Terms of Service

These Terms of Service ("Terms" or the "Agreement") are a legal agreement between you and Aeris Labs LLC, California ("TrueBoard," "we," "us," "our," or "the Company"), governing your access to and use of the TrueBoard platform and website (together, the "Service"). TrueBoard is a service of Aeris Labs LLC. By using the Service, you agree to these Terms. If you do not agree, do not use the Service.

What TrueBoard Is

TrueBoard is a cloud-based platform for churches and nonprofit organizations to manage their governance, documents, and team communication. It provides tools for board meetings, motions, voting, document collaboration, and real-time messaging.

Eligibility

You must be at least 18 years old to use TrueBoard. This platform is designed for board members, administrators, and staff of churches and nonprofit organizations — roles that require legal adulthood. You represent that you are at least 18 years of age, are of legal age to form a binding contract, and are not barred from receiving the Service under the laws of the United States or other applicable jurisdictions.

Your Account, and Organizations

You sign in using a supported third-party identity provider. You are responsible for maintaining the security of your account with that provider, and you are responsible for any activity taken under your account, whether or not you authorized it. TrueBoard does not store passwords. Notify us promptly at info@trueboard.org if you become aware of any unauthorized use of your account.

One account per person. Sharing accounts is a security violation and may result in your account or organization being suspended or terminated. Organization administrators control who has access to their organization and can add or remove members at any time. Your organization's administrators may be able to access, disclose, restrict, or remove information in your account that is associated with that organization.

Acting for an organization. If you create or administer an organization on TrueBoard, you represent that you are authorized to bind that organization to these Terms, and "you" in these Terms includes that organization where the context requires (for example, for billing and content licensing). Individual members of an organization are also bound by these Terms.

Subscriptions, Billing, and Payment

Current plans and prices are shown at sign-up and on our pricing page.

• Fees and automatic renewal. Paid subscriptions are billed in advance for each billing period and automatically renew for successive periods at the then-current price unless and until the subscription is cancelled. You expressly consent to our charging your payment method for subscription fees owed on each automatic renewal. If the subscription is cancelled, access continues through the end of the then-current billing period, after which the account closes.
• Cancellation. Cancelling a subscription is a consequential action. An administrator initiates the cancellation from your organization's billing settings, and it requires approval from a second administrator before it takes effect. This protects your organization from a single person ending the service unilaterally.
• Payment. You authorize us to charge your designated payment method for all fees. Payments are processed by a third-party payment processor; we do not store full payment-card details.
• Failed payments. If a charge fails, we may retry it and, after notice, suspend and ultimately terminate the paid subscription. You will have a reasonable opportunity to update payment and to export your data before any deletion.
• Price changes. We may change fees, with advance notice, effective on your next renewal.
• Refunds. Monthly fees are non-refundable; if you cancel, the subscription stops renewing and access continues through the end of the paid period. For annual plans, we refund the unused whole months of your term at the annual rate. Refunds are not available where we terminate an account for violation of these Terms.
• Taxes. Fees are exclusive of taxes. You are responsible for any applicable taxes, except taxes on our net income. Tax-exempt organizations may submit a valid exemption certificate.

Your Right to Use TrueBoard

Subject to these Terms and payment of any applicable fees, we grant your organization and its authorized members a limited, revocable, non-exclusive, non-transferable, and non-sublicensable right to access and use the Service for your organization's internal governance purposes.

You may not resell, sublicense, or otherwise commercially exploit the Service or access to it. You may not modify the Service, create derivative works from it, or reverse engineer, decompile, or disassemble it or perform any other operation that would reveal source code, trade secrets, know-how, or other proprietary information. These Terms grant you no rights in the source code or any other aspect of the Service beyond the right to use it. You may not remove or modify any notice of confidentiality, trade secret, trademark, or copyright embodied in or displayed by the Service. You may use the Service only while these Terms remain in effect, and you retain no rights in the Service after these Terms terminate or expire for any reason.

