Terms of Service

2. Services Provided

Sitelite provides a multi-tenant software platform for managing camp and event registrations. Organizations create accounts, configure events, and collect registrations and payments from participants. Each organization's data is isolated from all other organizations.

3. Accounts and Organizations

You must provide accurate information when creating an account. You are responsible for maintaining the security of your login credentials and for all activity that occurs under your account. You must notify us immediately of any unauthorized access.

Each organization is assigned a unique subdomain (e.g., yourorg.sitelite.com). Subdomain changes are subject to a 30-day limit per organization and a 60-day redirect from the old subdomain. Subdomains on the reserved list may not be claimed.

4. Prohibited Uses

You may not use the Service to:

• Collect registrations for illegal, fraudulent, or harmful events
• Mislead registrants about the nature or cost of an event
• Create free events to circumvent the platform fee (e.g., using workarounds to avoid the per-registrant fee on paid events)
• Attempt to claim reserved subdomains or impersonate other organizations
• Reverse-engineer, scrape, or abuse the platform in ways that harm other users or the infrastructure
• Violate any applicable laws or regulations

5. Payment Terms

Free events (events where all tickets have a $0 price) are subject to a default cap of 100 confirmed registrants per event. This limit may be adjusted by Sitelite at its discretion.

Paid events incur a platform fee per paid registrant. The fee is denominated in the organization's billing currency (USD or GBP), set at first Stripe Connect and locked thereafter. The schedule applies in your billing currency:

• No fee for registrants whose registration total is under 5.00 ($5.00 / £5.00).
• 0.50 per registrant for totals from 5.00 to 49.99 ($0.50 / £0.50).
• 1.00 per registrant for totals at or above 50.00 ($1.00 / £1.00).

This fee is collected by Stripe as an application fee at the time of each transaction, in the same currency as the underlying registration payment.

Card processing is charged separately from the platform fee, at the card processing rate that applies to your account. Both amounts are collected together by Stripe as a single application fee at the time of each transaction, and both are shown per transaction in your Billing area. In these Terms, "fees paid by you to Sitelite" means the platform fee described above together with the card processing amount collected with it.

Sitelite reserves the right to update the fee schedule with 30 days' notice. Continued use of the Service after the effective date of a fee change constitutes acceptance of the new fees.

Minimum charge amounts and residual balances

Payment processing enforces a per-currency minimum charge amount: $0.50 (USD) and £0.30 (GBP). Every individual charge, including a deposit, an installment, or a balance payment under a payment plan, must be at or above this minimum.

If a registrant's remaining balance falls below the applicable minimum (for example, after a partial payment, a partial refund, or proportional discount rounding), that residual amount cannot be processed and is written off. Your organization absorbs the residual: the registrant is not billed for it, no further collection is attempted, and the write-off is recorded in your account's financial history.

6. Payments, payouts, and disputes

To collect paid registrations, Sitelite creates a Stripe account for your organization, and Stripe collects the business and identity details it needs directly from you. As part of that setup you agree to Stripe's applicable terms, including the Stripe Connected Account Agreement. Sitelite is not responsible for Stripe's availability, fee changes, or service interruptions.

Payments from registrants settle into your organization's own Stripe account, and pay out from that account to the bank account you designate with Stripe. Sitelite does not receive, hold, or escrow those funds: they remain in your organization's own Stripe account until they are paid out to you. The only exception is an amount your organization owes Sitelite under this section, which Stripe may pay to Sitelite from your account as described under "Refunds, payment disputes, and shortfall recovery."

Payout timing, holds, and reserves

Sitelite tells Stripe how often your account pays out, and Stripe moves the money. New accounts start with payouts paused. Payouts to your bank normally begin after your first event finishes, and we will email you when they start. We decide when payouts begin and how often they run.

We may tell Stripe to pause, delay, or resume payouts on your account at any time. This includes automatically when the bank account on file with Stripe is changed, when a payment dispute is opened, while an amount you owe us under these Terms is outstanding, or where we reasonably suspect fraud, account takeover, or unauthorized access. A pause changes only when funds leave your Stripe account. It does not move them. Paused funds stay in your organization's Stripe account and remain yours.

We may also stop your account from accepting new payments in the same circumstances, or where Stripe or the law requires it. If we do, registrants will not be able to pay until it is lifted, and we will tell you. We may also set limits on the value or number of payments your account can take in a given period.

