Terms of Service

1. Acceptance of Terms

These Terms of Service ("Terms") constitute a legally binding agreement between you and GoodBooks Software, LLC ("GoodBooks") governing your access to and use of the GoodBooks platform, including our website, web application, and related services (collectively, the "Service"). By creating an account or using the Service, you agree to these Terms in full.

If you are using GoodBooks on behalf of a nonprofit organization, you represent that you have authority to bind that organization to these Terms.

2. Eligibility

You must be at least 18 years old to use GoodBooks. The platform is intended and designed primarily for nonprofit organizations, volunteer treasurers, and authorized financial administrators. GoodBooks Software, LLC reserves the right to use the platform for its own internal purposes.

While GoodBooks is designed for nonprofit use, we do not independently verify the tax-exempt status of every organization that registers. By enabling donation processing, you represent and warrant that your organization is authorized under applicable law to solicit charitable contributions or otherwise collect the payments described as donations on your page. GoodBooks reserves the right to suspend accounts that appear to be using donation processing for non-charitable or deceptive purposes, at its sole discretion and without prior notice.

3. Service Availability

GoodBooks is a live, production service under active development. While we strive to provide a reliable, accurate, and uninterrupted experience, we cannot guarantee error-free operation at all times. We may add, remove, or modify features with or without prior notice, though we will make reasonable efforts to communicate material changes in advance. By using GoodBooks, you acknowledge that the software is under continuous development and agree that GoodBooks bears no liability for service interruptions or issues arising from routine software updates and development activities.

4. Account Registration & Security

To access GoodBooks, you must register for an account. You agree to:

• Provide accurate, current, and complete information during registration
• Maintain the security of your login credentials and not share them with unauthorized individuals
• Notify us immediately at support@goodbooks.app if you suspect unauthorized access to your account
• Accept responsibility for all activity that occurs under your account

GoodBooks reserves the right to suspend or terminate accounts that violate these Terms or that we believe are being used fraudulently.

5. Nonprofit Organization Accounts

GoodBooks is designed for legitimate nonprofit organizations. By connecting your organization, you represent that:

• Your organization is a duly organized nonprofit entity operating in accordance with applicable law
• You are an authorized officer, treasurer, or administrator of the organization
• Donation and financial data entered into the platform is accurate to the best of your knowledge

GoodBooks is not responsible for verifying the nonprofit status of any organization using the platform. Organizations remain solely responsible for their own tax filings, donor acknowledgments, and legal compliance.

5.1 Two-Administrator Requirement

As part of GoodBooks' commitment to internal controls and organizational continuity, each account must maintain at least two administrator users. This requirement must be satisfied before online donation processing can be enabled for your organization.

5.2 Active Administrator Requirement for Donation Processing

To keep online donation processing active, at least one administrator other than the primary account holder must have completed a successful authenticated session — including passing any applicable multi-factor authentication checks — within the preceding 180 days. An administrator who has not logged in within that window is considered inactive for purposes of this requirement.

GoodBooks will send email notifications to all administrators on the account as the 180-day threshold approaches, on approximately the following schedule:

• 120 days since second administrator's last login
• 150 days since second administrator's last login
• 170 days since second administrator's last login
• 175 days since second administrator's last login
• Daily from 176 days until the requirement is met or donation processing is suspended

If the requirement is not met by the 180-day mark, online donation processing will be suspended. A 30-day grace period follows during which donations remain suspended but the account otherwise remains fully functional. If the requirement is satisfied during the grace period, donation processing will be restored immediately. If the requirement is not met within 30 days of suspension, GoodBooks reserves the right to take further action up to and including account suspension.

GoodBooks is not liable for any donations not received, donor relationships affected, or other consequences arising from donation processing being suspended due to failure to maintain the active administrator requirement.

5.3 Administrator Recovery

If an organization loses access to all administrator accounts due to staff turnover, incapacitation, or other circumstances, the organization may contact GoodBooks at support@goodbooks.app to request account recovery. GoodBooks will require documentation establishing organizational authority — such as board meeting minutes, officer election records, or other governing documents — before making changes to account access. GoodBooks will make reasonable efforts to assist in recovery but cannot guarantee restoration in all circumstances.

5.4 Disputes Between Users and Organizations

GoodBooks provides tools for organizational financial management but is not a party to any dispute between an organization and its members, officers, volunteers, or users. In the event of a dispute over account access, data ownership, or administrator authority within an organization, GoodBooks may, at its sole discretion, require documentation establishing organizational authority before making any changes to account access or user permissions. GoodBooks is not liable for any losses, damages, or consequences arising from such disputes, including disputes over account control during leadership transitions.

6. Payment Processing & Stripe

Donation processing on GoodBooks is handled through Stripe Connect. By connecting a Stripe account to your nonprofit's GoodBooks account, you agree to Stripe's Connected Account Agreement and Stripe's Terms of Service in addition to these Terms.

