Terms of Service
Effective June 1, 2026 · Last updated June 1, 2026
1. Acceptance of Terms
By accessing or using FormVault (“the Service”), you agree to be bound by these Terms of Service (“Terms”). If you do not agree to these Terms, you may not use the Service. These Terms constitute a legally binding agreement between your school, district, or organization (“you” or “Customer”) and FormVault.
2. Description of Service
FormVault provides digital form management software for school athletic departments. The Service enables athletic directors and authorized administrators to create clearance campaigns, collect digital signatures, store documents, and manage athlete eligibility records. FormVault is designed exclusively for educational institutions and affiliated organizations.
3. Account Registration
Access to FormVault requires registration of a school or district administrator account. You are responsible for maintaining the confidentiality of your account credentials and for all activity that occurs under your account. You must notify FormVault immediately at legal@formvault.net if you suspect unauthorized use of your account.
4. FERPA Data & School Records
FormVault processes student education records on behalf of schools and districts as a “school official” under the Family Educational Rights and Privacy Act (FERPA). Schools and districts remain the FERPA-responsible parties for the student records they upload or generate through the Service. FormVault will process student data only as directed by authorized school personnel and in accordance with our Data Processing Agreement.
5. Permitted Use
FormVault is licensed for use by accredited educational institutions, school athletic departments, and authorized administrators. You may not use the Service for any commercial purpose outside of educational athletics administration, for any unlawful purpose, or in any manner that violates FERPA or applicable state student data privacy laws.
6. Subscription & Billing
FormVault is offered on an annual subscription basis. New accounts receive a 60-day free trial with full access to all features, no credit card required. At the end of the trial, a subscription is required to continue using the Service. Subscriptions auto-renew annually unless cancelled at least 30 days prior to the renewal date. All fees are non-refundable except as required by applicable law.
7. Intellectual Property
FormVault owns all rights, title, and interest in and to the platform, software, trademarks, and related intellectual property. Schools and districts retain full ownership of all data, documents, and records they upload or generate through the Service. FormVault does not claim any ownership over your data.
8. Limitation of Liability
To the maximum extent permitted by applicable law, FormVault shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including loss of data, revenue, or goodwill, arising out of or in connection with your use of or inability to use the Service. FormVault’s total liability for any claim arising under these Terms shall not exceed the fees paid by you in the twelve months preceding the claim.
9. Termination
Either party may terminate these Terms at any time with written notice. Upon termination, your access to the Service will be suspended. Upon written request submitted within 30 days of termination, FormVault will provide an export of your school’s data in a standard format. After 30 days, data may be permanently deleted in accordance with our data retention policy.
10. Contact
Questions regarding these Terms of Service should be directed to legal@formvault.net.