We may apply a reserve: telling Stripe to retain a portion of the available balance in your own Stripe account rather than paying it out, as a cushion against refunds and payment disputes that are pending or that we reasonably expect. Reserved funds stay in your organization's Stripe account and remain yours. Sitelite does not receive or hold them. If we apply a reserve we will email the billing contact on your account with the amount, how it is worked out, and when we expect to release it. We will release it once the related event has finished and the applicable dispute window has closed, or earlier at our discretion.

You can see your balance, your payout status, and your recent payouts in Billing at any time.

Refunds, payment disputes, and shortfall recovery

Your organization is responsible for the refunds it issues and for payment disputes, also called chargebacks, on the registrations it collects, including any dispute fee Stripe charges. A payment dispute happens when a payer asks their card issuer to reverse a payment. The issuer decides it, under rules set by the card networks. Neither Sitelite nor Stripe decides the outcome. You can contest a dispute from your Sitelite account, and we will tell you the deadline to do it by. Because Sitelite is charged for the amount, we may also submit evidence ourselves. Formally conceding a dispute is something only Sitelite can do.

Refunds and payment disputes are funded differently, and the difference matters:

• Refunds are funded from your organization's own Stripe balance. If that balance is too low to cover a refund, Stripe funds the difference from Sitelite.
• Payment disputes. Because of how Sitelite's payment setup with Stripe is configured, Stripe withdraws the disputed amount and the dispute fee from Sitelite when the dispute is opened, not from your organization. If the dispute is resolved in your organization's favor, Stripe returns the withdrawn amount to Sitelite and there is nothing to recover from you.

Sitelite carrying an amount in the first instance does not move responsibility for it away from your organization.

In this section, a shortfall means any amount Stripe has charged or debited to Sitelite in connection with your organization's registrations that your organization has not funded. It includes a lost payment dispute, the related dispute fee, a refund your Stripe balance could not cover, a reversed payment, and any Stripe fee charged in connection with any of those. A shortfall is an amount your organization owes Sitelite, and it is due when Stripe charges it to Sitelite. An ordinary refund funded from your own Stripe balance is not a shortfall, and nothing is recovered from you for it.

Dispute evidence. Sitelite is charged for a lost dispute, but your organization holds the records that win one: attendance, your communications with the family, your refund and cancellation policy, and proof of what the registrant received. You agree to give us the evidence and information we ask for by the deadline we set, which will always fall before the deadline the card networks set. If you do not respond by then, we may submit the dispute with whatever evidence is available, or decide not to contest it, and the resulting amount is a shortfall your organization owes.

How a shortfall is recovered. You authorize Sitelite to instruct Stripe to recover a shortfall, and to recover it directly where these Terms allow, by any of the following. We will normally work down this list in order, and we may depart from it where a step is unavailable or where the amount is at risk. If your organization has more than one connected Stripe account, we may recover from any of them.

• Paying the amount to Sitelite from the available balance in your organization's connected Stripe account.
• Recording the amount as a negative balance on your connected Stripe account, so that Stripe recovers it from later registration payments as they settle.
• Debiting the bank account you have on file with Stripe for payouts, where Stripe supports that for your account.
• Setting the amount off against anything Sitelite owes your organization, including account credits.
• Invoicing your organization, payable within 15 days.

Stripe, not Sitelite, carries out each of these movements, under your Stripe Connected Account Agreement and Stripe's rules for connected accounts. Sitelite instructs Stripe. Sitelite does not debit your bank account itself, does not act as your bank, and does not hold your organization's funds. What Sitelite receives under this section is payment of an amount your organization owes it, and nothing more. Stripe's own rights to recover amounts from your account are separate from, and in addition to, the rights in this section. A shortfall is recovered in the currency of the original payment, and we do not convert between currencies to recover it.

Notice. Before we instruct Stripe to debit your bank account we will email the billing contact on your account at least 10 days in advance, with the amount, the reason, and the approximate date. We do not give separate notice when an amount is paid to us from your Stripe balance, recorded as a negative balance, or set off against something we owe you, because those amounts come from funds already in your account and appear in your Stripe balance activity.

Withdrawing the bank debit authorization. You may withdraw your authorization for bank debits at any time by emailing [email protected], and by turning off the corresponding setting with Stripe where Stripe offers it. Withdrawal takes effect once we have had a reasonable opportunity to act on it, and it does not apply to a debit already in progress. Withdrawal does not cancel what your organization owes. If you withdraw it while a shortfall is outstanding, or if a debit is returned, reversed, or refused by your bank, the full amount stays owed and becomes immediately payable on invoice, and we may pause payouts, stop your account taking new payments, or suspend your account until it is paid.

