Terms of Service

These Terms of Service (“Terms”) govern your access to and use of the Scout platform operated by Scout Intelligence LLC (“Scout,” “we,” “us,” or “our”), including our website at scout.church, web dashboard, and mobile application (collectively, the “Service”).

By creating an account or using the Service, you agree to be bound by these Terms. If you do not agree, do not use the Service.

1. Overview

Scout is a volunteer intelligence platform for churches and religious organizations. The Service helps churches understand, support, and steward their volunteer teams by providing tools for check-ins, expertise discovery, engagement analytics, and AI-powered volunteer matching.

The Service has two types of users:

• Church staff (“Staff Users”): Authorized representatives of a church who access the web dashboard to manage volunteer data, view analytics, and use AI-powered features.
• Volunteers (“Volunteer Users”): Individuals who use the mobile app to check in, provide feedback, and manage their volunteer profile at their church.

2. Accounts

2a. Registration

To use the Service, you must create an account and provide accurate, complete information. Volunteer Users must enter a valid church code provided by their church. Staff Users may be required to use an invite code during our early access period.

2b. Account Security

You are responsible for maintaining the confidentiality of your account credentials and for all activity that occurs under your account. Notify us immediately at privacy@scout.church if you suspect unauthorized access to your account.

2c. Account Deactivation

Church staff may deactivate a Volunteer User’s account at any time. Deactivated users will be notified and will no longer be able to access the Service through that church. You may also request account deletion by contacting us.

3. Acceptable Use

You agree not to:

• Use the Service for any unlawful purpose or in violation of any applicable laws
• Attempt to gain unauthorized access to any part of the Service, other accounts, or systems connected to the Service
• Use the Service to harass, abuse, or harm others
• Interfere with or disrupt the integrity or performance of the Service
• Upload or transmit viruses, malware, or other harmful code
• Scrape, data-mine, or use automated tools to extract data from the Service without our written consent
• Share your account credentials with others or allow others to access the Service through your account
• Use volunteer data obtained through Scout for purposes unrelated to church ministry (including marketing, solicitation, or commercial purposes)

4. Church Responsibilities

Churches using Scout agree to:

• Use volunteer data responsibly and in accordance with their church’s ministry purposes
• Keep volunteer information confidential and limit access to authorized staff
• Comply with applicable privacy and data protection laws
• Inform their volunteers that Scout is being used and that their data will be processed as described in our Privacy Policy
• Not use Scout’s AI features to make automated decisions that materially affect volunteers without human review

5. AI-Powered Features

Scout uses artificial intelligence to power features including job title categorization, volunteer feedback summaries, engagement scoring, and Scout Lens (volunteer matching). These features are provided as tools to assist church staff in their decision-making.

• AI-generated content (such as summaries and match recommendations) may not always be accurate and should not be the sole basis for decisions about volunteers
• Church staff are responsible for reviewing AI outputs and exercising pastoral judgment
• AI features are subject to usage limits based on your church’s subscription tier

6. Subscriptions and Payment

Access to Scout is provided on a subscription basis. Subscription tiers, pricing, features, and usage limits are described on our website or communicated during onboarding.

• Subscriptions renew automatically unless cancelled before the renewal date
• We may change pricing with 30 days’ written notice
• Refunds are handled on a case-by-case basis at our discretion
• If payment fails, we may suspend access to the Service until payment is resolved

7. Intellectual Property

The Service, including its design, code, features, and branding, is owned by Scout Intelligence LLC and protected by intellectual property laws. You may not copy, modify, distribute, or create derivative works of the Service without our written permission.

You retain ownership of any data you submit to the Service. By using Scout, you grant us a limited license to process, store, and display your data as necessary to provide the Service.

8. Third-Party Integrations

The Service may integrate with third-party platforms such as Planning Center Online. These integrations are provided as a convenience. We are not responsible for the availability, accuracy, or practices of third-party services. Your use of third-party services is governed by their respective terms and policies.

9. Availability and Modifications

• We strive to keep the Service available and reliable, but we do not guarantee uninterrupted or error-free operation
• We may modify, suspend, or discontinue any part of the Service at any time with reasonable notice
• Scheduled maintenance will be communicated in advance when possible
• We are not liable for any downtime, data loss, or service interruptions

10. Limitation of Liability

To the maximum extent permitted by law, Scout Intelligence LLC and its officers, directors, employees, and agents shall not be liable for any indirect, incidental, special, consequential, or punitive damages, or any loss of profits, data, use, or goodwill, arising out of or related to your use of the Service.

Our total liability for any claim arising from the Service shall not exceed the amount you paid us in the 12 months preceding the claim, or $100, whichever is greater.

11. Indemnification

You agree to indemnify and hold harmless Scout Intelligence LLC from any claims, damages, losses, liabilities, and expenses (including attorney’s fees) arising out of your use of the Service, your violation of these Terms, or your violation of any rights of a third party.

12. Disclaimer of Warranties

The Service is provided “as is” and “as available” without warranties of any kind, whether express or implied, including but not limited to implied warranties of merchantability, fitness for a particular purpose, and non-infringement.

We do not warrant that AI-generated content will be accurate, complete, or suitable for any particular purpose. Scout is a tool to support church leadership, not a substitute for pastoral judgment.

13. Termination

• You may stop using the Service and close your account at any time
• We may suspend or terminate your account if you violate these Terms or if your church’s subscription lapses
• Upon termination, your right to use the Service ceases immediately
• Data retention after termination is governed by our Privacy Policy

14. Governing Law

These Terms are governed by the laws of the State of California, without regard to its conflict of law principles. Any disputes arising from these Terms or the Service shall be resolved in the state or federal courts located in California.

15. Changes to These Terms

We may update these Terms from time to time. If we make material changes, we will notify you by updating the date at the top of this page and, for Staff Users, by providing notice through the dashboard or email. Your continued use of the Service after changes take effect constitutes acceptance of the updated Terms.

16. Contact Us

If you have questions about these Terms, contact us at:

Scout Intelligence LLC
Email: privacy@scout.church