Hibox for Nonprofits Acceptable Use Policy

1.Introduction

This policy sets the rules for using Hibox for Nonprofits ("Hibox," "we," "us"). It applies to every organization that holds a Hibox account ("Customer") and every person who uses the service through that account, including staff, volunteers, board members, participants, and families ("Users").

This policy is part of our Terms of Service. By using Hibox, you agree to follow it. If this policy and the Terms of Service conflict, the Terms of Service control.

Each Customer is responsible for making sure its Users follow this policy.

2.Permitted Use

Hibox is built to help nonprofits run their programs and operations. You may use Hibox only for lawful purposes connected to your organization's work, such as:

• Managing programs, enrollment, attendance, and participant records
• Communicating with staff, volunteers, participants, and families
• Managing grants, fundraising, donors, and reporting
• Training staff and managing your team

You must follow all laws that apply to your use of Hibox, including privacy, consumer protection, and communications laws.

3.Prohibited Conduct

You may not use Hibox to do any of the following.

Illegal or harmful activity

• Break any law or help someone else break a law
• Commit fraud, including false fundraising appeals or misuse of donated or grant funds
• Harass, threaten, bully, or harm any person
• Share content that is hateful, sexually explicit, violent, or that exploits or endangers children in any way
• Upload content you do not have the right to share, including material that violates someone's copyright, trademark, or privacy

Security and system misuse

• Access or try to access accounts, data, or systems you are not authorized to use
• Test, scan, or probe Hibox for weaknesses without our written permission
• Upload viruses, malware, or any harmful code
• Get around security features, usage limits, or access controls
• Copy, scrape, reverse engineer, or resell any part of Hibox
• Use automated tools to access Hibox in ways we have not approved

Misleading use

• Pretend to be another person or organization
• Give false information when creating an account
• Use Hibox for purposes unrelated to your organization's work

4.Youth and Participant Data

Hibox will hold sensitive information about your organization, staff, volunteers, participants, and families. This may include names, contact details, birth dates, attendance, family details, and other personal information.

Many Hibox customers serve children and families. Customers must handle participant information with care. When you use Hibox, you must:

• Collect only the participant information you need to run your programs
• Get any parent, guardian, or participant consent the law requires before you collect, store, or share information
• Limit access to participant records to Users who need it for their role
• Remove access right away when a staff member or volunteer leaves or changes roles
• Never share participant information with anyone who is not authorized to see it
• Never use participant information for marketing, sales, or any purpose unrelated to your programs

You may not upload Social Security numbers, bank account numbers, or detailed medical records unless a Hibox feature is built for that purpose.

You are responsible for following laws that protect participant data in your state and program area.

Photos and videos

You must get written permission from a parent or guardian before you upload photos or videos of a child to Hibox. Use this media only for program purposes, and remove it when permission is withdrawn.

Children using Hibox

If children use Hibox directly, such as through a participant portal, app, or form, your organization acts on behalf of their families. You must get parent or guardian consent before a child under 13 uses Hibox or provides personal information, as required by the Children's Online Privacy Protection Act (COPPA).

5.Background Screening

If you use Hibox to run background checks, you must use the results only for hiring, volunteer, and other decisions the law allows. You must follow the Fair Credit Reporting Act (FCRA) and any state laws. This includes getting written permission from the person before running a check and giving the required notices before taking action based on a report. Only Users who make screening decisions should have access to screening results.

6.Payments and Donor Information

Enter card and bank details only through Hibox payment tools. Never type card numbers, bank account numbers, or security codes into notes, custom fields, messages, or file uploads.

You are responsible for following state charitable fundraising laws, including registration where required. You must give donors accurate receipts and honest information about how gifts will be used. Donor information may be used only for your organization's fundraising and donor relations. You may not sell or rent donor lists.

7.Email and Text Messaging

Hibox lets you send email and text (SMS) messages. Our messaging partners have their own rules, and carriers can block messages that break them. When you send messages through Hibox, you must:

• Send messages only to people who have agreed to receive them
• Keep a record of that consent
• Honor every request to stop receiving messages right away, including replies such as STOP
• Clearly identify your organization in each message
• Send messages only for your organization's programs and operations

You may not use Hibox to send spam, bulk messages to purchased or rented lists, misleading messages, or messages about prohibited topics under carrier rules.

You must follow all messaging laws, including the Telephone Consumer Protection Act (TCPA) and the CAN SPAM Act. We may pause or stop your messaging if we see high complaint rates, carrier warnings, or other signs of misuse.

8.Accounts and Fair Use

Each User must have their own login. You may not share passwords or let others use your account. Keep your login details private and tell us right away if you think your account has been used without permission.

You may not use Hibox in a way that places an unfair load on our systems or slows down the service for other customers. This includes storing large amounts of data unrelated to your programs or sending an unusual number of requests. If your use goes beyond normal levels, we will contact you to find a solution before taking other steps.

9.Connected Apps and Integrations

If you connect Hibox to other apps or services, your organization is responsible for choosing those services, deciding what data is shared with them, and following their terms. Hibox is not responsible for how other services handle your data.

10.AI Features

Some Hibox features may use artificial intelligence (AI) to draft content, summarize information, or suggest actions. AI output can be wrong or incomplete. A staff member must review AI output before using it to make decisions about participants, families, staff, volunteers, or funding. You may not use AI features to create content that breaks this policy.

11.Reporting Problems

If you see anything that breaks this policy, or you think participant data has been exposed, contact us right away at support@hibox.co.

Hibox is not a system for reporting suspected child abuse or neglect. Staff who are mandated reporters must still follow the reporting duties required by law and by your organization, even if information about a concern is stored in Hibox.

12.Enforcement

If we believe this policy has been broken, we may take any of these steps:

• Contact you and ask you to fix the problem
• Remove content or pause certain features, such as messaging
• Suspend or close the account
• Report illegal activity to the proper authorities

When we can, we will tell you before we act and give you a chance to fix the problem. We may act right away when needed to protect people, data, or the service.

13.Changes to This Policy

We may update this policy from time to time. We will post the new version on this page and change the date at the top. For major changes, we will notify account administrators by email. Continuing to use Hibox after an update means you accept the new policy.

14.Contact Us

Questions about this policy can be sent to: