This summary is written in plain language for clarity. It is still a legal agreement. If anything here is unclear, reach out so we can walk through it together.
1. Agreement to Terms
By accessing or using BaseOps (the “Service”), you agree to these Terms of Service (“Terms”). If you are using BaseOps on behalf of a municipality or other organization, you represent that you have authority to accept these Terms on its behalf.
If you do not agree to these Terms, do not use the Service.
2. Who is who
When we say:
- “BaseOps”, “we”, “us” — we mean the operator of the platform.
- “Tenant” — we mean the organization (for example, a borough, township, or department) that has an account.
- “User” — we mean an individual with a login under a tenant (staff, admin, etc.).
- “Resident” or “Submitter” — we mean someone who submits a form or interacts with public-facing parts of BaseOps without a staff login.
3. Scope of the Service
BaseOps provides a hosted software platform for forms, approvals, logbooks, meetings, minutes, reporting, and related features. The exact modules available may differ by tenant.
We may update, improve, or adjust the Service over time. We aim to avoid breaking changes, and we’ll communicate material changes to tenant administrators when possible.
BaseOps may include registration, attendance, participant management, family portals, waitlists, communications, and payment collection features.
4. Accounts, access, and responsibilities
4.1 Tenant responsibilities
Each tenant is responsible for:
- Designating one or more administrators to manage the tenant’s account
- Managing user access, roles, and permissions
- Configuring forms, logbooks, agendas, minutes, and other modules
- Ensuring compliance with applicable laws (public records, retention, privacy, etc.)
- Responding to public records requests and disclosure obligations
4.2 User responsibilities
Users agree to:
- Keep login credentials confidential
- Notify their administrator if they suspect unauthorized access
- Use the Service only for lawful purposes and within their role
- Not circumvent or attempt to bypass security controls
5. Data ownership
Tenants own the data they store in BaseOps. We operate the platform on their behalf.
- We do not claim ownership over tenant records, form submissions, or logbook entries.
- We may process and store that data to provide the Service, generate PDFs/exports, and power workflows.
- Tenants are the primary records custodians for any public records or regulatory obligations.
Aggregated or anonymized usage patterns (for example, module usage trends) may be used to improve the Service, but we do not sell identifiable data or use it for unrelated advertising.
Certain actions within BaseOps may generate audit records, including approvals, edits, exports, payment activity, enrollment actions, attendance actions, and access to sensitive records.
These records help support operational accountability, security investigations, and compliance requirements.
6. Acceptable use
You agree not to use BaseOps to:
- Violate any applicable law or regulation
- Submit or store malicious code, spam, or automated scraping traffic
- Harass, abuse, or attempt to impersonate others
- Probe, test, or bypass security features without written permission
- Upload content that is illegal, defamatory, or intentionally harmful
We reserve the right to investigate and, where appropriate, suspend or restrict access if we believe these rules are being violated.
7. Security and availability
We take reasonable steps to secure the Service, including encryption, access controls, and monitoring. However, no service can guarantee perfect security or 100% uptime.
- From time to time, we may perform maintenance that affects availability.
- We will make reasonable efforts to schedule maintenance with minimal disruption.
- In the event of outages or incidents, we aim to communicate with tenant administrators promptly.
8. Third-party services
BaseOps may rely on third-party providers (for example, infrastructure hosting, email delivery). Those providers are carefully selected and are bound by appropriate security and confidentiality commitments.
We are not responsible for issues solely caused by third-party providers, but we will work to resolve or mitigate those issues where possible.
BaseOps may send transactional communications including receipts, registration confirmations, password reset messages, payment notifications, enrollment updates, and operational alerts. These communications are considered part of the Service.
9. Fees and payment
Pricing and payment terms are typically outlined in a separate agreement, proposal, or order form between BaseOps and the tenant. Those documents are incorporated by reference into these Terms.
If a tenant fails to pay fees when due, we may limit or suspend access to the Service after reasonable notice, except where prohibited by law or other agreements.
9.1 Online Payments
Tenants may elect to collect payments through BaseOps.
Payment processing is provided by Stripe and is subject to Stripe's terms, policies, and operational requirements.
BaseOps is not a bank, money transmitter, or payment processor.
9.2 Refunds
Refund policies are determined by each tenant.
BaseOps provides tools to record, process, and report refunds but does not determine eligibility for refunds on behalf of tenants.
9.3 Stripe Connect Accounts
Certain payment features require tenants to create and maintain a connected Stripe account.
Tenants are responsible for providing accurate business information, maintaining eligibility for payment processing, and complying with Stripe requirements.
BaseOps may restrict payment functionality when required by Stripe, legal obligations, fraud prevention measures, or account verification requirements.
10. Term, suspension, and termination
10.1 Term
These Terms remain in effect while the tenant maintains an active account with BaseOps, unless superseded by a separate written agreement.
10.2 Suspension
We may temporarily suspend access to the Service if:
- There is a security risk or suspected breach
- The Service is being used in violation of these Terms
- Required payments are significantly overdue
We aim to notify tenant administrators about the reason for any suspension and work toward resolution.
10.3 Termination
Either party may terminate the relationship according to the terms of the applicable agreement (for example, end of contract term, written notice, etc.).
Upon termination, we may provide a reasonable window for tenants to export their data, subject to any legal or contractual retention obligations.
11. Disclaimers
BaseOps is provided “as is” and “as available” to the fullest extent permitted by law. We disclaim all warranties, express or implied, including but not limited to:
- Fitness for a particular purpose
- Non-infringement
- Perfect accuracy or completeness of any specific record or export
Tenants remain responsible for verifying records, meeting legal obligations, and using the Service in a way that fits their compliance requirements.
12. Limitation of liability
To the maximum extent permitted by law, BaseOps and its operators shall not be liable for:
- Indirect, incidental, special, or consequential damages
- Loss of profits, revenue, or data
- Any claims arising from tenant configuration choices or misuse of the Service
Where liability cannot be disclaimed, it will be limited to the amount paid by the tenant to BaseOps for the Service during a recent, defined period (for example, the previous 12 months), or another amount specified in a separate written agreement.
13. Public records and legal compliance
Many tenants use BaseOps in environments governed by public records laws and other regulations. BaseOps provides tools to help tenants meet those obligations, but does not itself act as the records officer or custodian of record.
Tenants are responsible for:
- Determining what must be retained, disclosed, or redacted
- Responding to public records requests
- Configuring forms, retention, and export options to support their policies
14. Changes to these Terms
We may update these Terms from time to time. When we do, we will update the “Last updated” date at the top of this page.
For material changes, we may also notify tenant administrators via email or in-app notice. Continued use of the Service after changes take effect constitutes acceptance of the updated Terms.
15. Contact
If you have questions about these Terms or how they apply to your organization, you can contact us at:
- Email: legal@baseops.app
We’re happy to walk through these terms with you and your legal or IT team.