Pilot Terms of Service

Pilot Version 1.0 · Effective 2026-08-02

StudioTeamHQ is currently offered as a limited, invitation-only pilot. The current version of this document, its version identifier, and its content hash are always published at /legal, and your acceptance is recorded against that exact version.

1. Who we are and what this covers

These Pilot Terms of Service ("Terms") govern access to and use of StudioTeamHQ (the "Service"), a software platform for dance studios and event organizers, operated by the StudioTeamHQ operator ("we", "us"). By creating an organization, accepting an invitation, or using the Service, you agree to these Terms on your own behalf and, where you act for an organization, on that organization's behalf.

2. Pilot status

The Service is in an early, invitation-only pilot:

- Access is by invitation. There is no public signup. - Features may change, and some features are deliberately switched off (for example, live email/SMS sending and payment processing are not enabled unless you explicitly set them up under their own terms). - We may update these Terms as the pilot evolves; material changes require your fresh acceptance before the actions they govern (Section 9).

3. Accounts and organizations

- You sign in with your Google account. Provide accurate information and keep your sign-in method secure; you are responsible for activity under your account. - An organization ("Organization") is a separate workspace with its own members, roles, and data. The person who creates an Organization becomes its initial owner. Owners control membership, roles, and settings. - One person may belong to multiple Organizations. Each Organization's data is separate; membership in one grants no rights in another. - These Terms are the agreement between you and us about the Service. They are separate from any policies, waivers, or terms an Organization sets for its own students and customers: those belong to the Organization, which is solely responsible for their content, presentation, and enforceability. We are not a party to them.

4. Your content and data

- Your Organization's data belongs to your Organization. Rosters, attendee records, events, attendance, and message content you store in the Service are yours. We process them to provide the Service, as described in the Privacy Notice. - You are responsible for having the right to store the personal information you put into the Service (for example, your attendees' contact details) and for honoring your own obligations to those people. - You can export your Organization's data using the built-in export tools at any time.

5. Acceptable use

Use of the Service is subject to the Acceptable Use Policy, which is part of these Terms.

6. Fees

We charge no fees during the pilot. There is no subscription charge and no platform fee on your sales. If fees are ever introduced, they will be described in updated terms that require your explicit acceptance before they apply to you; continuing under the pilot never creates a charge by itself.

7. Payments between you and your customers

If you choose to connect a payment provider, payments flow between you and your customers on your own payment-provider account — we do not hold your funds and we deduct nothing from your sales. No payment provider is connected unless you explicitly connect one, and doing so requires your acceptance of the separate Payment & Connected Account Terms. You are the merchant of record for your sales; refunds, chargebacks, and taxes on your sales are your responsibility.

8. Communications you send

Outbound email and SMS delivery is not enabled during the pilot unless you explicitly set it up. If enabled, messages are sent on your behalf, to your recipients, under your name, and require your acceptance of the separate Communications Terms. You are responsible for having the required consent and for honoring opt-outs.

9. Changes to these Terms

We may update these Terms and the policies they incorporate. When we do, we will give notice through the Service, and we may require your explicit acceptance of the updated version before continued normal use of the Service. Each published version is immutable and permanently identified by a version number and content hash at /legal; earlier versions remain readable and downloadable there, so you can always see exactly what you accepted and compare it with the current version.

For material changes, we do not treat continued use by itself as acceptance: we ask you to accept the updated version explicitly, and we record the exact version and content hash you accepted. Until you do, the Service may operate in a restricted mode in which making changes is paused — but you can always still read and download every version of these documents, export your Organization's data, contact support, and close your Organization.

10. Term, suspension, and closure

- You may stop using the Service and close your Organization at any time. - We may suspend or terminate access for material breach of these Terms (including the Acceptable Use Policy), for legal compliance, or to protect the Service and its users. Where practicable we will give notice and a chance to cure. - On closure: export remains available on request, and we will delete your Organization's content on your request; deletion is performed manually and confirmed to you. Acceptance records and audit trails are retained as evidence of what was agreed and done, and we may retain data where the law requires it.

11. Disclaimers

The Service is provided "as is" and "as available", without warranties of any kind to the maximum extent permitted by law, including implied warranties of merchantability, fitness for a particular purpose, and non-infringement. As a pilot, the Service may be interrupted, changed, or unavailable; we do not promise uninterrupted or error-free operation.

12. Limitation of liability

To the maximum extent permitted by law: (a) neither party is liable for indirect, incidental, special, consequential, or punitive damages; and (b) our total liability arising out of the Service will not exceed the greater of the amounts you paid us for the Service in the twelve months before the claim or one hundred US dollars (US $100).

13. Indemnity

You will defend and indemnify us against third-party claims arising from your content, your events, your sales, or your breach of these Terms.

14. Disputes

If a dispute arises, contact us first and we will try to resolve it informally within thirty days. These Terms are governed by applicable United States law. The Service is offered for use in the United States during the pilot.

15. Contact

Questions about these Terms, and requests to export or close your Organization, go through the Help section inside the app. During the invitation-only pilot you can also reply to the invitation you received.