Terms of Service

1. Agreement to terms

These Terms of Service govern access to and use of Coetio™, a club-management service, and Coevio™, the same underlying service operated for organizations that host volunteers. Both are operated from Coetio, 9 Townsend West, Nashua, NH 03063, United States. “Coetio” is used in these terms as the defined name for the service regardless of which mark a given deployment displays. “You” means the person or club using the service.

Creating an account or otherwise using Coetio constitutes acceptance of these terms. A person who does not accept these terms must not use the service. These terms incorporate the Privacy Policy, which governs the collection and use of information, and the Community Guidelines, which govern content and conduct. Both are part of this agreement.

2. Eligibility

An account may be held only by a person 13 years of age or older. Since August 24, 2026, creating an account directly on Coetio requires a real date of birth, checked against this minimum before the account is created; an account created earlier was not asked and is not affected by this specific check. Separately, and without regard to that date, the club-join form open to visitors without an account requires a checkbox confirmation of this requirement, and a leader importing a roster must confirm it for every person on the list. A violation of this requirement is grounds for immediate account termination under section 16, and the takedown process described in the Privacy Policy applies. A person under 18 should have a parent or guardian's permission to use the service, and school-specific rules may apply. Use of Coetio on behalf of a club requires authorization to act for that club.

Roster entries may be created only for real individuals who are aware their information is being recorded. Coetio is a tool for operating actual clubs and volunteer programs, not for collecting information about people who are not involved.

3. Your account

Account information must be accurate and kept current. Account credentials must not be shared. A suspected unauthorized access to an account must be reported to support@coetio.com promptly. The account holder is responsible for activity occurring under their account. One account is permitted per person, and impersonation of another person is prohibited.

4. Acceptable use

The Community Guidelines set out the applicable rules in full. Coetio must not be used to:

harass, bully, threaten, or harm any person;
post content that is illegal, hateful, violent, or sexually explicit;
disclose another person's private information without authorization;
collect information about a person without that person's knowledge;
create a fictitious club, or misrepresent a club, school, or organization;
impersonate another person, a school, or Coetio itself;
falsify a record, including attendance, service hours, or a vote;
transmit spam, a scam, or unsolicited messages through the service;
interfere with, overload, scrape, or obtain unauthorized access to the service or its data;
resell the service or use it for commercial advertising.

A violation of these rules may result in removal of content, or suspension or termination of an account or a club, under section 11.

5. Club roles and leaders

Coetio distinguishes the following account types within a club. These terms are used precisely and consistently throughout this document and the Privacy Policy:

Owner (also called president): the account that created the club, or to which it has been transferred under section 12. The owner has complete access to the club's records and settings and cannot be removed from the club by another member.
Officer: a member granted the officer role by the owner on the Leadership page. An officer's access is not fixed. It is determined by the club's capability configuration, which the owner sets in Settings and which may grant an officer anywhere from no management access to the full set of capabilities available to a leader, individually selected.
Advisor: a member granted the advisor role by the owner. By default an advisor has read-only visibility into the club. The owner may grant an advisor any capability available to an officer.
Member: a roster entry holding neither the officer nor the advisor role. By default a member has no club-management access; the owner may grant a member any capability available to an officer.
Leader, as used in these terms, means the owner together with any officer, advisor, or member who holds at least one management capability in that club. A specific leader's access is limited to the capabilities that account holds.

Leading a club means holding other members' information, and additional obligations attach to that role. A club owner deciding what each role may do should extend access deliberately, in the same way access to a shared resource would be extended.

A leader agrees to:

collect only the information the club requires, recognizing that a club-defined roster field may hold sensitive information;
disclose to members what is being recorded about them where that is not evident from the interface;
keep member contact details private, and not publish, sell, or reuse them outside the club;
handle roster exports and backup files with care, since a downloaded file is no longer subject to Coetio's access controls;
access a member's record only where necessary to operate the club, not for personal curiosity;
treat the dated records the product keeps as an operational record, not as evidence for disciplining a member. Every reminder sent to a member about a task is stored with the sending leader's identity, as is every completion mark. Marking a task complete for every assignee, or reopening one, is also stored with the acting leader's identity;
record attendance, task completion, and record corrections only where they reflect what actually occurred. These are records concerning real individuals, and an inaccurate record is worse than a missing one;
understand that a meeting-cancellation notice, once sent to the club as an announcement and push notification, cannot be recalled;
use the preview-as-member view described in section 6 to verify the product's member-facing behavior, not to observe a specific individual;
comply with the club's school's rules regarding student organizations and student information, including any parental-consent requirement;
obtain permission before posting a photo of another student, and remove it on request;
remove a member from the roster promptly upon departure or request.

A leader is responsible for how they use the information their club holds. Coetio provides the access controls and default settings described in this section, and does not supervise how an individual leader exercises the access granted to them.

6. Leader access to member information

Membership in a club means that club's leaders, as defined in section 5, can access records about a member, and certain leaders can create records about a member. This section summarizes that access; the Privacy Policy has the complete description.

A member's roster row, check-in dates and exact times, service hours, dues status, RSVPs, and answers to a club's join and check-in questions are visible to leaders with the relevant capability. A member's phone number is visible only to the club owner and to accounts with platform administrative access.
A leader with attendance access may mark a member present manually or remove a same-day mark. A manual mark is stored identically to a self-scan, so the record does not distinguish which occurred. A member may request correction of an inaccurate attendance record from the event's page, subject to leader approval or rejection.
Work is recorded with identities and timestamps. When a task is created, assigned, reminded about, or marked complete, the acting account and the time are stored. A leader with visibility into a task sees its complete history. Another member assigned to the same task sees who created it and who completed each shared step, without seeing the identities of other assignees.
A leader with task-management access, or a committee chair granted that capability by the owner, may mark an entire task complete for every assignee, or reopen it, which clears completion marks including those a member entered themselves. Both actions are stored with the acting leader's identity and the time, and shown to leaders in that task's history.
A record of which members have opened a given announcement.
A club owner may use the preview-as-member view to see the product as one of their own members sees it. It never discloses information beyond what the owner already had access to, no write operation occurs while it is active, and the previewed member is not notified.

Whether other members can see one another's individual records is a club-level setting disabled by default until the owner enables it. Accounts with platform administrative access can reach the complete database, as described in the Privacy Policy. Personal information is not sold. Beyond the service providers identified in that policy, no outside party accesses it except as required to operate the service.

7. Your content

Ownership of content posted to Coetio, including announcements, notes, photos, documents, and all other material created by an account or a club, is retained by the account or club that created it. Coetio claims no ownership of that content.

By posting content to Coetio, the posting account grants Coetio a worldwide, non-exclusive, royalty-free license to host, store, back up, copy, reformat, and display that content, solely to operate and provide the service to that account and its club. This license extends to the service providers Coetio relies on to operate, including Supabase for database and file storage, Vercel for hosting, and Resend for email, solely so that each may perform its designated function. The license continues for as long as the content remains on the service, plus the period a deleted item remains in trash or in a backup file under the Privacy Policy. Coetio will not use posted content for advertising or to train a model, and will not license it to a third party.

The posting account is responsible for content it posts. Content may be posted only where the posting account holds the right to share it, and a photo of another student must not be posted without that student's permission, or a guardian's. Deleting content removes it from the live service. A copy may persist in a backup file until that file is deleted, which occurs automatically no later than 90 days after the backup was created. An uploaded image or document also leaves a stored file that can persist beyond the record referencing it; contact support@coetio.com with the file link to request permanent removal.

A claim that content on Coetio infringes a copyright should be sent to support@coetio.com with a link to the content and evidence of the claimed right. Reported infringing material is reviewed and removed where appropriate.

8. Trademarks and intellectual property

Coetio™ and Coevio™ are trademarks of Coetio. The Coetio name, the Coevio name, associated logos, the product design, and the underlying software are protected by copyright and trademark law. Reproduction, resale, redistribution, or creation of a derivative version of the service or its branding without written permission is prohibited. Nothing in these terms grants a license to use Coetio's or Coevio's brand assets.

9. Nature of the service

Coetio provides software. Clubs on the service are operated independently by their own members. Coetio is not affiliated with any club or school, does not endorse a club or its mission, and does not supervise club activity. Content posted by a club belongs to that club, not to Coetio.

Accordingly, Coetio is not responsible for content a club posts, decisions a club makes, information a club collects, or actions a club takes, and is not responsible for events occurring at a club's meetings or activities in the physical world. Coetio is not responsible for the acts or omissions of any school, club, officer, advisor, or member. Coetio is not a school-records system, and records maintained on Coetio are not official school records. Coetio is not an emergency or safety service; a person in danger should contact their school or local emergency services directly, not Coetio.

10. Schools

School staff may verify their school at /schools/verify. Each claim is reviewed and approved or rejected. Verification is free and grants nothing beyond a note that a club's own leaders can see on that club's Settings page, confirming the school is verified.

Verification creates no console, dashboard, or login of any kind through which a school can view a club's roster, records, membership count, meeting activity, or any other data. A verified staff member cannot join a club, post to it, view its roster, remove a member, or take any action inside a club on the strength of that verification. A verified staff member retains an ordinary Coetio account and may join a club as any other person would, subject to that club's own join policy.

A school's own rules regarding student organizations and student information continue to apply independent of Coetio, and a club that violates them is answerable to the school.

11. Reports, moderation, and appeals

A club may be reported using the report link on its join page, or by contacting support@coetio.com. Reports are reviewed manually. Review of every report, or discovery of every violation independent of a report, is not guaranteed.

Where content or conduct violates these terms or the Community Guidelines, Coetio may remove content, suspend a club, suspend or terminate an account, or delete a club. Coetio may act at its discretion, without prior notice, where circumstances warrant.

A suspension pauses a club without deleting any content. While a club is suspended: its join page shows a notice to its own members and the owner, and answers not-found to everyone else; invite links, codes, and QR posters are disabled and no new member may join; leaders cannot post, modify the roster, record attendance, assign work, or otherwise modify club records; the club sends no push notification and no email; and club data exports are disabled. Members retain the ability to sign in, view existing content, mute the club, or leave it. Every member sees an in-app notice naming the suspended club, with an explanation shown on first view. Lifting a suspension restores the club unchanged.

Only a club's owner may appeal a suspension, from the suspension page, and a decision will be provided in response. While a club is suspended, its owner may still transfer or delete it. An account holder whose account has been suspended may request reconsideration at support@coetio.com.

12. Transfer, pausing, and deletion of a club

A club owner may transfer ownership of a club to any email address. The recipient need not be on the club's roster and need not hold an existing Coetio account; if the address has no account, one is created as part of the transfer. The transfer form requires the recipient address to be entered twice and the club's name to be typed, and warns when the address has no existing account, but cannot verify who controls that inbox. The address should be verified carefully: the club and every record in it pass to whoever controls the recipient address, and an incorrect address transfers the club to an unintended recipient. Club records remain with the club and pass to the new owner, who gains complete access to them and assumes responsibility for them under these terms. The outgoing owner remains on the roster as an ordinary member. An account holder who does not want their information to carry through a transfer should leave the club or delete their account beforehand.

A club owner may also pause a club, appropriate for a period such as a school break. A paused club retains every record and remains accessible to its existing members, while its join page tells a visitor the club is paused and accepts no new join request. Pausing is reversible.

Deletion of a club is not reversible. Only the owner may delete a club from within it, and doing so removes the club and all associated content for every member at once, including the roster, attendance, tasks, minutes, financial records, and anything held in trash. Members are not notified in advance. No trash period and no restoration process applies to a deleted club. A club backup should be downloaded from Settings before deletion. A copy may persist in Coetio's own backup files until deleted under the Privacy Policy retention schedule (no later than 90 days); those backups exist to restore the service after a failure, not to recover a specific club's deleted records. Coetio may also delete a club as a moderation action under section 11.

13. Disclaimer of warranties

Coetio is provided free of charge, on an “as is” and “as available” basis. To the fullest extent permitted by applicable law, Coetio disclaims all warranties of any kind, express or implied, including the implied warranties of merchantability, fitness for a particular purpose, non-infringement, and any warranty arising from course of dealing or usage of trade.

Coetio does not warrant that the service will be uninterrupted, timely, secure, or error-free, that it will meet any particular requirement, or that data will not be lost or become unavailable. Features may be modified or discontinued. An account holder should export important records regularly: the Profile page provides a personal data export, and a club may export its records from Settings; performing these exports before relying on any stored record is recommended. Club-level exports are disabled while a club is suspended; personal data export from the Profile page remains available.

