Effective date: 21 May 2026 · Last updated: 21 May 2026
These Terms of Service ("Terms") constitute a legally binding agreement between you (the "Customer" or "you") and DormTracker ("DormTracker", "we", "us", or "our") governing your access to and use of the DormTracker room inspection management platform, including all associated software, features, content, and services (collectively, the "Service").
By registering for an account, accessing the Service, or authorising any user to access the Service on your behalf, you represent that you have read, understood, and agree to be bound by these Terms. If you are accepting these Terms on behalf of a school, company, or other legal entity, you represent that you have the authority to bind that entity to these Terms.
If you do not agree to these Terms, do not access or use the Service.
DormTracker is a software-as-a-service (SaaS) platform that enables boarding schools and similar educational institutions to conduct, record, and manage room inspections; communicate inspection results to students, parents, and staff via automated email; and analyse inspection data through a reporting dashboard.
The Service is provided via a web-based application hosted at the domain associated with your account. We may modify or discontinue features of the Service from time to time. For material reductions in core functionality, we will provide reasonable prior notice where practicable, as described in Section 12.
2.1 Eligibility. The Service is intended for use by schools and educational institutions and their authorised staff. By using the Service, you represent that you are at least 18 years of age and have the authority to enter into this agreement on behalf of your institution.
2.2 Account Registration. To access the Service, you must complete the onboarding process and create an administrative account. You agree to provide accurate, current, and complete information during registration and to keep your account information up to date.
2.3 Account Security. You are responsible for maintaining the confidentiality of your account credentials and for all activity that occurs under your account. You agree to notify us immediately at support@dormtracker.app if you become aware of any unauthorised use of your account or any other security breach. We will not be liable for any loss or damage resulting from your failure to maintain the security of your account.
2.4 Authorised Users. You may create additional user accounts ("Authorised Users") for members of your staff. You are responsible for ensuring that all Authorised Users comply with these Terms. Any act or omission by an Authorised User that would constitute a breach of these Terms if committed by you will be deemed a breach by you.
3.1 Permitted Use. Subject to these Terms and timely payment of applicable fees, we grant you a limited, non-exclusive, non-transferable, revocable licence to access and use the Service during the term of your subscription solely for your school's internal operational purposes.
3.2 Prohibited Conduct. You agree not to, and not to permit any Authorised User to:
3.3 Compliance with Laws. You are solely responsible for ensuring that your use of the Service — including the collection, storage, and processing of student and staff personal data through the Service — complies with all applicable laws and regulations, including without limitation the Family Educational Rights and Privacy Act (FERPA), applicable US federal and state data protection and education privacy laws, and any applicable child protection laws.
4.1 Ownership. You retain all rights, title, and interest in and to the data, content, and information that you or your Authorised Users submit to the Service ("Customer Data"), including inspection records, contact lists, photographs, and school configuration. We claim no ownership over Customer Data.
4.2 Licence to Operate. You grant us a limited, worldwide, royalty-free, non-exclusive licence to access, store, reproduce, and process Customer Data solely to the extent necessary to provide and maintain the Service for you, to comply with legal obligations, and as expressly permitted by these Terms and our Privacy Policy.
4.3 Responsibility for Customer Data. You are solely responsible for the accuracy, legality, and appropriateness of all Customer Data. You represent and warrant that you have obtained all necessary consents and permissions to collect and process the personal data of students, parents, and staff that you enter into the Service, and that your use of the Service does not violate any individual's privacy rights.
4.4 Data Processing. Where applicable, our processing of personal data contained within Customer Data is governed by our Privacy Policy and any applicable Data Processing Agreement. If your jurisdiction requires a Data Processing Agreement (DPA), please contact us to arrange one.
4.5 Data Deletion. You may delete your Customer Data at any time using the data management features within the Service. Upon cancellation or termination, Customer Data will be retained for up to 30 days to allow account reinstatement, after which it will be permanently deleted unless required by applicable law. You may request earlier deletion at any time by contacting us.
5.1 Our Intellectual Property. All rights, title, and interest in and to the Service — including its software, design, user interface, architecture, documentation, trademarks, and all associated intellectual property — are and will remain the exclusive property of DormTracker and its licensors. These Terms do not grant you any rights in the Service other than the limited licence set out in Section 3.1.