Our Intellectual Property

The TrueBoard platform, software, and all related intellectual property — including the TrueBoard name and any trademarks or service marks — belong to us. Except for the limited right to use the Service granted above, these Terms give you no rights in our software, platform, or marks. We do not claim ownership of your content (see "Data Ownership" and "Content License").

Feedback. If you send us suggestions, ideas, or other feedback about the Service, you grant us a perpetual, worldwide, sublicensable, royalty-free license to use that feedback freely to improve TrueBoard and for any other lawful purpose, with no obligation to you. We don't claim to own your feedback — we claim the freedom to act on it.

Data Ownership

TrueBoard handles two distinct categories of data:

Your Personal Information

Your email address, phone number, and profile photo belong to you. You can update this information at any time through your profile settings, and you can request deletion of your account by contacting us. When we delete your account, we remove your personal data from active systems, and copies may remain in backups or archives for a reasonable period before being rotated out. Your name is part of the organization's record and cannot be expunged.

Organizational Records

Documents, meeting minutes, motions, votes, chat messages, and other content created within an organization belong to that organization — not to individual users. This mirrors how governance records work in the physical world: a board member's vote on a motion is part of the organization's official record, not the member's personal property.

Important: If you leave an organization or delete your account, records of your actions as a member (votes cast, motions made, documents authored, messages sent) remain as part of the organization's official records. This is by design — organizations need complete, unalterable records for legal and governance purposes.

Content License

By creating, uploading, or submitting information, data, text, graphics, messages, video, or other materials (collectively, "Content") to TrueBoard within an organization, you grant that organization a perpetual, irrevocable, non-exclusive license to use, store, and display that Content as part of its organizational records. This license survives your departure from the organization or the deletion of your account.

You also grant TrueBoard a limited, non-exclusive license to host, store, transmit, and display your Content solely as necessary to provide and operate the Service and to meet our obligations under these Terms. We do not claim ownership of your Content, and this license ends when we no longer need it to provide the Service.

You represent and warrant that you have all rights and permissions necessary to grant these licenses and to upload your Content — including any consents required for other people's personal information, sensitive or "special category" information (such as information that reveals religious affiliation), and any information about minors. As the controller of its content, your organization is responsible for having the appropriate legal basis and consents. See our Privacy Policy.

Aggregated and De-Identified Data

We may analyze Content to create aggregated or de-identified data sets that cannot reasonably be used to identify you or your organization ("Aggregated Data"), and we may create data about how the Service is used, such as usage patterns and traffic logs ("Usage Data"). We own Aggregated Data and Usage Data and may use them for lawful business purposes, including to operate, secure, analyze, and improve the Service. We do not attempt to re-identify Aggregated Data.

This does not create an AI exception. We do not use your Content to train AI models unless your organization opts in, and producing Aggregated Data or Usage Data does not change that. See "Artificial Intelligence" below and in our Privacy Policy.

Artificial Intelligence

TrueBoard does not currently offer AI-assisted features. If we add them:

• We may process the Content you direct an AI feature to work on, for the sole purpose of producing the result you asked for.
• Organization administrators will be able to disable AI features for their organization.
• We will not use your Content to train AI models unless your organization opts in. Opting in is not a condition of using TrueBoard, and consent can be withdrawn at any time.

Content We May Remove

We do not monitor or review your organization's governance content in the ordinary course — we handle it as a processor on your organization's behalf, and your organization controls it. We have no general obligation to monitor content. However, we may remove or disable access to content that we are legally required to act on, or that is unlawful or poses a security threat, and we will notify the affected organization where lawful and practical.

Copyright and DMCA

We respect intellectual property rights and expect you to do the same. We respond to notices of alleged copyright infringement under the Digital Millennium Copyright Act ("DMCA").

