Effective October 21, 2026
These terms are an agreement between the organization that signs up for CompanionTracker ("you", "your program") and CompanionTracker ("we", "us"), a software service operated from Missouri, USA. By creating a program, accepting an invitation to a program's account, or using the service, you agree to these terms. If you are accepting on behalf of an organization, you confirm you have authority to do so.
CompanionTracker is web software for managing volunteer programs: volunteer and client records, stations, hours, stipends, budgets, documents and reports. It is a tool that helps you keep records and prepare reports. It does not replace your own judgment, your sponsor's policies, or the requirements of your funder. CompanionTracker is independent software and is not affiliated with, sponsored by, or endorsed by any government agency or other company.
Your program director controls who has a login and what role they have. Each login is for one person; sharing logins is not allowed. You are responsible for keeping passwords private, for turning on two-step sign-in where your organization requires it, and for everything done under your program's logins. Tell us promptly if you believe a login has been misused.
Everything you enter or upload (volunteer, client and station records, hours, documents, settings) is your data. You own it. You give us permission to store, process, back up and display it only as needed to provide the service to you and to keep it secure. We do not sell your data, use it for advertising, or share it with anyone except the service providers that help us run CompanionTracker (listed in our Privacy Policy) and as required by law.
You are responsible for having the right to enter the information you enter, including any consent your volunteers, clients or their families require, and for keeping it accurate. You can download a complete copy of your program's data at any time from Settings.
Use CompanionTracker only for running your program and only in ways that are lawful. Do not try to access another program's data, probe or disrupt the service, upload malicious files, or use the service to store information you are not permitted to hold. We may suspend a login or a program that violates these terms, and we will tell you when we do.
Pricing is listed on our website; today it is a flat monthly fee per program, with a free trial period. During a trial you can stop at any time and owe nothing. After the trial, fees are billed monthly in advance and are due on the invoice date unless your invoice says otherwise. We can change our pricing with at least 30 days' notice before it takes effect for you. If an invoice goes unpaid for more than 30 days after we remind you, we may suspend the program until it is paid; your data stays intact during a suspension. Fees do not include taxes you may owe.
You can cancel at any time by telling us; the cancellation takes effect at the end of the paid period, and we don't give refunds for partial months. We can end these terms with 60 days' notice, or immediately if you materially breach them and don't fix it within 15 days of our notice. When a program ends, you have 30 days to download your data. After that we delete the program's records and files from our live systems, and from backups as they age out.
We use reasonable technical and organizational safeguards appropriate to the information you store, described on our Security page: encryption in transit and at rest, access rules enforced in the database, an activity log, backups, and optional two-step sign-in. No system is perfectly secure, and we do not guarantee that unauthorized access will never occur. If we become aware of a security incident that affects your data, we will tell your program director and follow the breach-notification laws that apply.
We improve CompanionTracker continuously and may add, change or remove features. We will not remove something your program relies on without telling you in advance where we reasonably can. We aim to keep the service available at all times but it may be unavailable for maintenance or for reasons outside our control, and we don't promise any particular uptime.
CompanionTracker is provided "as is" and "as available". We do not make warranties of any kind, express or implied, including that the service will be error-free, that reports it produces will be accepted by any funder or auditor, or that it fits a particular purpose. Compliance with your grant, your sponsor's policies and the law remains your responsibility. Nothing in the service is legal, accounting or grant-compliance advice.
To the fullest extent the law allows, our total liability to you for everything arising out of these terms or the service, in any form of claim, is limited to the fees you paid us in the twelve months before the claim arose. We are not liable for indirect, incidental, special, consequential or punitive damages, or for lost grants, lost funding, lost data that you could have exported, or lost profits, even if we were told they were possible. These limits do not apply where the law does not allow them, including for our gross negligence or willful misconduct.
You will cover us for claims by third parties that arise from the data you put into the service or from your program's use of the service in breach of these terms, to the extent the law allows. We will tell you promptly about any such claim and let you handle the defense.
Many programs are run by county, city or state agencies. If you are a public entity, the parts of these terms that your law does not permit you to agree to (such as indemnification, governing law or venue) apply only to the extent permitted. If your agency requires its own vendor agreement, send it to us; where the two conflict, the signed agreement controls.
We treat your data and your program's non-public information as confidential and will only use it to provide and improve the service. You agree to keep non-public information about CompanionTracker (such as pricing offered to you or unreleased features) confidential.
These terms are governed by the laws of the State of Missouri, and any dispute will be brought in the state or federal courts located in Missouri, unless you are a public entity whose law requires otherwise. If part of these terms is found unenforceable, the rest still applies. These terms, the Privacy Policy and any signed agreement are the whole agreement between us. We may update these terms; if the change is material we will tell your program director by email at least 30 days before it takes effect, and continuing to use the service after that date means you accept the change.
Questions about these terms: support@companiontracker.com.