5.2 Feedback. If you provide us with suggestions, ideas, or feedback regarding the Service ("Feedback"), you grant us a perpetual, irrevocable, worldwide, royalty-free licence to use, incorporate, and commercialise such Feedback without restriction or compensation to you.
5.3 No Reverse Engineering. You may not attempt to extract, derive, or reconstruct the underlying source code, algorithms, or trade secrets of the Service by any means.
6.1 Subscription Fees. Access to the Service may be subject to subscription fees as set out on our pricing page or as agreed in writing between you and DormTracker. Fees are stated exclusive of any applicable taxes unless otherwise stated.
6.2 Payment. Where fees apply, payment is due in advance for each billing period. We reserve the right to suspend or terminate access to the Service if payment is not received within 14 days of the due date.
6.3 Price Changes. We may change our subscription fees by providing you with at least 30 days' prior written notice. Your continued use of the Service after a price change takes effect constitutes your acceptance of the new pricing.
6.4 Refunds. Fees paid are generally non-refundable except where required by applicable consumer protection law or as expressly agreed in writing. If you believe a billing error has occurred, contact us within 30 days of the relevant charge.
6.5 Taxes. You are responsible for all applicable taxes, levies, or duties imposed by taxing authorities in connection with your use of the Service. If we are required to collect or remit taxes on your behalf, the relevant amount will be invoiced to you in addition to the subscription fee.
7.1 Mutual Confidentiality. Each party agrees to keep confidential any non-public information disclosed by the other party in connection with the Service that is designated as confidential or that reasonably should be understood to be confidential given the nature of the information and the circumstances of disclosure ("Confidential Information").
7.2 Obligations. Each party agrees to: (a) use Confidential Information only for the purposes contemplated by these Terms; (b) protect Confidential Information with at least the same degree of care used to protect its own confidential information, but in no event less than reasonable care; and (c) not disclose Confidential Information to third parties without the other party's prior written consent, except to employees or contractors who need to know such information to fulfil obligations under these Terms and who are bound by confidentiality obligations at least as protective as those set out here.
7.3 Exceptions. Confidentiality obligations do not apply to information that: (a) is or becomes publicly available through no fault of the receiving party; (b) was already known to the receiving party prior to disclosure; (c) is independently developed by the receiving party without use of Confidential Information; or (d) is required to be disclosed by law, regulation, or court order, provided the receiving party gives reasonable prior notice to the disclosing party.
THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, EXPRESS OR IMPLIED. TO THE FULLEST EXTENT PERMITTED BY APPLICABLE LAW, DORMTRACKER EXPRESSLY DISCLAIMS ALL WARRANTIES, INCLUDING BUT NOT LIMITED TO:
Some jurisdictions do not allow the exclusion of implied warranties, in which case the above exclusions may not apply to you.
9.1 Exclusion of Consequential Damages. TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, IN NO EVENT WILL DORMTRACKER BE LIABLE TO YOU OR ANY THIRD PARTY FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, PUNITIVE, OR EXEMPLARY DAMAGES — INCLUDING WITHOUT LIMITATION LOSS OF PROFITS, REVENUE, GOODWILL, DATA, OR BUSINESS INTERRUPTION — ARISING OUT OF OR RELATED TO YOUR USE OF OR INABILITY TO USE THE SERVICE, EVEN IF DORMTRACKER HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.
9.2 Cap on Liability. TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, DORMTRACKER'S TOTAL CUMULATIVE LIABILITY TO YOU ARISING OUT OF OR RELATED TO THESE TERMS OR THE SERVICE — WHETHER BASED ON WARRANTY, CONTRACT, TORT (INCLUDING NEGLIGENCE), STATUTE, OR ANY OTHER LEGAL THEORY — WILL NOT EXCEED THE GREATER OF: (A) THE TOTAL FEES PAID OR PAYABLE BY YOU TO DORMTRACKER IN THE 12 MONTHS IMMEDIATELY PRECEDING THE CLAIM; OR (B) USD $100.