Designated agent. Notices of claimed infringement should be sent to our designated agent:

Copyright Agent, Aeris Labs LLC Email: info@trueboard.org

Sending a notice. Your notice must include: (i) your physical or electronic signature; (ii) identification of the copyrighted work claimed to have been infringed; (iii) identification of the allegedly infringing material and information reasonably sufficient to let us locate it; (iv) your contact information, including address, telephone number, and email address; (v) a statement of your good-faith belief that the use is not authorized by the copyright owner, its agent, or the law; (vi) a statement, under penalty of perjury, that the information in your notice is accurate and that you are the copyright owner or authorized to act on the owner's behalf; and (vii) any other information required by the DMCA.

What we do with a valid notice. We will remove or disable access to the material and notify the user who supplied it. Information you provide in a notice may be shared with third parties, including the person who supplied the material.

Counter-notice. If you believe your material was removed or disabled by mistake or misidentification, you may send our designated agent a counter-notice including: (i) your physical or electronic signature; (ii) identification of the material and the location where it appeared before removal; (iii) a statement, under penalty of perjury, that you have a good-faith belief the material was removed or disabled as a result of mistake or misidentification; (iv) your name, address, and telephone number; and (v) a statement that you consent to the jurisdiction of the federal district court for the judicial district in which your address is located (or, if your address is outside the United States, the judicial district in which Yolo County, California is located), and that you will accept service of process from the person who filed the notice or their agent.

On receipt of a valid counter-notice, we will forward it to the person who filed the original notice and may restore the removed material in 10 to 14 business days, unless our designated agent first receives notice that that person has filed an action seeking a court order to restrain the allegedly infringing activity.

Repeat infringers. We will terminate, in appropriate circumstances, the accounts of users who are repeat infringers.

Misrepresentation. Under the DMCA, any person who knowingly materially misrepresents that material is infringing, or that material was removed or disabled by mistake or misidentification, may be liable for damages.

Record Retention

Church and nonprofit governance records often must be retained for legal, regulatory, or operational reasons. TrueBoard enables organizations to maintain these records faithfully.

You may request deletion of your personal account and personally identifiable information. However, we cannot delete organizational governance records that reference your actions (such as recorded votes, authored motions, or meeting attendance) because these are the organization's property and may be legally required. This is consistent with how traditional paper-based board records work — a departing board member cannot require the organization to expunge evidence of their service.

Acceptable Use

You are solely responsible for all activity under your account. You agree not to:

• Use TrueBoard for any unlawful purpose, or in a way that violates any applicable federal, state, local, or international law or regulation
• Attempt to access another user's account or another organization's data
• Upload malicious files, or disseminate or transmit viruses, worms, trojan horses, or other harmful code
• Probe, scan, or test the vulnerability of the platform, circumvent authentication, or forge headers or identifiers, without our prior written authorization
• Use automated tools, spiders, robots, or other devices to scrape or extract data from the platform
• Create accounts by automated means or under false or fraudulent pretenses
• Reverse engineer, decompile, or create derivative works of the platform, use the Service to build a competing product, or copy its features
• Frame or mirror any part of the Service
• Misrepresent your identity or your affiliation with an organization
• Submit false or misleading information to TrueBoard or to other users
• Harass, threaten, or intentionally cause harm or distress to another person or group
• Store or distribute content that violates applicable laws, or that infringes the intellectual property, privacy, or other rights of others
• Send unsolicited communications, spam, or promotions to other users
• Resell, sublicense, or commercially exploit the Service or access to it

You are also responsible for ensuring that your use of the Service complies with your organization's own governing documents.

Sanctions and export compliance. You represent that you are not located in, or a national of, a country or region subject to U.S. embargo or comprehensive sanctions, and that you are not on any U.S. denied-, blocked-, or sanctioned-party list. You agree not to use TrueBoard in violation of any applicable export-control or sanctions laws.

