Terms of Service

CampPulse 360 is used by camps and seasonal programs; sports academies, clubs, leagues, dance and performing arts studios, gymnastics and swim schools; after-school, extended care, tutoring, and enrichment programs; and other organizations that run structured programs for participants.

Customers may rename the platform’s core terms to match their own vocabulary, so that a camp may appear as an academy, club, studio, school, or program; a camper may appear as a player, athlete, dancer, swimmer, student, or participant; a cabin may appear as a team, squad, group, or class; and a session may appear as a practice, class, term, or program.

In these Terms the words camp, camper, cabin, and session are used as general labels for those records, whatever a Customer has chosen to call them. Participant means any individual enrolled in a Customer’s program, whether a child, a youth, or an adult.

CampPulse 360 may be used by:

• Customer administrators and staff;
• Parents, guardians, household members, and authorized users;
• Individuals registering participants;
• Staff members or applicants whose information is managed in the platform; and
• Other authorized users invited by a Customer.

For purposes of these Terms, “Customer” means the camp, academy, club, studio, school, organization, or other entity that subscribes to or uses CampPulse 360. “End User” means an individual who accesses the platform, including parents, guardians, staff members, and administrators.

The Customer is responsible for all End Users, administrators, staff, contractors, volunteers, parents, guardians, and other users it authorizes, invites, or permits to access the platform. Accounts on CampPulse 360 may only be created by individuals aged sixteen (16) or older. Individuals under that age do not create accounts or submit information directly; information about them is submitted on their behalf by a parent, guardian, authorized household member, or the Customer. Customers are responsible for determining whether any additional restrictions on minor participation are appropriate for their programs.

Customers are responsible for determining what information they collect through CampPulse 360, why they collect it, how long they retain it, who may access it, and how they use it.

Customers are also responsible for complying with laws and regulations that apply to their organization, programs, registrations, payments, medical information, participant records, staff records, consents, waivers, tax settings, communications, and retention practices.

CampPulse 360 provides software tools. We do not operate your camp or program, make eligibility decisions, provide medical advice, replace legal forms, or determine whether your specific registration process satisfies your legal obligations.

Customers are responsible for promptly reviewing, updating, and removing user access for former staff, contractors, volunteers, administrators, or any user who no longer requires access.

CampPulse 360 may include AI-assisted or automated features. AI outputs may be incomplete, inaccurate, or unsuitable for a Customer’s specific legal, operational, medical, tax, or compliance needs. Customers are responsible for reviewing and approving AI-generated outputs before relying on them. AI features do not provide legal, medical, tax, accounting, or professional advice.

Any templates, form fields, waiver tools, consent flows, registration questions, or document workflows provided through CampPulse 360 are for administrative convenience only and are not legal advice. Customers must have their own legal counsel review waivers, consents, releases, medical authorizations, refund terms, photo permissions, and program-specific legal documents.

Users must provide accurate information when creating or using an account. Customers are responsible for managing user access, roles, permissions, and account activity within their organization.

You are responsible for maintaining the confidentiality of your login credentials and for all activity that occurs under your account. You must notify us promptly if you believe your account has been compromised.

We use third-party authentication services to support account login and identity management.

You agree not to misuse CampPulse 360 or attempt to manipulate the platform, pricing, subscription structure, registration workflows, payment flows, or account controls. You may not:

• Access or attempt to access data you are not authorized to view;
• Interfere with the security, integrity, availability, or proper operation of the platform;
• Upload malicious code, malware, or harmful files;
• Use the platform to send unlawful, misleading, abusive, or harassing communications;
• Attempt to reverse engineer, copy, scrape, bypass, or misuse the platform;
• Use the platform in a way that violates applicable law or the rights of others;
• Bypass security controls, usage limits, account restrictions, registration limits, capacity controls, payment controls, or subscription limits;
• Misrepresent your organization, account status, billing information, usage level, registration volume, or eligibility for a pricing tier;
• Repeatedly downgrade, upgrade, cancel, recreate, or resubscribe accounts in a manner designed to avoid fees, usage limits, platform charges, contractual commitments, or payment obligations;
• Split one organization, camp, program, or operating entity across multiple accounts or tenants to avoid subscription fees, registration fees, capacity limits, or other charges;
• Use trial, free, discounted, promotional, or limited-use access in a way that is inconsistent with the intended purpose of that access; or
• Help another person or organization do any of the above.

We may suspend, restrict, or adjust access, billing, subscription status, or account configuration if we reasonably believe the platform, pricing, subscription plans, registration workflows, payment flows, or account controls are being misused or manipulated. We may also recover unpaid fees or charges that should have applied based on actual usage, account structure, registration volume, or subscription activity.

