Terms of Service

1. Acceptance of Terms

By accessing or using the GCode Systems platform ("Service"), you agree to be bound by these Terms of Service ("Terms"). If you are using the Service on behalf of an organization, you represent that you have the authority to bind that organization to these Terms.

2. Description of Service

GCode Systems provides a cloud-based nonprofit management platform including client relationship management, human resources, fund accounting, case management, assessments, reporting, and related services. All features are available on every plan; your subscription determines the number of user accounts, not which features you may use.

3. Account Registration

Access to the Service is by invitation only. Your organization must complete the inquiry process, execute a service agreement, and, where applicable, a Business Associate Agreement (BAA) before accounts are provisioned. You are responsible for maintaining the confidentiality of your login credentials and for all activities that occur under your account.

4. Data Ownership and Privacy

Your organization retains full ownership of all data entered into the Service. We act as a data processor on your behalf. Each organization's data is encrypted with a unique, organization-specific encryption key. We will not access, use, or disclose your data except as necessary to provide the Service, comply with the law, or as described in our Privacy Policy.

5. HIPAA Compliance

For organizations that handle Protected Health Information (PHI), GCode Systems offers HIPAA-compliant infrastructure and will enter into a Business Associate Agreement (BAA). Our security measures include AES-256-GCM encryption at rest, TLS 1.2+ in transit, per-organization encryption keys, role-based access controls, comprehensive audit logging, automatic session timeouts, and multi-factor authentication enforcement. The BAA outlines the specific responsibilities of each party regarding PHI.

6. Subscription and Billing

The Service is offered on a subscription basis. Every plan includes every feature; your selected plan determines only how many user accounts your organization may have (Individual, Team of 5, Team of 10, or Team of 20). Organizations needing more than twenty users are quoted individually. Invoices are issued monthly or annually based on your billing preference. Payment is due within 30 days of the invoice date. We reserve the right to suspend access for accounts with overdue balances exceeding 60 days.

7. Acceptable Use

You agree not to:

• Use the Service for any unlawful purpose
• Attempt to gain unauthorized access to any part of the Service
• Interfere with or disrupt the integrity or performance of the Service
• Share login credentials with unauthorized individuals
• Use the Service to store data in violation of applicable data protection laws
• Reverse engineer, decompile, or disassemble any part of the Service

8. Service Availability and Support

We target 99.9% uptime for the Service, excluding scheduled maintenance windows. We provide email and chat support to every subscriber at no additional charge, regardless of plan. We will provide reasonable advance notice of scheduled maintenance that may affect availability.

9. Data Retention and Deletion

Upon termination of your subscription, your data will remain available for export for 90 days. After this period, data will be securely deleted in accordance with our data disposal procedures. You may request early deletion or data export at any time by contacting support.

10. Limitation of Liability

To the maximum extent permitted by law, GCode Systems shall not be liable for any indirect, incidental, special, consequential, or punitive damages, or any loss of profits or revenue, whether incurred directly or indirectly. Our total aggregate liability shall not exceed the amount paid by you for the Service during the twelve (12) months preceding the claim.

11. Termination

Either party may terminate the subscription with 30 days written notice. We may suspend or terminate access immediately if you breach these Terms, fail to pay fees when due, or if required by law. Upon termination, your right to use the Service ceases, subject to the data retention period described above.

12. Changes to Terms

We may update these Terms from time to time. We will notify you of material changes at least 30 days before they take effect by email or through the Service. Your continued use of the Service after changes take effect constitutes acceptance of the updated Terms.

13. Governing Law

These Terms shall be governed by and construed in accordance with the laws of the State of Georgia, without regard to its conflict of law provisions. Any disputes arising under these Terms shall be resolved in the state or federal courts located in Fulton County, Georgia.

14. Contact

If you have questions about these Terms, please contact us at info@thegcodesystems.com.