9.3 Essential Basis. You acknowledge that the limitations of liability in this Section reflect a reasonable allocation of risk and form an essential basis of the bargain between the parties. DormTracker would not enter into these Terms without these limitations.
You agree to indemnify, defend, and hold harmless DormTracker and its officers, directors, employees, and agents from and against any and all claims, liabilities, damages, losses, costs, and expenses (including reasonable legal fees) arising out of or related to: (a) your use of the Service in violation of these Terms; (b) Customer Data you submit to the Service, including any claim that such data infringes or misappropriates any third party's rights or violates any applicable law; (c) your failure to obtain appropriate consents for the processing of personal data through the Service; or (d) any wilful misconduct or gross negligence by you or your Authorised Users.
11.1 Term. These Terms begin on the date you first access the Service and continue until terminated in accordance with this Section.
11.2 Termination by You. You may terminate your account at any time by contacting us in writing at support@dormtracker.app. Termination will not entitle you to a refund of any prepaid fees except as set out in Section 6.4.
11.3 Termination by Us. We may suspend or terminate your access to the Service immediately upon written notice if: (a) you materially breach these Terms and fail to remedy the breach within 14 days of notice; (b) you fail to pay any fees when due; (c) you become insolvent or subject to insolvency proceedings; or (d) we are required to do so by applicable law.
11.4 Effect of Termination. Upon termination: (a) the licence granted under Section 3.1 immediately ceases; (b) you must cease all use of the Service; and (c) each party will promptly return or destroy the other party's Confidential Information. Customer Data will be retained for up to 30 days following termination to allow account reinstatement, after which it will be permanently deleted unless required by applicable law. You may request earlier deletion at any time. Sections 4.1, 5, 7, 8, 9, 10, 11.4, 12, and 13 survive termination.
12.1 Service Changes. We reserve the right to modify, update, suspend, or discontinue any aspect of the Service at any time. For material changes that substantially reduce the functionality you rely on, we will provide at least 14 days' prior notice where reasonably practicable.
12.2 Terms Changes. We may modify these Terms from time to time. We will notify you of material changes by updating the "Last updated" date above and, for active customers, by sending notice to the administrator email address on file. If you continue to use the Service after the effective date of the modified Terms, you will be bound by them. If you do not agree to the modified Terms, you must stop using the Service and terminate your account.
13.1 Governing Law. These Terms are governed by and construed in accordance with the laws of the Commonwealth of Massachusetts, without regard to conflict of law principles. Any dispute arising out of or relating to these Terms or the Service will be subject to the exclusive jurisdiction of the federal and state courts located in Massachusetts, and you irrevocably consent to that jurisdiction.
13.2 Entire Agreement. These Terms, together with our Privacy Policy and any applicable Data Processing Agreement, constitute the entire agreement between you and DormTracker with respect to the Service and supersede all prior and contemporaneous agreements, representations, and understandings.
13.3 Severability. If any provision of these Terms is found to be unenforceable or invalid under applicable law, that provision will be limited or eliminated to the minimum extent necessary, and the remaining provisions will continue in full force and effect.
13.4 Waiver. Our failure to enforce any right or provision of these Terms will not be deemed a waiver of such right or provision. Any waiver must be in writing and signed by an authorised representative of DormTracker.
13.5 Assignment. You may not assign or transfer any rights or obligations under these Terms without our prior written consent. We may assign our rights and obligations under these Terms without restriction, including in connection with a merger, acquisition, or sale of assets, provided we give you reasonable notice.
13.6 Force Majeure. Neither party will be liable for delays or failures in performance resulting from causes beyond their reasonable control, including natural disasters, pandemics, government actions, internet service provider failures, or third-party infrastructure outages.
13.7 No Third-Party Beneficiaries. These Terms do not create any third-party beneficiary rights. Students, parents, and other individuals whose data is processed through the Service are not parties to these Terms.
13.8 Notices. Any notice required under these Terms must be in writing and delivered by email. Notices to DormTracker must be sent to legal@dormtracker.app. Notices to you will be sent to the administrator email address associated with your account.
If you have any questions about these Terms or the Service, please contact us: