Terms of Service

By creating an account, registering for a program, or otherwise using the Services, you agree to these Terms and to our Privacy Policy. If you do not agree, do not use the Services.

You must be at least 18 years old (or the age of majority in your jurisdiction) to create an account. You are responsible for the accuracy of your account information, for keeping your credentials confidential, and for all activity under your account. Notify us promptly of any unauthorized use.

Core Registration provides a multi-tenant platform for managing registrations, payments, communications, rosters, health records, photos, and related program operations. We may add, change, or discontinue features over time. The Services are provided to organizations and their authorized users and registrants.

If you are an organization using the Services to collect and manage data about your registrants and families, you are responsible for:

• Having a lawful basis to collect, use, and submit the personal information you place in the platform, including sensitive and children’s data.
• Obtaining all required consents and notices — including parental consent under COPPA, FERPA, and applicable state and biometric laws (e.g., for face-matching) — before submitting data.
• The accuracy of the data you submit and the configuration of your programs, forms, and pricing.
• Your own communications with families and your compliance with laws governing email, SMS, and marketing.

As between you and us, you act as the controller of your registrants’ personal information and we act as your service provider/processor, as described in our Privacy Policy and any data processing terms.

You agree not to:

• Use the Services in violation of any law or third-party right.
• Upload unlawful, infringing, harmful, or malicious content or code.
• Attempt to access data of other organizations, probe or breach security, or circumvent access controls.
• Reverse engineer, resell, or use the Services to build a competing product, except as permitted by law.
• Interfere with or disrupt the integrity or performance of the Services.

Our handling of personal information is described in our Privacy Policy. Where we process personal information on your behalf, the applicable data processing terms govern that processing. You retain ownership of the data you submit (“Customer Data”) and grant us a limited license to host, process, and transmit it solely to provide and improve the Services and as permitted by the Privacy Policy.

Fees for paid plans and usage-based charges (such as messaging or optional add-ons) are described in your order or in-product. Unless stated otherwise, fees are non-refundable and exclusive of taxes. We may update pricing prospectively. Payments and registrant transactions are handled by a third-party payment processor; your use of payment features is also subject to that processor’s terms, and we are not responsible for the processor’s acts or omissions.

The Services, including all software, design, and content we provide, are owned by us or our licensors and protected by intellectual-property laws. We grant you a limited, non-exclusive, non-transferable right to use the Services during your subscription. You retain ownership of Customer Data. If you provide feedback or suggestions, you grant us a perpetual, royalty-free license to use them.

The Services may integrate with or rely on third-party services (such as hosting, email/SMS, payment, and authentication providers). Your use of those services may be subject to their separate terms, and we are not responsible for third-party services.

A Customer may let its staff connect third-party artificial-intelligence applications (for example Claude, ChatGPT or Perplexity, each an “AI App”) to the Services. This section is version 2026-10-07 of the AI connection terms that a Customer’s administrator accepts before switching AI connections on.

• AI connections are off until a Customer’s administrator switches them on and chooses which AI Apps may connect. Each person connects with their own sign-in and chooses one AI connection role; the AI App can see and do only what that role allows, and the Customer can disconnect any connection at any time.
• When an AI App is connected, Customer Data that the role can see — which may include health, financial and other sensitive information about children and families — is sent to that AI App’s provider. The Customer is responsible for having the consents, notices and legal basis needed to share that data, and for choosing roles that see only what is needed.
• The Customer must use AI Apps only under a business, team or enterprise plan whose terms do not allow the provider to train its models on the Customer’s data, and must not connect a personal or consumer account.
• AI Apps can read data and propose changes. A proposed change is made only when a person approves it in the Services. AI Apps cannot delete records, send messages in bulk, or move money through the Services.
• Each request an AI App makes is recorded in the Customer’s AI activity log and kept for one year. Core Registration platform support staff may, to provide support, connect an AI App with read-only access to a Customer’s data; each such request is recorded in that Customer’s log.
• AI Apps are third-party services (see the section above). Core Registration is not responsible for an AI App’s output, for how its provider handles data it receives, or for decisions made using it. AI output can be wrong; check it before relying on it.

The Services are provided “as is” and “as available,” without warranties of any kind, whether express, implied, or statutory, including any implied warranties of merchantability, fitness for a particular purpose, and non-infringement. We do not warrant that the Services will be uninterrupted, error-free, or secure.

To the maximum extent permitted by law, we will not be liable for any indirect, incidental, special, consequential, or punitive damages, or for lost profits, revenues, data, or goodwill. Our total liability arising out of or relating to the Services will not exceed the amounts you paid to us for the Services in the twelve months preceding the event giving rise to the claim.

You agree to indemnify and hold harmless Core Registration and its affiliates from claims, damages, and expenses arising out of your Customer Data, your use of the Services, or your breach of these Terms or applicable law, including your obligations to obtain required consents.

These Terms remain in effect while you use the Services. We may suspend or terminate access for breach, non-payment, or risk to the Services or others. Upon termination, your right to use the Services ends; we will make Customer Data available for export for a limited period and then delete or de-identify it as described in the Privacy Policy, subject to legal requirements.

We may modify the Services or these Terms. If we make material changes to these Terms, we will provide notice (for example, by posting an updated version with a new date). Your continued use after changes take effect constitutes acceptance.

These Terms are governed by the laws of the State of Delaware, without regard to conflict-of-laws rules. The parties consent to the exclusive jurisdiction of the courts located in Delaware, except where a different dispute-resolution mechanism is required by law.

These Terms, together with any order and our Privacy Policy, are the entire agreement between you and us regarding the Services. If any provision is unenforceable, the rest remains in effect. We may assign these Terms in connection with a merger or sale. Our failure to enforce a provision is not a waiver. We are not liable for delays or failures due to causes beyond our reasonable control.

Questions about these Terms? Contact us at legal@coreregistration.com.