Cohoist Terms of Service
Welcome to Cohoist ("Service"), a platform provided by Cohoist LLC ("Provider", "we", "us"). By signing up, accessing, or using the Service, including through our website, subdomains, or Stripe checkout, you ("Subscriber", "you") agree to be bound by these Terms of Service ("Terms"). "You" are the organization subscribing to the Service, while "Clients" are the individuals your organization serves via the Platform. If you do not agree, do not use the Service.
1. Definitions
- "Platform": Cohoist’s cloud-based software for case management, training, and workforce development.
- "User Accounts": Accounts for your employees or volunteers to access and manage the Platform, as specified and adjustable in your subscription plan.
- "Client Accounts": Accounts for the individuals your organization serves ("Clients"), allowing them to log into the Platform, separate from unlimited case tracking, available only on certain subscription tiers.
- "Employer Partner Accounts": Accounts for external employer partners to interact with the Platform’s workforce tools, available only on certain subscription tiers.
- "Service Term": The duration of your subscription, starting on your signup date.
2. Account and Access
2.1 Eligibility: You must be a human (no bots) and provide accurate, complete information (e.g., legal name, valid email) during signup via our website.
2.2 License: We grant you a non-exclusive, non-transferable license to use the Platform and its available features during the Service Term, per your subscription plan.
2.3 Security: You access the Platform using a one-time password sent to your registered email for each login. You are responsible for maintaining the security of your email account used for login. We are not liable for losses from your failure to keep it secure.
2.4 Acceptable Use: You may not use the Platform for illegal purposes, to harm our systems (e.g., excessive server load), or to modify, resell, introduce viruses, or post unlawful/offensive content. Violations may result in suspension or termination.
2.5 Usage Limits: Unlimited case tracking of Clients is subject to fair use, not exceeding our system capacity as reasonably determined.
3. Payment Terms
3.1 Subscription Fees: The Service is billed monthly or annually in advance via Stripe, based on your chosen plan tier, which determines available features (e.g., Client Accounts, training management tools). Fees are non-refundable, with no credits for partial use or unused periods.
3.2 Upgrades/Downgrades: You may upgrade or downgrade your plan tier or User Account quantity anytime via the manage subscription page within the Platform, powered by Stripe. Changes take effect immediately, with Stripe adjusting your current billing cycle via prorated charges or credits.
3.3 Additional Accounts: Each User Account includes 200 Client Accounts; additional Client Accounts beyond this cost $0.50/month each or as mutually agreed and may be requested via the help and support form within the Platform. Employer Partner Accounts are included in applicable subscription tiers.
3.4 Taxes: Fees exclude taxes—you’re responsible for any applicable taxes unless you provide a valid NC tax-exempt certificate before invoicing, per NC Gen. Stat. § 105-164.13.
3.5 Payment Method: You authorize Stripe to charge your provided payment method. Late payments incur a 1.5% monthly fee, if reasonable under NC law, after 15 days.
3.6 Fee Changes: We may adjust subscription fees at any time, effective immediately.
4. Term and Termination
4.1 Term: Your subscription starts on signup and auto-renews monthly or annually unless canceled.
4.2 Cancellation: You may cancel anytime via your account settings or the help and support form within the Platform, effective immediately—we may refund prorated prepaid subscription fees at our discretion.
4.3 Termination by Us: We may terminate or suspend your account at our discretion with 30 days’ notice (refunding prorated prepaid subscription fees) or immediately for cause (e.g., non-payment, misuse) with no refund.
4.4 Post-Termination: You may export your data anytime during the Term using Platform tools. After termination, we may delete your data after 90 days unless legally required to retain it.
4.5 Suspension: We may suspend access for non-payment or misuse after 10 days’ notice, or instantly for severe violations (e.g., security threats), restoring access upon resolution.
5. Data and Security
5.1 Ownership: You own all data you input (“Client Data”), including information about your Clients.
5.2 Security: We use industry-standard measures (e.g., encryption) to protect Client Data. You ensure Client Data complies with applicable privacy laws (e.g., 42 CFR Part 2).
5.3 Breach: We’ll notify you within 72 hours of a confirmed data breach and mitigate, per NC Gen. Stat. § 75-61 et seq.
5.4 Use: We may use anonymized Client Data for analytics, never disclosing your identity without consent.
6. Support and Maintenance
6.1 Support: We offer support via the help and support form within the Platform during business hours (9 AM-5 PM EST), responding as reasonably possible given our team size. We use third-party vendors (e.g., Azure) to deliver the Platform.
6.2 Maintenance: Updates may occur, typically at night—we’ll minimize disruption, with notice when feasible but not guaranteed.
6.3 Availability: We target 99% uptime, excluding maintenance and force majeure (e.g., outages beyond our control). Downtime beyond this is handled via support; we may offer prorated credits at our discretion.
7. Warranties and Liability
7.1 Warranty: We warrant the Platform functions as described. If not, we’ll try to fix it or refund your last payment, at our discretion.
7.2 Disclaimer: The Platform is “as-is”—no warranties (e.g., merchantability, fitness).
7.3 Liability: Neither party is liable for indirect damages (e.g., lost profits). Our total liability is capped at fees you paid in the prior 12 months.
7.4 Indemnification: You indemnify us against claims from your Client Data or misuse, including legal fees.
8. Intellectual Property
8.1 You own your Client Data. We own the Platform and its code—you get a license to use it per these Terms.
9. General Provisions
9.1 Governing Law: NC law governs, with disputes via mediation in Charlotte, NC, then arbitration (NC Gen. Stat. § 1-569.1 et seq.), or NC courts if arbitration fails.
9.2 Assignment: No assignment without consent, except we may assign to a successor in a business sale.
9.3 Entire Agreement: This is the full deal, superseding prior talks.
9.4 Changes: We may modify these Terms at any time, effective immediately—you may cancel with 30 days’ notice if disagreeing.
9.5 Force Majeure: No liability for delays beyond control (e.g., internet failures), except payment obligations unless impossible, with prompt notice.
Last Updated: February 28, 2025
Questions? Use the help and support form within the Platform.