Terms of Use — Chipmail

1. Agreement to Terms

By accessing or using chipmail.org and all related services (the "Service"), you agree to be bound by these Terms of Use ("Terms"). If you do not agree to these Terms, do not use the Service.

These Terms constitute a legally binding agreement between you and Mindvana, Inc., a Wyoming corporation doing business as Chipmail ("Chipmail," "we," "us," or "our"), located at 30 N Gould St, Ste R, Sheridan, WY 82801.

Please also review our Privacy Policy, which describes how we collect, use, and protect your information.

2. Description of Service

Chipmail is a software-as-a-service (SaaS) platform that sends automated daily anniversary and milestone group announcement emails. The Service includes:

Group account setup and management
Member list management (add, edit, remove members)
Automated daily email delivery on member anniversary dates
Administrator dashboard for managing settings, members, and email logs
QR code-based member signup forms
Unsubscribe management for email recipients

The Service is designed for use by recovery groups, churches, clubs, and other community organizations that wish to recognize member milestones.

3. Eligibility

You must be at least 18 years of age to create a group administrator account. By creating an account, you represent and warrant that:

You are at least 18 years old
You are authorized to act on behalf of the organization you are registering
You have the authority to agree to these Terms on behalf of yourself and, where applicable, the organization

Group administrators are responsible for ensuring that member information submitted to the Service pertains only to individuals who are 13 years of age or older.

4. Account Registration & Security

You must provide accurate and complete information during registration
You are responsible for maintaining the confidentiality of your account password
You are responsible for all activity that occurs under your account
You must notify us immediately at support@chipmail.org of any unauthorized access to or use of your account

Passwords are stored as one-way cryptographic hashes. We cannot retrieve a forgotten password, but you can reset it via an automated email link from the dashboard login page.

5. Acceptable Use

You agree not to:

Use the Service to send spam, harassing, threatening, or unsolicited commercial messages
Upload false, misleading, or malicious member data
Attempt to access other groups' data or another user's account
Use the Service for any illegal purpose or in violation of any applicable law
Reverse-engineer, decompile, disassemble, or attempt to extract the source code of the Service
Interfere with or disrupt the Service, its servers, or its connected infrastructure
Use automated means (bots, scrapers, crawlers) to access the Service without our written permission
Add members to a group without reasonable basis to believe they would consent to receiving group emails

We reserve the right to suspend or terminate accounts that violate these Terms, with or without notice.

6. Member Data & Administrator Responsibilities

As a group administrator, you acknowledge and agree that:

You are responsible for the accuracy of member data you submit to the Service
Adding a member to your group means that member will receive group emails from the Service
You must respect members' unsubscribe requests — the system processes these automatically, and you must not re-add unsubscribed members without their explicit consent
You are responsible for how you collect member data outside of the Chipmail platform (e.g., obtaining appropriate consent before uploading a member list)

Chipmail provides built-in tools for members to unsubscribe from emails and update their information. Administrators must not attempt to circumvent these tools.

Chipmail is not responsible for disputes between administrators and members regarding the collection or use of member data outside of the platform.

7. Free Trial

New accounts receive a 30-day free trial with full access to all features
No credit card is required to start the trial
At the end of the trial period, automated email delivery will be paused until a paid subscription is activated
Your group and member data is retained after the trial expires — you may reactivate at any time without re-entering your information
We will send a reminder email before your trial expires

8. Subscription & Payment

Monthly plan: $19 per month
Yearly plan: $199 per year (a savings of $29 compared to monthly)

All payments are processed securely by Stripe, Inc. We do not store or have access to your credit card or bank account information.

Subscriptions automatically renew at the end of each billing period unless canceled before the renewal date
You may cancel your subscription at any time through the admin dashboard — cancellation takes effect at the end of the current billing period
No refunds are issued for partial billing periods, except as required by applicable law
We reserve the right to change pricing with at least 30 days' advance notice; existing subscribers will be notified by email before any price change takes effect
If a payment fails, we will attempt to notify you and may suspend email delivery after a reasonable grace period

9. Email Delivery

Chipmail sends emails on behalf of your organization, not on behalf of Chipmail itself. Please note:

Email delivery depends on third-party email providers and recipient email services — we cannot guarantee 100% delivery
Factors outside our control (spam filters, bounces, recipient server policies) may affect deliverability
We implement proper email authentication standards (DKIM, SPF, DMARC) to maximize delivery rates
All emails comply with CAN-SPAM Act requirements, including clear sender identification and a functional unsubscribe mechanism

10. Intellectual Property

The Chipmail name, logo, rooster mascot, and associated brand assets are trademarks of Mindvana, Inc. The Service, including its design, code, features, and original content, is the property of Mindvana, Inc. and is protected by copyright, trademark, and other intellectual property laws.

You retain full ownership of all data you submit to the Service (organization information, member data, settings). You grant Chipmail a limited, non-exclusive license to use your data solely for the purpose of providing and improving the Service.

11. Third-Party Services & Content

The Service may include links to or content from third-party services. We do not control and are not responsible for third-party content, products, or services.

Daily Reflection content included in anniversary emails is sourced from third-party providers and is the intellectual property of its respective copyright holders. Chipmail does not claim ownership of this content.

Your use of third-party services integrated with Chipmail (such as Stripe for payments) is subject to those services' own terms and privacy policies.

12. 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 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, SECURE, OR FREE OF VIRUSES OR OTHER HARMFUL COMPONENTS. WE DO NOT WARRANT THE ACCURACY, COMPLETENESS, OR RELIABILITY OF ANY THIRD-PARTY CONTENT INCLUDED IN EMAILS SENT THROUGH THE SERVICE.

13. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, MINDVANA, INC. AND ITS OFFICERS, DIRECTORS, EMPLOYEES, AGENTS, AND AFFILIATES SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING BUT NOT LIMITED TO LOSS OF DATA, LOSS OF REVENUE, LOSS OF GOODWILL, OR BUSINESS INTERRUPTION, ARISING OUT OF OR RELATED TO YOUR USE OF THE SERVICE.

OUR TOTAL AGGREGATE LIABILITY FOR ANY AND ALL CLAIMS ARISING FROM OR RELATED TO THE SERVICE SHALL NOT EXCEED THE TOTAL AMOUNT YOU PAID TO CHIPMAIL IN THE TWELVE (12) MONTHS IMMEDIATELY PRECEDING THE EVENT GIVING RISE TO THE CLAIM.

THESE LIMITATIONS APPLY REGARDLESS OF THE LEGAL THEORY ON WHICH THE CLAIM IS BASED, INCLUDING BREACH OF CONTRACT, TORT (INCLUDING NEGLIGENCE), STRICT LIABILITY, OR ANY OTHER THEORY.

14. Indemnification

You agree to indemnify, defend, and hold harmless Mindvana, Inc. and its officers, directors, employees, and agents from and against any claims, damages, losses, liabilities, costs, and expenses (including reasonable attorneys' fees) arising from:

Your use of the Service
Your violation of these Terms
Your violation of any applicable law or regulation
Your violation of any third party's rights, including privacy or intellectual property rights
Any member data you submit to the Service

15. Termination

By you: You may terminate your account at any time by canceling your subscription through the admin dashboard and, if desired, contacting support@chipmail.org to request data deletion.

By us: We may suspend or terminate your account at any time, with or without notice, if we reasonably believe you have violated these Terms or if continued use poses a risk to the Service or other users.

Upon termination, your right to access the Service ceases immediately. Data retention following termination is governed by our Privacy Policy.

16. Governing Law & Dispute Resolution

These Terms are governed by and construed in accordance with the laws of the State of Wyoming, United States, without regard to its conflict of law principles.

Any dispute arising from or relating to these Terms or your use of the Service shall be resolved exclusively in the state or federal courts located in Sheridan County, Wyoming. You consent to the personal jurisdiction and venue of these courts.

17. Changes to These Terms

We may modify these Terms at any time. When we make changes, we will update the "Last Updated" date at the top of this page. For material changes, we will notify group administrators via email.

Your continued use of the Service after any changes constitutes your acceptance of the updated Terms. If you do not agree to the changes, you must stop using the Service.

18. Severability

If any provision of these Terms is found to be invalid, illegal, or unenforceable by a court of competent jurisdiction, the remaining provisions shall continue in full force and effect. The invalid provision shall be modified to the minimum extent necessary to make it valid and enforceable while preserving its original intent.

19. Entire Agreement

These Terms, together with the Privacy Policy, constitute the entire agreement between you and Mindvana, Inc. regarding your use of the Service. These Terms supersede all prior agreements, communications, and understandings, whether written or oral, relating to the subject matter herein.

20. Contact Us

If you have questions about these Terms of Use, please contact us at support@chipmail.org.

Please also review our Privacy Policy for details on how we collect, use, and protect your information.