ServantBase Terms of Service (DRAFT for legal review)

Effective date: October 16, 2026 Last updated: October 16, 2026

Plain-language summary

• ServantBase provides apps for churches, ministries and libraries. You may use them if you follow these Terms.
• Your church or library owns what it enters. We host it only to run the service for you.
• A church that enters information about other people (members, counselees, minors, photos) is responsible for having the right and the consent to do so.
• ServantBase is a technology provider. It is not a pastor, a counselor or a party to any counseling relationship, and it does not give pastoral, legal, medical or financial advice.
• No guaranteed uptime. We work hard but offer best effort, with notice of planned changes.
• AI answers can be wrong. Check them.
• Billing is not live yet. The cancellation and refund rules below are a proposal for when it is.
• Our liability is limited. Texas law applies.

This is a working draft being prepared for review by a lawyer. It is not legal advice. Items marked [OWNER TO CONFIRM] are not final.

1. Who we are and what this agreement is

These Terms are between you and the operator of ServantBase:

• Operator: Sims Anderson, an individual operating ServantBase as sole operator
• Mailing address: PO Box 1245, Forney, TX 75126
• Contact: info@servantbase.com

By creating an account or using ServantBase (the apps listed in the Privacy Policy, the shared sign-in, and the related websites and tools, together the "Services"), you agree to these Terms and to the Privacy Policy. If you use the Services for a church, ministry or library (an "Organization"), you confirm that you are authorized to accept these Terms for it, and the Organization is bound too. When you accept, we record the date, the version of each document, your IP address and your browser details as proof of your agreement, and keep that record while the account exists and as needed to show what was agreed.

2. Accounts

• Give accurate information and keep your password and two-step codes secret. You are responsible for activity under your account.
• One person per account. Do not share logins.
• You must be at least 18, or the age of majority where you live, to create an account for yourself. The Services are not directed to children under 13 and we do not knowingly create accounts for them. Organization staff may create accounts for people they serve (for example HopeTrack counselees); see section 5.
• We may require approval of new Organizations, and we may suspend or refuse accounts that put people or the Services at risk.

3. Roles: your Organization and ServantBase

• Organization administrators control access to their Organization's data in the Services, can add or remove people, and decide what is entered and who sees it. They act for the Organization.
• For account data (your sign-in, profile, security and billing contact details) we decide how it is used, as the Privacy Policy explains.
• For Organization records (information about the people and ministry of the Organization) the Organization decides how it is used and we act only as its service provider and process it to run the Services (see section 9 and Privacy Policy section 15).

4. Your content

You and your Organization own the content you enter. You give us permission to host, copy (for backup), process and display it only as needed to run the Services for you and to follow the law. We do not claim ownership of it and we do not use it for advertising or to train AI models.

5. Organization responsibilities

If you administer an Organization you are responsible for:

• Consent and lawful use. Having the right, notices and consents to enter information about other people, including members, patrons, visitors, counselees, staff and minors, and for photos, videos and recordings of people (including children) that you upload or publish. You are responsible for any parent or guardian permission the law requires. Do not create accounts for children under 13 without any permission the law requires.
• Who has access. Giving the right roles to the right people and removing access promptly when someone leaves. Staff you add act on your behalf.
• Confidentiality and reporting. Your own confidentiality promises, pastoral and counseling practices, mandatory reporting duties, record-keeping rules and any legal privilege that may apply to you.
• Instructions to us. Telling us if you need records exported or deleted, and answering the people you serve when they ask about their information.

6. Pastoral and counseling confidentiality

ServantBase is a technology provider. It is not a member of the clergy, a counselor, or a party to any pastoral or counseling relationship, and it is not a "clergy-penitent" party. Hosting records with us does not, by itself, create or preserve any privilege or confidentiality that the law may or may not give your ministry. You remain responsible for your counseling and pastoral confidentiality duties, for deciding who in your Organization can see counseling records, and for any legal advice about privilege and reporting. Counseling content in HopeTrack is visible only to the roles you assign, and is not sent to the ServantBase AI gateway or shown in dashboard flags, as described in the Privacy Policy. We may be required to comply with valid legal process; where the law allows we will tell you first. Do not rely on ServantBase in an emergency. If someone may be in danger, contact emergency services.

7. Acceptable use

Do not: break the law; harass, threaten or exploit anyone; upload malware; attempt to access other Organizations' data or the Services' systems without permission; scrape, reverse engineer or overload the Services; misuse AI features to create harmful, deceptive or unlawful content; use the Services to send unsolicited bulk messages; post content that infringes someone's rights; or use the Services in a way that violates the terms of the platforms you connect (see section 10). We may suspend or remove content or access that breaks this section.

8. AI features

AI results can be wrong, incomplete or inappropriate. Review them before relying on or publishing them. AI features are not pastoral, legal, medical or financial advice. Your Organization and the ServantBase administrator may limit or turn off AI at any time, and monthly AI allowances may apply. Text you send to an AI feature goes to OpenRouter and the model provider chosen; see Privacy Policy section 6 for what is kept. Do not enter information into an AI feature that you are not allowed to share with those providers.

9. Data processing, export and ending

• We process Organization records only to provide the Services and on the Organization's instructions, as described in Privacy Policy section 15. A signed data processing agreement is available on request.
• Export and deletion. Ask for an export or deletion of your account or Organization data at info@servantbase.com. Self-service export and deletion across all apps is on our roadmap and does not exist yet; some apps have their own tools. We aim to respond within 30 days.
• When service ends (you cancel, we end it, or a trial lapses): the Organization can ask for an export for 30 days, after which we delete its data. Encrypted backups roll off within about 6 months, so deleted data can remain in a backup that long (Privacy Policy section 13).

