Terms of Service

1. Agreement to Terms

By creating an account or using the CAASYS platform (“Service”), you agree to be bound by these Terms of Service (“Terms”). If you are registering on behalf of a church or organisation, you represent that you have the authority to bind that entity to these Terms. If you do not agree, please do not use the Service.

2. Description of Service

CAASYS is a cloud-based church administration and attendance management system. The Service includes check-in tools, member management, visitor tracking, communication features, reporting, and related functionality as described on our website. We may update or modify features from time to time.

3. Accounts & Registration

• You must provide accurate and complete information when creating an account.
• You are responsible for maintaining the confidentiality of your login credentials.
• You must promptly notify us of any unauthorised access to your account.
• One church account is intended for one legal church entity. Sharing accounts across separate organisations is not permitted.

4. Subscription Plans & Payment

4.1 Free Trial

New churches receive a 30-day free trial with Growth-tier access. No payment details are required to begin a trial. At the end of the trial, write access to the platform is restricted until a paid plan is selected.

4.2 Paid Plans

Paid subscriptions are billed monthly or annually via Stripe. Prices are listed in GBP and are exclusive of VAT where applicable. We reserve the right to change pricing with 30 days’ written notice.

4.3 SMS Credits

Each plan includes a monthly SMS allowance. Additional SMS credits can be purchased as top-ups. Unused credits do not roll over between billing periods.

4.4 Payment Failures

If a payment fails, we provide a 7-day grace period during which the Service continues to function. After 7 days, write access is suspended until payment is resolved.

5. Data Ownership

• Your data is yours. The church retains full ownership of all member, visitor, attendance, giving, and pastoral data entered into the platform.
• We act as a data processor under UK GDPR. The church is the data controller.
• You may export your data at any time using the built-in export tools (CSV, PDF).
• Upon account cancellation, your data is retained for 90 days and then permanently deleted. You may request earlier deletion by contacting us.

6. Acceptable Use

You agree not to:

• Use the Service for any unlawful purpose
• Upload or transmit malicious code, spam, or harmful content
• Attempt to gain unauthorised access to other accounts or our infrastructure
• Use the Service to harass, discriminate against, or harm individuals
• Exceed the usage limits of your subscription tier (member caps, kiosk limits, etc.)
• Resell, sublicence, or redistribute the Service without our written consent

7. Communications Sent via the Platform

CAASYS enables churches to send SMS and email messages to their members and visitors. The church is solely responsible for:

• Obtaining appropriate consent from recipients before sending communications
• The content of all messages sent through the platform
• Compliance with applicable regulations, including the Privacy and Electronic Communications Regulations (PECR)

CAASYS is not liable for messages sent by churches that violate applicable laws.

8. Service Availability

We aim to maintain 99.9% uptime but do not guarantee uninterrupted access. Planned maintenance windows will be communicated in advance where possible. We are not liable for service interruptions caused by factors beyond our reasonable control, including third-party hosting providers, internet outages, or force majeure events.

9. Intellectual Property

All rights in the CAASYS platform — including software, design, trademarks, and documentation — remain with CAASYS. Your subscription grants a limited, non-exclusive, non-transferable licence to use the Service for its intended purpose during your subscription period.

10. Cancellation & Termination

• You may cancel your subscription at any time via the billing page. Access continues until the end of the current billing period.
• We may suspend or terminate your account if you breach these Terms, with reasonable notice where practicable.
• Upon termination, your right to use the Service ceases immediately. Data retention is governed by Section 5 and our Privacy Policy.

11. Limitation of Liability

To the fullest extent permitted by law:

• CAASYS is provided “as is” without warranties of any kind, whether express or implied.
• Our total liability for any claim arising from these Terms or the Service shall not exceed the amount you paid us in the 12 months preceding the claim.
• We are not liable for indirect, consequential, incidental, or punitive damages, including loss of data, revenue, or goodwill.

Nothing in these Terms limits liability for fraud, death, or personal injury caused by negligence, or any other liability that cannot be excluded by law.

12. Indemnification

You agree to indemnify and hold CAASYS harmless from any claims, damages, or expenses arising from your use of the Service, your violation of these Terms, or your violation of any third-party rights.

13. Changes to These Terms

We may revise these Terms from time to time. Material changes will be communicated via email to church administrators at least 14 days before taking effect. Continued use of the Service after changes take effect constitutes acceptance of the revised Terms.

14. Governing Law

These Terms are governed by the laws of England and Wales. Any disputes arising from these Terms shall be subject to the exclusive jurisdiction of the courts of England and Wales.

15. Contact

For questions about these Terms, please contact:

CAASYS
Email: [email protected]