CampPulse 360 supports registration, cart, checkout, invoice, payment, tax, and related financial workflows.

Customer subscription fees, registration fees, payment processing fees, and other commercial terms may be described in a separate order form, subscription agreement, statement of work, invoice, or pricing page.

Payments processed through CampPulse 360, including credit card and ACH payments, are handled by Stripe, our payment processor. CampPulse 360 does not store full credit card or bank account numbers. Customers are responsible for setting accurate prices, deposits, discounts, taxes, refund policies, cancellation rules, and payment terms for their programs.

Taxes shown or calculated in the platform are based on the configuration entered or approved by the Customer. Customers remain responsible for confirming that taxes, exemptions, accounting categories, invoice details, and related financial settings are accurate for their organization.

Customers are responsible for managing disputes, failed payments, chargebacks, refunds, cancellations, credits, payment processor fees, and communications with End Users relating to registration charges. PulseCore is not responsible for determining whether a parent, guardian, or participant is entitled to a refund, credit, transfer, or chargeback resolution unless expressly agreed in writing.

CampPulse 360 does not provide tax, accounting, or financial advice and does not guarantee that tax calculations, exemptions, invoice settings, or accounting categories are correct for every jurisdiction. Customers are responsible for reviewing tax settings with appropriate tax or accounting advisors.

8.1 Customer Refund and Cancellation Policies

Refunds, cancellations, transfers, and credits for registrations, enrollments, classes, sessions, and program fees are generally controlled by the Customer’s own policies. CampPulse 360 provides software tools to help administer those policies but does not decide whether a parent, guardian, or participant is entitled to a refund unless expressly stated in a separate agreement.

Customers are responsible for disputes with End Users relating to registrations, refunds, cancellations, injuries, supervision, discipline, program changes, medical decisions, emergency contacts, authorized pickup, custody issues, participant eligibility, staff decisions, and communications.

8.2 Subscription Terms

Subscriptions run month to month. There is no minimum term and no cancellation fee. You may cancel at any time from your account settings, with no advance notice required, and the cancellation takes effect at the end of the current billing cycle. Monthly subscription fees already paid are not refunded for the remainder of a cycle. This paragraph applies to our published subscription plans; where a Customer has a custom subscription plan under a separate written agreement, the cancellation terms in that agreement apply instead.

You may move between plans at any time. A change takes effect at the start of your next billing cycle, and the per-registration and platform fees for the new plan apply to registrations processed from that date.

Per-registration fees and platform fees are earned when a registration is processed and are not refundable if you later cancel your subscription or if the Customer refunds a parent, guardian, or participant. Payment processing fees charged by Stripe are set by Stripe and are not ours to refund.

We will give at least thirty (30) days’ written notice by email before any change to published subscription, per-registration, or platform fees. Where we have agreed a fixed rate with a Customer in writing, that rate applies for the period agreed.

Customers and End Users retain ownership of the data, records, files, text, forms, attachments, and other content they submit to CampPulse 360, subject to any rights granted to the Customer by its End Users.

PulseCore does not claim ownership of Customer data. Customers grant PulseCore permission to process Customer data as needed to provide, secure, support, maintain, and improve CampPulse 360, and as otherwise described in our Privacy & Security Policy or applicable agreement.

CampPulse 360 may process information about participants, including children and youth, when that information is submitted by Customers, parents, guardians, authorized household members, or staff.

Customers are responsible for obtaining any required parental, guardian, participant, medical, emergency contact, photo, waiver, or other consents needed for their programs.

Some Customers operate programs that include adult participants. Where an adult registers for a program, the provisions of these Terms that concern children and minors do not apply to that individual, and the Customer remains responsible for obtaining any consents its program requires.

PulseCore processes participant and registrant information to provide the platform and does not knowingly use children’s personal information for unrelated advertising or sell children’s personal information.

CampPulse 360 may allow Customers to collect and manage medical, allergy, medication, dietary, physician, insurance, emergency contact, treatment instruction, and related information.

This information may be sensitive. Customers are responsible for determining what medical or health-related information is necessary for their programs and for handling that information appropriately.

Customers are responsible for reviewing medical, allergy, dietary, medication, emergency contact, and treatment information before relying on it, training staff appropriately, keeping records current, and responding to medical or emergency situations through their own procedures and qualified personnel.

CampPulse 360 is not a medical provider and does not provide medical advice, diagnosis, treatment, or emergency services.