7. Subscription & Fees

Access to paid GoodBooks tiers is provided on a subscription basis. Subscription fees, billing cycles, and any applicable trial periods are described on our pricing page. You authorize us to charge your designated payment method on a recurring basis.

We reserve the right to modify subscription pricing with at least 30 days' advance notice via email or in-app notification. Continued use of the Service after the effective date of a price change constitutes your acceptance of the new pricing.

Refunds are handled on a case-by-case basis. Contact support@goodbooks.app with refund inquiries.

7.1 Free Tier Eligibility

The GoodBooks Foundation (free) tier is designed for small nonprofit organizations that generally file an IRS Form 990-N, which applies to organizations with annual gross receipts of approximately $50,000 or less. This tier is intended to serve organizations operating at that scale.

If GoodBooks determines, based on publicly available records (such as IRS filings), information you provide, or donation activity processed through the platform, that your organization's annual gross receipts are materially and consistently above that threshold, we may contact you to discuss whether a paid subscription tier is more appropriate. If you choose not to subscribe to a paid tier following that outreach, GoodBooks reserves the right to terminate your access to the free tier with at least 30 days' written notice. We will make reasonable efforts to work with you on a transition before taking that step.

8. Non-Payment & Account Suspension

If a subscription payment fails or becomes past due, we will notify you by email. If payment is not resolved within 14 days of the original due date, GoodBooks reserves the right to suspend your account. A suspended account retains your data but loses access to the Service until the outstanding balance is resolved.

To reinstate a suspended account, contact support@goodbooks.app. GoodBooks may, at its sole discretion, restore access upon receipt of payment.

GoodBooks also reserves the right to suspend or terminate any account immediately, without prior notice, in response to suspected fraud, security threats, illegal activity, or material violation of these Terms. In such cases, we will provide notice as soon as practicable.

9. Acceptable Use

You agree not to use GoodBooks to:

• Commit fraud, misappropriate funds, or engage in any illegal activity
• Impersonate any organization, individual, or entity
• Enter false or misleading financial records
• Represent payments as charitable donations when your organization is not authorized to solicit charitable contributions
• Attempt to reverse-engineer, decompile, or otherwise access the underlying source code of the platform
• Interfere with or disrupt the security, integrity, or availability of the Service
• Use GoodBooks document storage ("The Shelf") to store bulk media files, including video, audio recordings, or large image libraries unrelated to nonprofit financial records

Violation of these prohibitions may result in immediate account suspension or termination and, where appropriate, referral to law enforcement.

10. Storage & File Uploads

GoodBooks provides document storage ("The Shelf") for financial records, board minutes, tax filings, and other materials related to your nonprofit's operations. Storage is intended for document-class files (PDFs, spreadsheets, text documents, and similar records). Bulk storage of video files, audio recordings, or large image collections is not a permitted use of the Service.

Individual file upload sizes are subject to limits posted in the application. GoodBooks reserves the right to enforce storage quotas appropriate to your subscription tier.

Image conversion: Images uploaded to The Shelf may be automatically converted to PDF format for storage and display consistency. By uploading an image, you consent to this conversion. The original image format is not guaranteed to be retained.

11. Data Ownership, Portability & Responsibilities

You retain ownership of all data you enter into GoodBooks, including donor records, financial transactions, and organizational documents. By using the Service, you grant GoodBooks a limited license to store, process, and display that data for the purpose of providing the Service to you.

You are solely responsible for the accuracy and completeness of data you enter, including the accuracy of donor acknowledgment letters and financial reports generated by the platform. GoodBooks provides tools; it does not provide accounting, legal, or tax advice.

Financial reports, donor acknowledgments, and other outputs are generated from data you supply. GoodBooks is not liable for errors in outputs that result from inaccurate, incomplete, or incorrectly entered data, nor for any tax penalties, filing errors, or third-party claims that arise from such outputs.

11.1 Data Export

You may request an export of your data at any time while your account is active. Upon termination of your account for any reason, you may request a data export within 30 days of the termination date. After that 30-day window, GoodBooks may permanently delete your data and is not obligated to restore or provide it.

11.2 User-Initiated Data Deletion

You are solely responsible for any data you delete or overwrite within the platform. GoodBooks maintains automated system backups for operational continuity and disaster recovery purposes. These backups are not a user-facing data recovery service. If you delete data within the platform, GoodBooks does not guarantee that deleted data can be recovered from backup. Any recovery from backup is at GoodBooks' sole discretion.

11.3 Aggregated Data

GoodBooks may use anonymized, aggregated, non-personally-identifiable data derived from platform usage for product improvement, benchmarking, and research purposes. No individual organization's data will be identifiable in any aggregated dataset.

