Terms of Service

These Terms of Service (“Terms”) govern your access to and use of PandaCheckout (the “Service”), provided by PandaCheckout (“we,” “us,” or “our”). By creating an account or using the Service, you agree to these Terms. If you do not agree, you may not use the Service.

1. Acceptance of These Terms

By registering an account, signing in, or otherwise using the Service, you agree to these Terms and our Privacy Policy. If you are entering into these Terms on behalf of a school, district, or other organization, you represent that you have authority to bind that organization.

2. Description of the Service

PandaCheckout is a multi-tenant platform that helps schools and youth programs manage student check-in and check-out, attendance, parent-authorized pickups, digital signatures, emergency attendance drills, guest/visitor tracking, and related reporting. The Service is provided as a hosted web application and may include companion mobile or kiosk interfaces.

3. Accounts, Roles & Access

Each customer (a “tenant”) receives an isolated account with its own users, students, and data. You are responsible for maintaining the security of your account credentials and for all activity under your account.

• Roles. Accounts may include Administrators, Managers, and limited parent/guardian or kiosk access. Administrators control user management and billing for their tenant.
• Eligibility. You must be at least 18 years old and authorized to act for your organization to create an account.
• Accuracy. You agree to provide accurate information at signup and to keep it current.
• Security. You are responsible for notifying us promptly of any unauthorized access or security breach affecting your account.

4. Plans, Billing & Payment

The Service is offered as a monthly subscription priced per active student managed by your tenant, plus any optional add-ons you select.

• Pricing. The standard rate is $2.00 per student per month. Custom per-student rates may apply to your tenant as agreed in writing.
• Payment processor. Subscription billing is processed by our PCI-compliant payment processor. We do not store full card numbers on our servers; card data is handled by the processor’s PCI-compliant infrastructure.
• Proration. When you add or remove students mid-cycle, we prorate the charge for that billing period. The next invoice reflects the then-current number of active students.
• Auto-renewal. Subscriptions renew automatically each billing period until cancelled. You authorize us to charge your payment method for recurring fees until cancellation.
• Taxes. You are responsible for any applicable taxes on your subscription. Where required, we collect and remit tax on your behalf.
• Failed payments. If a payment fails, we may retry or restrict access to certain features (including adding students) until the balance is resolved.

5. Free Seats & Seat Limits

Each tenant may manage its first five (5) students free of charge, with no credit card required. The free tier is intended for evaluation and small programs. To manage a sixth (6th) or additional student, an active paid subscription is required. Adding students beyond the free limit without an active subscription is blocked. We may change the number of free seats or the terms of the free tier in our discretion, with notice.

6. Cancellation & Refunds

You can cancel your subscription at any time from the self-serve billing portal. Cancellation stops future renewals; your subscription remains active until the end of the current paid period. You may also remove students to reduce future billing. Except where required by law, fees paid are non-refundable. If you believe you were charged in error, contact us for a review.

7. Acceptable Use

You agree not to, and not to authorize others to:

• Use the Service to store or share unlawful, infringing, harassing, or harmful content;
• Attempt to access another tenant’s data, circumvent access controls, or probe the Service’s security;
• Interfere with the Service, overload it, or reverse engineer it;
• Use the Service in a way that violates applicable law, including student privacy and children’s privacy laws;
• Resell, sublicense, or redistribute access to the Service without our consent;
• Upload personal data beyond what is reasonably necessary for the Service’s intended use.

Student and child data must be handled in accordance with our Data Processing Agreement and applicable law.

8. Your Content & Data

You retain ownership of the student, parent/guardian, attendance, signature, and operational data you submit (“Customer Data”). You grant us a limited license to host, process, and display Customer Data solely to provide and improve the Service. You are responsible for the accuracy and lawfulness of the Customer Data you submit, including obtaining any consents required to collect and process student and child information. We process Customer Data as a “school official” under FERPA on your behalf, as described in our Privacy Policy and Data Processing Agreement.

9. Third-Party Integrations

The Service may integrate with third-party platforms you connect, such as Veracross for student and roster sync. These integrations are optional and configured per tenant. You are responsible for providing valid credentials and for your use of those integrations under their respective terms. We process integration credentials only as needed to perform the sync.

10. Intellectual Property

The Service, including its software, design, text, and marks, is owned by us and protected by intellectual property laws. These Terms do not grant you any right in the Service except the limited right to use it during an active subscription. Customer Data remains your property.

11. Disclaimers

The Service is provided “as is” and “as available.” We do not warrant that the Service will be uninterrupted, error-free, or secure, or that attendance or signature records will meet any particular legal or audit requirement. You are responsible for your own compliance with licensing, audit, and recordkeeping obligations.

12. Limitation of Liability

To the maximum extent permitted by law, in no event will we be liable for indirect, incidental, special, consequential, or punitive damages, or for lost profits or data, arising out of or related to the Service. Our aggregate liability for all claims arising out of or related to the Service will not exceed the amount you paid us in the twelve (12) months preceding the event giving rise to the claim.

13. Indemnification

You agree to indemnify and hold us harmless from claims arising out of your Customer Data, your breach of these Terms, or your violation of applicable law, including student privacy laws.

14. Suspension & Termination

We may suspend or terminate access for abuse, non-payment, or violation of these Terms. You may terminate your account by cancelling your subscription and requesting deletion of your Customer Data. On termination, we will delete or make inaccessible your Customer Data in accordance with our retention policy and applicable law.

15. Changes to These Terms

We may update these Terms from time to time. We will post the updated Terms with a new “Last updated” date and, for material changes, provide notice through the Service or by email. Continued use after the effective date constitutes acceptance of the updated Terms.

16. Governing Law & Disputes

These Terms are governed by the laws of the State of Washington, USA, without regard to conflict-of-laws principles. We will seek to resolve disputes informally first. Any claims not resolved may be brought in the courts located in Washington.

17. Contact

Questions about these Terms? Email support@pandacheckout.com.