CampPulse 360 is not a covered entity under the U.S. Health Insurance Portability and Accountability Act (HIPAA) and does not act as a business associate. Customers that are covered entities or business associates under HIPAA must not submit protected health information to CampPulse 360 unless a written agreement with PulseCore expressly permits it, and must notify us promptly if their HIPAA status changes.

CampPulse 360 uses third-party service providers to operate the platform, including hosting, authentication, payment processing, email delivery, file storage, analytics, monitoring, and support tools.

Third-party services may have their own terms and privacy notices. We are not responsible for third-party services that are not controlled by PulseCore, but we select service providers to support the operation and security of CampPulse 360.

Known key providers include:

• Render for application hosting infrastructure;
• Stripe for payment processing;
• Clerk for authentication and identity management;
• Postmark for email delivery;
• Cloudflare for file/attachment storage or delivery; and
• OpenAI for AI-assisted features (AI Builder, AI Placement, Pulse IQ, and AI Notes Assistant).

Use of payment, authentication, hosting, email, file storage, analytics, monitoring, or support features may be subject to third-party terms, policies, and service limitations. PulseCore is not responsible for outages, errors, data handling, fees, or service limitations caused by third-party services outside PulseCore’s reasonable control.

We work to keep CampPulse 360 reliable and available, but we do not guarantee uninterrupted or error-free service. The platform may occasionally be unavailable due to maintenance, upgrades, outages, security events, third-party service issues, or events outside our control.

We may improve, modify, add, or remove features over time. We will try to avoid changes that materially reduce core functionality for active Customers without reasonable notice. Where such a change is necessary, we will give active Customers at least seven (7) days’ notice before it takes effect.

Free, trial, beta, preview, pilot, or experimental features may be modified, limited, suspended, or discontinued at any time and may be provided with reduced support, limited availability, or additional restrictions.

Unless a separate written agreement expressly provides a service level agreement, CampPulse 360 does not provide guaranteed uptime, credits, or remedies for downtime.

13.1 Updates and Releases

We release most updates to CampPulse 360 without interrupting the Service. These updates do not require advance notice.

13.2 Scheduled Maintenance

Some maintenance requires CampPulse 360, or part of it, to be unavailable. Where scheduled maintenance is needed, we aim to group it into a single occurrence each month, at the time we expect to be least disruptive to Customers.

CampPulse 360 is used by organizations in different countries and time zones, so there is no single time that is convenient for everyone. We do not commit to a fixed maintenance window, and the timing of any particular maintenance may suit some Customers better than others.

We will give at least seven (7) days’ notice of scheduled maintenance by publishing it on our status page and by displaying a notice within CampPulse 360 so that users of the Service are aware of it.

13.3 Urgent Maintenance

We may need to carry out urgent maintenance without seven days’ notice, for example to apply a security patch, to address a fault, or to protect the security, integrity, or availability of the Service. Where urgent maintenance is required we will give as much notice as the circumstances reasonably allow, and we will tell affected Customers what happened afterwards.

13.4 What Maintenance Does Not Change

Scheduled and urgent maintenance are part of the normal operation of the Service. Unless a separate written agreement expressly provides a service level agreement, maintenance does not entitle a Customer to credits, refunds, or other remedies.

We use administrative, technical, and organizational safeguards designed to protect the platform and Customer data. However, no system is perfectly secure. Customers and users must also do their part by using strong authentication practices, limiting access to authorized users, reviewing permissions, and promptly reporting suspected issues.

Our security practices are described in more detail in our Privacy & Security Policy.

Each party may receive confidential or non-public information from the other. The receiving party agrees to use reasonable care to protect confidential information and to use it only for the purposes of providing, receiving, supporting, or improving the service, unless disclosure is required by law or authorized by the disclosing party.

Confidential information does not include information that is publicly available, already known without confidentiality restriction, independently developed without use of confidential information, or lawfully received from another source. Confidentiality obligations survive termination of these Terms.

CampPulse 360, including the software, design, workflows, user interface, documentation, branding, logos, and related materials, is owned by PulseCore Inc. or its licensors.

Subject to these Terms and any applicable agreement, PulseCore grants the Customer a limited, non-exclusive, non-transferable, non-sublicensable, revocable right to access and use CampPulse 360 during the applicable subscription period for the Customer’s internal camp, program, registration, and administrative purposes.

These Terms do not grant you ownership of CampPulse 360. You receive only the right to access and use the platform as permitted under these Terms and any applicable agreement.

You may not copy, modify, distribute, resell, sublicense, or create derivative works from CampPulse 360 except as expressly permitted by PulseCore in writing.

If you provide suggestions, ideas, or feedback about CampPulse 360, you agree that PulseCore may use that feedback without restriction or compensation, provided we do not disclose your confidential information in doing so.