12. Intellectual Property

The GoodBooks name, logo, software, and platform design are proprietary to GoodBooks and protected by applicable intellectual property laws. Nothing in these Terms grants you any right to use our trademarks, trade names, or copyrighted materials without prior written permission.

13. Confidentiality

Each party agrees to keep confidential any non-public information received from the other party in connection with the Service. GoodBooks will handle your organizational and donor data in accordance with our Privacy Policy.

14. Service Availability

GoodBooks makes reasonable efforts to keep the Service available and operational. However, we make no warranty or guarantee of any specific uptime level. The Service may be unavailable from time to time due to scheduled maintenance, infrastructure issues, third-party service disruptions, or circumstances beyond our control.

We will make reasonable efforts to provide advance notice of scheduled maintenance windows. Scheduled maintenance downtime does not constitute a breach of these Terms. Unplanned outages will be communicated as promptly as practicable.

GoodBooks is not liable for any losses, damages, or inconveniences arising from Service downtime, whether scheduled or unplanned.

15. Disclaimer of Warranties

THE GOODBOOKS PLATFORM IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, OR NON-INFRINGEMENT. WE DO NOT WARRANT THAT THE SERVICE WILL BE ERROR-FREE, UNINTERRUPTED, OR FREE OF HARMFUL COMPONENTS.

GoodBooks is a platform tool for nonprofit financial management. It is not a substitute for professional accounting, legal, or tax advice. Users are encouraged to consult qualified professionals for matters requiring such expertise.

16. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, GOODBOOKS SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES ARISING FROM YOUR USE OF THE SERVICE, INCLUDING BUT NOT LIMITED TO LOSS OF REVENUE, DATA, OR GOODWILL, EVEN IF ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

OUR TOTAL CUMULATIVE LIABILITY TO YOU FOR ANY CLAIMS ARISING UNDER THESE TERMS SHALL NOT EXCEED THE GREATER OF (A) THE AMOUNTS YOU HAVE PAID TO GOODBOOKS IN THE TWELVE (12) MONTHS PRECEDING THE CLAIM, OR (B) ONE HUNDRED DOLLARS ($100). THIS CAP APPLIES REGARDLESS OF THE FORM OF ACTION AND WHETHER THE CLAIM ARISES IN CONTRACT, TORT, NEGLIGENCE, STRICT LIABILITY, OR OTHERWISE.

WITHOUT LIMITING THE FOREGOING, GOODBOOKS IS NOT LIABLE FOR: (I) ERRORS IN FINANCIAL REPORTS, DONOR ACKNOWLEDGMENTS, OR OTHER OUTPUTS GENERATED FROM USER-SUPPLIED DATA; (II) ANY TAX PENALTIES, IRS FILING ERRORS, OR LEGAL CONSEQUENCES RESULTING FROM USE OF THE PLATFORM; OR (III) LOSS OF DATA RESULTING FROM USER-INITIATED DELETION.

17. Indemnification

You agree to indemnify, defend, and hold harmless GoodBooks and its officers, directors, agents, and employees from any claims, damages, losses, or expenses (including reasonable attorneys' fees) arising from: (a) your use of the Service; (b) your violation of these Terms; (c) your organization's donor communications or financial records; or (d) any misrepresentation you make regarding your organization's nonprofit status or authorization to solicit charitable contributions.

18. Term & Termination

These Terms remain in effect for the duration of your use of the Service. You may terminate your account at any time by contacting support@goodbooks.app.

GoodBooks may suspend or terminate your account for violation of these Terms, non-payment (as described in Section 8 above), security concerns, or other reasons with reasonable notice where practicable.

Upon termination, you may request an export of your data within 30 days. After that period, GoodBooks may delete your data in accordance with our data retention practices. Certain records may be retained longer as required by applicable law.

19. Governing Law & Dispute Resolution

These Terms are governed by the laws of the State of Minnesota, without regard to conflict of law principles. Any dispute arising from these Terms or your use of the Service shall be resolved through binding arbitration administered in Minnesota, except that either party may seek injunctive relief in a court of competent jurisdiction for matters involving intellectual property or breach of confidentiality obligations.

20. Changes to These Terms

We may update these Terms from time to time. We will notify users of material changes at least 14 days in advance via email or in-app notice. Continued use of the Service following the effective date of any changes constitutes your acceptance of the updated Terms.

21. Waiver & Severability

GoodBooks' failure to enforce any provision of these Terms at any time does not constitute a waiver of our right to enforce that provision in the future. No waiver of any provision shall be effective unless made in writing and signed by an authorized representative of GoodBooks.

If any provision of these Terms is found by a court of competent jurisdiction to be invalid, illegal, or unenforceable, that provision will be modified to the minimum extent necessary to make it enforceable, or severed if modification is not possible. The remaining provisions of these Terms will continue in full force and effect.

22. Contact

Questions about these Terms? Reach us at: