Effective Date: April 2026 · Last Updated: April 2026 · Version 1.0
These Terms of Service ("Terms") govern your access to and use of the VolunteerFlow platform and services (the "Service"), operated by PowerHouseTech LLC, a New York limited liability company doing business as VolunteerFlow ("VolunteerFlow," "we," "us," or "our"). By creating an account, uploading data, or performing any action on the platform, you affirmatively accept these Terms. All users must acknowledge these Terms through a mandatory checkbox at account creation.
By accessing and using VolunteerFlow, you agree to be bound by these Terms of Service. If you do not agree to these Terms, you may not use the Service. These Terms are effective as of the date indicated above. If you are using the Service on behalf of a nonprofit organization, you represent that you have the authority to bind that organization to these Terms.
VolunteerFlow is a cloud-based software-as-a-service (SaaS) platform designed to enable nonprofit organizations to manage their volunteer operations. The Service includes volunteer directory management, event scheduling, hours tracking, volunteer messaging, training management, waiver collection, background check integration, QR check-in, analytics, and administrative dashboards. Features available to you depend on your subscription plan.
To use VolunteerFlow, your organization must create an account and provide accurate information. You are responsible for maintaining accuracy throughout your use. Email verification is required for all admin accounts. Your organization may maintain one primary account with multiple user roles as permitted by your subscription tier. You are solely responsible for password confidentiality and must immediately notify VolunteerFlow of any unauthorized access.
VolunteerFlow operates as a multi-tenant platform. Each organization is logically isolated through unique organization identifiers (org_id) enforced at the database and application layers. Your organization's data, volunteers, events, and communications are segregated from all other organizations. Cross-organization data access is strictly prohibited.
You are solely responsible for managing user access and preventing unauthorized access. VolunteerFlow is not responsible for data breaches from misconfiguration, weak passwords, or insider threats within your control.
Billing is handled by Stripe and PayPal. Your subscription automatically renews each billing cycle unless cancelled through your account settings or written request to support@volunteerflow.us. You are responsible for all tax obligations. For full billing and refund details, see our Billing & Refund Policy.
Critical Notice: By agreeing to these Terms, you explicitly consent to authorized VolunteerFlow staff accessing your organization's account under controlled conditions for legitimate support purposes.
Permitted purposes include: technical support and troubleshooting, onboarding assistance, investigation of system errors, billing dispute resolution, security incident response, and compliance audits. Staff may utilize "support impersonation mode," a specially-flagged access logged as distinct from normal user activity, visible in your account activity logs.
All employee access is logged with timestamps, purpose codes, accessed data, and staff identification. These logs are available to administrators upon request. All VolunteerFlow staff are bound by confidentiality agreements. See our Employee Access & Audit Policy for full details.
Your organization owns all volunteer data uploaded to VolunteerFlow, including contact information, personal details, hours, skills, background checks, communications, and training records. VolunteerFlow does not own the volunteer relationship.
You are solely responsible for collecting proper legal consent before uploading volunteer personal information. You must have a lawful basis for processing volunteer data and are responsible for ensuring compliance with GDPR, CCPA, COPPA, FERPA, HIPAA, and all applicable privacy laws. VolunteerFlow acts as a data processor and provides Data Processing Agreements upon request. See our Data Processing Agreement.
VolunteerFlow does not implement age verification. You are responsible for ensuring volunteers meet age requirements and obtaining parental consent for minors.
Your organization must comply with the VolunteerFlow Acceptable Use Policy (AUP). You are prohibited from: using the platform outside of legitimate nonprofit volunteer management, uploading malware or harmful code, unauthorized access to accounts or data, harassment or threatening communications, discrimination or hate speech, spam, illegal activity, intellectual property infringement, unauthorized data collection, and interference with Service operations. Violation may result in account suspension or termination.
VolunteerFlow integrates background check services from Checkr. Checkr is the processor and governed by its own terms. VolunteerFlow is not responsible for Checkr's conduct, result accuracy, or data handling.
Background checks are regulated by the Fair Credit Reporting Act (FCRA). Your organization is solely responsible for FCRA compliance, including providing clear disclosure to volunteers, obtaining written authorization before ordering checks, providing adverse action notices if results deny volunteer opportunities, and allowing volunteers to dispute results. VolunteerFlow provides a tool only — consult legal counsel regarding proper use of background check information.
VolunteerFlow owns all intellectual property in the Service, including software, design, code, algorithms, reports, dashboards, and features. No rights are granted except a limited, non-exclusive, non-transferable license for your nonprofit's internal volunteer management. You may not copy, modify, reproduce, distribute, or reverse-engineer the platform.
Your organization retains ownership of volunteer data and content you upload. You grant VolunteerFlow a limited license to store, display, and process your content solely to provide the Service.
