Terms of Service

Last updated: March 16, 2026

These Terms of Service ("Terms") govern your use of the SmallGroupOS platform operated by SmallGroupOS, Inc, Inc. ("SmallGroupOS," "we," "us," or "our"). By creating an account or using our services, you agree to these Terms.

1. Account Responsibilities

When you create a SmallGroupOS account, you are responsible for:

  • Providing accurate and complete information during registration
  • Maintaining the security of your account credentials
  • All activity that occurs under your account
  • Notifying us immediately if you suspect unauthorized access to your account

Ministry administrators are responsible for managing user access within their ministry and ensuring that only authorized individuals have access to student data.

2. Acceptable Use

SmallGroupOS is designed for youth ministry management and related activities. You agree to use the platform only for lawful purposes consistent with its intended use. You may not:

  • Use the platform for any purpose other than legitimate youth ministry operations
  • Share, sell, or distribute student data outside of your ministry's authorized use
  • Attempt to access data belonging to other ministries or users
  • Upload or transmit malicious code, viruses, or harmful content
  • Attempt to reverse engineer, decompile, or disassemble any part of the platform
  • Use the platform in any way that violates applicable laws or regulations
  • Use automated tools to scrape, crawl, or extract data from the platform

3. Data Ownership

Your ministry owns its data. All student records, attendance data, discipleship tracking information, form submissions, and other content you create or upload to SmallGroupOS belongs to your ministry. We do not claim ownership of your data.

You grant SmallGroupOS a limited license to store, process, and display your data solely for the purpose of providing the service to you. This license terminates when you delete your data or close your account.

You may export your ministry's data at any time through the platform or by contacting us.

4. Subscription and Billing

SmallGroupOS offers tiered subscription plans (Free, Starter, Ministry, and Parish). By selecting a paid plan, you agree to pay the applicable fees. Subscriptions are billed monthly. Key billing terms:

  • Paid subscriptions renew automatically each month unless cancelled
  • You may cancel your subscription at any time; service continues through the end of the billing period
  • We reserve the right to change pricing with 30 days notice to existing subscribers
  • The Free tier is always available and does not require payment information
  • Refunds are handled on a case-by-case basis; contact us if you believe a refund is warranted

5. Service Availability

We strive to keep SmallGroupOS available and reliable, but we do not guarantee uninterrupted service. We may occasionally need to perform maintenance, apply updates, or address technical issues that result in temporary downtime.

We will make reasonable efforts to provide advance notice of planned maintenance. We are not liable for any losses or damages resulting from service interruptions.

6. Privacy and Student Data

Your use of SmallGroupOS is also governed by our Privacy Policy, which describes how we collect, use, and protect data. By using SmallGroupOS, you agree to the practices described in the Privacy Policy.

You acknowledge that student data is sensitive and agree to handle it responsibly in accordance with applicable laws, including COPPA and any applicable state or local regulations regarding student privacy.

7. Mandatory Reporting

SmallGroupOS is a tool - it does not replace your legal and moral obligations. If information shared through the platform (including mood checks, brain dump walls, or crisis reports) indicates that a minor may be in danger, you are responsible for following your jurisdiction's mandatory reporting requirements and your ministry's safeguarding policies.

8. Intellectual Property

The SmallGroupOS platform, including its code, design, branding, and documentation, is the intellectual property of SmallGroupOS, Inc, Inc. Your subscription grants you a limited, non-exclusive, non-transferable license to use the platform for its intended purpose.

9. Termination

You may close your account at any time by contacting us or through your account settings. We may suspend or terminate your account if you:

  • Violate these Terms of Service
  • Use the platform in a way that endangers student safety or data security
  • Fail to pay applicable subscription fees after reasonable notice
  • Engage in fraudulent or illegal activity

Upon termination, your data will be retained for 90 days (in case you wish to reactivate), after which it will be permanently deleted. You may request immediate deletion of your data at any time.

10. Limitation of Liability

To the maximum extent permitted by law, SmallGroupOS, Inc, Inc. shall not be liable for any indirect, incidental, special, consequential, or punitive damages arising from your use of the platform. Our total liability for any claim related to the service shall not exceed the amount you paid us in the 12 months preceding the claim.

11. Changes to These Terms

We may update these Terms from time to time. We will notify registered users of material changes via email at least 30 days before they take effect. Continued use of the platform after changes take effect constitutes acceptance of the updated Terms.

12. Governing Law

These Terms are governed by the laws of the State of Texas, without regard to conflict of law principles. Any disputes arising from these Terms or your use of SmallGroupOS shall be resolved in the courts located in Travis County, Texas.

13. Contact Us

If you have questions about these Terms, please contact us at:

Email: [email protected]
Organization: SmallGroupOS, Inc, Inc.