingenthron.us before your subscription ends and we will discuss what we can provide.

Sections 10, 11, 13, 14, 16, 17, and 18 survive termination.

16. Indemnification

Each Organization agrees to indemnify and hold harmless Ingenthron Engineering, LLC and its members, officers, and employees from any third-party claim, loss, liability, or expense (including reasonable attorneys’ fees) arising out of: (a) the Organization’s use of the Service in violation of these Terms or applicable law; (b) messages sent through the Service by or on behalf of the Organization; (c) the conduct of the Organization’s Administrators or Members; or (d) information the Organization entered into the Service that it had no right to collect or use.

We will notify you promptly of any claim and give you reasonable cooperation and control of the defense, provided that no settlement admitting fault on our part may be made without our written consent.

17. Changes to these Terms

We may update these Terms. If a change materially affects your rights, we will notify Organizations by email to their Administrators, and individual users by email or in-app notice, at least 30 days before the change takes effect.

Continued use of the Service after the effective date means you accept the updated Terms. If your Organization does not accept a material change, it may terminate under Section 15 before the change takes effect, and we will refund any prepaid fees for the remainder of the billing period.

18. Governing law and disputes

These Terms are governed by the laws of the State of Florida, without regard to its conflict of laws rules.

You and we agree that any dispute arising out of or relating to these Terms or the Service will be brought exclusively in the state or federal courts located in Orange County, Florida, and each party consents to the personal jurisdiction of those courts.

There is no arbitration requirement in these Terms. Neither party waives the right to a jury trial.

19. General

Entire agreement. These Terms, together with the Privacy Policy and any Service Order, are the entire agreement between you and us regarding the Service, and supersede any prior understanding.

Severability. If any provision is found unenforceable, that provision will be limited or removed to the minimum extent necessary, and the rest remains in effect.

No waiver. Our failure to enforce a 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 them to a successor in connection with a merger, acquisition, or sale of assets, on notice to you.

Force majeure. Neither party is liable for a failure to perform caused by events beyond its reasonable control, excluding payment obligations.

No third-party beneficiaries. These Terms do not create rights for anyone other than you and us.

Notices. Notices to us go to hello@ingenthron.us. Notices to you go to the email address on your account.

20. Contact

Ingenthron Engineering, LLC 5312 Barcelona Street Orlando, Florida 32807 hello@ingenthron.us