HelpOne

Terms and Conditions

Last updated: October 17, 2026

These Terms and Conditions (the "Agreement") are between HelpOne Software, LLC, 108 Village Square, Suite 189, Somers, NY 10589 ("HelpOne", "we", "us", "our"), and the organization that signs up for or uses HelpOne ("Customer", "you"). They cover our website at www.helponesoftware.com, the HelpOne web app at app.helponesoftware.com, and any related mobile or desktop apps and services (together, the "Service"). Questions: hello@helponesoftware.com.

By creating an account, starting a trial, checking a box that says you agree, or using the Service, you accept this Agreement on behalf of your organization. The person who accepts confirms that they are at least 18 and allowed to bind the organization. If you do not agree, do not use the Service.

1. Definitions

• Service: the HelpOne software, website, and related support we provide.
• Customer Data: information your organization or its users put into the Service, such as records about donors, contacts, volunteers, event guests, staff, board members, and files.
• Users: people your organization allows to use the Service under its account, including staff, volunteers, and board members using the portals.
• Subscription: your paid plan for the Service.
• Our Content: the Service itself and everything we provide in it, other than Customer Data.

2. Accounts and users

You need an account to use the Service. Give each User their own login, keep passwords private, and tell us right away at hello@helponesoftware.com if you think an account has been misused. You are responsible for your Users, for the access you give them, and for activity under your account. We may decline a registration if we reasonably believe it is fraudulent or breaks this Agreement.

3. Free trial

New organizations can start a free 14-day self-serve trial with no credit card. A trial may begin with sample data, which you can clear. When the trial ends, the account becomes read-only until you choose a plan. We keep trial data for at least 30 days after the trial ends and may delete it after that if you have not subscribed. Trials are provided as-is, without any service commitment.

4. Subscription, billing, and renewal

• Subscriptions are sold and billed by HelpOne. Fees are charged in advance at the price shown when you subscribe, through our third-party payment processor. We do not store full card numbers.
• Subscriptions renew automatically for the same period (monthly or yearly) until cancelled. No charge runs until a payment method is on file.
• Fees do not include taxes; you are responsible for any applicable taxes other than taxes on our income.
• We may change prices with at least 30 days' notice before your next renewal. The new price applies from that renewal.
• If a payment fails, we will tell you and may retry it. If fees remain unpaid more than 30 days after the due date, we may suspend the account under Section 12.

5. Cancellation and refunds

You can cancel at any time from Billing & account or by emailing hello@helponesoftware.com. Cancellation stops future renewals; the Service stays available until the end of the period already paid for. Fees already paid are not refundable, including for partial months, except where the law requires a refund or this Agreement says otherwise (for example, an objection to a new service provider under the Data Processing Addendum).

6. Payments you collect (HelpOne is not the merchant)

Donations, ticket sales, registrations, and other payments made to your organization through the Service are processed through your organization's own merchant account with a payment processor, under your agreement with that processor. The money goes to your organization, not to HelpOne. HelpOne is not the merchant of record, is not a party to those transactions, and does not hold or transmit those funds. You are responsible for your merchant account, refunds, chargebacks, disputes, fees charged by your processor, tax receipts, and any charitable-solicitation registrations. The Service helps you produce receipts but does not give tax or legal advice.

7. Your data

• You own Customer Data. Your organization keeps all rights in it. You give us permission to host, process, and display it only as needed to provide, secure, and support the Service for you, as described in our Privacy Policy and Data Processing Addendum.
• We do not sell Customer Data, use it for advertising, or use it to contact your donors or supporters for our own purposes.
• You are responsible for having the right to collect and use Customer Data, including any notices and consents your donors, volunteers, and others need, and for honoring their requests (such as unsubscribe or deletion requests).
• Export: you can export your data while your account is active and for 30 days after it closes. After that we delete Customer Data as described in the Data Processing Addendum.
• We may use de-identified, aggregated information about how the Service is used (that does not identify you or any person) to run and improve the Service.

8. Acceptable use

You and your Users will not:

• use the Service for anything unlawful, fraudulent, harassing, or deceptive;
• upload malware, or try to break, probe, overload, or get around the security of the Service, or reach another organization's data;
• store full card numbers, Social Security numbers, or health records outside the fields built for sensitive information;
• copy, resell, or sublicense the Service, or use it to build a competing product, without our written agreement;
• send messages that break anti-spam, telemarketing, or privacy laws.

9. Background checks

If you order background checks through an integration in the Service, the background-check provider is the consumer reporting agency and your organization is the "user" of consumer reports under the Fair Credit Reporting Act (FCRA) and similar state and local laws. You are responsible for having a permissible purpose, giving the required disclosure and getting written authorization, following pre-adverse and adverse action steps, following fair-chance and ban-the-box laws, and accepting the provider's own terms. HelpOne provides only the software connection; we are not a consumer reporting agency and do not decide whether anyone passes.