10. Connected services (YouTube, Facebook, Instagram and others)

• Some features let you connect accounts you control, such as a YouTube channel or a Facebook Page or Instagram account, so the Services can publish and schedule posts and videos for you through Postiz. You authorize us to post, schedule, read analytics and manage the content you ask us to, only on the accounts you connect, and only until you disconnect.
• You confirm you have the authority to connect each account and that you will follow the rules of each platform, including the YouTube Terms of Service, the Google Privacy Policy, the Google API Services User Data Policy and the Meta Platform Terms. You are responsible for what is posted, including having the rights to the music, video, images and people shown.
• By connecting YouTube you agree to be bound by the YouTube Terms of Service. You can revoke access at any time at https://myaccount.google.com/permissions or by disconnecting in Postiz. Our handling of Google user data follows the Limited Use statement in Privacy Policy section 10.
• Platforms may change or end their features, review requirements or limits. We are not responsible for a platform's decisions, outages or fees.
• Some connections use accounts or API keys you supply (for example Breeze, Klap, or your own AI key). You, not ServantBase, are responsible for those accounts, their fees and their terms.

11. Your keys and credentials (the vault)

If you store API keys or tokens in your Organization's ServantBase vault (the "Connections" feature), you confirm you are allowed to use them and to give us access to them to run the features you enable. You are responsible for the cost, limits and terms of the services they unlock, for keeping them current, and for revoking or replacing them if they are exposed. We store them encrypted and use them only to run the features you enable. Do not store a key that you are not authorized to use. If a key is misused or exposed through your own account or systems, we are not responsible for resulting charges.

12. Plans, billing, trials and refunds

Billing is not live yet. No prices exist and no card is taken today. This section describes how billing will work when it starts; the plan details shown when you choose a plan also apply.

• Beta and free use. During beta, some Services are free. We will give at least 30 days' written notice before charging.
• Trial. A new Organization may receive a free trial of 30 days. If it ends without a paid plan, there is a short grace period of 7 days to export before access is limited. No card is needed to start a trial. We will not charge you at the end of a trial unless you chose a paid plan.
• Cancellation. You can cancel at any time. Cancellation takes effect at the end of the current paid period; you keep access until then and are not charged again.
• No refunds. Fees are non-refundable. We do not give refunds or pro-rata credits for the unused part of a paid period, on a monthly or an annual plan, or for features you did not use.
• Mistakes and law. We will correct billing errors. Nothing here limits any refund or other right that the law gives you and that cannot be waived.
• Changes. We will give at least 30 days' notice before a price changes, and the change applies from the next billing period. Payments are processed by PayPal. Taxes may apply.

13. Service levels and changes

There is no service level agreement. We work to keep the Services available and to fix problems quickly, but on a best-effort basis, and we do not promise uninterrupted or error-free service. We will tell you about planned maintenance and significant problems by email or in the app where we reasonably can, and we aim to restore service quickly after an outage. We may change, add or retire features and will give reasonable notice of material changes. Back up anything you cannot afford to lose; you can export your data on request.

14. Suspension and termination

• You can stop using the Services and close your account at any time (see section 9 for export and deletion).
• We may suspend or end your access if you break these Terms, if your use puts people or the Services at risk, if required by law, or if payment is past due after notice. Where practical we will give notice and a chance to fix the problem and to export your data first.
• We may end the Services or an app with at least 60 days' notice, and refund any prepaid fees for the period after the end date.
• Sections that by their nature should survive (ownership, disclaimers, liability, indemnity, governing law) survive termination.

15. Disclaimers

The Services are provided "as is" and "as available". To the extent the law allows, we disclaim all warranties not expressly stated, including warranties of merchantability, fitness for a particular purpose and non-infringement, and we do not warrant that the Services will be uninterrupted, error-free or free from loss of data.

16. Limitation of liability

To the extent the law allows, neither side is liable to the other for indirect, incidental, special, consequential or punitive damages, or for lost profits, donations, data or goodwill. Our total liability for all claims relating to the Services is limited to the amount you paid us for the Services in the 12 months before the claim, or US$100 if you paid nothing. These limits do not apply where the law does not allow them, including liability that cannot be limited by law.

17. Indemnity

You will defend and hold us harmless from claims by third parties arising from content or personal information you or your Organization entered or published without the right or consent to do so, from your breach of these Terms or the rules of connected platforms, or from your unlawful use of the Services. We will tell you promptly of any claim and reasonably cooperate at your expense.

18. Governing law and disputes

• Texas law governs these Terms, without regard to conflict-of-law rules.
• Before either side starts a court case, it will give written notice to the other (to info@servantbase.com or the mailing address above) and the parties will try in good faith to resolve the dispute informally for 30 days and then by mediation.
• Disputes that remain are heard in the state or federal courts for Kaufman County, Texas.

19. Changes to these Terms

We will post changes here and notify account holders of material changes by email or in the app at least 30 days before they take effect, except where a change is needed sooner for legal or security reasons. Continued use after the effective date means you accept them. If you do not accept, stop using the Services and close your account.

20. General

These Terms, together with the Privacy Policy and any plan details, are the whole agreement between us about the Services. If part of these Terms is not enforceable, the rest stays in effect. You may not transfer your account or rights without our consent. A failure to enforce a right is not a waiver. We may give notices by email to the address on your account or by posting in the app.

21. Contact

Sims Anderson, PO Box 1245, Forney, TX 75126, info@servantbase.com.

Version e4937afc, 16 Oct 2026