RosterDock End User License Agreement and Service Terms

1. Who this agreement covers

RosterDock is an online service for scheduling education events, accepting student registrations, managing rosters and attendance, sending class emails, and connecting authorized systems. This End User License Agreement and Service Terms (Agreement) is between you and the operator of the RosterDock service (RosterDock, we, or us). Contact us at [email protected].

This Agreement applies to account holders, including organization administrators, instructors, and platform administrators. You must be at least 18 and able to enter an agreement to hold an account. Students who reserve seats through a public class link do not need a RosterDock account; the class organizer is responsible for its student-facing terms, permissions, and policies.

You accept for yourself. If you manage an organization or authorize purchases for it, you confirm that you have permission to act for that organization. An instructor accepting this Agreement does not, by that action alone, enroll an organization in a paid plan or authorize a charge.

2. Permission to use RosterDock

While you follow this Agreement, we give you a limited, nonexclusive, nontransferable right to use the hosted service for your authorized organization work. We retain ownership of the software, service design, and RosterDock branding. You retain your rights to the information and materials you provide. This Agreement does not grant ownership of our software or a right to sell, copy, or redistribute it.

You may use the API and webhooks when your organization has access to them. You must follow their permissions and limits. Rights required by law and licenses for third-party software remain unaffected.

3. Accounts and team access

Use accurate account information, verify your email, protect your password and recovery links, and tell us promptly if you suspect unauthorized access. Each team member should use their own account. Do not share passwords or use another person’s identity.

Administrators control organization membership, roles, settings, and instructor assignments. Instructors can access assigned events and the actions their administrator permits. One account can belong to several organizations; permission in one organization does not grant permission in another.

Keep access current when staff leave or change roles. Keep private student links, API keys, webhook secrets, online meeting links, and exported rosters secure. You are responsible for actions taken through credentials you intentionally share or fail to protect, subject to applicable law.

4. Your classes and records

Your organization is responsible for its class descriptions, dates, timezones, locations, instructors, capacity, prices, student information, attendance, cancellation policies, and the accuracy of exported records. Check important information before relying on it.

RosterDock provides administration tools. It does not teach courses, issue course certification, approve instructors, verify credentials, or guarantee that a roster satisfies a school, employer, accrediting body, or regulator. The organizer remains responsible for teaching, safety, required training records, and any course certification.

Public events appear on registration pages; unlisted events can be reached by people who have the link. An unlisted link is not a password or confidentiality control. Public descriptions and uploaded logo links should contain only information you intend to share.

Keep copies of records your organization must retain. Removing a student or event can change available seats and active roster reports while retaining historical records. Cancellation, removal, and attendance changes do not automatically refund a payment.

5. Free and Pro pricing

The Free plan is free to use, with no monthly subscription charge or payment card required. It includes event scheduling, student registration, students, rosters and exports, attendance, email reminders, teams, cash/check tracking, and Square online payment collection. All features included in the Free plan can be used without a subscription. A 2% RosterDock platform fee applies only when an online registration payment is processed through RosterDock. Free registrations and payments recorded as cash, check, or received outside the online checkout have no RosterDock platform fee.

Pro is $12 USD per organization per month. Pro includes a reduced 1% platform fee on new online registration payments, API access, and signed webhooks. Each organization upgrades separately. Square processing fees are additional on both plans. No RosterDock platform fee applies to free registrations or payments recorded as cash, check, or received outside the online checkout.

The organization pays the platform fee from its payment proceeds; RosterDock does not add that fee to the student’s listed class price. The fee is calculated on the whole registration payment and rounded to the nearest cent, with half a cent rounded up. There is no minimum platform fee. The rate and amount are fixed when a checkout reservation is created; a later upgrade, downgrade, or exemption does not change that checkout quote. Existing checkouts created before fees were introduced retain their original quote.

A subscription exemption and a platform fee exemption are separate. An authorized subscription exemption grants Pro features and the 1% rate, but does not waive transaction fees. A separately granted platform fee exemption waives fees on new checkout quotes. Pricing shown in Billing and Payments identifies the organization’s current plan and rate.

