Effective Date: September 29, 2026
These terms are the agreement between your organization and Hibox. Your organization owns its data, pays for its subscription, and is responsible for how its staff and volunteers use Hibox. We provide and support the software, protect your data, and let you export it if you leave. Our Privacy Policy, Acceptable Use Policy, and Data Processing Agreement are part of these terms.
This summary is for convenience only. The full terms below are what apply.
These Terms of Use ("Terms") are an agreement between Hibox LLC, doing business as Hibox for Nonprofits ("Hibox," "we," "us"), and the organization that signs up for or uses the Hibox software and related services (the "Services"). That organization is the "Customer." The people Customer allows to use the Services, such as staff, volunteers, and board members, are "Users."
If you accept these Terms for an organization, you confirm that you have authority to bind that organization. If you do not have that authority, or do not agree to these Terms, do not use the Services.
These documents are part of these Terms:
If an Order conflicts with these Terms, the Order controls for that purchase. The Data Processing Agreement controls on questions about how we process Customer Data.
Back to top2.1 Eligibility. Users must be at least 18 years old, except for program participants who use the Services under Customer's supervision with any consent the law requires.
2.2 Account information. Customer must give accurate account and billing information and keep it up to date.
2.3 Logins. Each User must have their own login. Customer is responsible for all activity under its account and must tell us right away at support@hibox.co if it believes an account has been used without permission.
2.4 Customer responsibility. Customer is responsible for its Users, for setting their roles and permissions, and for making sure they follow these Terms.
Back to top3.1 Providing the Services. We will provide the Services described in Customer's plan and give reasonable support by email at support@hibox.co.
3.2 Changes. We regularly improve the Services and may add, change, or remove features. We will not make a change that materially reduces the core features of Customer's plan during a paid term without giving Customer at least 30 days notice.
3.3 Pilot and beta features. We may offer features marked as pilot, beta, or preview. These are provided as they are, may change or end at any time, and may not have the same support or reliability as other features.
3.4 AI features. Some features use artificial intelligence to draft content, summarize information, or suggest actions. AI results can be wrong or incomplete. Customer is responsible for reviewing AI results before relying on them, especially for decisions about people or funding.
3.5 Uptime and maintenance. We work to keep the Services available at all times but do not guarantee a specific level of uptime. We may schedule maintenance that makes some or all of the Services unavailable for a short time. When we can, we will give notice in advance and schedule maintenance outside normal business hours.
3.6 Free trials and pilots. We may offer free trials, pilot programs, or introductory pricing. The terms of each offer, including when it ends, are shown when Customer signs up. When a trial or pilot ends, Customer must choose a paid plan to keep using the feature. A trial does not turn into a paid plan without Customer's agreement. Customer Data from a trial stays available for 30 days after the trial ends.
Back to top4.1 Fees. Customer will pay the fees for its plan as shown in its Order or on our pricing page. Fees are based on the plan, modules, and number of Users Customer chooses.
4.2 Billing and renewal. Subscriptions are billed in advance, monthly or yearly. Each subscription renews automatically for the same length of time unless Customer cancels before the renewal date.
4.3 Usage based charges. Some services, such as text messages and background checks, are charged by use or through prepaid credits, as described in Customer's plan.
4.4 Taxes. Fees do not include taxes. Customer is responsible for any sales or similar taxes, unless Customer gives us a valid tax exemption certificate.
4.5 Late payment. If payment is more than 15 days late, we may suspend the Services after giving Customer notice. Suspension does not delete Customer Data.
4.6 Price changes. We will give Customer at least 30 days notice before a price change takes effect. Price changes apply starting with the next renewal.
4.7 Refunds. Fees are not refundable, except as stated in these Terms, in the Data Processing Agreement, or as required by law.
4.8 User counts and plan limits. Plans are priced by the number of Users. Users who can add or change information count toward plan limits. Users with view only access, such as board members, do not count unless Customer's plan says otherwise. If Customer goes over its plan limit, we will contact Customer to move to the right plan, and fees for the new plan will apply from that point.