Third-Party Services

TrueBoard relies on and integrates with third-party services — including identity providers, our payment processor, cloud infrastructure, and email and SMS providers — and may license software, tools, and services that we run ourselves as part of the Service. Your use of a third-party service, and any link to one, is governed by that third party's own terms and privacy policy, and we are not responsible for it. In particular, the identity provider you choose to sign in with governs your sign-in credentials.

Service Availability

We strive to keep TrueBoard available and reliable, but we cannot guarantee uninterrupted service. No service level agreement is expressed or implied. We may need to perform maintenance, deploy updates, or respond to unexpected issues, and there will be occasions when the Service is interrupted for maintenance, upgrades, emergency repairs, or failures of telecommunications links and equipment beyond our control. We will make reasonable efforts to minimize disruptions and to communicate planned downtime in advance. You agree that we are not liable to you for any unavailability, modification, suspension, or discontinuance of the Service.

You are responsible for obtaining access to the Service, including any internet service or connectivity charges, and for providing the equipment necessary to access it.

You are encouraged to maintain your own backups of critical organizational records. TrueBoard will prepare a backup export at your request for a reasonable fee based on the time and materials involved.

Force Majeure

We will not be liable for any failure or delay in performing our obligations to the extent caused by circumstances beyond our reasonable control — including acts of God, natural disasters, war, terrorism, civil unrest, governmental action, labor disputes, internet or telecommunications failures, and outages or failures of upstream service providers (such as our cloud, payment, or identity providers).

Termination

By you: You can stop using TrueBoard at any time. You can request deletion of your account by contacting us at info@trueboard.org. Cancelling a paid subscription follows the dual-control process described under "Subscriptions, Billing, and Payment."

By your organization: Organization administrators can remove your membership at any time, which revokes your access to that organization's data.

By us: We may suspend or terminate accounts that violate these Terms, engage in abuse, or pose a security risk. We will make reasonable efforts to notify you before doing so, except where we determine immediate action is necessary.

Data Export on Termination

If TrueBoard terminates your organization's account, we will provide a reasonable period (at least 30 days) for the organization to export its data. If TrueBoard ceases operations entirely, we will provide at least 90 days' notice and make organizational data available for export in a commonly used format.

TrueBoard does not currently offer self-service data export; exports are prepared manually by our team. We may charge a reasonable fee, based on the time and materials involved, to produce a complete export of an organization's data, whether requested on termination, cancellation, or otherwise. We will not delete an organization's data without first providing a reasonable opportunity to obtain an export. This fee does not apply to an individual's request to access or obtain a copy of their own personal data, which we provide free of charge (see our Privacy Policy).

Indemnification

You agree to indemnify, defend, and hold harmless TrueBoard and its members, managers, officers, employees, and agents from any claims, actions, damages, losses, liabilities, and expenses (including reasonable attorney's fees) arising from: (a) your use of the Service, (b) your violation of these Terms, (c) your violation of any third-party rights, or (d) Content you create or upload to the platform.

Disclaimer of Warranty

TRUEBOARD IS PROVIDED "AS IS" AND "AS AVAILABLE," WITHOUT WARRANTIES OF ANY KIND, EXPRESS OR IMPLIED. WE EXPRESSLY DISCLAIM ALL WARRANTIES, INCLUDING IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT, AND ANY WARRANTIES ARISING FROM COURSE OF DEALING OR COURSE OF PERFORMANCE. WE MAKE NO WARRANTY THAT THE SERVICE WILL BE UNINTERRUPTED, TIMELY, SECURE, OR ERROR-FREE, THAT THE SERVICE OR OUR SERVERS ARE FREE OF VIRUSES OR OTHER HARMFUL COMPONENTS, THAT THE SERVICE WILL BE AVAILABLE, THAT DATA ARE SECURE FROM UNAUTHORIZED ACCESS, OR THAT THE SERVICE WILL MEET YOUR REQUIREMENTS OR ACHIEVE YOUR INTENDED RESULTS.

