Terms of Service

Revision: 2026.09.14
Last updated: 14 September 2026

These Terms of Service (“Terms”) describe access to and use of Hearth & Hall. The operating entity is Hearth and Hall, LLC.

Package with pricing: These Terms are delivered together with the then-current Platform Pricing Agreement (see Section 10.1). Fee schedules and plan details live on the public pricing materials (and any organization-specific override), not in the body of these Terms; acceptance of a Terms revision includes acceptance of the pricing package that revision references.

1. Agreement to these Terms

These Terms govern access to and use of the Hearth & Hall websites, applications, and related services (the “Service”) operated by Hearth and Hall, LLC (“Hearth & Hall,” “we,” “us,” or “our”).

By creating an account, accepting an organization invite, accessing the Service, or clicking to accept these Terms, you agree to be bound by them. If you accept on behalf of an organization (for example, a private club, lodge, or association), you represent that you have authority to bind that organization, and “you” includes that organization and its authorized users.

If you do not agree, do not use the Service.

Related policies and incorporated materials:

• Privacy Policy.
• Platform Pricing Agreement - the then-current public pricing materials on /pricing (and any successor URL we publish), as described in Section 10.1.

2. The Service

Hearth & Hall is a multi-tenant software-as-a-service platform for member organizations. Depending on configuration and plan, the Service may include:

We may add, change, or discontinue features. Material reductions to paid functionality will be handled under Section 16 (Changes) and any applicable order or subscription terms.

3. Accounts, eligibility, and security

1. Eligibility. You must be legally able to form a binding contract. The Service is intended for organizational and adult use; organizations are responsible for any use by minors they authorize (for example, family sub-accounts) in compliance with applicable law.
2. Account credentials. You are responsible for maintaining the confidentiality of login credentials and for activity under your account. Notify us promptly of suspected unauthorized access.
3. Accurate information. Provide accurate registration and contact information and keep it reasonably current.
4. One identity, many memberships. A person may belong to more than one organization. Access to an organization’s data requires a membership (or platform operator role where applicable) and is limited by that organization’s roles and permissions.
5. Password practices. Passwords are set by the account holder through invite / set-password flows. Do not share passwords. Organizations must not require members to disclose passwords to staff.

4. Organizations, administrators, and multi-tenancy

1. Tenant isolation. Customer data is organized by Organization (tenant). Users see organization data only to the extent their membership, roles, and permissions allow.
2. Organization administrators. Users with the organization Admin flag (and others granted relevant permissions) control roster, roles, billing setup, document access, and similar settings for that tenant. Admins are responsible for:
   • Granting and revoking access appropriately.
   • Configuring roles and permissions consistent with the organization’s bylaws and policies.
   • Ensuring only authorized people can send invoices, refund payments, manage documents, or export data.
   • Completing payment-provider onboarding (for example, Stripe Connect identity and bank verification) when the organization accepts live member payments.
3. Platform operators. Hearth & Hall platform operators may provision organizations and hold elevated platform roles. Platform operators do not automatically receive unrestricted access to all in-organization member data; in-org access follows product rules (for example, membership and Admin assignment at org create). Support access and impersonation, if offered later, will be disclosed and controlled separately.
4. Your internal rules. Hearth & Hall does not adjudicate disputes among members, officers, or households. Conflicts about who should have Admin access, who owes dues, or what a document ACL should be are the organization’s responsibility.

5. Customer content and data ownership

1. Customer Content. “Customer Content” means data, text, files, images, messages, membership records, invoices, reservation details, and other materials submitted to or generated in the Service by or for an Organization (including content created by its members and staff).
2. Ownership. As between you and Hearth & Hall, the Organization (or its members, as applicable under the Organization’s rules) retains ownership of Customer Content. These Terms do not transfer ownership of Customer Content to us.
3. License to operate the Service. You grant Hearth & Hall a worldwide, non-exclusive license to host, copy, transmit, display, process, and back up Customer Content solely as needed to provide, secure, maintain, and improve the Service, to prevent abuse, and to comply with law.
4. Responsibility for Customer Content. Organizations and users are solely responsible for Customer Content, including legality, accuracy, and whether they have rights to upload it (bylaws, minutes, member PII, guest information, payment-related records, etc.).
5. Aggregated / anonymized data. We may use de-identified or aggregated usage data that does not identify an Organization or individual to operate and improve the Service.

6. Privacy and personal data

Our collection and use of personal information is described in the Privacy Policy. Organizations that upload or process personal data of members, guests, or staff act as the controller for that data; Hearth & Hall processes such data to provide the Service as a service provider.

Where required, we will make available a data processing addendum (DPA) or similar terms.

7. Documents, retention, and records

1. Document library. Organizations may upload documents into folders with access controls (all members, selected roles, or admins). Versions may be retained according to product behavior and Organization settings.
2. Retention and legal hold. Organizations may configure retention-oriented settings (for example, retain for a period or place materials under legal hold) where the product supports them. Organizations are responsible for choosing retention that meets their legal, tax, and governance obligations. Hearth & Hall does not provide legal advice on how long records must be kept.
3. Deletion. Soft-deleted or purged documents may remain in backups for a limited period. Deletion from the live Service does not guarantee immediate erasure from all backup media.
4. No guarantee of legal-hold compliance tooling. Features such as retention policies and audit trails are operational aids; they are not a substitute for the Organization’s compliance program or certified records-management systems unless expressly agreed in a separate written agreement.

8. Security, access controls, and audit

1. Our measures. We implement administrative, technical, and organizational measures appropriate to the nature of the Service (including authentication, authorization by organization context, encrypted transport, and infrastructure controls). No method of transmission or storage is perfectly secure.
2. Your measures. Organizations must use strong access hygiene: least-privilege roles, prompt revoke of departed members, careful Admin assignment, and protection of devices used to access the Service.
3. Payments security. Cardholder data is handled by our payment provider (Stripe). The Service stores payment method tokens, not full card PANs or organization bank account numbers entered through Stripe-hosted or embedded flows. See Section 10.
4. Audit trail. The Service is designed to record durable audit events for security-sensitive, financial, and document lifecycle actions (for example, sign-in failures, role changes, invoice void/refund, document upload/deletion), subject to product rollout. Audit records are append-oriented operational records; they are not a certified compliance attestation unless separately contracted.
5. Breach notice. We will notify affected Organizations of personal-data breaches as required by applicable law and our Privacy Policy.

9. Acceptable use

You will not, and will not allow others to:

1. Violate law, infringe others’ rights, or upload unlawful, harassing, or malicious content.
2. Attempt to access another Organization’s tenant data or circumvent access controls.
3. Probe, scan, or attack the Service except under a coordinated vulnerability disclosure program we expressly authorize.
4. Interfere with or disrupt the Service, or impose unreasonable load.
5. Reverse engineer the Service except to the extent such restriction is prohibited by law.
6. Use the Service to send spam or unlawful bulk email; mailing-list and notification features must be used consistent with consent and anti-spam laws applicable to the Organization.
7. Misrepresent affiliation with Hearth & Hall or another Organization.
8. Use the Service to store or process regulated data types we have not agreed in writing to support (for example, certain health or payment card raw data), beyond ordinary club membership and billing records contemplated by the product.

We may investigate and suspend accounts or Organizations that violate this section.

10. Platform fees, member payments, and Stripe

10.1 Platform Pricing Agreement (package with these Terms)

1. Delivered as a package. These Terms and the Platform Pricing Agreement are offered and accepted together. The Platform Pricing Agreement means the then-current description of Hearth & Hall’s platform fees (subscription, usage, setup, training, or other charges owed by the Organization to Hearth & Hall), published on the public pricing page at /pricing (or a successor URL we designate), plus any written organization-specific pricing override we have agreed with that Organization (for example, a fee exemption, custom rate, or design-partner schedule).
2. Details live outside these Terms. Specific dollar amounts, tier tables, included allowances, and similar commercial details are not restated in this document. They are set out in the Platform Pricing Agreement materials linked above (and any override). If those materials conflict with a signed override for your Organization, the override controls for that Organization.
3. Acceptance includes pricing. When an authorized Organization representative accepts these Terms (including a revised Terms revision in the product), that acceptance includes acceptance of the prevailing Platform Pricing Agreement then referenced by that Terms revision - unless an organization-specific override already governs that Organization’s platform fees. Member-facing club dues and other amounts the Organization charges its own members are not part of the Platform Pricing Agreement.
4. Changes to pricing; thirty (30) days’ notice. We may change the Platform Pricing Agreement. We will communicate material pricing changes to affected Organizations at least thirty (30) days before the new prices take effect (for example by email to the Organization’s Admin / billing contacts on file and/or in-product notice), unless a shorter period is required by law or the Organization agrees otherwise in writing.
5. Pricing changes revise these Terms. A material change to the Platform Pricing Agreement that is intended to re-bind Organizations will be accompanied by a new Terms revision. The new revision will reference or link the updated pricing materials. We will give notice of the revised Terms and pricing package by email to the Organization’s administrator(s) on file. The revision is deemed accepted unless the Organization notifies Hearth & Hall in writing of non-acceptance within sixty (60) days after that notice. If the Organization timely notifies non-acceptance, it must stop using the Service and may request offboarding under Section 15.
6. Where fees are charged. Unless stated otherwise in the Platform Pricing Agreement or an override, platform fees are charged on Hearth & Hall’s payment account (not the Organization’s Stripe Connect account).