Back to topCustomer owns its data. "Customer Data" is the information Customer and its Users put into the Services, or that others submit to Customer through the Services. Customer keeps all rights to Customer Data.
5.1 Our use. Customer gives us permission to host, process, and display Customer Data only as needed to provide and support the Services, keep them secure, and meet legal requirements. We handle Customer Data as described in our Privacy Policy and Data Processing Agreement. We never sell Customer Data.
5.2 Customer duties. Customer is responsible for the accuracy of Customer Data, for having the rights and consents needed to collect it and put it into the Services, and for following the laws that apply to it, including laws that protect children, students, employees, and donors.
5.3 Export. Customer can export Customer Data at any time while its subscription is active, and for 30 days after it ends.
5.4 Usage information. We may collect information about how the Services are used, such as feature use and performance data, to run and improve the Services. We will only share this information in a form that does not identify Customer or any person.
Back to topCustomer and its Users must follow our Acceptable Use Policy. Among other things, Customer may not:
7.1 Our property. Hibox owns the Services, including the software, design, content, training materials, and the Hibox name and logos. These Terms give Customer the right to use the Services during its subscription. They do not transfer ownership of anything to Customer.
7.2 Feedback. If Customer or its Users send us ideas or suggestions, we may use them to improve the Services without any duty to Customer.
Back to topCourses and materials in the Hibox Afterschool Training Library and other training features are licensed, not sold. Customer's Users may use them to train Customer's own staff and volunteers during Customer's subscription. Customer may not copy, download for redistribution, resell, or share training content with people outside its organization, unless we agree in writing.
Back to topSome features rely on outside providers, such as Stripe for payments and Checkr and Sterling for background screening. Customer may also connect other apps to the Services. When Customer uses these services, the provider's own terms also apply, and Customer may need to accept them directly with the provider. We are not responsible for services we do not control.
Back to top10.1 Payments and donations. Payments for program fees and donations are processed by Stripe and go directly to Customer's Stripe account. Hibox is not a charity, a professional fundraiser, a fundraising counsel, or a payment processor, and does not hold or control Customer's funds. Customer is responsible for donor refunds, chargebacks, disputes, and tax receipts, and for following state charitable fundraising laws, including registration where required. Any Hibox fees on payments are shown in Customer's plan.
10.2 Text messages. Mobile carriers require organizations to register before sending text messages. Customer must give accurate information for this registration and keep it current. Carriers may block messages or stop sending if registration information is wrong or messages break carrier rules. Carrier fees and registration costs may be passed through to Customer, as described in Customer's plan.
10.3 Background checks. When Customer orders a background check through the Services, Customer certifies that it has a legally permitted purpose for the check, has given the person any required disclosures, and has received their written permission. Customer is responsible for following the Fair Credit Reporting Act and state laws, including giving the required notices before taking action based on a report. Customer may need to accept the terms of Checkr or Sterling directly.
10.4 Payroll exports. Staff Central creates export files for use with payroll companies. Hibox is not a payroll provider. Customer must review export files before submitting them and is responsible for payroll accuracy, payroll taxes, and following wage and hour laws.
Back to topEach party may see the other's private business information, such as pricing, security details, and Customer Data. Each party will use the other's confidential information only to carry out these Terms and will protect it with reasonable care. This does not apply to information that is public, already known to the receiving party, or received lawfully from someone else. A party may disclose confidential information when the law requires it, after giving notice to the other party when allowed.
Back to top12.1 Canceling. Customer may cancel its subscription at any time. Cancellation takes effect at the end of the current billing period.
12.2 Suspension. We may suspend access to all or part of the Services if we reasonably believe it is needed to protect people, data, or the Services, or if Customer breaks these Terms or the Acceptable Use Policy. When we can, we will give notice first and a chance to fix the problem.
12.3 Termination for breach. Either party may end these Terms if the other party seriously breaks them and does not fix the problem within 30 days of written notice.
