Terms of Service

These Terms of Service (the “Terms”) form a binding agreement between {{LEGAL_ENTITY}} (“we”, “us”, the “Company”) and the school, district, or JROTC or ROTC program that subscribes to the service (the “Unit”), together with every individual who accesses it. By creating an account, signing in, or otherwise using allcadets.com (the “Service”), you accept these Terms.

The Service is designed for United States school-based Junior Reserve Officers’ Training Corps programs. It is not offered for personal or consumer use, and accounts are provisioned only in connection with a participating Unit.

Many Cadets using the Service are minors, and some are under the age of 13. Minors do not accept these Terms in their own right. A Cadet may use the Service only where:

• the Cadet’s school or district has entered into a written agreement with us covering the Service, and
• a parent or legal guardian, or the school acting within the scope of its authority and applicable law, has accepted these Terms on the Cadet’s behalf.

Where a Cadet is under 13, verifiable parental consent must be obtained before any personal information is collected from that Cadet. See the Privacy Policy for how consent is gathered and recorded.

Instructors and administrators represent that they are at least 18 years old, are employed or authorised by the Unit, and have authority to bind the Unit to these Terms.

The Service is a web application for administering a JROTC or ROTC program. Its core functions include:

• maintaining a roster of Cadets and their unit, battalion, and company assignments;
• recording Cadet rank and Cadet leadership position (for example Company Commander, First Sergeant, Platoon Leader);
• assigning tasks and requirements to Cadets and tracking completion;
• presenting the program’s organisational structure; and
• collecting and reporting subscription or participation payment status.

We may add, modify, or withdraw features at any time. Where a change materially reduces functionality the Unit relies on, we will give reasonable advance notice to the Unit’s instructor accounts.

The Service is a record-keeping and administration tool. It is not a student information system of record, it does not determine grades or academic standing, and it is not a substitute for the Unit’s own official records or reporting obligations.

The Service uses three account roles, and the data visible to an account depends entirely on its role:

You are responsible for keeping your credentials confidential and for all activity under your account. Accounts must not be shared. Notify us at security@allcadets.com immediately if you believe an account has been compromised.

You agree not to, and not to permit any person to:

• access, or attempt to access, records belonging to a Unit or individual you are not authorised to see;
• probe, scan, or test the vulnerability of the Service, or circumvent any authentication, rate limiting, or access control;
• scrape, bulk-export, or systematically extract data from the Service except through features provided for that purpose;
• upload malware, or content that is unlawful, harassing, defamatory, sexually explicit, or that exploits or endangers a minor;
• use the Service to send unsolicited commercial messages;
• misrepresent your role, identity, or affiliation, including impersonating an instructor or a Cadet;
• resell, sublicense, or make the Service available to any organisation that is not a subscribing Unit; or
• use the Service in violation of FERPA, COPPA, applicable state privacy law, or the Unit’s own policies.

Suspected security issues should be reported responsibly to security@allcadets.com rather than demonstrated against live data.

Cadets must use the Service respectfully and honestly. Falsifying task completion, tampering with another Cadet’s record, or using the Service to bully, threaten, or harass another student is a breach of these Terms and may also breach the school’s code of conduct.

The Unit and its instructors are responsible for supervising Cadet use of the Service, for ensuring that accounts are created only for enrolled students, and for promptly deactivating accounts when a student leaves the program. Instructors are the first line of response for conduct issues arising within their Unit.

Where use of the Service raises a concern about the welfare or safety of a child, follow the procedures set out in our Safeguarding policy. Urgent concerns may be raised with safeguarding@allcadets.com. Reporting to us does not replace the school’s own mandatory reporting duties or contact with local authorities where a child is at immediate risk.

Fees, billing frequency, and the number of Cadet places covered are set out in the order form or subscription agreement between the Company and the Unit. Unless that document says otherwise, fees are stated in US dollars and are exclusive of any applicable taxes.

Card payments are processed by Stripe, Inc. acting as our payment processor. Card numbers and other cardholder data are submitted directly to Stripe and are never stored on our systems. Your use of Stripe’s payment services is additionally subject to Stripe’s own terms.

The Service records a payment status for each Cadet or Unit so that instructors can see who has paid. Instructors and admins can see payment status; they do not see card details.

Where a payment is not completed, access to some features may be restricted until the balance is settled. Except where required by law, fees already paid are non-refundable, though we will consider pro-rata refunds where the Service is discontinued or materially degraded for an extended period. Refund requests should go to support@allcadets.com.

The Service, including its software, design, interface, documentation, and trademarks, is owned by {{LEGAL_ENTITY}} or its licensors and is protected by intellectual property law. Subject to these Terms and payment of applicable fees, we grant the Unit a limited, non-exclusive, non-transferable, revocable licence to access and use the Service for the administration of its own JROTC or ROTC program.

Nothing in these Terms transfers ownership of the Service to you. You may not copy, modify, decompile, or reverse engineer the Service except to the extent that restriction is prohibited by law. Any feedback or suggestions you provide may be used by us without obligation to you.

“User Content” means the data you or your Unit enter into the Service, including rosters, names, contact details, structure, ranks, positions, and task records. As between you and us, the Unit and its students retain all rights in User Content; we claim no ownership of it.

You grant us a limited licence to host, store, transmit, display, and process User Content solely to provide, secure, support, and improve the Service, and to comply with law. Where User Content constitutes an education record, we process it as a school official under the direction of the Unit’s school, as described in the Privacy Policy. We do not use student data to build advertising profiles and we do not sell it.

You are responsible for the accuracy and lawfulness of User Content, and for having the necessary consents and notices in place before entering a student’s personal information into the Service.

We may suspend or terminate an account or a Unit’s access where there is a material breach of these Terms, non-payment, a credible security or safeguarding risk, or a legal requirement to do so. Where practicable and not counterproductive to the reason for suspension, we will give notice and an opportunity to remedy.

A Unit may terminate its subscription in accordance with its subscription agreement. Instructors may deactivate individual Cadet accounts at any time.

Following termination, we will make User Content available for export for a reasonable period and will then delete or de-identify it in accordance with the retention schedule in the Privacy Policy, subject to any longer retention required by law or by the school agreement.

The Service is provided “as is” and “as available”. To the fullest extent permitted by law, we disclaim all warranties, whether express, implied, or statutory, including 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, or secure against every threat, nor that the records it holds are complete or accurate, since those records are entered and maintained by Units. The Service does not provide legal, educational, employment, or compliance advice.

To the fullest extent permitted by law, neither party will be liable for indirect, incidental, special, consequential, exemplary, or punitive damages, or for loss of profits, revenue, goodwill, or data, arising out of or relating to the Service, even if advised of the possibility of such damages.

Our aggregate liability arising out of or relating to these Terms will not exceed the total fees paid or payable by the Unit to us for the Service in the twelve months preceding the event giving rise to the claim.

Nothing in these Terms excludes or limits liability that cannot lawfully be excluded or limited, including liability for fraud, wilful misconduct, or death or personal injury caused by negligence.

The Unit agrees to indemnify and hold harmless {{LEGAL_ENTITY}} and its officers, employees, and contractors from third-party claims, damages, and reasonable legal costs arising from: (a) the Unit’s User Content, including any failure to obtain required parental consent or to provide required notices; (b) use of the Service in breach of these Terms or applicable law; or (c) conduct by an account holder within the Unit that harms another person.

We will notify the Unit promptly of any claim, allow it to control the defence of claims for which it is responsible, and cooperate reasonably at its expense. The Unit may not settle a claim in a way that imposes obligations on us without our written consent.

We may update these Terms to reflect changes to the Service, our practices, or the law. The “last updated” date at the top of this page will always show the current version.

For material changes, we will give at least 30 days’ notice to Unit instructor accounts by email or in-app notice before the change takes effect. Continued use of the Service after the effective date constitutes acceptance. If the Unit does not accept a material change, it may terminate before the effective date and receive a pro-rata refund of prepaid fees for the unused period.

These Terms are governed by the laws of United States, without regard to its conflict-of-laws rules. The parties submit to the exclusive jurisdiction of the state and federal courts located in United States for any dispute not otherwise resolved.

Before commencing formal proceedings, the parties will attempt in good faith to resolve any dispute through direct discussion, beginning with written notice to the other party describing the dispute and the relief sought.

Where a Unit is a public school district or other government body whose governing law or dispute resolution is fixed by statute, that requirement prevails over this section to the extent of any conflict.

Questions about these Terms, or about the Service generally, can be sent to:

• General and billing support — support@allcadets.com
• Privacy and data rights — privacy@allcadets.com
• Child safety and safeguarding — safeguarding@allcadets.com
• Security vulnerabilities — security@allcadets.com

Postal notices should be addressed to {{LEGAL_ENTITY}}, {{POSTAL_ADDRESS}}.

See also our Privacy Policy and Safeguarding policy.