18.1 Suspension for Risk

We may suspend or restrict access to CampPulse 360 if we reasonably believe that continued access may create a security, operational, legal, or compliance risk. This may include suspected unauthorized access, compromised login credentials, attempted misuse of the platform, malicious activity, threats to the security or availability of the Service, activity that may affect other customers, users, or systems, or activity that may compromise Customer Data.

Where practical, we will provide notice and work with the Customer to resolve the issue; however, we may act immediately where needed to protect the Service, Customer Data, End Users, other customers, or our systems.

Where reasonably possible, suspensions of this type will be limited in scope to the affected user, account area, integration, feature, or function rather than the entire account, and will remain in place only as long as needed to address the underlying issue.

18.2 Suspension for Non-Payment

We may suspend access to paid features, including administrative features, online registration, checkout, payment-related functionality, integrations, or other subscription-based features, if undisputed fees remain unpaid past their due date.

Before suspending for non-payment, we will send at least one written reminder to the billing contact on file and provide a reasonable opportunity to bring the account current. Suspension for non-payment does not relieve the Customer of the obligation to pay outstanding amounts or other fees owed under the applicable order or agreement.

18.3 Termination for Cause

We may terminate a Customer’s access to CampPulse 360 if:

• The Customer materially breaches these Terms or another agreement with us and does not cure the breach within thirty (30) days after written notice, where the breach is reasonably capable of cure;
• The Customer or its End Users engage in fraud, intentional misuse of the platform, infringement of intellectual property, or activity that violates applicable law;
• The Customer attempts to misuse subscription, billing, cancellation, downgrade, upgrade, trial, or reactivation processes to avoid applicable fees, usage limits, or contractual obligations;
• Fees remain unpaid for more than thirty (30) days after a non-payment suspension under Section 18.2;
• The Customer becomes insolvent, files for bankruptcy, or ceases ordinary business operations; or
• We are required to suspend or terminate access by law, court order, regulator, payment processor, hosting provider, authentication provider, or another critical service provider.

A Customer may terminate for cause if PulseCore materially breaches these Terms and does not cure the breach within thirty (30) days after written notice describing the breach in reasonable detail.

18.4 Termination for Convenience

A Customer may cancel a month-to-month subscription at any time as described in Section 8.2. PulseCore may decline to renew a Customer’s month-to-month subscription for any reason on reasonable advance notice. For fixed-term or custom subscriptions, termination for convenience is governed by the applicable order or agreement.

We may also discontinue CampPulse 360 or a material portion of it on at least thirty (30) days’ advance notice to active Customers, except where a shorter period is necessary due to legal requirements, a critical third-party or hosting provider described in Section 12, or an urgent security issue.

18.5 Effect of Suspension or Termination

During a suspension, account access may be limited or disabled, but Customer Data is retained in accordance with our Privacy & Security Policy and the applicable agreement. Suspension does not, by itself, terminate the agreement or relieve the Customer of payment obligations, including fees that accrued before suspension and any recurring fees owed under the applicable order or agreement.

On termination, the Customer’s right to use CampPulse 360 ends, and we may disable accounts, integrations, API access, online registration, checkout, and payment-related functionality. The Customer remains responsible for fees accrued through the effective date of termination, and any prepaid, unused fees will be handled in accordance with the applicable order or agreement.

18.6 Data Export and Deletion

For a reasonable transition period after termination, typically thirty (30) days unless a longer period is required by law or stated in an order, Customers may request export of their Customer Data in a standard electronic format.

We may require reasonable account verification before providing an export and may charge reasonable fees for custom, complex, or repeated export requests. Data export rights may be subject to payment of undisputed amounts owed, except where prohibited by applicable law.

After the transition period, we may delete or anonymize Customer Data in accordance with our Privacy & Security Policy, our retention schedules, and applicable legal, tax, accounting, and audit obligations. Some records, such as financial transaction records, registration history, payment records, security logs, audit records, and information needed to defend legal claims, may be retained for longer periods as required or permitted by law.

18.7 Survival

Provisions that by their nature should survive termination will survive, including those relating to fees owed, intellectual property, confidentiality, disclaimers, limitations of liability, indemnification, governing law, dispute resolution, data retention, and audit/legal compliance.

CampPulse 360 is provided on an “as is” and “as available” basis, except as expressly stated in a separate written agreement.

We do not warrant that the platform will be uninterrupted, error-free, or meet every Customer’s specific legal, operational, tax, medical, or compliance requirements.

Customers are responsible for reviewing their own forms, consents, waivers, registration rules, medical collection practices, refund policies, tax settings, and legal obligations with appropriate advisors.