VolunteerFlow implements industry-standard security including encryption in transit (TLS/SSL), encryption at rest, role-based access controls, audit logging, and regular security assessments. Data is hosted on Supabase cloud infrastructure with redundancy and monitoring.
No security is 100% secure; VolunteerFlow makes no guarantee that data will never be breached. You should independently maintain backups of critical volunteer data. VolunteerFlow is not liable for data loss from backup failures. In the event of a confirmed data breach, VolunteerFlow will notify organizational administrators without unreasonable delay.
VolunteerFlow integrates with third-party services: Stripe and PayPal (payment processing), Twilio (SMS), Checkr (background checks), Sentry (error tracking), Vercel (infrastructure), Socket.IO (communications). Each is governed by its own terms of service and privacy policy. VolunteerFlow is not liable for third-party performance, availability, security, or conduct.
VolunteerFlow does not guarantee any specific uptime or availability level. The Service may be unavailable for maintenance, updates, repairs, or technical issues. VolunteerFlow is not liable for downtime caused by force majeure events (natural disasters, war, terrorism, pandemics, acts of government) or for any damages, lost revenue, business interruption, or consequential damages from downtime.
Your organization may cancel your subscription at any time by submitting a cancellation request through your account settings or in writing to support@volunteerflow.us. Cancellation is effective at the end of your current billing cycle with no refunds for the current period.
VolunteerFlow may terminate or suspend your account if: (1) you breach these Terms; (2) you are involved in illegal activity; (3) you violate the Acceptable Use Policy; (4) you engage in harassment or abuse; (5) your account is dormant for 12+ months; (6) you fail to pay subscription fees; or (7) VolunteerFlow discontinues the Service.
Upon termination, you have 30 days to export your organizational data. After 90 days, VolunteerFlow may permanently delete all account data.
Maximum Liability: VolunteerFlow's total liability for all claims arising from these Terms or the Service shall not exceed the fees you paid in the three months immediately preceding the claim. For Discover (free) plan organizations, liability is limited to $0.
In no event shall VolunteerFlow be liable for any indirect, incidental, consequential, special, or punitive damages, including lost profits, lost revenue, lost data, or reputational harm. VolunteerFlow is not liable for: any data you upload; damage or loss of your data; disputes between your organization and volunteers; privacy law violations by you; third-party service failures; or downtime or unavailability.
Your organization agrees to defend, indemnify, and hold harmless VolunteerFlow and its officers, employees, and agents from all claims, damages, losses, costs, and expenses (including attorney fees) arising from: (1) data your organization uploads to VolunteerFlow; (2) your organization's use of volunteer data; (3) your organization's collection and processing of background check information; (4) FCRA compliance violations; (5) disputes between your organization and volunteers; (6) your use of the Service in violation of these Terms; or (7) your violation of applicable law.
As-Is Service: VolunteerFlow is provided "as-is" and "as available" without any express or implied warranty. VolunteerFlow disclaims all warranties including implied warranties of merchantability, fitness for a particular purpose, and non-infringement.
VolunteerFlow is a software tool only and does not provide legal advice, human resources advice, employment advice, or compliance guidance. Your organization is responsible for seeking legal counsel for GDPR, CCPA, FCRA, employment law, and volunteer law compliance. VolunteerFlow does not guarantee the accuracy of volunteer data, background check results, or hours records.
VolunteerFlow is based in the United States. If your organization or volunteers are in the EU, Canada, Australia, or other jurisdictions with data protection laws, you acknowledge that use may involve cross-border data transfer. For organizations subject to GDPR, VolunteerFlow acts as a data processor and a Data Processing Agreement (DPA) compliant with GDPR is available upon request. See our Data Processing Agreement or contact support@volunteerflow.us.
These Terms are governed by the laws of the State of New York, United States, without regard to conflicts of law principles. Before initiating formal dispute resolution, the parties agree to attempt to resolve disputes informally through good-faith negotiation for at least 30 days.
If informal resolution fails, any dispute shall be settled by final and binding arbitration administered by the American Arbitration Association (AAA) under its Commercial Arbitration Rules in New York County, New York. The arbitrator's decision is final and binding.
Both parties agree that disputes shall be resolved on an individual basis only. Class actions, class arbitrations, and representative actions are not permitted.
VolunteerFlow reserves the right to modify these Terms at any time. Material changes will be communicated to organizational administrators at least 30 days in advance. Your continued use of the Service after the notice period constitutes acceptance of the modified Terms. If you do not accept material changes, you may terminate your account by cancelling your subscription.
For questions or inquiries regarding these Terms of Service, contact VolunteerFlow at:
Email: support@volunteerflow.us
Website: www.volunteerflow.us
By creating an account and using VolunteerFlow, you acknowledge that:
End of Terms of Service. Last Updated: April 2026. Version 1.0