IF THE SERVICE INCLUDES ARTIFICIAL INTELLIGENCE FEATURES, THOSE FEATURES MAY PRODUCE OUTPUTS, SUMMARIES, TRANSCRIPTIONS, OR RECOMMENDATIONS CONTAINING ERRORS, INACCURACIES, OR INCOMPLETE INFORMATION. WE DO NOT WARRANT THAT ANY SUCH OUTPUT WILL BE ACCURATE, COMPLETE, RELIABLE, OR SUITABLE FOR YOUR PURPOSES. YOU ARE SOLELY RESPONSIBLE FOR REVIEWING AND EVALUATING ANY SUCH OUTPUT BEFORE RELYING ON IT, AND FOR ALL DECISIONS AND ACTIONS BASED ON IT. YOU WILL NOT RELY ON ANY SUCH OUTPUT AS A SOLE SOURCE OF TRUTH OR AS A SUBSTITUTE FOR LEGAL, FINANCIAL, GOVERNANCE, COMPLIANCE, OR OTHER PROFESSIONAL ADVICE.

NO ADVICE OR INFORMATION GIVEN BY US OR OUR EMPLOYEES CREATES ANY WARRANTY. SOME JURISDICTIONS DO NOT ALLOW THESE DISCLAIMERS, SO THEY MAY NOT APPLY TO YOU.

Limitation of Liability

TO THE EXTENT PERMITTED BY APPLICABLE LAW, WE WILL NOT BE LIABLE TO YOU FOR ANY CONSEQUENTIAL, INDIRECT, EXEMPLARY, SPECIAL, PUNITIVE, OR INCIDENTAL DAMAGES, OR FOR ANY LOST DATA, LOST REVENUE, LOST PROFITS, LOST BUSINESS OPPORTUNITIES, OR COSTS OF SUBSTITUTE GOODS OR SERVICES, ARISING FROM OR RELATING TO THESE TERMS OR THE SERVICE, HOWEVER CAUSED AND UNDER ANY THEORY OF LIABILITY (INCLUDING NEGLIGENCE), EVEN IF WE HAVE BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

WE ARE NOT RESPONSIBLE FOR ACTIONS TAKEN BY ORGANIZATION ADMINISTRATORS, INCLUDING ADDING OR REMOVING MEMBERS OR MANAGING ORGANIZATIONAL DATA.

OUR TOTAL CUMULATIVE LIABILITY IN CONNECTION WITH THESE TERMS AND THE SERVICE, WHETHER IN CONTRACT, TORT, OR OTHERWISE, WILL NOT EXCEED THE GREATER OF $100 OR THE AMOUNT YOU PAID US IN THE 12 MONTHS PRECEDING THE EVENT GIVING RISE TO THE CLAIM.

SOME JURISDICTIONS DO NOT ALLOW THE LIMITATION OR EXCLUSION OF INCIDENTAL, CONSEQUENTIAL, OR OTHER DAMAGES, SO SOME OF THE ABOVE LIMITATIONS MAY NOT APPLY TO YOU.

Dispute Resolution

Informal Resolution

Before filing any formal claim, you agree to contact us at info@trueboard.org and attempt to resolve the dispute informally for at least 30 days.

Binding Arbitration

If informal resolution fails, any dispute arising from these Terms or your use of TrueBoard will be resolved through binding individual arbitration administered by the American Arbitration Association ("AAA") under its Commercial Arbitration Rules, before a single arbitrator. Arbitration will take place in Yolo County, California, unless both parties agree to a different location or to virtual proceedings. Judgment on the award may be entered in any court with jurisdiction. This provision does not impair either party's ability to seek injunctive or other equitable relief from a court with jurisdiction. Questions about the scope, enforceability, or arbitrability of this agreement are for the arbitrator to decide.

Each side pays one-half of the AAA, arbitrator, and arbitration costs, and its own attorneys' fees and costs. The prevailing party is entitled to recover its costs and expenses, including actual attorneys' fees and expert-witness costs, in addition to any other relief awarded.