10.2 Member invoices and Connect

Organizations may issue estimates and invoices to members and collect payment through the Service. Settlement direction (product intent): member invoice charges are intended to settle to the Organization via Stripe Connect (Express connected accounts) at the charge amount. Hearth & Hall does not collect or hold member payment funds, and does not take a cut of those charges (no application fee on the member card charge). Because destination charges bill Stripe’s processing fees to Hearth & Hall’s payment account first, those Stripe fees are recovered from the Organization as a 100% pass-through on the Organization’s monthly platform fees invoice under the Platform Pricing Agreement - separate from platform usage fees and not counted toward any organization minimum. Platform SaaS / usage fees owed to Hearth & Hall (Section 10.1) remain separate and are also charged on Hearth & Hall’s own Stripe account.

Until Connect onboarding is complete for an Organization, live payouts to the club may be unavailable; test or interim routing, if any, will be disclosed by Hearth & Hall for that environment.

10.3 Organization responsibilities for money

The Organization is responsible for:

• Accuracy of invoice amounts, taxes (if any), and member bill-to assignment.
• Completing Stripe KYC / bank onboarding for payouts.
• Refunds, credits, and dispute responses for member charges, subject to Stripe’s rules and the product’s refund tooling.
• Compliance with club bylaws, consumer, and tax rules applicable to dues and fees.

10.4 Payment providers

Payment processing is provided by Stripe (and successors). Stripe’s terms and privacy notices apply to payment processing. Hearth & Hall is not a bank or money transmitter; custody and payout mechanics follow Stripe Connect and applicable financial rules.

10.5 Failed payments, refunds, and chargebacks

Failed or canceled payments may leave invoices unpaid or partially paid. Refunds initiated in the product (or via Stripe) update payment and invoice status when webhooks and product rules succeed. Chargebacks and disputes are handled under Stripe’s processes; the Organization remains financially responsible for dispute outcomes according to Stripe and any agreement with Hearth & Hall.

11. Communications and email

The Service may send transactional email (invites, password flows, invoice notices) and, where enabled, Organization-composed messages to member audiences. Organizations are responsible for the content of their messages and for having a lawful basis to contact recipients. Delivery depends on email providers (for example, Amazon SES) and recipient infrastructure; we do not guarantee inbox placement.

12. Reservations, events, and operational use

Reservation and event features help Organizations manage amenities and gatherings. Hearth & Hall is not responsible for on-site safety, guest conduct, overbooking decisions made by staff, or physical access control at the Organization’s facilities. Pricing and policy configuration are Organization-controlled.

13. Confidentiality

Each party may receive non-public information from the other (“Confidential Information”). The receiving party will use it only to perform under these Terms and will protect it with reasonable care. Customer Content is Confidential Information of the Organization, subject to access by authorized users of that Organization. Obligations do not apply to information that is public, independently developed, or rightfully received from a third party without duty of confidentiality. Disclosure may be made when required by law, with notice where legally permitted.

14. Data export when you leave

1. Export. During an active subscription (or for a thirty (30) day wind-down period after notice of termination), Organization Admins (or users with export-capable permissions, when offered) may export Customer Content available through product export tools and APIs (for example, membership lists, billing records, and documents they can access).
2. Scope. Export formats and completeness depend on product capabilities at the time. Not every historical log or third-party provider artifact (for example, raw Stripe objects) is guaranteed to be included in a single export package.
3. Assistance. Reasonable transition assistance beyond self-serve export may be offered under a separate statement of work or support plan.
4. Your copies. Organizations should maintain their own copies of critical governance records (bylaws, minutes) outside the Service when their policies require it.

15. Suspension, termination, and data deletion

1. By you. An Organization may stop using the Service and request account closure under our then-current offboarding process.
2. By us. We may suspend or terminate access for material breach, non-payment, legal risk, or harm to the Service or others, with notice when reasonably practicable.
3. Effect of termination. Upon termination, the right to access the Service ends. We will make Customer Content available for export for the wind-down period in Section 14, then delete or irreversibly anonymize Customer Content from production systems within thirty (30) days after that wind-down period ends, except:
   • Data we must retain for legal, accounting, dispute, or security reasons (including limited audit and payment records).
   • Data in routine backups until those backups expire under our backup cycle.
   • Aggregated / de-identified data as described in Section 5.
4. Member accounts. Closing an Organization membership does not always delete the person’s global login if they belong to other Organizations; Organization-scoped Customer Content for the closed tenant is handled under this section.

