Terms of Service

Draft version. Effective date: [EFFECTIVE DATE - NOT YET SET] · Last updated: [LAST UPDATED DATE]

These Terms of Service ("Terms") govern access to and use of the Rein barn-management software (the "Service"), provided by Rein Software [LEGAL ENTITY FORM, e.g. LLC] ("Rein," "we," "us," or "our"). By creating an account, connecting an organization, or otherwise using the Service, the organization on whose behalf you act ("Customer," "you," or "your barn") agrees to be bound by these Terms. If you are entering into these Terms on behalf of a business, you represent that you have authority to bind that business.

1. Definitions

• "Organization" or "barn" means the equestrian facility or business that registers for the Service and controls its own data within it.
• "Customer" means the Organization that has agreed to these Terms.
• "End Users" means the individuals the Customer authorizes to use the Service on its behalf, including staff (admins, instructors) and the Customer's own boarders and riders ("Portal Users") who are given access to a self-service portal.
• "Customer Data" means all data the Customer or its End Users submit to, or generate within, the Service — including horse and health records, customer and billing records, scheduling data, signed agreements, and messages sent through the Service.
• "Third-Party Services" means services operated by other companies that the Service integrates with on the Customer's behalf, as described in Section 7.

2. The Service

Rein is software that helps a barn schedule lessons, manage horses and health records, track boarding and stalls, bill and invoice customers, and communicate with customers by email and SMS. Rein provides tools that connect to Third-Party Services the Customer separately controls (Section 7); it does not itself hold customer funds, process credit cards, or store completed signed documents (see Section 7 for what that means in practice).

3. Accounts and Eligibility

An Organization's administrator creates the account and is responsible for provisioning access for its own staff and for approving Portal User registration requests. The Customer is responsible for maintaining the confidentiality of login credentials issued to its End Users and for all activity that occurs under its account, except to the extent caused by our breach of these Terms. You must provide accurate account information and promptly update it if it changes. The Service is intended for use by businesses and adults; see Section 12 (Privacy Policy) regarding children's data.

4. Customer Data Ownership

As between Rein and the Customer, the Customer owns all Customer Data. We do not claim any ownership interest in it. We are permitted to process Customer Data only (a) to provide, maintain, and support the Service, (b) as the Customer instructs, (c) to comply with law, or (d) as otherwise permitted under the Privacy Policy. We will not sell Customer Data, and we will not use it to train external, third-party models or for any purpose unrelated to operating the Service without the Customer's separate, explicit consent. On termination, Section 9 describes how Customer Data can be exported and is deleted.

5. Acceptable Use

You agree not to:

• Use the Service to send unsolicited, unlawful, or abusive email or SMS messages, or to message anyone who has not consented to receive them (see the Privacy Policy's SMS/email consent section);
• Attempt to gain unauthorized access to another Organization's data, or circumvent the Service's organization-scoping or access controls;
• Upload content that infringes another's intellectual property or violates applicable law (including, for health/veterinary records, any applicable recordkeeping requirements you are separately subject to);
• Reverse-engineer, resell, or use the Service to build a competing product; or
• Interfere with the Service's operation or attempt to probe, scan, or test its vulnerabilities without our prior written authorization.

6. Third-Party Services

The Service integrates, on the Customer's behalf and under the Customer's own accounts with those providers, with: Intuit QuickBooks Online (accounting and invoicing), DocuSign (electronic signature), Twilio (SMS messaging), Postmark (transactional email), and Amazon Web Services S3 (file storage). Connecting any of these is optional and is initiated by the Customer's administrator; the Customer is responsible for maintaining its own account in good standing with each provider it chooses to connect.

We are not a payment processor. When a Customer connects QuickBooks Online and enables QuickBooks Payments, invoices we generate carry a "Pay Now" link, but payment is processed entirely by Intuit through the Customer's own QuickBooks Payments account. Funds are never received, held, or routed by us, and no payment card or bank account number is ever transmitted to or stored by the Service.

DocuSign is the system of record for signed documents. When an agreement is sent for signature, the Service stores only DocuSign's envelope identifier and status; the signed document itself remains in DocuSign's custody and is retrieved from DocuSign on demand when an authorized user views or downloads it.

Because these are independent services we do not operate, we are not responsible for their availability, accuracy, or acts or omissions, including outages, API changes, or data loss occurring on their systems. If a Third-Party Service is unavailable, related features of the Service (for example, pushing an invoice to QuickBooks, or sending an envelope for signature) may be degraded or unavailable until it is restored.

