Terms of Service

1. Acceptance of Terms

By accessing or using the OEASE platform ("Service"), operated by OEASE Solutions Inc. ("Company," "we," "us," or "our"), you agree to be bound by these Terms of Service ("Terms"). If you do not agree to these Terms, do not use the Service.

These Terms apply to all users of the Service, including organizations, administrators, members, and visitors. These Terms, together with our Privacy Policy , constitute the entire agreement between you and OEASE regarding the Service.

2. Description of Service

OEASE provides a free, cloud-based organization management platform for clubs, nonprofits, student organizations, and communities. The Service includes member management, financial tools, membership subscription campaigns, announcement broadcasting, role-based access control, department and team hierarchy, and related features.

The Service is provided free of charge. We sustain the platform through a small platform fee applied to payment transactions processed through our integrated payment provider. The free nature of the Service is reflected in the warranty disclaimers and liability limitations in these Terms.

3. Eligibility

You must be at least 16 years of age to use the Service. By using the Service, you represent and warrant that you meet this age requirement and have the legal capacity and authority to enter into these Terms.

If you are using the Service on behalf of an organization, you represent and warrant that you have the authority to bind that organization to these Terms.

Organization administrators should not add members under 16 to their roster without appropriate parental or guardian consent and in compliance with applicable child protection laws.

4. Accounts and Registration

To use certain features, you must create an account through our authentication provider (currently Auth0). You agree to provide accurate, current, and complete information during registration and to keep your account information up to date.

You are responsible for maintaining the confidentiality of your account credentials and for all activity that occurs under your account. You must notify us immediately of any unauthorized use of your account.

You may not share your account credentials with others, create multiple accounts for the same person, or create accounts on behalf of others without their knowledge and consent.

5. Organization Accounts

Organization administrators are responsible for managing their organization's settings, members, roles, and data on the platform. The organization owner bears ultimate responsibility for all administrator actions within their organization.

Multi-Tenant Data Isolation

Each organization's data is isolated and accessible only to its authorized members and administrators. No other organization can see or access your data. Administrators are responsible for properly configuring role-based access controls to ensure team members have only the access they need.

Ownership Transfers

Organization ownership may be transferred to another administrator through the platform's transfer workflow. Both the current owner and the new owner must consent to the transfer. The new owner inherits all obligations under these Terms, including responsibility for the organization's data, financial accounts, and compliance. In the event of a disputed transfer, OEASE reserves the right to freeze the organization's account until the dispute is resolved.

6. Organization Data Responsibilities

When you upload or enter member data into OEASE (names, email addresses, phone numbers, addresses, or other personal information), your organization acts as the data controller under applicable data protection laws. OEASE acts as the data processor, storing and processing this data on your behalf solely to provide the Service.

Your Obligations as Data Controller

• Lawful Basis: You must have a lawful basis (consent, legitimate interest, or contractual necessity) for collecting and uploading member personal data to OEASE.
• Accuracy: You are responsible for the accuracy, completeness, and currency of member data you upload to the platform.
• Member Notification: You must inform your members that their data is stored and processed on the OEASE platform and provide them with information about their rights under applicable privacy laws.
• Prohibited Use: You may not use member data collected through OEASE for purposes beyond your stated organizational use. Selling, sharing, or otherwise commercializing member data is strictly prohibited.
• Student Data: If your organization handles student education records that may be protected under FERPA or similar laws, you are solely responsible for ensuring compliance. OEASE does not act as a "school official" under FERPA.

Our Obligations as Data Processor

• Purpose Limitation: We process your organization's data only as necessary to provide the Service and as described in our Privacy Policy.
• Security: We implement administrative, technical, and physical safeguards to protect data against unauthorized access, disclosure, alteration, and destruction.
• Sub-Processors: We use third-party services to operate the platform, including but not limited to: cloud hosting and database providers, authentication services (Auth0), payment processing (Stripe), search indexing, caching, and email delivery services. We ensure these sub-processors maintain appropriate data protection standards.
• Breach Notification: In the event of a data breach affecting your organization's data, we will notify your organization's owner and administrators without undue delay and no later than 72 hours after becoming aware of the breach, where feasible. Your organization is then responsible for notifying affected members as required by applicable law.

CCPA Compliance

Under the California Consumer Privacy Act, OEASE acts as a "service provider." We do not sell personal information as defined under the CCPA. We process personal information only on behalf of organizations and for the business purposes described in these Terms and our Privacy Policy.

7. Acceptable Use

You agree not to use the Service to:

• Violate any applicable law, regulation, or third-party rights
• Upload or transmit harmful, offensive, defamatory, or illegal content
• Attempt to gain unauthorized access to the Service or other users' accounts
• Interfere with or disrupt the Service's infrastructure or security features
• Use the Service for spam, phishing, or fraudulent activities
• Scrape, harvest, or collect data from the Service without authorization
• Impersonate any person or entity
• Upload files containing malware, viruses, or other harmful code
• Use automated tools, bots, or scripts to access the Service in a manner that exceeds reasonable use, unless explicitly authorized by OEASE
• Circumvent or attempt to circumvent any access controls, rate limits, or security measures

We reserve the right to investigate violations and may suspend or terminate accounts that breach these terms.

8. Content and Intellectual Property

Our Property

The Service, including its design, code, features, branding, and documentation (excluding user-generated content), is owned by OEASE Solutions Inc. and protected by intellectual property laws. You may not copy, modify, distribute, or create derivative works of the Service without our written permission.

Your Content

You retain ownership of all content you upload to the Service, including member data, financial records, announcements, and files. By uploading content, you grant us a limited, non-exclusive license to store, process, display, and transmit that content solely for the purpose of providing the Service.

Content Moderation

We reserve the right to review, moderate, or remove content that violates these Terms, applicable laws, or our acceptable use policies. If you believe content on the platform infringes your intellectual property rights, please contact us with a description of the infringement and we will investigate.

9. Payment Processing

OEASE integrates with Stripe Connect for payment processing. When organizations collect dues, sell tickets, or accept donations through the Service, the following fees apply:

• Stripe Processing Fee: Standard Stripe fees (currently 2.9% + 30¢ per transaction), charged by Stripe.
• OEASE Platform Fee: A 1.3% platform fee on each transaction, charged by OEASE to sustain the platform.

Stripe Connected Account

To use payment features, organizations must create a Stripe Connected Account and independently agree to Stripe's Connected Account Agreement. Your organization is the merchant of record for transactions processed through your Connected Account. OEASE acts as the platform facilitating these transactions and is not a party to the payment relationship between your organization and its members.

Financial Tools Disclaimer

OEASE provides financial record-keeping tools for convenience. We are not an accounting firm, financial advisor, or tax preparer. Organizations are solely responsible for the accuracy of their financial records, tax compliance, and any tax reporting obligations (including issuing 1099s or donation receipts). The financial tools do not constitute professional financial or tax advice.

Donation Disclaimers

OEASE does not verify the tax-exempt status of organizations that accept donations through the platform. Organizations are responsible for providing accurate donation receipts and complying with applicable charitable solicitation laws. We make no representations about the tax-deductibility of any donation.

Fee Changes

We reserve the right to modify the OEASE platform fee with at least 30 days' written notice. Fee changes will not apply retroactively to transactions already processed. Continued use of payment features after a fee change takes effect constitutes acceptance of the new fee.

10. Refunds and Disputes

Since organizations are the merchants of record for their transactions, refund requests should be directed to the organization that received the payment, not to OEASE. Organizations are responsible for establishing and communicating their own refund policies to their members.

• Chargebacks: If a member initiates a chargeback or payment dispute, the organization bears responsibility for responding to and resolving the dispute with Stripe.
• Platform Fee: The OEASE platform fee is non-refundable, even if the underlying transaction is later refunded.
• Fund Holds: OEASE and/or Stripe may place temporary holds on payouts if there is suspected fraud, a pattern of chargebacks, or a legal obligation to do so.

11. Email Communications

OEASE sends emails on behalf of organizations (announcements, membership payment links, confirmations). When your organization sends communications through the platform:

• Sender Responsibility: Your organization is the sender under CAN-SPAM, CASL, and applicable anti-spam laws. You are responsible for the content, accuracy, and legality of emails sent through the Service.
• Recipient Consent: You must have a legitimate relationship with and valid contact information for every person you send emails to through OEASE. You may not upload purchased, scraped, or rented email lists.
• Anti-Spam Compliance: You must not use the Service to send unsolicited commercial messages, misleading content, or communications that violate anti-spam laws.
• Enforcement: OEASE reserves the right to monitor email sending patterns, suspend email capabilities for accounts with high bounce or spam complaint rates, and terminate accounts engaged in email abuse.

12. File Uploads

Users may upload files to the Service (such as receipts, attachments, and images). You are responsible for ensuring uploaded files do not contain malware, infringe on intellectual property rights, or violate applicable laws. We reserve the right to scan files for security threats and to remove files that violate these Terms.

While we implement measures to protect stored files, we do not guarantee against file corruption, loss, or unauthorized access beyond our reasonable control. You should maintain your own backups of important files.

13. Third-Party Services

The Service depends on third-party providers for authentication, payment processing, hosting, email delivery, and other infrastructure. We are not responsible for outages, changes, or limitations imposed by third-party services. We reserve the right to change providers at any time without prior notice, provided the Service continues to function substantially as described.

Where third-party services have their own terms (such as Stripe), your use of those services through OEASE is also subject to those terms.

14. Service Availability

We strive to keep the Service available at all times, but we do not guarantee uninterrupted or error-free access. The Service is provided without a service level agreement (SLA). We may modify, suspend, or discontinue any part of the Service with reasonable notice when possible.

We reserve the right to perform scheduled maintenance, during which the Service may be temporarily unavailable. We will make reasonable efforts to notify users of planned maintenance in advance.

15. Data Export and Portability

Organization administrators may export their data (including member rosters, financial records, and transaction history) through the platform's export features. We support export in common formats such as CSV. We will make reasonable efforts to ensure your data remains accessible for export during the life of your account.

Individual users may request a copy of their personal data in accordance with our Privacy Policy and applicable data protection laws.

16. Termination and Account Deletion

Voluntary Termination

You may stop using the Service at any time. Organization owners may request deletion of their organization and all associated data by contacting us.

Termination by OEASE

We may suspend or terminate your access if you violate these Terms, if your use poses a security risk, or if required by law. Where possible, we will provide notice and an opportunity to export your data before termination.

Effect of Termination

Upon termination, your right to use the Service ceases. We will delete your organization's data within 90 days of a deletion request, except where we are required by law to retain certain records (such as financial transaction data, which may be retained for up to 7 years for tax and compliance purposes). Aggregated, anonymized data that cannot identify individuals may be retained indefinitely.

Individual members who wish to have their personal data removed independently of their organization should contact us directly. We will process such requests in accordance with applicable data protection laws.

17. Disclaimer of Warranties

The Service is provided "as is" and "as available" without warranties of any kind, whether express or implied, including but not limited to implied warranties of merchantability, fitness for a particular purpose, or non-infringement. We do not warrant that the Service will be uninterrupted, error-free, secure, or available at any particular time.

The Service is provided free of charge, and you acknowledge that this is reflected in these warranty disclaimers. Features described on our website or in marketing materials represent our current intentions but do not constitute binding commitments.

18. Limitation of Liability

To the maximum extent permitted by law, OEASE Solutions Inc., its officers, directors, employees, and agents shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including but not limited to loss of data, revenue, profits, or business opportunities, arising from your use of the Service.

Our total aggregate liability for any claim arising from or related to these Terms or the Service shall not exceed the greater of (a) the total fees paid by you to OEASE in the twelve (12) months preceding the claim, or (b) one hundred US dollars ($100).

These limitations apply regardless of the theory of liability (contract, tort, strict liability, or otherwise) and even if we have been advised of the possibility of such damages.

19. Indemnification

You agree to indemnify, defend, and hold harmless OEASE Solutions Inc. and its officers, directors, employees, and agents from and against any claims, damages, losses, liabilities, and expenses (including reasonable attorneys' fees) arising from:

• Your use of the Service or violation of these Terms
• Content you upload or transmit through the Service
• Your organization's handling of member data
• Emails sent through the Service on your organization's behalf
• Payment disputes, chargebacks, or refund claims related to your transactions
• Your violation of any applicable law or third-party rights

20. Dispute Resolution

Informal Resolution

Before initiating formal proceedings, you agree to contact us and attempt to resolve any dispute informally for at least 30 days. Most concerns can be resolved through our Discord community or support channels.

Arbitration

If informal resolution fails, any dispute arising from these Terms or the Service shall be resolved by binding arbitration administered by the American Arbitration Association (AAA) under its Commercial Arbitration Rules. Arbitration shall take place in Wilmington, Delaware, or remotely at the election of either party. The arbitrator's decision shall be final and binding.

Class Action Waiver

You agree to resolve disputes with us on an individual basis only. You waive any right to participate in a class action, class arbitration, or representative proceeding.

Exceptions

Either party may seek injunctive or equitable relief in a court of competent jurisdiction for claims involving intellectual property infringement or unauthorized access. Claims within the jurisdiction of small claims court may be filed there instead of arbitration.

21. Changes to Terms

We may update these Terms to reflect changes in our practices, features, or legal requirements. We will post the revised version with a new "Last updated" date and, for material changes, notify you via email or in-product notification at least 15 days before the changes take effect.

Continued use of the Service after changes take effect constitutes acceptance of the revised Terms. If you do not agree to the updated Terms, you should stop using the Service and may request deletion of your account.

22. General Provisions

• Severability: If any provision of these Terms is found to be unenforceable or invalid, that provision shall be limited or eliminated to the minimum extent necessary, and the remaining provisions shall remain in full force and effect.
• Waiver: Our failure to enforce any provision of these Terms does not constitute a waiver of our right to enforce that provision in the future.
• Assignment: You may not assign or transfer your rights or obligations under these Terms without our prior written consent. We may assign these Terms in connection with a merger, acquisition, or sale of assets, provided the assignee agrees to honor these Terms.
• Force Majeure: We shall not be liable for any failure or delay in performance due to events beyond our reasonable control, including but not limited to natural disasters, pandemics, government actions, third-party service outages, internet disruptions, or cyberattacks.
• Notices: We may deliver legally binding notices to you by email (to the address associated with your account) or by posting on the Service. Notices to OEASE should be sent to the contact information listed below.

23. Governing Law

These Terms are governed by and construed in accordance with the laws of the State of Delaware, United States, without regard to conflict of law principles. To the extent any dispute is not subject to arbitration, you consent to the exclusive jurisdiction of the state and federal courts located in Delaware.

24. Contact

If you have questions or concerns about these Terms, contact us:

• Email: [email protected]
• Discord: OEASE Community