16. Changes to the Service and to these Terms

1. Service changes. We may update the Service. Material reductions to paid functionality will be handled under this section and the Platform Pricing Agreement.
2. Terms revisions (including pricing package). We may update these Terms. Material changes - including material Platform Pricing Agreement changes under Section 10.1 - are published as a new Terms revision (revision id shown on /terms and in the product accept UI). We will provide notice by email to the Organization’s administrator(s) on file (and may also post on www.hearthandhall.app and/or give in-product notice), with at least thirty (30) days’ advance notice when the revision includes pricing changes as described in Section 10.1.
3. How acceptance works. Initial activation of an Organization requires in-product acceptance of the then-current Terms revision (and the pricing package it references) by an authorized Organization representative. For later revisions (including revised pricing packages), notice is given by email to the Organization’s administrator(s) as described above; the revision is deemed accepted unless the Organization notifies Hearth & Hall in writing of non-acceptance within sixty (60) days after that notice.
4. If you do not agree. If the Organization timely notifies non-acceptance in writing, it must stop using the Service and may request offboarding under Section 15.

17. Third-party services

The Service integrates with third parties (for example, Stripe, cloud hosting, email delivery). Those services are subject to their own terms. We are not responsible for third-party outages or changes outside our reasonable control, but we will use commercially reasonable efforts to restore core Service functionality.

18. Intellectual property

Hearth & Hall and its licensors own the Service, software, branding, documentation, and all related intellectual property. These Terms grant a limited, non-exclusive, non-transferable right to use the Service during the subscription term. You may not copy, modify, or create derivative works of the Service except as allowed by law or written permission. Feedback you provide may be used by us without obligation to you.

19. Disclaimers

EXCEPT AS EXPRESSLY STATED IN A WRITTEN AGREEMENT SIGNED BY HEARTH & HALL, THE SERVICE IS PROVIDED “AS IS” AND “AS AVAILABLE.” TO THE MAXIMUM EXTENT PERMITTED BY LAW, WE DISCLAIM ALL WARRANTIES, WHETHER EXPRESS, IMPLIED, OR STATUTORY, INCLUDING MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT. WE DO NOT WARRANT THAT THE SERVICE WILL BE UNINTERRUPTED, ERROR-FREE, OR FREE OF HARMFUL COMPONENTS, OR THAT CUSTOMER CONTENT WILL NEVER BE LOST.

20. Limitation of liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW:

1. HEARTH & HALL WILL NOT BE LIABLE FOR INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, COVER, OR PUNITIVE DAMAGES, OR FOR LOST PROFITS, REVENUE, GOODWILL, OR DATA, EVEN IF ADVISED OF THE POSSIBILITY.
2. HEARTH & HALL’S TOTAL LIABILITY ARISING OUT OF OR RELATED TO THE SERVICE OR THESE TERMS WILL NOT EXCEED THE AMOUNTS PAID BY THE ORGANIZATION TO HEARTH & HALL FOR THE SERVICE IN THE SIX (6) MONTHS BEFORE THE EVENT GIVING RISE TO LIABILITY.
3. The foregoing does not limit liability that cannot be limited under applicable law (for example, certain intentional misconduct).

Member payment amounts collected for an Organization via Stripe Connect are not “amounts paid to Hearth & Hall” for purposes of the cap above. Platform SaaS fees under Section 10.1 are amounts paid to us.

21. Indemnification

You will defend and indemnify Hearth & Hall against claims, damages, and expenses (including reasonable attorneys’ fees) arising from: (a) Customer Content; (b) your use of the Service in violation of these Terms or law; (c) disputes among your members, officers, guests, or vendors; or (d) your payment, tax, or membership practices.

22. Governing law and disputes

These Terms are governed by the laws of the Commonwealth of Pennsylvania, excluding conflict-of-law rules. Courts located in Pennsylvania have exclusive jurisdiction, except that either party may seek injunctive relief in any court of competent jurisdiction for IP or misuse of the Service.

23. Miscellaneous

1. Entire agreement. These Terms, the Platform Pricing Agreement they incorporate by reference (Section 10.1), any organization-specific pricing override, and any order form, DPA, and other policies they incorporate are the entire agreement regarding the Service and supersede conflicting prior terms for that subject.
2. Severability. If a provision is unenforceable, the remainder remains in effect.
3. Assignment. You may not assign these Terms without our consent, except to an affiliate or successor in connection with a merger or sale of substantially all assets; we may assign to an affiliate or successor.
4. Force majeure. Neither party is liable for delays caused by events beyond reasonable control.
5. Notices. Legal notices to Hearth & Hall: legal@hearthandhall.app. Notices to Organizations: primary Admin / billing email on file.
6. No waiver. Failure to enforce a provision is not a waiver.
7. Relationship. The parties are independent contractors. These Terms do not create a partnership, joint venture, or fiduciary duty to manage club governance.
8. Export and sanctions. You will not use the Service in violation of export control or sanctions laws.
9. Government use. If you are a government entity, additional terms may apply.

24. Contact

Questions about these Terms: hello@hearthandhall.app.