12.4 After termination. Customer's access ends, and any unpaid fees become due. Customer has 30 days to export its Customer Data. After that, we will delete Customer Data as described in the Data Processing Agreement. Sections that by their nature should continue, such as ownership, payment, disclaimers, limitation of liability, and indemnification, will continue after termination.
Back to topHibox is not an emergency service. Do not rely on the Services, including messaging, to report emergencies or suspected child abuse. Contact 911, local law enforcement, or your state's child abuse hotline.
The Services are provided "as is" and "as available." To the extent the law allows, Hibox makes no warranties of any kind, whether express or implied, including warranties of merchantability, fitness for a particular purpose, and non infringement. We do not promise that the Services will be uninterrupted or error free.
The Services are tools to help Customer run its organization. They do not provide legal, tax, accounting, HR, or funding advice. Customer is responsible for its own decisions, including hiring and volunteer decisions based on background screening, grant submissions, funder reports, and payroll.
Back to top14.1 Limit. To the extent the law allows, each party's total liability for all claims related to these Terms or the Services, including claims related to a security incident, is limited to the fees Customer paid to Hibox in the 12 months before the event that caused the claim.
14.2 Excluded damages. To the extent the law allows, neither party is liable for any indirect, incidental, special, consequential, or punitive damages, or for lost profits, revenue, donations, grants, or data, even if it was told these damages were possible.
14.3 Exceptions. These limits do not apply to Customer's duty to pay fees, to Customer's duties under Section 15, or to liability that cannot be limited by law.
Back to topCustomer will defend Hibox against any claim brought by a third party that arises from Customer Data, from Customer's or its Users' use of the Services in breach of these Terms or the law, or from Customer's decisions based on information in the Services. Customer will pay any damages, costs, and reasonable attorney fees awarded or agreed in settlement for that claim. Hibox will give Customer prompt notice of the claim and reasonable help, at Customer's cost.
If Customer is a public agency that is not allowed by law to agree to this section, this section applies only to the extent the law allows.
Back to top16.1 Try to resolve it first. Before starting any legal action, a party will send written notice describing the dispute. The parties will try in good faith to resolve it for at least 30 days.
16.2 Governing law. These Terms are governed by the laws of the State of Iowa, without regard to its conflict of law rules.
16.3 Where disputes are heard. Any legal action will be brought in the state or federal courts located in O'Brien County, Iowa, and both parties agree to those courts.
Back to topWe may update these Terms from time to time. We will post the new version on this page and change the date at the top. For material changes, we will notify Customer's account administrator by email at least 30 days before the changes take effect. Continuing to use the Services after that means Customer accepts the updated Terms.
Back to top18.1 Entire agreement. These Terms, including the documents listed in Section 1, are the entire agreement between the parties about the Services.
18.2 Assignment. Customer may not transfer these Terms without our written consent, which we will not unreasonably withhold. We may transfer these Terms as part of a merger, acquisition, or sale of our business.
18.3 Events outside our control. Neither party is responsible for delays caused by events beyond its reasonable control, such as natural disasters, internet or hosting outages, or government actions. This does not excuse payment of fees.
18.4 Notices. We will send notices to Customer's account administrator by email. Customer may send notices to support@hibox.co. Customer agrees to receive notices, invoices, and agreements electronically, and these meet any legal requirement that they be in writing.
18.5 Public agencies. If Customer is a public agency, public records laws may apply to these Terms. Any term that the law does not allow a public agency to accept applies only to the extent the law allows.
18.6 Other terms. If any part of these Terms cannot be enforced, the rest stays in effect. A party's failure to enforce a term is not a waiver. The parties are independent contractors. Purchase orders or other forms Customer sends do not change these Terms.
18.7 Customer name and logo. We may list Customer's name and logo on our website and in marketing materials as a Hibox customer. Customer can ask us to stop at any time by emailing support@hibox.co.
Back to topQuestions about these Terms can be sent to:
Hibox LLC, doing business as Hibox for Nonprofits