We will disclose changes to plan prices or platform fees before they apply. Updating or accepting this Agreement alone does not change an existing authorized subscription amount or rewrite an existing checkout quote. No fee change applies retroactively to completed transactions.

6. Pro billing and cancellation

An authorized administrator must separately enroll in Pro and consent to recurring billing in Billing. Accepting this Agreement does not save a payment card, create a subscription, or charge a card. Billing shows the amount, start date, and recurring schedule before enrollment. Square handles card entry; RosterDock uses payment tokens and does not store card numbers.

Pro benefits begin after the subscription payment is verified. An account awaiting payment or a previously authorized trial remains on the Free payment rate until paid access starts. Previously authorized trial dates and paid periods are honored.

You can cancel future automatic subscription billing in Billing. Pro continues through an already paid period, then the organization returns to Free. Failed renewals may receive the existing seven-day grace period; cancellation does not add a grace period. The Free plan remains free to use, and online payments processed through RosterDock have a 2% platform fee; API access and webhook delivery stop when Pro access ends. A separate fee exemption remains in effect. Previously canceled subscriptions may require support to restart safely.

Canceling a subscription, signing out, or declining a new version of this Agreement does not by itself refund a prior payment. Declining the Agreement also does not cancel an existing subscription. Contact [email protected] to cancel billing or request access to your records if you cannot continue into Billing. We do not promise prorated subscription refunds, except where applicable law requires a refund or we agree otherwise. Contact support about billing errors or refund requests.

7. Square checkout and student refunds

Your organization connects its own Square business and selects a payment location. You authorize the permissions requested by Square to process and reconcile payments and, where applicable, collect the disclosed platform fee. Square’s own terms, fees, eligibility requirements, and payment rules also apply.

Square processes payments and credits the connected business’s proceeds after applicable fees. Application fees are credited to RosterDock’s developer account. RosterDock is not the provider of your classes and does not guarantee payment approval, settlement timing, processor availability, or protection from disputes and chargebacks.

Checkout temporarily holds seats. A return from Square is not proof that payment has completed; RosterDock confirms a reservation after verifying the payment. A payment received after a reservation closes may need organizer review and does not automatically reclaim a seat.

The organizer decides its student refund and cancellation policies and handles refunds in Square. Canceling an event, removing a student, or marking an invoice for later does not issue a refund. Invoice later is a tracking status; it does not create or send a Square invoice. Marking payment received separately records your report of receipt, not a verified Square transaction.

RosterDock synchronizes payment and student refund status. The platform fee shown in payment records is the original collected amount before any fee refund. Platform fee refunds follow the amounts actually refunded through Square; RosterDock does not promise that every organizer-initiated refund will also refund the platform fee. Contact support to review fee discrepancies.

8. Student information, communications, and privacy

Only provide information you have permission to collect and use. Your organization is responsible for giving students any notices and obtaining permissions required for registration, attendance records, class emails, instructor access, payment processing, and connected services. For information about minors, obtain permission from a parent, guardian, or other authorized person when required.

You keep your rights to your content. You give RosterDock permission to host, store, process, display, export, and transmit it as needed to provide the service, carry out your instructions, investigate service problems, protect the service, and meet legal obligations. This includes providing access to your authorized team and using service providers for hosting, email delivery, and payments. It does not transfer ownership of your content to us.

We maintain account, registration, attendance, payment-reference, delivery, and audit records needed to operate the service. We also record the agreement version, exact text, account name/email at acceptance, and acceptance time. Public-page analytics use a browser identifier and may use an IP address for approximate country lookup; this is not precise location tracking. Retention depends on the record type, operational needs, and legal requirements. Removing a visible item does not necessarily erase historical records or backups.

Do not submit medical histories, payment card numbers, government identifiers, or other sensitive information that is not needed for ordinary class registration. RosterDock does not promise suitability for protected health information or compliance with specialized regulated-data requirements through this Agreement.

Class confirmations, reminders, cancellations, account messages, and billing notices support the requested service. Do not use RosterDock to send spam or unauthorized marketing. Email can be delayed, filtered, or fail; your organization should verify delivery when a notice is time-sensitive. SMS is not currently provided.

Contact [email protected] for privacy, access, correction, or deletion requests. We may need to confirm your identity and authority, coordinate with the organization that controls the records, or retain records required by law. This Agreement does not replace notices your organization owes its students.

9. API, webhooks, and connected services

API keys are limited to an organization and selected permissions. Keep them on a trusted server or in secure automation settings, not in public webpages. Revoke keys that are lost or exposed. Your organization is responsible for deciding which outside systems receive its data.

Webhooks notify a configured system about changes. Your receiving system should check signatures, handle repeated or out-of-order messages, and retrieve current records before relying on a notification. Delivery retries are limited; skipped notifications are not automatically replayed when Pro resumes. The service does not guarantee uninterrupted integration delivery.

Third-party services have their own terms and practices. We are not responsible for services outside our control, including their outages or their use of information you direct to them. Features not currently offered, including waitlists, SMS, Stripe payments, and in-app refund initiation, are not promised by this Agreement.

10. Acceptable use

Do not use the service unlawfully, impersonate others, upload material you have no right to use, harass people, send spam, distribute malware, or attempt to access another organization’s information.

Do not bypass access controls, probe or attack the service without permission, misuse payment flows, resell unauthorized access, or intentionally overload the service. Respect API request limits. Report suspected security problems privately to [email protected] rather than exposing student information.

11. Availability, suspension, and leaving the service

We may improve or change features, perform maintenance, and correct errors. We do not promise uninterrupted or error-free operation, guaranteed message delivery, or a particular availability level. Maintain suitable backup records and another way to communicate important class changes.

We may restrict or suspend access when reasonably needed to address security threats, unlawful use, material violations, or legal obligations. We will provide notice and an opportunity to address the issue when reasonable, but urgent protection may require action first.

You can stop using RosterDock and cancel recurring billing. Contact support to request account closure or authorized exports. When possible and consistent with security and legal obligations, we will help you retrieve records your organization is entitled to receive. Closing access does not erase fees already owed, completed transactions, audit history, or records we must lawfully retain.

12. Warranty and limits of responsibility

To the extent permitted by applicable law, RosterDock is provided as is and as available, without warranties of merchantability, fitness for a particular purpose, or noninfringement. We do not warrant the accuracy of information entered by users or that the service will meet every certification, regulatory, or recordkeeping requirement.

To the extent permitted by applicable law, neither party is liable to the other under this Agreement for indirect, special, incidental, consequential, or punitive damages, including lost profits or opportunities. RosterDock’s total liability arising from the service is limited to the greater of $100 USD or the subscription and platform fees your organization paid to RosterDock during the 12 months before the event giving rise to the claim. Student tuition paid to organizers and Square’s processing charges are not fees paid to RosterDock for this limit.

These limits do not exclude liability that cannot legally be excluded, including liability for fraud or intentional misconduct where the law prohibits its exclusion. Any mandatory consumer rights remain in effect.

13. Versions, acceptance, and contact

The agreement page identifies the version and publication date. New account holders must review and accept the current version before using account-based organizer tools. Existing account holders must accept again when a new version takes effect. Acceptance is recorded separately for each account and applies across that account’s organizations.

You can read the current agreement and published earlier versions without signing in. If you do not agree, sign out and contact support about billing cancellation or records. Declining does not automatically cancel a subscription. A revised agreement does not remove rights or obligations that already arose under an earlier accepted version.

This Agreement covers use of RosterDock. Separate billing consent and the organization’s student-facing class policies continue to govern their respective subjects. If one provision is unenforceable, the remaining provisions continue to the extent permitted by law. No arbitration requirement or waiver of a jury trial is imposed by this Agreement.

Questions, billing requests, privacy requests, or feature suggestions: [email protected].