GreekOS Terms of Service

The short version

Full terms are below, but here's the gist:

• GreekOS is software for national Greek-letter organizations and their chapters – membership records, dues, events, reporting, and payments.
• We never hold your money. Dues, fees, and event payments move directly between the payer and the receiving organization's own connected payment account. GreekOS is a technology facilitator, not a bank or money transmitter.
• Your organization's data lives in its own isolated database space. We don't mix it with anyone else's.
• National admins control who sees what inside their org. GreekOS staff have limited, audited, time-boxed access – never unrestricted standing access to your members' data.
• We don't sell your data, ever.
• You're responsible for how your organization uses the platform – accurate dues, lawful data handling, honest recruitment practices, and compliance with your own governing documents and any laws that apply to you (FERPA-adjacent academic data, state nonprofit rules, tax reporting, etc.).

Now, the actual terms.

1. Acceptance of Terms

These Terms of Service ("Terms") govern your access to and use of the GreekOS platform, including our websites, mobile applications, APIs, and related services (collectively, the "Service"). By accessing or using the Service, you agree to be bound by these Terms.

By creating an account, accepting an invitation to join an organization on GreekOS, or otherwise accessing or using the Service, you agree to be bound by these Terms. If you are accepting these Terms on behalf of a national organization, chapter, or other entity, you represent that you have the authority to bind that entity, and "you" refers to both you individually and that entity.

If you do not agree to these Terms, do not access or use the Service.

2. Description of Service

GreekOS is a multi-tenant software platform built for national Greek-letter organizations ("Nationals") and their local chapters ("Chapters"), and the individual members, officers, pledges/new members, recruits, and alumni affiliated with them (collectively, "Members," and together with Nationals and Chapters, "Organizations" or "you," as context requires).

The Service provides tools including, without limitation: membership and roster management; recruitment/intake tracking; dues, fee, and event-payment collection; member wallets; chapter-to-national compliance reporting; custom forms; audit logging; and related administrative functionality. Features available to you depend on your organization's plan and your role within your organization.

The Service is provided on an "as is" and "as available" basis. We may add, change, or remove features at any time, as described in Section 15.

3. Eligibility and Account Roles

You must be at least 18 years of age, or the age of majority in your jurisdiction if greater, to create or hold a GreekOS account. GreekOS is not directed at and does not knowingly permit account creation by anyone under 18.

Accounts are provisioned through an organizational hierarchy, not open self-signup:

• Nationals are the primary customer relationship and provision Chapters underneath them.
• Chapters are provisioned by, and operate under the authority of, their National.
• Members (including pledges, new members, active members, officers, and alumni) are added to a Chapter by an authorized Chapter or National administrator, or via an invitation flow controlled by those administrators.

You are responsible for ensuring that anyone you invite or add to the Service is eligible to use it and has consented to having their information entered into the platform, where such consent is required by law or your organization's own policies.

4. Accounts and Security

You are responsible for maintaining the confidentiality of your login credentials and for all activity that occurs under your account. You agree to:

• Provide accurate, current, and complete information when your account is created or updated;
• Notify us immediately at support@usegreekos.com of any unauthorized access to, or use of, your account;
• Not share your credentials with any other person, and not use another person's account without permission.

We are not liable for any loss or damage arising from your failure to safeguard your account credentials, but we will not unreasonably withhold assistance if your account is compromised.

5. The Three-Tier Structure and Data Access

GreekOS organizes data in a three-tier hierarchy: Members → Chapters → Nationals. Each tier's access to data is scoped as follows:

• Members can generally see their own data, and organization-level content their Chapter or National has published to them (announcements, events, forms, dues owed, etc.).
• Chapter administrators can generally see and manage data belonging to their own Chapter's members. They cannot see other Chapters' rosters, finances, or communications.
• National administrators can generally see aggregated and individual data across the Chapters within their organization, for purposes of oversight, compliance, and reporting.

GreekOS staff access to your data is restricted by default. Outside of a limited onboarding window, our personnel do not have standing access to individual member records, financial data, or messages within your organization. Deeper access requires either your organization's explicit, time-limited approval or a properly authorized legal process. Every instance of staff access to your organization's data is logged. Details of this access-control model are available on request or in-product.

