Terms of Service

1. What these terms cover

These terms are the agreement between Champlin Enterprises, LLC ("we", "us") and the chamber of commerce or association subscribing to the service ("you", "your chamber"). They cover Chamber Culture CRM, the Chamber Culture Sites website included with it, and the member portal your members sign into.

Where you have signed a separate written agreement with us, that agreement governs anything it addresses, and these terms fill in the rest.

2. Your data is yours

You own everything you and your members put into the platform: member records, contacts, newsletter subscribers, invoices, payments, events, registrations, content, uploaded files, and everything derived from them. We acquire no ownership interest in any of it, at any point, including after termination.

What we will not do, stated plainly

We do not use your member, contact or subscriber data for our own purposes. Specifically, we will not use it for research, benchmarking, market analysis, product analytics, advertising, lead generation, resale, or to train artificial-intelligence models.

We do not sell, rent, or share your data with anyone for their own purposes, ever.

What we do with it

We process your data solely to operate the service for you. That means running the platform, sending the email and text messages you send, processing the payments you take, syncing to the accounting system you connect, backing everything up, and supporting you when something breaks. The only additional uses are these, and this list is exhaustive:

• Billing. We count how many active members your chamber has, because that is what your tier is based on. That is a number, not a copy of your list.
• Support and fault diagnosis. Named staff may access your tenant when you ask us to, or when we are investigating a fault that affects you. Access is logged.
• Improving the help guide. We review the questions your staff type into the in-app help assistant to find places the software is not obvious enough. Those are questions about how to use the product, not member or subscriber records.
• Legal compulsion. If we are legally required to disclose something, we will tell you before we do unless the law forbids it.

Artificial intelligence features

Several features use AI. The public Directory Concierge on your website only ever sees listings, events and deals that are already publicly visible on your directory. Staff-facing AI features see only the records of the chamber whose staff invoked them. All of it runs through Anthropic's API under terms that do not permit your content to be used to train models, and we do not train models of our own on your data.

Service providers

We rely on a small number of providers to deliver the service: hosting, email delivery, text messaging, payment processing and accounting sync. Each handles your data only to perform that function for you, under confidentiality. They are not permitted to use it for anything else.

3. What you may do with your data

We do not restrict what you build on your own data, which tools you connect, or who you grant access to. To be concrete, all of the following are expressly permitted and none of them require our approval:

• Connecting any third-party tool, whether or not we have a formal integration with it.
• Writing your own scripts and applications against the API.
• Granting a town, a contractor, a board member or a volunteer access to a scoped API key or a feed.
• Publishing your directory, calendar or content anywhere you want, on any site you want.
• Building something that duplicates or competes with a feature we sell.
• Running specialist tools alongside the platform rather than using ours.

We will not charge you extra, throttle you punitively, or end your subscription for doing any of that.

The limits we do keep are on our software, not on your data. You may not resell, sublicense or host the platform itself for others, reverse-engineer it to produce a competing product, or attempt to attack, overload or gain unauthorised access to it or to another chamber's tenant.

4. The API and webhooks

The Chamber Data API and outbound webhooks are included in every plan, permanently. There is no developer tier, no API upcharge and no per-call fee. We will not move API or webhook access behind a paywall for an existing customer.

• Documentation is public at /developers, with the machine-readable specification at /openapi.json.
• Keys are issued by you, scoped to the permissions you choose, and revocable by you at any time. Every key is confined to your chamber alone.
• The API is versioned in the URL path. A breaking change ships as a new version while the previous one keeps running unchanged. If we ever needed to retire a version entirely, you would get at least 12 months written notice.
• Published fair-use rate limits apply. If a legitimate use of yours runs into them, we will talk to you and raise them rather than cut you off.
• Public signup paths, such as a newsletter form on a town's website, an event registration or a QR code, write into your tenant without needing a key at all.

5. Export and portability

A complete export is free, self-serve and available at any time, from inside the application, without asking us. It is available before, during and after your subscription. There is no export fee, no request queue and no conversation you have to have with us first.

The export includes, at minimum:

• Members and contacts, with your custom fields.
• For every contact, the consent record: when they opted in, by what method, and from what source.
• The complete suppression list: unsubscribes, hard bounces and spam complaints, with dates.
• Full financial history, not current balances: every invoice ever raised, line by line, including drafts and voided invoices, and every payment with the invoice it was applied to.
• Event registrations, deals, jobs, news, marketplace listings, notes and the activity log.

6. What your price is based on

Your subscription fee is based on member count, and nothing else. Every plan includes the whole product.

We do not price on contacts, newsletter subscribers, households on a mailing list, email volume, records stored, API calls, or staff seats, and we will not introduce per-contact or per-subscriber pricing for an existing customer. Growing a community mailing list will never increase what you pay us.

