Terms of service

Version 1, in effect since Oct 24, 2026.

About these terms

These terms are an agreement between VantageTech Apps Limited ("VantageTech", "we", "us" and "our") and the organization that uses ORG-APP ("you" and "your"). VantageTech Apps Limited is a federal corporation incorporated under the laws of Canada and registered in Ontario, corporation number 1827120-8.

You accept these terms, and our data processing agreement, by checking the box that names them when you create your organization on ORG-APP. If we set up your organization for you, your first Owner accepts them as they open their account; and if your organization was created before these terms were published, an Owner is asked to accept them. We keep a record of each acceptance and of the versions accepted. The person who accepts these terms confirms that they may bind the organization to them. They apply for as long as the organization uses ORG-APP.

These also form part of our agreement with you:

our Data processing agreement, which covers the personal data we handle for you;
any order form, quote or contract we have agreed with you in writing.

Our Privacy policy explains how we handle personal data for our own purposes.

If these documents conflict, a signed order form or contract comes first, then the data processing agreement for anything about personal data, and then these terms.

1. The service

ORG-APP is an online service for running an organization: its people and units, time and attendance, leave, training, courses, classes and certificates, events and programs with public bookings, giving and donors, money and its books, governance, messages, documents and a public website. Your plan decides which features you have. Our pricing page describes the plans.

We keep improving ORG-APP, so its features change over time. Before a change that takes away something important in your plan, we will tell your Owners.

2. Accounts and roles

The person who creates your organization becomes its first Owner.
Keep at least one Owner with a working email address. Our notices about bills, trials and changes to these terms go to your Owners.
Your Owners and administrators decide who has an account, which roles they hold and in which units, and so what each person can see and do.
ORG-APP's roles include Owner, Organization admin, IT admin, Board member, Unit coordinator, Unit lead, Finance officer, HR administrator, Safeguarding lead, Program manager, Communications, Auditor, Staff and Volunteer, and you can make your own.
Accounts belong to your organization. The people who use them act for you, and you are responsible for what is done through your accounts.
Each person should have their own account, and keep their password and sign-in codes to themselves.
Two-step sign-in is required by default for anyone with an organization-wide role, and for anyone who can see pay or safeguarding checks or post to the books. Your Owner can change this in Settings; we recommend keeping it on.
Where ORG-APP offers it, your people can sign in with Google unless your Owner turns it off. That never creates an account: the person must already have one, with the same email address.
Accounts for young people: a person under 13 may have an account only once a parent's or guardian's approval has been recorded by your organization on the person's page, with the parent's or guardian's name, how they are related and how the approval was given; no email address or phone number is asked of the parent. A person of 13 or over may have an account. Nobody under 18 can have a one-to-one conversation in Messages; a group conversation that includes somebody under 18 has at least two adults in it; nothing in such a conversation is ever withdrawn or edited; and a person under 13 sends no messages, since messages for them go to a parent or guardian your organization has linked to them. You are responsible for recording approvals truthfully, and for any further consent the law where you are requires.
If you think an account has been misused, tell us at once: in ORG-APP under Help & support, choosing "A suspected data breach", or at legal@org-app.com.

Your website, public booking pages, Give pages, group invitations and the join links of classes that allow guests can be used by anyone who has their address. You decide what they show and what they ask for.

What we check before some changes

Before your organization can take payments for places or gifts, we check who runs it. Ask to be verified in Settings › Organization.
A change to your organization's name, product name or web address waits for our approval, so that no organization can pass for another.

3. Your data

"Your data" means everything your organization and its people put into ORG-APP, including personal data about your people.

You own your data. We claim no rights in it except those these terms give us.
You allow us to store, copy, process and show your data only as needed to provide, support and secure ORG-APP for you, as our data processing agreement describes.
For personal data in your data, you are the controller, and we are your processor.
You are responsible for your data: for having the right to put it into ORG-APP, for keeping it accurate, and for any lawful reason, notice or consent the law requires. That includes consent from a parent or guardian where a child is concerned, and the care the law asks for with health information and background checks.
You decide who can see what. ORG-APP gives you controls for this, such as roles, withholding members' names from the levels above a unit, and marking documents as sensitive or restricted.
You decide how long to keep your data, apart from what ORG-APP removes by itself, which our privacy policy lists.
If your website, booking pages, Give pages, group invitations or classes' joining questions collect personal data, give people the notice the law requires. Add your privacy notice's address in Settings › Your data › Your privacy notice, and ORG-APP links it from your website's footer and from every public form.
We may use statistics about how ORG-APP is used that identify no person, such as how often organizations open each page, to improve the service.

4. Acceptable use

You and your people must not use ORG-APP to:

break the law, or help anyone else to break it;
store or send anything you have no right to, or that infringes anyone's rights;
harass, threaten or discriminate against anyone, or put anyone at risk;
send messages or broadcasts to people who have not agreed to hear from you, where the law requires that agreement;
ask for gifts or payments by deceiving anyone;
upload malware, or anything designed to harm people or systems;
try to reach other organizations' data, other people's accounts, or parts of ORG-APP you are not allowed to use;
test, probe or get around ORG-APP's security or limits, unless we have agreed to it in writing;
overload ORG-APP, or copy data out of it by automated means other than the downloads and features it offers;
resell ORG-APP, or offer it to others as your own, without our written agreement;
keep card numbers, passwords or similar secrets in ordinary fields or documents.

ORG-APP limits how often some actions can be taken, to protect everyone who uses it.

5. Plans, trials and billing

Prices

Prices are on our pricing page, in US dollars. Prices do not include taxes. Where the law requires us to collect GST/HST or another sales tax, we add it to your bill, and you pay it.

The free plan and trials

The free plan costs nothing. Some paid plans start with a free trial, and no card is needed for it. A trial ends at the end of its last day, in your organization's time zone. If you have not chosen a paid plan by then, your organization moves to the free plan. Features the free plan does not include are hidden, not deleted, and come back as they were when you choose a paid plan. We may extend a trial. We may also end one early, and we tell your Owner by email when a trial ends.

Paying online

When online payment is switched on, your Owner or an Organization admin can pay by card in Settings › Billing. Stripe takes the payment on its own pages. A subscription renews automatically each month or each year until it is canceled. A change to your plan or add-ons takes effect straight away, and Stripe adjusts the charge for the rest of the period. You can update your card, see receipts and cancel through "Manage in Stripe" in Settings › Billing. A canceled subscription runs to the end of the period you have paid for, and your organization then moves to the free plan. While online payment is not switched on, we change your plan for you when you ask.

Billing by contract

We can also bill you by contract, under an order form or quote we both agree. We then send you invoices from our own books, each with a due date, and you pay by bank transfer, check or another way we agree. Pay each invoice by its due date; an invoice that is not paid by then makes your organization past due, as section 6 describes.

Discounts and waived fees

We may agree a discount with you: a percentage or an amount off, for a set time or for a single invoice. We may also waive your plan's fee, for a number of months or for as long as you subscribe. A discount or waiver lasts for the time we agreed, and then the normal price applies again. We record every discount and waiver in your organization's audit trail and in ours.

Refunds

Fees are non-refundable, including for partial periods and unused time, except where the law requires a refund. If you pay online and move to a smaller plan or remove an add-on during a period you have paid for, Stripe credits the unused part against your next bill, as "Paying online" says; it is not paid back.

Partners

If a partner introduced you, we may record their code and pay them a share of what you pay us. That does not change your price unless we tell you it does.

6. Late payment and read-only

If a payment fails, or a contract invoice is not paid by its due date, your organization is past due from that day, and we email your Owner.
The count starts at the first missed payment. Trying the payment again does not restart it.
If the bill is still unpaid 30 days later, your organization becomes read-only until it is paid. Everyone can still sign in and see everything, but nothing can be changed. Settings › Billing and Help & support keep working.
Nothing is deleted. Paying brings everything back as it was.

7. Suspension for other reasons

We may suspend your organization, or an account in it, if:

you seriously or repeatedly break these terms;
it is needed to protect ORG-APP, other organizations or anyone's safety;
the law requires it.

We will tell your Owner why, and give you the chance to put things right first, unless the risk or the law makes that impossible. We lift a suspension made for these reasons ourselves; paying a bill does not lift it. While we deal with an incident, we may also switch off a feature for the organizations it affects.

8. Your own storage

You can keep your organization's new files in your own S3-compatible storage bucket, instead of ours, in Settings › Your data.

Files uploaded before the change stay where they were put.
The bucket must be private. You are responsible for it: its security, its costs, its backups and who else can reach it.
ORG-APP refuses uploads until it has checked that it can write, read and delete in the bucket.
We keep the bucket's credentials encrypted, and use them only to store, fetch and delete your files.
If the bucket stops working, uploads are refused and its files may not open. We are not responsible for data lost from a bucket you control.

9. Services you connect, and video

Some features rely on services you or your people choose, under those services' own terms: your own Stripe account for payments for bookings and classes, Sign in with Google, your own video service, a payment page you link to, calendar apps and your own storage bucket. Your use of those services is between you and their providers.

Money from bookings, paid classes and gifts goes straight to your organization, however it is paid: by card through your own Stripe account, by bank transfer or QR code, through a payment page you link to, or in cash. We never hold that money, and we take no fee from it.

ORG-APP's own video rooms run on our own video server, meet.org-app.com, which Hetzner Online hosts for us in Helsinki, Finland, as one of our sub-processors. Each person joins with their own signed link, which names them and expires, so a room's address alone lets nobody in. An organization that prefers can hold its calls on a video service it controls, and add the call's link to the meeting instead.

Translate, where it is switched on, sends one message's text to Anthropic when its reader asks for a translation; our privacy policy describes it.

10. Security, support and availability

We protect your data with the measures listed in our data processing agreement.

Ask for help in ORG-APP, under Help & support. If you cannot sign in, email support@org-app.com.
With your agreement, our support staff can look at your organization to solve a problem. Ask through Help & support, choosing "A support visit to our organization". A visit is read-only, lasts at most 30 minutes, cannot see pay, safeguarding or confidential board business, and is recorded in your audit trail.
We work to keep ORG-APP running at all times, but we cannot promise that it will never be interrupted or never have errors. We offer no service level or service credits unless a signed order form says so.
Some parts of ORG-APP depend on other companies, such as email delivery. When one of them fails, ORG-APP keeps working where it can and catches up afterwards: an email that cannot be sent waits and is tried again.
We may need to pause ORG-APP for maintenance, and we try to do it when it is least used.
Backups: ORG-APP's database is backed up as our database host provides backups for our plan.

11. Leaving ORG-APP

Taking your data with you

While your organization is open, an administrator of your whole organization can download an archive in Settings › Your data. It holds your main records as spreadsheets: units, people and their roles, events, the ledger, levies, hours, leave, meetings and their minutes, resolutions and expenses, each as far as that administrator's own role may read them. It can also list your documents and, if you ask, include links to download them, which work for one day, or seven if your organization chooses. Restricted documents are left out of it. Some records are not in the archive yet, such as people's details beyond their names and email addresses, pay details, checks, bookings, gifts and donors, training records, reports and messages. Many of them can be downloaded from their own pages, each of your people can download their own data from Your account, and we will help you export the rest when you ask. Download what you need before your organization is closed: a closed organization is read-only, and you may not be able to download from it.

Closing your organization

Cancel any subscription first, so that you are not charged again.
Your Owner asks us to close the organization, in Help & support: choose "A request under data law", then "Close and erase".
We make sure you have your archive, and then close your organization. It becomes read-only: your people can still sign in and see their records, but nothing can be changed, and nothing is deleted.
To have your organization's data erased, your Owner asks us in that request. We agree a day with your Owner, at least 7 and at most 90 days ahead, a second member of our team approves it, and we tell your Owners the day. On that day we delete every record of your organization that we hold, including the files in our storage, and retire its web address; we then tell your Owners it is done. Until then we keep it, protected by our data processing agreement and used for nothing else, and ORG-APP's own removals of old data go on as before.
On your Owner's request, we also erase any one person from your records, and their files from our storage, at any time.
We keep what the law requires us to keep, such as invoices, and the records about your account that our privacy policy describes.

If we close your organization

If your organization stays read-only because of an unpaid bill, or we end this agreement because of a serious breach, we may close it. We will give your Owner 30 days' notice first, so that they can download what they need. Closing deletes nothing, as above.

Ending this agreement

You can stop using ORG-APP at any time.
We can end this agreement by giving your Owner 90 days' notice.
Either of us can end it straight away if the other seriously breaks it and does not put it right within 30 days of being told.
When it ends, the parts of these terms that are meant to continue do so, including those about your data, money owed, liability and disputes.

12. Confidentiality

We keep your data confidential, as our data processing agreement describes. You keep confidential anything about ORG-APP that we tell you is confidential, such as prices agreed only with you.

13. Intellectual property

We own ORG-APP: its software, design and content, apart from your data. While these terms apply, you may use ORG-APP for your organization's own purposes. If you send us ideas or feedback, we may use them without owing you anything. Your name and logo stay yours, and we name you as a customer, for example on our website, only with your permission.

14. Our promises

We provide ORG-APP with reasonable skill and care. Apart from that, and as far as the law allows, ORG-APP is provided as it is, without other promises, whether stated or implied, including any promise that it is fit for a particular purpose.

15. Liability

Nothing in these terms limits a liability that the law does not allow to be limited.
Apart from that, neither of us is liable for indirect or consequential losses, or for lost profits, income or goodwill.
Apart from that, each party's total liability under this agreement is limited to the fees you paid us in the 12 months before the claim, or 100 US dollars if that is more.

16. Indemnity

You will defend us against any claim by someone else that arises from your data, or from a breach of section 4 by you or your people, and pay the costs and damages that result. We will defend you against any claim that ORG-APP, used as these terms allow, infringes someone's intellectual property, and pay the costs and damages that result.

17. Changes to these terms

When we change these terms, we tell every organization's Owner by email at least 30 days before the new version takes effect, and we keep a record of whom we told. This page then shows the change that is coming, and a "What changes" page shows exactly what changes, line by line. If you do not accept a change, you can stop using ORG-APP before it takes effect. Leaving because of a change gives no refund, unless the law requires one. If you keep using ORG-APP after the change takes effect, the new version applies.

18. General

These terms are governed by the laws of the Province of Ontario and the federal laws of Canada that apply there.
Any dispute about them goes to the courts of Ontario, and each of us accepts their jurisdiction.
We send notices to your Owners' email addresses. Send notices to us at legal@org-app.com.
Neither of us is responsible for a delay or failure caused by events beyond our reasonable control.
You may not transfer this agreement without our written agreement. We may transfer it to a company that takes over our business, and we will tell you if we do.
If part of these terms cannot be enforced, the rest still applies.
If we do not enforce something straight away, we can still enforce it later.
These terms, with the documents listed under "About these terms", are the whole agreement between us about ORG-APP.

Contact us

VantageTech Apps Limited
Help with ORG-APP: support@org-app.com
Legal notices: legal@org-app.com