Terms of Service

Effective November 10, 2026  ·  ArcAngel CRM, a product of ArcAngel Technical Services, LLC

These Terms of Service (“Terms”) govern access to and use of ArcAngel CRM (the “Service”), provided by ArcAngel Technical Services, LLC, a Kansas limited liability company (“we,” “us,” “ArcAngel CRM”). By creating an account or using the Service, you agree to these Terms. If you are agreeing on behalf of an organization, you represent that you are authorized to bind it.

1. Definitions

• “Organization” — the non-profit or other entity that operates an account.
• “Authorized Users” — staff, volunteers, board members, and Participants the Organization permits to use the Service.
• “Participant” — a person who receives services from the Organization and whose record is kept in the Service, including members of that person’s household.
• “Participant Data” — information about Participants that the Organization enters or generates in the Service.
• “Modules” — optional features included with a subscription. “Add-ons” — optional features involving a service we pay a third party to provide, sold separately.

2. Signing up

An Organization may sign itself up on our website. The person doing so must be authorized to bind it (Section 3), and gives its name and EIN, a web address for its account, and its total annual revenue, which sets its level (Section 6). We look the EIN up in the public Form 990 data that ProPublica publishes and show what it finds; the figure you give is the one you are charged on, and if it differs from your filing we may ask about it at renewal. An EIN may hold only one account. Nothing is charged until you have confirmed your email and paid on Stripe's page, and the account exists only once Stripe confirms the payment. If your EIN isn't in that public data, we ask for proof of nonprofit status within 30 days of paying: an IRS determination letter, a Form 990-N confirmation, or a state registration. Only ArcAngel sees it, and it is deleted once reviewed. We may also set an Organization up ourselves, by agreement.

3. Eligibility and accounts

You must be at least 18 years old and able to form a binding contract to create or administer an Organization account. Participants, including minors, may be given portal access by the Organization. You are responsible for keeping credentials confidential and for activity under your account, and for notifying us promptly if you believe an account has been compromised.

4. Your responsibilities regarding participant data

You represent and warrant that, for every person whose information you enter or manage, you have the authority and all necessary consents to do so and to have ArcAngel CRM process that information in order to provide the Service. You are responsible for:

• the accuracy of the data and the lawfulness of collecting it;
• having a lawful basis for any photograph of a person you keep in the Service, including a photo on your do-not-admit list (for example, one provided with a trespass notice or protective order), and for barring that person;
• obtaining any consent, release, or notice your programs, funders, or applicable law require, including from a parent or guardian for a minor;
• managing your Authorized Users, their roles, and their page permissions, and removing access promptly when someone leaves;
• setting and observing your own record-retention obligations;
• determining whether the Service is appropriate for the categories of data you intend to place in it. Section 4 of the Privacy Policy states categories the Service does not currently support — protected health information under HIPAA, substance use disorder records under 42 CFR Part 2, and records subject to VAWA confidentiality requirements — and you agree not to place such records in the Service until we have stated in writing that we support them.

Our handling of Participant Data is described in the Privacy Policy, which forms part of these Terms.

5. Acceptable use

You agree not to: use the Service unlawfully or to infringe others’ rights; upload malware; attempt to breach security, defeat tenant isolation, or access another Organization’s data; probe, scan, or load-test the Service without our written permission; reverse-engineer or resell the Service; or use it to store information you are not authorized to hold. We may suspend an account that puts Participant data or the Service at a material security risk, and will explain why; except in cases of immediate security threats, we will provide 24 hours’ notice and an opportunity to cure the issue before suspension.

6. Plans, billing, and read-only mode

• Fees. Fees are those on our pricing page, set by level. An Organization's level follows its total annual revenue as it gives it to us: for most, the figure on its Form 990, Part VIII, line 12. The level is set when the subscription begins and reviewed at renewal, never in the middle of a term and never without telling you first. An Organization within 10% above the bottom of a new level keeps the lower level for its first year in the new one. The Aspen level carries a standing 60% mission discount. Any other discount is agreed in writing, with its reason and the date it ends.
• Billing period and renewal. A subscription is billed monthly or yearly, in advance. A yearly subscription costs ten times the monthly price. A subscription renews automatically at the end of each period until it is cancelled.
• Payment. Fees are collected by Stripe, our payment processor, by card or bank account (ACH), entered on Stripe's own pages. We never receive or store a card or account number. On request we bill by emailed invoice instead, due within 30 days and payable by the invoice's link, by ACH, or by check.
• Online giving. An Organization that connects its own Stripe account contracts with Stripe directly. ArcAngel takes no fee from donations and is not a party to the payment.
• Modules and add-ons. Modules are included with a subscription. Add-ons cover services we pay a third party to provide and are priced separately; the price and what it covers are shown before purchase.
• Storage. Each level includes the document storage shown on the pricing page. Past it, storage is added in blocks of 50 GB at $5 a month, or $50 a year on a yearly plan if you choose. We email your administrators when you reach 80%. When you pass 100%, the blocks needed are added, so nothing stops, and the rest of that billing period is charged at once. A block stays at least a month and is removed before a renewal once your files fit without it, unless you choose to keep it. A block removed is not credited. An Organization we serve without charge, or bill by hand, is never charged for storage automatically.
• Failed payments. If a payment fails, Stripe tries again and we email the Organization's administrators. We email them again three days before the account would turn read-only. If it is still unpaid 14 days after the first failure, the account becomes read-only. Paying restores full access as soon as Stripe confirms the payment.
• Read-only rather than lock-out. If a subscription is cancelled or goes unpaid, the account becomes read-only: you keep full access to read, search, print, and export every record, and only the ability to make changes pauses. We will not hold an Organization’s records hostage over an invoice — the people in those records are not party to the dispute.
• After a subscription ends. If an account stays read-only because its subscription was cancelled or went unpaid, we keep the Organization's data for one year from the day it became read-only, then erase it as the Retention & Deletion Schedule describes. We email the Organization's administrators and its billing contact 90 days before the erasure date, again 7 days before, and once more when it is done. Paying again at any time before the erasure stops it. The Organization can export its data at any time during that year.
• Taxes. Fees are exclusive of any applicable taxes. We'll inform you if your tax status with us changes.
• Changes. We may change prices with at least 30 days’ notice, effective at your next billing period.
• Cancellation and refunds. You may cancel at any time, from the Subscription page or by writing to info@arcangelts.com. Cancellation takes effect at the end of the period already paid for, and full access continues until then. Except where required by law, fees already paid are non-refundable, and partial periods, including a change of level, are not prorated. The one exception is a storage block added during a period, which is charged for the rest of that period, subject to the one-month minimum duration for such blocks.
• Complimentary accounts. We may provide the Service without charge to an Organization by written agreement. These Terms apply to it in full, except the fees.

7. Your data and export

As between you and us, the Organization owns its Participant Data. We claim no ownership of it and acquire no right to use it beyond providing the Service. You may export your data at any time, in a machine-readable format, including while your account is read-only. On termination, your data stays available for export, and is then erased as described in Section 6, the Privacy Policy, and the Retention & Deletion Schedule.

An Organization may sign our Data Processing Addendum, which forms part of these Terms once signed and sets out how we handle its data as its processor, together with the Retention & Deletion Schedule.

8. Intellectual property

The Service, including its software, design, and the content we provide, is owned by ArcAngel Technical Services, LLC and its licensors. We grant you a limited, non-exclusive, non-transferable right to use the Service during your subscription. Branding you upload — your logo, colors, and marks — remains yours; you grant us only the right to display it within your own tenant of the Service.

ArcAngel’s library. We offer pictures and short looping videos (“library media”) that your Organization may use in its designs and on its signs while it has an account with us. Library media is created and owned by ArcAngel Technical Services, LLC, unless an item’s credit and license say otherwise; that credit stays with the item wherever it is shown.

You may use library media only within the Service: on your signs, in your designs, in what you print or email from them, and in a sign file you download for your own screens. You may not sell library media, offer it as your own, share it apart from your signs and designs, or use it in a way that suggests we or its maker endorse you.

We may take an item out of the library at any time. A video your slides already use keeps playing on them, and a picture already added to your pictures stays usable, while your account lasts.

When your account ends, your right to use library media ends with it, including pictures added to your own pictures and materials already printed. This does not touch what your Organization made itself: a design it gave to our template library through Offer to the library stays its own to use and change, as the offer says.

9. Service availability

We work to keep the Service available and reliable but do not guarantee uninterrupted operation, and we do not currently offer a service-level commitment. We may modify or discontinue features, with at least 30 days’ notice for material changes.

10. Disclaimers

Except as expressly stated, the Service is provided “as is” and “as available,” without warranties of any kind, express or implied, including merchantability, fitness for a particular purpose, and non-infringement. ArcAngel CRM is a recordkeeping tool. It does not provide legal, clinical, accreditation, funding-compliance, or other professional advice; reports and compliance aids in the Service are informational, and confirming that a submission meets a funder’s requirements remains yours.

11. Limitation of liability

To the maximum extent permitted by law, ArcAngel CRM will not be liable for indirect, incidental, special, consequential, or punitive damages, or for lost data or profits. Our total liability arising out of or relating to the Service will not exceed the greater of the amount you paid us in the 12 months before the claim or one hundred dollars ($100).

What this limit does not cover. Nothing in this section limits our liability for our own breach of the confidentiality and security obligations in the Privacy Policy, for gross negligence or wilful misconduct, or for anything else that cannot be limited by law.

12. Indemnification

You agree to indemnify and hold harmless ArcAngel Technical Services, LLC from third-party claims arising out of your misuse of the Service, your violation of these Terms, or your entry of data you were not authorized to provide. This does not apply to claims arising from our own breach of these Terms or of the Privacy Policy.

13. Termination

You may stop using the Service and close your account at any time. We may suspend or terminate access for material breach of these Terms, or to protect Participant data or the Service, with notice where practicable. On termination for any reason, Section 7 (export) survives. An account whose subscription has ended is kept and then erased as Section 6 describes.

14. Changes to these Terms

We may update these Terms. For material changes we will give at least 30 days’ notice. Continued use after changes take effect means you accept them.

15. Governing law and disputes

These Terms are governed by the laws of the State of Kansas, without regard to conflict-of-laws rules. You and ArcAngel Technical Services, LLC agree that the state and federal courts located in Kansas will have exclusive jurisdiction over any dispute arising out of or relating to these Terms or the Service, and each party consents to venue and personal jurisdiction there. Before filing, each party agrees to raise the issue in writing and allow 30 days to resolve it.

16. Contact

Questions about these Terms: info@arcangelts.com.

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Questions about this document? Contact info@arcangelts.com.
ArcAngel Technical Services, LLC