Some jurisdictions do not permit the exclusion of certain warranties, so some of the above exclusions may not apply to a given account holder.

14. Limitation of liability

To the maximum extent permitted by applicable law:

Coetio is not liable for any indirect, incidental, special, consequential, exemplary, or punitive damages, including loss of data, loss of profits, loss of goodwill, or the cost of a substitute service, and including any damages arising from the unavailability, delay, or interruption of the service, arising out of or relating to use of the service, regardless of the theory of liability, even where advised of the possibility of such damages.
Coetio is not liable for content posted by any user or club, for the accuracy of any record entered by a leader, or for the acts, omissions, or decisions of any school, club, officer, advisor, or member using the service.
Coetio's total aggregate liability for all claims arising out of or relating to the service is limited to the greater of ten US dollars ($10) or the amount paid to Coetio for the service in the twelve months preceding the claim. Because Coetio is provided free of charge, this limit is nominal for substantially all account holders.

Nothing in these terms limits liability that cannot be limited under applicable law, including liability for fraud, or for death or personal injury caused by negligence. Some jurisdictions do not permit some of these exclusions or limitations, so some of the above may not apply to a given account holder. This limitation of liability is a fundamental term of the arrangement under which the service is provided at no charge.

15. Indemnification

An account holder agrees to indemnify and hold Coetio harmless from any claim brought by a third party arising from content that account holder posted, that account holder's use of the service, or that account holder's violation of these terms or applicable law, including reasonable legal fees incurred in defending the claim. Coetio will provide prompt notice of any such claim, and the account holder may participate in its defense. Coetio will not settle a claim in a manner that imposes an obligation on the account holder without that account holder's consent. This section does not apply to a claim arising from Coetio's own wrongdoing.

16. Termination

An account holder may stop using Coetio and delete their account at any time from the Profile page. An account that owns a club must transfer or delete it first. Account deletion removes the account's profile and personal records. The account's roster row in each club is retained but stripped of name and contact details, so the club retains its history without identifying the former member. The Privacy Policy specifies what is removed, what is retained, and where a name can persist.

Coetio may suspend or terminate the service, or an account's access to it, at any time, with or without notice, including where an account or club violates these terms, or where Coetio can no longer operate the service. Where the service is discontinued in its entirety, notice will be given and, where reasonably practicable, time provided to export records. Provisions that by their nature should survive termination, including content licenses for material retained in a backup, disclaimers, limitations of liability, indemnification, and governing law, remain in effect after termination.

17. Governing law and disputes

These terms are governed by the laws of the State of New Hampshire, United States, without regard to its conflict-of-laws principles. Any dispute requiring judicial resolution is subject to the exclusive jurisdiction of the state or federal courts located in New Hampshire, and each party consents to that jurisdiction.

Before filing a claim, the parties agree to attempt informal resolution by contacting support@coetio.comand allowing 30 days for a response. Either party may bring a claim in small claims court in lieu of the foregoing.

18. Changes to these terms

These terms may be updated from time to time; the “last updated” date above reflects the most recent revision. Where a change is material, notice will be given before it takes effect, through the product or by email to the address on the account. Continued use of Coetio after a change takes effect constitutes acceptance of the revised terms. An account holder who does not accept a revision should delete their account.

19. General provisions

Severability. If any provision of these terms is held unenforceable, that provision is limited or removed to the minimum extent necessary, and the remaining provisions remain in effect.
Entire agreement. These terms, the Privacy Policy, and the Community Guidelines constitute the entire agreement between an account holder and Coetio regarding the service, and supersede any prior understanding.
No waiver. A failure to enforce a provision of these terms does not waive the right to enforce it subsequently.
No assignment. An account holder may not transfer their account or rights under these terms without Coetio's consent. Coetio may transfer its rights and obligations under these terms, including in connection with a transfer of the service to a successor operator, and will provide notice of such a transfer.
Notices. Coetio provides notice through the product or to the email address on an account. An account holder may contact Coetio at support@coetio.com.
Force majeure. Coetio is not responsible for a failure caused by circumstances beyond its reasonable control, including a service-provider outage, a network failure, or a natural disaster.
No partnership. These terms do not create a partnership, joint venture, employment relationship, or agency relationship between an account holder and Coetio.