You (whether acting as a National or Chapter administrator) are solely responsible for the accuracy of the data you input or authorize into the Service, for deciding who within your organization may see what, and for complying with your own organization's bylaws, privacy commitments to your members, and applicable law regarding the data you manage.

6. Payments; No Custody of Funds

This section is important. Please read it carefully.

6.1 How payments work

GreekOS uses third-party payment processors to move money between payers (members, event attendees, donors) and the Chapter or National organization entitled to receive those funds.

GreekOS is a technology facilitator, not a party to the underlying financial transaction, a payment processor, a money transmitter, or a bank. Under our architecture, funds are charged directly to the payer and settled directly into the receiving Organization's own account with the Payment Processor. GreekOS does not, at any point, take custody, possession, or control of member dues, event payments, donations, or any other funds moving through the Service. We do not hold funds in transit.

6.2 Onboarding with the Payment Processor

To receive funds through the Service, an Organization must complete the Payment Processor's own onboarding, including identity verification ("KYC"), and agree to that Payment Processor's terms of service, privacy policy, and acceptable-use/restricted-business policies. GreekOS is not responsible for the Payment Processor's decisions to approve, restrict, delay, or terminate an Organization's account.

6.3 Fees

GreekOS and/or the Payment Processor may charge transaction fees on payments processed through the Service. Current fee schedules are disclosed in-product and/or in your organization's order form. We will provide reasonable notice of fee changes as described in Section 16.

6.4 Your responsibilities as a receiving Organization

If your Organization collects dues, fees, or other payments through the Service, you are responsible for:

• Setting accurate amounts, due dates, and payment terms, and communicating them to your members;
• Handling refunds, waivers, and payment disputes with your own members according to your own policies;
• Determining whether amounts you collect are subject to sales tax, income tax, unrelated business income tax, or any other tax, and for all associated registration, collection, reporting, and remittance obligations, including any Form 990 or 1099-K-related reporting;
• Ensuring that whoever administers dues and fees on your Chapter's or National's behalf is authorized to do so, and that collected funds are used for legitimate organizational purposes.

GreekOS does not provide tax, legal, or accounting advice. Consult your own professionals.

6.5 Wallets

The Service may offer members a virtual wallet balance reflecting credits (payments received, refunds, disbursements) and debits (dues charged, event payments, fines) recorded within your Organization's ledger. A wallet balance is a record maintained in the Service; it does not represent funds held by GreekOS. Where a wallet is funded by a real transfer of money, those funds flow through the Payment Processor to the applicable account as described above.

6.6 Chargebacks and disputes

Initiating a chargeback, reversal, or payment dispute for a transaction you authorized, where you have not first attempted to resolve the matter with your Organization or with GreekOS, may be treated as fraud and may be reported to the applicable card networks or Payment Processor.

7. Fees for the Service Itself

Separate from transaction/payment-processing fees, GreekOS may charge Organizations a subscription or platform fee for access to the Service, as set out in your order form, in-product billing settings, or a separate agreement. Except where required by law or otherwise stated, subscription fees are non-refundable. Continued use of the Service after a fee change takes effect constitutes acceptance of the new fee.

Refunds, cancellations, and downgrades – for both platform subscription fees and for dues/fees collected from your members – are governed by our Refund and Cancellation Policy, which is incorporated into these Terms by reference.

8. Acceptable Use

You agree not to use the Service, and not to permit anyone using your account or Organization's access to use the Service, to:

• Violate any applicable law or regulation, or the rights of any third party;
• Submit, process, or attempt to process payments you are not authorized to submit, including stolen or unauthorized payment instruments;
• Engage in money laundering, terrorist financing, sanctions evasion, or other illegal financial activity, or transact with any person or entity subject to sanctions administered by OFAC, the UN, the EU, or the UK;
• Misrepresent the identity of the Organization collecting funds, misrepresent dues or fee amounts to members, or impersonate any GreekOS employee, national officer, chapter officer, or other person;
• Harass, discriminate against, or retaliate against any member, recruit, or other person in violation of your organization's own anti-hazing, anti-discrimination, or conduct policies, or applicable law;
• Upload or transmit content that is unlawful, defamatory, harassing, or that infringes any third party's intellectual property or privacy rights;
• Attempt to gain unauthorized access to the Service, another account, another Organization's data, or any system or network connected to the Service;
• Use any automated means (bots, scrapers, etc.) to access or extract data from the Service beyond what your role's normal usage permits;
• Circumvent or interfere with any access-control, rate-limiting, billing, or security mechanism in the Service;
• Reverse engineer, decompile, or attempt to derive the source code of the Service, except as permitted by law;
• Resell, sublicense, or white-label the Service to third parties without a separate written agreement with GreekOS;
• Introduce malicious code, or interfere with or disrupt the Service or its infrastructure;
• Use the Service to test, validate, or "card test" payment instruments.

We reserve the right to investigate suspected violations, and to suspend or terminate access as described in Section 14, without prior notice where we reasonably believe doing so is necessary to prevent harm, fraud, or legal exposure.

9. Recruitment and Intake Data

If your Organization uses the Service's recruitment/intake features, you are solely responsible for ensuring your recruitment and voting practices (including any use of ratings, tags, or notes about prospective members) comply with your national organization's anti-discrimination policies, your institution's rules, and applicable law. GreekOS provides the tooling; it does not review or endorse the substance of recruitment decisions made using it.

10. Academic and Sensitive Data

Some organizations on GreekOS – particularly honor societies and organizations with GPA-gated intake – may input academic records (such as GPA) or other sensitive information into the Service. If such data is subject to the Family Educational Rights and Privacy Act ("FERPA") or similar state/institutional privacy rules, you (not GreekOS) are responsible for determining whether you are authorized to enter, store, and share that data through the Service, and for obtaining any consents required by your institution or applicable law before doing so.

11. User Content

You retain ownership of any content, data, files, images, rosters, or documents you or your Organization submit to the Service ("User Content"). By submitting User Content, you grant GreekOS a non-exclusive, worldwide, royalty-free license to host, store, reproduce, and display that content solely as necessary to operate and provide the Service to you and your Organization. We do not use your User Content to train third-party AI models, and any optional AI-assisted features we introduce will be disclosed, will process only the data necessary for that feature, and will be subject to no-training terms with any AI subprocessor we use.

You represent and warrant that you have the necessary rights to submit your User Content and that it does not infringe any third party's rights.

12. Intellectual Property

The Service and its underlying software, design, and content (excluding User Content) are and remain the exclusive property of GreekOS LLC and its licensors, and are protected by copyright, trademark, and other laws. Except for the limited rights expressly granted in these Terms, no rights are granted to you in the Service, its trademarks, or its underlying technology.

13. Disclaimer of Warranties

TO THE MAXIMUM EXTENT PERMITTED BY LAW, THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE," WITHOUT WARRANTIES OF ANY KIND, WHETHER EXPRESS OR IMPLIED, INCLUDING IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, AND NON-INFRINGEMENT. WE DO NOT WARRANT THAT THE SERVICE WILL BE UNINTERRUPTED, ERROR-FREE, OR SECURE, OR THAT DEFECTS WILL BE CORRECTED.

14. Limitation of Liability; Indemnification

14.1 Limitation of liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, GREEKOS AND ITS OFFICERS, EMPLOYEES, AND AGENTS WILL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING LOSS OF PROFITS, DATA, OR GOODWILL, ARISING FROM YOUR USE OF THE SERVICE. GREEKOS IS NOT LIABLE FOR ANY DISPUTE BETWEEN AN ORGANIZATION AND ITS MEMBERS REGARDING DUES, FEES, REFUNDS, MEMBERSHIP STATUS, OR RECRUITMENT DECISIONS, NOR FOR ACTS OR OMISSIONS OF ANY PAYMENT PROCESSOR. GREEKOS'S TOTAL AGGREGATE LIABILITY ARISING OUT OF OR RELATED TO THE SERVICE WILL NOT EXCEED THE GREATER OF (A) THE FEES YOUR ORGANIZATION PAID TO GREEKOS IN THE TWELVE (12) MONTHS PRECEDING THE EVENT GIVING RISE TO THE CLAIM, OR (B) ONE HUNDRED U.S. DOLLARS ($100).