The only metered item is text-message credits, priced in the application before you buy them. Card-processing fees are charged by your own payment processor and never pass through us.

Founding rate. Where you hold a founding rate, it is locked for the life of the product and survives any change of ownership of Champlin Enterprises, LLC. Outside a founding agreement, we give 60 days written notice of any price change, and it applies from your next renewal.

7. Continuity if something happens to us

You are trusting a small company with the system your chamber runs on. These are the commitments that protect you if we are not here.

Each of the following is a trigger:

• We become insolvent, or enter bankruptcy or an assignment for the benefit of creditors.
• We discontinue Chamber Culture CRM, or stop serving chambers of your size.
• We are acquired, or sell substantially all our assets, and the buyer does not assume our obligations under these terms.

On any trigger, all of the following apply:

1. We give you at least 90 days written notice, and the service keeps running normally throughout that period.
2. Within 30 days of that notice, at no charge, we deliver a complete database dump of your tenant, documented schema, and your uploaded files, in a form a successor can load.
3. We provide reasonable assistance to whoever is taking over, including answering a successor's questions about the schema.
4. Your rate survives. A buyer takes the platform subject to the rate you already hold.

We will never withhold your data, or any part of it, as leverage in a commercial dispute.

8. Ending the agreement

The subscription is month to month. Either of us may end it at any time, for any reason, with no term lock and no exit fee. If you leave, repoint your DNS and you are off our infrastructure the same day. We will not hold your website or your domain hostage.

After termination, your export stays available for 90 days. After that we delete your data, and it ages out of encrypted backups within a further 90 days. If you want it deleted sooner, ask in writing and we will do it and confirm when it is done.

Fees already accrued remain payable. We do not refund the remainder of a month, and we do not charge for one you have not started.

9. Stored payment methods on exit

You bring your own payment processor, and the merchant relationship is yours, not ours. Card numbers are held in your processor's vault; they never touch our servers, on any processor we support.

If you leave, we handle stored cards and autopay authorisations this way: where your processor supports a vault-to-vault migration, we run one as part of your cutover. Where it does not, we plan staged re-authorisation with your members before the switch, with reminders, so nobody discovers a dead card in the middle of a renewal cycle. Either way this gets planned with you rather than left to chance.

10. Availability

We aim to keep the platform available continuously, and we monitor it automatically with alerting to the team the moment anything degrades. Measured uptime and a 90-day incident history are public at /status, so our record can be checked rather than taken on trust.

11. Security and incidents

How we protect your data, how backups work, and what our infrastructure runs is set out at /security, which forms part of these terms.

If we confirm that chamber or member data has been affected by a security incident, we notify every affected chamber by email within 72 hours of that confirmation, with what happened, what data was involved, what we did about it, and what we recommend you do next. We cooperate with applicable notification laws.

12. Your responsibilities

• Keep your account information accurate and your credentials secure, and tell us promptly if you suspect unauthorised access.
• You decide what member and subscriber data goes into the platform and why. As between us, you are responsible for having a lawful basis for holding it and for marketing to it.
• Only send marketing email to people who have agreed to receive it. The platform records consent and enforces unsubscribes, bounces and complaints automatically, and you must not work around that suppression.
• Use the platform lawfully, and do not upload content you do not have the rights to.
• You are responsible for what your staff and volunteers do under your account.

If your use of the platform is causing a genuine problem, such as a deliverability risk to other chambers, we will contact you and work it out with you before taking any action. Suspension without warning is reserved for a live security threat.

13. Warranties and liability

We provide the service with reasonable skill and care. Beyond that, and to the extent the law allows, the service is provided as is, without implied warranties of merchantability, fitness for a particular purpose, or uninterrupted or error-free operation.

Neither of us is liable to the other for indirect or consequential losses, or for lost profits or lost business opportunity. Our total liability arising out of these terms is limited to the fees you paid us in the 12 months before the claim arose.

14. Changes to these terms

We may update these terms. For any change that materially reduces your rights, we give 60 days written notice by email before it takes effect. If you do not want to accept it, you may end your subscription before it applies and take your full export with you.

Sections 2, 4, 5 and 7, the commitments on data ownership, included API access, export, and continuity, are the reasons chambers choose us. We will not weaken them for an existing customer without your written agreement.

15. General

These terms, together with any signed agreement between us and the pages they reference, are the entire agreement about the CRM. If any part is unenforceable, the rest still stands. A delay in enforcing something is not a waiver of it.

You may assign these terms to a successor organisation, such as a merged chamber, by telling us. We may assign them in connection with a merger or sale of the business only where the buyer assumes our obligations in full; if a buyer will not, section 7 applies instead.

These terms are governed by the laws of the State of Illinois, without regard to its conflict-of-laws rules.

Questions about anything here, before a signature rather than after: [email protected]. Champlin Enterprises, LLC.