Terms of service

These terms are an agreement between ChalkLine (“we”, “us”) and the county school system, league or association that subscribes to ChalkLine (the “customer” or “county”). The person who sets up the county's account confirms they're authorized to accept these terms on its behalf.

The county invites its own users: athletic council members, athletic directors, office staff, coaches and board observers (“users”). Users sign in under the county's account and agree to follow these terms, in particular the acceptable use section. The county is responsible for who it invites and for removing people who leave.

If your county has signed a separate order form or contract with us, that document wins wherever it differs from this page.

ChalkLine is a hosted service. We give the county a non-exclusive, non-transferable right to use it for the county's athletic operations while the subscription is active. We run, maintain and update the service; there's nothing to install.

Pilot. Each new county starts with a 30-day pilot at no charge. No card or purchase order is needed to start. At the end of the pilot the county chooses a plan, or the account follows the lapsed billing rules below. Nothing the county entered during the pilot is lost when it subscribes.

Changes to the service. We improve ChalkLine regularly. We won't remove a core feature your plan includes during a paid term without telling the county at least 30 days before.

Fees are set by the plan the county selects (Conference, County or Network), billed monthly or annually, as listed on our pricing and confirmed at checkout or on the order form. Plans are priced per organization, not per seat: the county can invite as many council members, athletic directors and coaches as its plan allows.

• Annual plans are billed once a year in advance at the annual rate.
• Monthly plans are billed each month and include a one-time onboarding fee of $2,500, which covers schedule import, rules setup and a live training for athletic directors. The onboarding fee is waived on annual plans.
• Network plans are quoted individually.
• Fees don't include taxes. Counties that are tax-exempt can send us their exemption certificate and we won't charge tax.
• We may change list prices for future terms. We'll tell the county at least 60 days before a new price applies to its renewal.

Counties can pay by card or by invoice. Invoices are payable net 30: within 30 days of the invoice date. If your county needs a purchase order, send it to us and we'll put its number on the invoice. We'll also complete the vendor registration, W-9 and similar forms your procurement office requires.

Card payments and invoices are processed by Stripe. Questions about an invoice don't pause the county's access while we sort them out, as long as the county tells us before the due date.

A county's season shouldn't stop because an invoice sat on someone's desk, and a county's data should never be lost over a payment. So if the pilot ends without a plan, or a payment is overdue:

1. 14 days of grace. ChalkLine keeps working normally. The athletic council sees a notice with the date grace ends.
2. Read-only after that. Everyone can still sign in, see the schedule, read updates and export data. New changes can't be made until billing is current. This protects the record: nothing is deleted or altered while the account is read-only.
3. Back to normal as soon as payment is received, with all data as it was.

Users agree to use ChalkLine only for the county's athletic operations, and not to:

• enter student personal data, such as student names, birth dates, ID numbers, grades, health or eligibility records. ChalkLine isn't designed to hold student records (see the privacy policy);
• share their sign-in with anyone, or use another person's account;
• try to see another county's data or another school's private details, or get around a permission ChalkLine enforces;
• probe, scan or load-test the service, except through a coordinated security report (see report a security issue);
• upload malware, send spam, or post anything unlawful, harassing or discriminatory;
• copy, resell or reverse-engineer the service, or scrape it in bulk.

We may suspend a user who breaks these rules, and we'll tell the county's athletic council when we do. We only suspend a whole county for a serious or continuing breach, after notice and a chance to fix it, unless it's needed to stop immediate harm.

Everything the county and its users put into ChalkLine (schedules, facilities, rules, requests, messages, updates and the audit log) belongs to the county. We use it only to provide and support the service for the county, as described in the privacy policy. We don't sell it, and we don't use it to advertise.

The county gives us permission to host, copy, process and display its data only as needed to run ChalkLine for it. We may use aggregated, de-identified measurements of how the service performs (for example, how many requests the system handled) to operate and improve ChalkLine.

Export on request. At any time, the athletic council can ask us for a full export of the county's data, and we'll provide it in a standard machine-readable format (CSV or JSON) within 10 business days.

The county can cancel at any time. Cancellation takes effect at the end of the current billing period; we don't charge for later periods. Either side may end the agreement if the other materially breaches it and doesn't fix the breach within 30 days of written notice.

When the subscription ends:

1. The county's account becomes read-only.
2. For 60 days, the athletic council can sign in and export the county's data, or ask us for a full export.
3. After 60 days, we delete the county's data from the live service. Copies in encrypted backups expire on the backup provider's schedule and are not restored except to recover the service. We'll confirm deletion in writing on request.

We work to keep ChalkLine available and fast, and we monitor it. Uptime is best effort: we don't offer a service level agreement (SLA) or service credits yet. We schedule maintenance outside game hours where we can and tell the county about planned downtime ahead of time.

We provide support by email on business days. Counties on a Network plan get a dedicated success manager.

We'll provide ChalkLine with reasonable skill and care, and substantially as described in our documentation. Apart from that, ChalkLine is provided “as is”, and we disclaim implied warranties of merchantability, fitness for a particular purpose and non-infringement, to the extent the law allows.

ChalkLine checks schedules for conflicts, but the county remains responsible for its schedules, officials, facilities and safety decisions, including decisions about weather and closures. Suggestions from the AI season builder and Assist are proposals that people review and approve; they're not a guarantee that a schedule is correct.

To the extent the law allows, neither side is liable to the other for indirect, incidental, special, consequential or punitive damages, or for lost revenue or profits, even if told they were possible.

Each side's total liability arising out of this agreement is limited to the fees the county paid for ChalkLine in the 12 months before the event that gave rise to the claim. These limits don't apply to a party's fraud or willful misconduct, or to the county's obligation to pay fees that are due.

Nothing in these terms waives any immunity a public entity has under the law of its state.

These terms are governed by the laws of [State], without regard to its conflict-of-laws rules. Where a county is required by its own state law to use that state's law or courts, that requirement applies instead.

We may update these terms. We'll post the new version here with a new date and tell each county's athletic council by email at least 30 days before a material change takes effect. Changes don't apply to a paid term already in progress unless the county agrees.

Questions about these terms: legal@chalklineathletics.com. Questions about personal data: privacy@chalklineathletics.com.