14.2 Indemnification

You agree to indemnify, defend, and hold harmless GreekOS, its officers, employees, and agents from any claims, damages, liabilities, costs, and expenses (including reasonable attorneys' fees) arising out of or related to: (a) your use of the Service; (b) your violation of these Terms or applicable law; (c) your violation of any third party's rights, including a member's privacy rights; (d) any tax obligation described in Section 6.4; or (e) any dispute between your Organization and its members or recruits.

15. Changes to the Service and These Terms

We may modify, suspend, or discontinue any part of the Service at any time. We may amend these Terms at any time by posting updated Terms on the Service and updating the "Last updated" date. For material changes, we will provide at least 30 days' notice before the change takes effect, by email or in-product notice. Your continued use of the Service after a change takes effect constitutes acceptance of the revised Terms.

16. Termination

We may suspend or terminate your account or your Organization's access to the Service at our discretion, including for breach of these Terms, suspected fraud, non-payment, or at the request of a Payment Processor or law enforcement. You may terminate by discontinuing use of the Service and, where applicable, following your Organization's offboarding process. Provisions that by their nature should survive termination will survive.

Upon termination, we will retain your Organization's data as described in our Privacy Policy and as needed for legal, audit, and compliance purposes; former members' historical records (e.g., disaffiliated or alumni members) may be retained by your Organization's own retention settings even after that individual's access is revoked.

17. Binding Arbitration and Class-Action Waiver

PLEASE READ THIS SECTION CAREFULLY. IT AFFECTS YOUR LEGAL RIGHTS.

Except as set out below, you and GreekOS agree that any dispute, claim, or controversy arising out of or relating to these Terms or the Service will be resolved by final, binding individual arbitration, rather than in court, under the rules of a recognized arbitration provider. The Federal Arbitration Act governs interpretation and enforcement of this section.

Arbitration is conducted remotely. Regardless of the amount in dispute, arbitration under this section will be conducted by videoconference, telephone, or submission of documents only, at the election of the party seeking arbitration, unless both parties agree in writing to an in-person hearing. Neither party is required to appear in person or travel to any particular location to participate. This is a deliberate feature of this agreement, not a fallback for small claims only.

Class-action waiver. You and GreekOS agree to bring claims against each other only in an individual capacity, not as part of any class, collective, or representative proceeding. The arbitrator may not consolidate more than one person's claims.

Exceptions. Either party may bring an individual claim in small-claims court local to that party's own residence or place of business (rather than only in Wyoming), including by mail-in or remote filing where the applicable small-claims court permits it. Either party may also seek injunctive relief in court for misuse of intellectual property or unauthorized access to the Service, and the parties will cooperate in good faith to conduct any such proceeding remotely to the extent the court permits.

Right to opt out. You may opt out of this arbitration agreement within 30 days of first accepting these Terms by emailing support@usegreekos.com with your name, account email, and a statement that you opt out of arbitration. If you opt out, or if this agreement is found unenforceable, disputes will proceed in the courts identified in Section 18.

18. Governing Law; Venue

These Terms are governed by the laws of the State of Wyoming, without regard to its conflict-of-laws principles. Subject to Section 17, any dispute not subject to arbitration will be brought exclusively in the state or federal courts located in Wyoming, and you consent to personal jurisdiction there.

19. General

These Terms, together with our Privacy Policy and any order form or organization agreement between you and GreekOS, constitute the entire agreement between you and GreekOS regarding the Service. If any provision is held unenforceable, the remaining provisions remain in effect. Our failure to enforce a provision is not a waiver of that provision. You may not assign these Terms without our consent; we may assign these Terms in connection with a merger, acquisition, or sale of assets.

20. Contact

Questions about these Terms: support@usegreekos.com