Your Right to Opt Out of Arbitration

You may opt out of this arbitration agreement within 30 days of first accepting these Terms by emailing info@trueboard.org with your name and a statement that you opt out of arbitration. Opting out does not affect any other part of these Terms.

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 any other representative proceeding. THE ARBITRATION PROCEEDINGS DESCRIBED ABOVE WILL BE CONDUCTED ON AN INDIVIDUAL BASIS ONLY. Neither party may join or consolidate disputes by or against other individuals or entities, or arbitrate any dispute in a representative capacity, including as a class representative or in a private attorney general capacity. Unless both parties agree, no court or arbitrator may consolidate more than one person's claim or preside over any form of class, collective, consolidated, representative, or private attorney general proceeding. The arbitrator may award individual relief permitted by applicable law, but to the maximum extent permitted by law may not award relief against us respecting any person other than you.

Jury-Trial Waiver

To the extent any dispute proceeds in court despite these arbitration provisions, each party waives any right to a jury trial.

Small Claims Exception

Notwithstanding the arbitration provisions above, either party may bring an individual action in small claims court in Yolo County, California, if the claim qualifies.

Changes to These Terms

We may change or discontinue any feature of the Service, and may modify these Terms, at any time. Changes take effect when posted, and your continued use of the Service afterward constitutes acceptance of the updated Terms. Where required by law, or where we otherwise consider it appropriate, we may notify you through the app or by email before material changes take effect.

Our Privacy Policy describes our practices regarding information collected from you and is incorporated into these Terms by reference. The Privacy Policy governs how we collect, use, and share personal information; these Terms govern everything else. To the extent the two conflict on the handling of personal information, the Privacy Policy controls.

General Provisions

Governing Law; Consent to Jurisdiction

These Terms are governed by the laws of the State of California, United States, without regard to conflict of law principles. Without limiting the arbitration provisions above, each party irrevocably consents to the exclusive jurisdiction and venue of the state and federal courts for the judicial district in which Yolo County, California is located, in connection with any action arising under or relating to these Terms, and waives any objection based on improper venue or forum non conveniens.

Assignment

We may assign these Terms to a successor in connection with a merger, acquisition, sale of assets, or similar transaction; in that case the successor receives your data and these Terms subject to the commitments in these Terms and our Privacy Policy, to the extent applicable. You may not assign these Terms without our prior written consent.

Survival

The following survive any termination of these Terms: our intellectual-property rights and reservations, the feedback license, the content licenses granted to your organization, the governance-record retention provisions, indemnification, the warranty disclaimers and limitations of liability, dispute resolution, and these general provisions.

Independent Parties

You and TrueBoard are independent parties. These Terms create no joint venture, partnership, employment, or agency relationship, and no third-party beneficiaries.

Notices

We give you notice through the app or by email to the address associated with your account. You give us notice at info@trueboard.org.

Entire Agreement; Severability

These Terms, together with our Privacy Policy, constitute the entire agreement between you and TrueBoard regarding the subject matter hereof, and supersede any prior agreements, communications, or representations, whether oral or written. If any provision is found by a court of competent jurisdiction to be invalid or unenforceable, that provision will be enforced to the maximum extent permissible and the remaining provisions will remain in full force and effect.

No Waiver

Our failure to enforce any provision of these Terms does not constitute a waiver of that provision or any other provision.

Electronic Transactions, Signatures, and Communications

You consent to receive legal, transactional, and account notices from us electronically — in the app, or by email or text message to the contact methods associated with your account — and you agree these satisfy any legal requirement that such notices be in writing. You agree to conduct transactions and execute documents electronically. You may withdraw this consent at any time by notifying us at info@trueboard.org. A withdrawal takes effect only after we have a reasonable period to process it, and does not apply to communications furnished before it takes effect.

Contact Us

Questions about these terms? We're happy to help.

Aeris Labs LLC, California Email: info@trueboard.org