If recovery does not succeed. If a shortfall is still unpaid 30 days after we invoice it, we may suspend or terminate your account under Section 13 and pursue the amount as a debt. We do not charge penalties and we do not charge interest. You are responsible for the reasonable costs we actually incur in collecting it, including third-party collection costs, court costs, and reasonable legal fees.

If we get it wrong. If we recover an amount your organization did not owe, tell us at [email protected]. We will return it to your Stripe account within 10 days of confirming the error.

We may choose to absorb a shortfall instead of recovering it, and we generally will for small amounts. Doing that once does not waive our right to recover any other shortfall.

If your organization leaves. A payment can be disputed months after it was made. If your organization stops using Sitelite, or either party terminates under Section 13, this section and the authorizations in it stay in force until every refund, payment dispute, and shortfall relating to payments taken through Sitelite is resolved. Until then we may keep payouts paused, keep a reserve in place, decline to disconnect your Stripe account, and keep the registration and payment records needed to defend a payment dispute, despite the 30-day deletion period in Section 13. Nothing in Section 12 limits your organization's obligations under this section.

The person who accepts these Terms for your organization confirms that they are authorized to commit the organization to financial obligations and to give the authorizations in this section.

7. Taxes and Compliance

You are solely responsible for determining and fulfilling any tax obligations related to the registration fees, add-on charges, and other payments you collect through Sitelite. This includes, but is not limited to, sales tax, use tax, value-added tax (VAT), and any other applicable taxes in your jurisdiction.

Sitelite does not calculate, collect, or remit taxes on your behalf. The platform does not provide tax advice. You should consult a qualified tax professional or accountant to determine your tax obligations based on your organization's tax-exempt status, location, and the nature of fees collected.

If your organization holds tax-exempt status (e.g., 501(c)(3)), it is your responsibility to maintain that status and apply it appropriately to your registration activities.

8. Registrant Data

You are the data controller for all personal information collected from your registrants. Sitelite processes this data on your behalf as a data processor. You are responsible for having appropriate legal authority to collect this data and for maintaining a privacy policy that informs your registrants how their data will be used.

You must not use registrant data collected via Sitelite for purposes unrelated to the event for which it was collected.

9. Waiver Compliance

You are solely responsible for the legal adequacy and enforceability of any waivers you configure in Sitelite. Sitelite stores waiver signatures on your behalf but does not provide legal advice. Consult qualified legal counsel to ensure your waivers meet applicable requirements for your jurisdiction and event type.

10. Contribution Links

Contribution Links allow third parties to make payments toward a registrant's outstanding balance. You are solely responsible for determining whether contributions made through Sitelite qualify as tax-deductible donations under applicable law. Sitelite makes no representation regarding the tax-exempt status of contributions and will not issue tax receipts for this purpose.

11. Intellectual Property

Sitelite owns all rights to the platform software, design, and underlying infrastructure. You retain ownership of all content you create and upload, including event descriptions, waiver text, and images. By uploading content, you grant Sitelite a limited license to store, display, and transmit that content as necessary to provide the Service.

12. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, SITELITE'S TOTAL LIABILITY TO YOU FOR ANY CLAIM ARISING FROM OR RELATED TO THESE TERMS OR THE SERVICE SHALL NOT EXCEED THE TOTAL FEES PAID BY YOU TO SITELITE IN THE TWELVE (12) MONTHS PRECEDING THE CLAIM.

SITELITE SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING LOST PROFITS, EVEN IF ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

13. Termination

Either party may terminate this agreement at any time. Upon termination, your access to the Service will be suspended. Your data will remain available for export for 30 days after termination, after which it will be deleted in accordance with our data retention policy.

Sitelite may terminate or suspend accounts that violate these Terms without prior notice.

Sections 6, 7, 8, 11, 12, and 14 survive termination. Where Section 6 requires us to keep registration and payment records to defend a payment dispute, we will keep those records for as long as a payment dispute remains possible or open, and the 30-day deletion period above does not apply to them.

14. Governing Law

These Terms are governed by and construed in accordance with the laws of the State of California, without regard to conflict of law principles. Any disputes will be resolved exclusively in the state or federal courts located in California.

Customers in the United Kingdom and European Economic Area: nothing in these Terms limits the rights you have under mandatory consumer-protection law in your jurisdiction, and Sitelite remains subject to the General Data Protection Regulation (GDPR) and the UK Data Protection Act 2018 in respect of personal data processed for those customers, as set out in our Privacy Policy.

15. Contact

For legal inquiries related to these Terms, contact us at:

Sitelite Labs, Inc.
2108 N St, Ste N
Sacramento, CA 95816
Email: [email protected]