To the maximum extent permitted by law, PulseCore Inc. will not be liable for indirect, incidental, special, consequential, exemplary, or punitive damages, including loss of profits, loss of revenue, loss of goodwill, loss of data, business interruption, or substitute services.

To the maximum extent permitted by law, PulseCore’s total liability for claims arising out of or related to CampPulse 360 will not exceed the amounts paid by the Customer to PulseCore for the service during the twelve months before the event giving rise to the claim, unless a separate written agreement states otherwise.

Some jurisdictions do not allow certain limitations of liability, so some of the above limitations may not apply.

Customers agree to defend, indemnify, and hold harmless PulseCore Inc. from claims, damages, liabilities, costs, and expenses arising from:

• Customer data or content submitted to the platform;
• Customer’s use of CampPulse 360;
• Customer’s violation of law or these Terms;
• Customer’s registration, refund, medical, tax, waiver, consent, or communication practices; or
• Disputes between Customers and End Users.

Neither party will be liable for any failure or delay in performing its obligations under these Terms, other than payment obligations, to the extent the failure or delay is caused by events beyond that party’s reasonable control. These events may include acts of God, natural disasters, fire, flood, earthquake, or severe weather; war, invasion, act of foreign enemies, terrorism, civil war, rebellion, insurrection, or riot; epidemic, pandemic, or quarantine restrictions; government action, embargo, sanctions, or a change in law; labor disputes or strikes not caused by the affected party’s own actions; and failure, outage, or unavailability of internet, telecommunications, power, utility, or third-party service providers described in Section 12.

The affected party will notify the other party as soon as reasonably practical, describe the nature and expected duration of the event where known, and use reasonable efforts to mitigate its impact and resume performance.

If a force majeure event prevents a party from performing a material obligation for more than sixty (60) consecutive days, either party may terminate the affected order or agreement on written notice, without further liability for that non-performance, subject to the provisions in Section 18.7 that survive termination.

This section does not excuse a Customer’s obligation to pay for services already provided, and does not limit either party’s rights or remedies for events within that party’s reasonable control.

PulseCore and the Customer are independent contractors. Nothing in these Terms creates a partnership, joint venture, agency, franchise, or employment relationship between the parties. Neither party has the authority to bind the other or to incur obligations on the other’s behalf.

These Terms are for the benefit of PulseCore and the Customer only. End Users, including parents, guardians, staff members, and other individuals who access CampPulse 360 through a Customer’s account, are not parties to these Terms and do not have any right to enforce these Terms against PulseCore. Nothing in these Terms creates any right or remedy for any person or entity other than PulseCore and the Customer, except as expressly stated otherwise.

Customer represents that it is not located in, under the control of, or a national or resident of any country or region subject to comprehensive trade sanctions or embargoes administered by Canada, the United States, or the European Union, and is not identified on any restricted party, denied person, or sanctioned entity list maintained by those governments. Customer agrees to comply with applicable export control and sanctions laws in connection with its use of CampPulse 360.

Except as otherwise stated in these Terms, notices under these Terms must be in writing and will be considered given: (a) when sent by email to the billing or administrative contact on file (for notices to a Customer) or to the email address listed in the Contact section of these Terms (for notices to PulseCore), with confirmation of delivery; or (b) three (3) business days after being sent by prepaid courier or registered mail to the last address provided by the receiving party. A party may update its notice contact information by providing notice in accordance with this section.

These Terms are governed by the laws of the Province of Ontario and the federal laws of Canada applicable there, without regard to conflict of law principles.

Any disputes will be resolved in the courts located in Ontario, Canada, unless applicable law requires otherwise or a separate written agreement states otherwise.

Before starting legal proceedings, the parties agree to first try to resolve the dispute in good faith by written notice and reasonable escalation for at least thirty (30) days, unless urgent injunctive relief is needed.

Any provisions that by their nature should survive termination will survive, including payment obligations, confidentiality, intellectual property, disclaimers, limitation of liability, indemnification, governing law, dispute resolution, and provisions relating to data export, retention, or deletion.

If any provision of these Terms is found unenforceable, the remaining provisions will remain in effect. Failure to enforce a provision is not a waiver.

Customers may not assign these Terms without PulseCore’s consent. PulseCore may assign these Terms in connection with a merger, acquisition, financing, restructuring, or sale of assets.

These Terms, together with any applicable order form or written agreement, form the entire agreement between the parties regarding CampPulse 360.

We may update these Terms from time to time. When we make material changes, we will update the “Last updated” date and may provide additional notice where appropriate.

Continued use of CampPulse 360 after updated Terms become effective means you accept the updated Terms.