Terms of Service — CommTrail

1. Agreement to Terms

By creating an account or using Meeting Signup (“the Service,” “we,” “us,” or “our”), you agree to be bound by these Terms of Service. If you are accepting these terms on behalf of an organization (such as a city, county, HOA, school district, or nonprofit), you represent that you have authority to bind that organization to these terms.

If you do not agree to these terms, do not create an account or use the Service.

2. Service Description

Meeting Signup is a web-based platform that allows organizations to manage public speaker sign-ups for meetings — including creating meeting pages, collecting speaker registrations, managing speaker queues, and exporting records. The Service is made available to organizations (“Account Holders”) and to members of the public who sign up to speak (“Attendees”).

3. Accounts and Registration

To use the Service as an Account Holder, you must register and provide accurate, complete information. You are responsible for:

Maintaining the security of your account credentials
All activity that occurs under your account
Promptly notifying us of any unauthorized use of your account
Ensuring that all staff members you invite to your account agree to these Terms

You may not share login credentials between individuals. Each staff member who manages meetings must have their own account.

4. Subscriptions and Payment

Free Trial

New accounts receive a 14-day free trial with full access to the Service. No credit card is required to start a trial. At the end of the trial period, access to certain features will be restricted unless you subscribe to a paid plan.

Paid Plans

Paid subscriptions are billed monthly. Fees are charged in advance for the upcoming billing period. All fees are non-refundable except as required by applicable law or as otherwise stated in these Terms.

Changes to Pricing

We may change our pricing at any time. We will provide at least 30 days' notice of any price increase to active subscribers via email before the change takes effect.

5. Acceptable Use

You agree not to use the Service to:

Violate any applicable law or regulation
Collect personal information from Attendees for any purpose other than facilitating public participation at meetings
Transmit spam, malware, or any harmful content
Impersonate another person or organization
Interfere with or disrupt the integrity or performance of the Service
Attempt to gain unauthorized access to any part of the Service or its related systems
Use the Service to host meetings designed to harass, intimidate, or discriminate against any individual or group

6. Public Records and Data Obligations

Account Holders who use the Service for public meetings — including meetings subject to open meeting laws such as the Brown Act, sunshine laws, or similar state and local statutes — are solely responsible for ensuring their use of the Service complies with all applicable public records, open meeting, and data retention requirements.

Speaker sign-up records collected through the Service may constitute public records subject to applicable state and local open meeting laws. Account Holders are responsible for retaining, producing, and managing such records in accordance with their legal obligations.

Meeting Signup provides data export tools (CSV and PDF) to assist Account Holders in fulfilling records retention obligations. We do not act as a records custodian and make no representations about whether the Service satisfies any specific retention or disclosure requirement.

7. Attendee Data

Account Holders are the data controllers for Attendee information collected through the Service. Account Holders are responsible for:

Providing appropriate notice to Attendees about how their data will be used
Complying with applicable privacy laws (including CCPA, GDPR, and other local laws) with respect to Attendee data
Honoring requests from Attendees to access, correct, or delete their personal information

Our collection and processing of Attendee data on behalf of Account Holders is governed by our Privacy Policy.

8. Intellectual Property

The Service, including its software, design, trademarks, and content, is owned by CommTrail, LLC and protected by applicable intellectual property laws. These Terms do not grant you any rights to use our trademarks, logos, or other brand elements.

You retain ownership of all content and data you input into the Service. By using the Service, you grant us a limited license to process, store, and display your data solely to operate and provide the Service.

9. Disclaimer of Warranties

THE SERVICE IS PROVIDED “AS IS” AND “AS AVAILABLE” WITHOUT WARRANTIES OF ANY KIND, EITHER EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, OR NON-INFRINGEMENT. WE DO NOT WARRANT THAT THE SERVICE WILL BE UNINTERRUPTED, ERROR-FREE, OR FREE OF VIRUSES OR OTHER HARMFUL COMPONENTS. YOUR USE OF THE SERVICE IS AT YOUR OWN RISK.

10. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, IN NO EVENT WILL COMMTRAIL, LLC BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, OR ANY LOSS OF PROFITS, REVENUE, DATA, OR GOODWILL, ARISING OUT OF OR IN CONNECTION WITH YOUR USE OF THE SERVICE, EVEN IF WE HAVE BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

OUR TOTAL AGGREGATE LIABILITY TO YOU FOR ANY CLAIMS ARISING UNDER THESE TERMS WILL NOT EXCEED THE GREATER OF (A) THE AMOUNT YOU PAID US IN THE 12 MONTHS PRECEDING THE CLAIM, OR (B) $100 USD.

11. Indemnification

You agree to indemnify, defend, and hold harmless CommTrail, LLC and its officers, directors, employees, and agents from and against any claims, liabilities, damages, losses, and expenses (including reasonable attorneys' fees) arising out of or in connection with: (a) your use of the Service; (b) your violation of these Terms; (c) your violation of any law or the rights of a third party; or (d) any Attendee data you collect or process through the Service.

12. Termination

You may cancel your account at any time by contacting us or through the account settings. Upon cancellation, your account will remain active until the end of the current billing period.

We reserve the right to suspend or terminate your account immediately if you violate these Terms, engage in fraudulent activity, or if we are required to do so by law. Upon termination, you may export your data. We will delete your account data within 30 days of termination unless retention is required by law.

13. Governing Law and Disputes

These Terms are governed by the laws of the United States, without regard to conflict of law principles. Any dispute arising from these Terms or your use of the Service will be resolved through binding arbitration under the rules of the American Arbitration Association, except that either party may seek injunctive relief in any court of competent jurisdiction to prevent irreparable harm. Government entities may be subject to separate dispute resolution terms under the Government Addendum.

14. Changes to These Terms

We may update these Terms from time to time. We will notify Account Holders of material changes by email at least 14 days before they take effect. Your continued use of the Service after changes take effect constitutes acceptance of the updated Terms. If you do not agree to updated Terms, you may cancel your account before they take effect.

15. Contact

If you have questions about these Terms, please contact us at legal@commtrail.com.

16. For Procurement Teams

Government agencies, educational institutions, and other organizations with formal procurement requirements can access the following documents at signup.commtrail.com/legal:

Data Processing Agreement (DPA) — covers data categories, retention, sub-processors, breach notification
Security Self-Assessment (VSAQ) — authentication, encryption, access controls, incident response, compliance
Security Attestation Letter — signed statement of security practices (SOC 2 bridge document)
Government & Education Data Processing Addendum — public records obligations, FERPA, data residency, deletion on termination

For W-9, formal quotes, or questions not addressed in these documents, contact legal@commtrail.com.