7. Fees and Payment for the Service

Subscription fees for use of the Service itself are set out on our pricing page and depend on the plan the Customer is on (currently: a flat monthly fee for a Small or Medium barn, or, for an Enterprise customer, a custom price we agree with the Customer before any fee is charged). This is, in every case, a fee for software access — it is entirely separate from, and the money is never mixed with, any money the Customer collects from its own customers, which never passes through us (Section 6). Fees are billed monthly in advance and renew automatically each month unless cancelled as described in Section 8, and are non-refundable for the current billing period except as required by law or as we otherwise agree in writing. We may change our pricing on a going-forward basis with at least 30 days' notice before it applies to a then-current subscription.

8. Term and Termination

The subscription is month-to-month, with no minimum term. Either party may terminate for the other's uncured material breach on 30 days' written notice. The Customer may cancel its subscription at any time; cancellation takes effect at the end of the current paid billing period, with no refund of fees already paid for that period and no cancellation fee. We may suspend or terminate an account for violation of Section 5 (Acceptable Use), non-payment, or as required by law, generally after notice and an opportunity to cure except where immediate suspension is reasonably necessary to protect the Service or other customers.

9. Data Export and Deletion on Termination

Because the Customer owns its Customer Data (Section 4), the Customer's data stays the Customer's. When a subscription is cancelled or ends, the account becomes read-only rather than being deleted immediately — everything already in it remains visible and exportable, and no new charges, lessons, or invoices can be created. The Customer may export its Customer Data (for example, the CSV export already available for lesson records, or by contacting us for a full export of the account) at any time during this window. Beginning 90 days after cancellation takes effect, we will delete the Customer's data from our production systems, except where retention is required by law, is needed to resolve disputes or enforce our agreements, or exists only in encrypted backups pending their normal deletion cycle. Data that lives in a Third-Party Service the Customer connected directly (for example, its own QuickBooks Online company file, or documents already stored in its own DocuSign account) is not affected by termination of the Service and remains under the Customer's own control with that provider.

10. Warranties and Disclaimers

Each party represents it has the authority to enter into these Terms. Except as expressly stated, the Service is provided "as is" and "as available," without warranties of any kind, whether express, implied, or statutory, including implied warranties of merchantability, fitness for a particular purpose, and non-infringement. We do not warrant that the Service will be uninterrupted, error-free, or that it will meet every requirement of the Customer's particular barn operations, licensing, or recordkeeping obligations (for example, state requirements around Coggins certificates or liability waivers) — the Customer remains responsible for its own regulatory compliance.

11. Limitation of Liability

To the maximum extent permitted by law, neither party will be liable for indirect, incidental, special, consequential, or punitive damages, or for lost profits or lost data, arising out of or relating to these Terms or the Service, even if advised of the possibility of such damages. Each party's total liability arising out of or relating to these Terms will not exceed [LIABILITY CAP, e.g. fees paid in the preceding 12 months]. Nothing in this section limits liability that cannot be limited under applicable law.

12. Indemnification

The Customer will defend and indemnify us against third-party claims arising from its Customer Data, its use of the Service in violation of Section 5, or its violation of applicable law (including law governing its communications with its own customers). We will defend and indemnify the Customer against third-party claims that the Service, as provided by us and used in accordance with these Terms, infringes that third party's intellectual property rights. [FULL INDEMNIFICATION PROCEDURE/CARVE-OUTS - COUNSEL TO DRAFT]

13. Governing Law

These Terms are governed by the laws of [GOVERNING LAW / VENUE - JURISDICTION NOT YET CHOSEN], without regard to its conflict-of-laws principles, and the parties consent to the exclusive jurisdiction of the courts located there for any dispute not otherwise resolved. [COUNSEL TO DECIDE WHETHER TO ADD AN ARBITRATION CLAUSE]

14. Changes to These Terms

We may update these Terms from time to time. For material changes, we will provide notice (for example, by email to the account administrator or a notice within the Service) at least 30 days before the changes take effect. Continued use of the Service after that date constitutes acceptance of the updated Terms.

15. Contact

Questions about these Terms can be sent to [LEGAL / SUPPORT CONTACT EMAIL], or by mail to [NOTICE MAILING ADDRESS].

See also our Privacy Policy. · Back to home