10. Email and text messages

The Service can send email and text messages on your behalf, such as receipts, reminders, and invitations. You agree to send messages only to people who have agreed to receive them or otherwise expect them, to honor opt-outs (including STOP replies to texts), and to follow applicable laws such as CAN-SPAM and the Telephone Consumer Protection Act (TCPA).

11. Service, support, and changes

We work to keep the Service available and your data backed up, but it may sometimes be unavailable for maintenance or reasons outside our control. Support is by email at hello@helponesoftware.com; see Support. We may improve or change features over time, but we will not remove a core feature you pay for without reasonable notice. Third-party services you choose to connect are governed by their own terms, and we are not responsible for them.

12. Suspension and termination

We may suspend access if fees are more than 30 days overdue, if you materially break this Agreement, or if your use puts the Service, other customers, or the public at risk. We will tell you why when we can and restore access once the problem is fixed. Either party may end this Agreement: you by cancelling (Section 5), and we with 30 days' notice, or right away if you materially breach it and do not fix the breach within 10 days of notice. If we end it without cause, we will refund prepaid fees for the unused period. Sections that by their nature should survive (such as data export, payment of fees owed, disclaimers, liability limits, indemnity, and governing law) survive termination.

13. Our intellectual property

We and our licensors own the Service and Our Content, including our names, logos, and trademarks. We grant your organization a non-exclusive, non-transferable, revocable right to use the Service for its own operations during the subscription, under this Agreement. You may not use our trademarks without our written permission. If you send us suggestions, we may use them without obligation to you.

14. Confidentiality

Each party will protect the other's non-public information it receives through the Service with reasonable care, use it only for this Agreement, and not disclose it except to people who need it and are bound to keep it confidential, or where the law requires.

15. Not professional advice

Nothing in the Service or on our website is financial, investment, legal, tax, or accounting advice, and HelpOne is not a licensed advisor, attorney, or accountant. Templates, reports, and compliance tools (for example, Form 990 or CHAR-500 helpers) are aids only; please confirm decisions with a qualified professional.

16. Warranty disclaimer

We will provide the Service with reasonable skill and care. Beyond that, and to the extent the law allows, the Service is provided "as is" and "as available", and we disclaim all other warranties, express or implied, including merchantability, fitness for a particular purpose, and non-infringement. We do not promise the Service will be uninterrupted or error-free, or that it will produce any particular result.

17. Limitation of liability

To the extent the law allows: (a) neither party is liable for indirect, incidental, special, consequential, or punitive damages, or for lost profits, revenue, or data (other than our obligations to restore data from backups where possible), even if told they were possible; and (b) each party's total liability for all claims relating to this Agreement is limited to the fees you paid HelpOne in the 12 months before the event giving rise to the claim. These limits do not apply to your obligation to pay fees, to either party's indemnity obligations, or to a party's fraud or willful misconduct.

18. Indemnity

Your organization will defend and indemnify HelpOne against third-party claims arising from Customer Data, your Users' use of the Service in breach of this Agreement or the law, payments you collect, background checks you order, or messages you send. HelpOne will defend and indemnify your organization against third-party claims that the Service, as we provide it, infringes their intellectual property rights. The party seeking indemnity must give prompt notice, reasonable cooperation, and control of the defense; no settlement may impose obligations on the other party without its consent.

19. Governing law and disputes

This Agreement is governed by the laws of the State of New York, United States of America, without regard to conflict-of-laws rules. Before filing any claim, each party will first try to resolve the dispute informally by emailing the other and allowing 30 days to resolve it. Any dispute that is not resolved will be settled by binding arbitration administered by the American Arbitration Association under its Commercial Arbitration Rules, before a single arbitrator, in Westchester County, New York (or by video), in English. Claims will be brought only on an individual basis, not as part of a class or consolidated action. Either party may seek an injunction in the state or federal courts located in Westchester County, New York to protect its intellectual property or confidential information, and judgment on an award may be entered in any court with jurisdiction. Any claim must be brought within one year after it arose.

20. Changes to this Agreement

We may update this Agreement. We will post the new version here with a new "Last updated" date, and for material changes we will email account owners at least 30 days before they take effect. Continuing to use the Service after that means you accept the change. If you do not agree, you may cancel before it takes effect.

21. General

This Agreement, together with the Privacy Policy and Data Processing Addendum, is the entire agreement about the Service and replaces earlier understandings. If it conflicts with a signed order form or agreement between you and HelpOne, the signed document controls. Neither party may assign this Agreement without the other's consent, except to a successor in a merger or sale of the business. Neither party is liable for delays caused by events beyond its reasonable control. If any part is found unenforceable, the rest stays in effect. Not enforcing a right is not a waiver. The parties are independent contractors; this Agreement does not create a partnership, agency, or employment relationship. Notices to HelpOne go to hello@helponesoftware.com; notices to you go to the account owner's email.

22. Contact

HelpOne Software, LLC, 108 Village Square, Suite 189, Somers, NY 10589. Email: hello@helponesoftware.com.