Terms of Service

Last Updated: March 2, 2026

1. Agreement to Terms

By creating a ShepherdAI account or using our service, you agree to these Terms of Service ("Terms"). If you don't agree, please don't use ShepherdAI.

These Terms govern:

• Your use of the ShepherdAI platform (https://shepherdai.polsia.app)
• Your church's visitor forms, dashboards, and automated email features
• Your subscription and payment obligations

2. Service Description

2.1 What ShepherdAI Does

ShepherdAI is an AI-powered church management platform that helps you:

• Track visitors: Collect visitor information via custom forms
• Automate follow-ups: Send personalized welcome and follow-up emails
• Manage prayer requests: Store and track prayer requests from your congregation
• View analytics: See visitor engagement and form submission trends

2.2 Service Availability

We strive to keep ShepherdAI available 24/7, but we don't guarantee 100% uptime. Occasional maintenance, updates, and unexpected outages may occur.

We are not liable for:

• Service interruptions or downtime
• Data loss (though we take backups regularly)
• Third-party service failures (email delivery, AI generation, payment processing)

3. Accounts & Eligibility

3.1 Who Can Use ShepherdAI

• You must be at least 18 years old
• You must represent a legitimate church, ministry, or religious organization
• You must provide accurate account information (church name, email, etc.)

3.2 Account Security

You are responsible for:

• Keeping your password secure (we recommend a strong, unique password)
• All activity that occurs under your account
• Notifying us immediately if you suspect unauthorized access

We are not liable for losses due to stolen credentials or unauthorized account access.

3.3 One Account Per Church

Each church should create one account. Multiple users from the same church should share login credentials (we may add multi-user support in the future).

4. Subscription & Payment

4.1 Plans & Pricing

• Free Trial: 14 days, no credit card required
• Starter Plan: $29/month — up to 500 visitors/month, full feature access
• Professional Plan: $79/month — unlimited visitors, priority support

Pricing is subject to change with 30 days' notice. Existing subscribers will be grandfathered at their current rate for 12 months.

4.2 Billing & Payments

• Subscriptions are billed monthly via Stripe
• Payments are processed on the same day each month (based on your signup date)
• Failed payments will result in service suspension after 7 days
• You can cancel anytime — no long-term contracts

4.3 Refunds

We offer refunds within 30 days of your first payment if you're not satisfied. After that, no refunds are provided for partial months.

To request a refund: Email shepherdai@polsia.app with your church name and reason for cancellation.

4.4 Cancellation

You can cancel your subscription anytime from your dashboard or by emailing us. Upon cancellation:

• Your subscription remains active until the end of your billing period
• Your data is retained for 90 days, then permanently deleted
• You can export your visitor list and prayer requests before canceling

5. Data Ownership & Usage

5.1 Your Data is Yours

You own all data you submit to ShepherdAI:

• Visitor information (names, emails, phone numbers)
• Prayer requests and notes
• Church information and branding

We never sell, rent, or share your data with third parties (except service providers necessary to operate ShepherdAI, as described in our Privacy Policy).

5.2 Our Rights to Use Data

By using ShepherdAI, you grant us permission to:

• Store your data on our servers (Neon PostgreSQL, Render.com)
• Process visitor names and church names via OpenAI to generate personalized emails
• Send transactional emails on your behalf (welcome emails, follow-ups, notifications)
• Create anonymized, aggregated analytics (e.g., "ShepherdAI users sent 10,000 emails this month")

5.3 Data Backup & Recovery

We perform regular backups, but you are responsible for maintaining your own copies of critical data. We are not liable for data loss due to:

• Service failures or bugs
• Accidental deletion
• Third-party service outages

6. Acceptable Use

6.1 What You Can Do

• Use ShepherdAI to manage your church's visitor follow-ups and operations
• Share your visitor form link with your congregation
• Send automated emails to visitors who submit your form
• Track prayer requests and visitor engagement

6.2 What You Cannot Do

You may not use ShepherdAI to:

• Spam: Send unsolicited emails to people who didn't submit your visitor form
• Abuse the service: Automate excessive requests, scrape data, or overload our servers
• Violate laws: Use ShepherdAI for illegal activities, fraud, or harassment
• Impersonate others: Pretend to be another church or organization
• Resell access: You cannot resell ShepherdAI access to other churches

Violation of these terms may result in immediate account suspension or termination.

7. Intellectual Property

7.1 ShepherdAI Ownership

ShepherdAI, including all code, design, branding, and features, is owned by Polsia, Inc. You are granted a limited, non-exclusive license to use the service while your subscription is active.

7.2 Your Content

You retain ownership of all content you submit (visitor data, prayer requests, church branding). By using ShepherdAI, you grant us a license to display, process, and store this content solely for the purpose of providing the service.

7.3 AI-Generated Content

Emails generated by ShepherdAI's AI (welcome emails, follow-ups) are created dynamically and are not copyrighted by us. You may use, modify, or discard AI-generated content as you see fit.

8. Third-Party Services

ShepherdAI integrates with third-party services:

• OpenAI: Generates personalized email content
• Polsia Email Proxy: Sends transactional emails
• Stripe: Processes subscription payments
• Neon (PostgreSQL): Stores encrypted data
• Render.com: Hosts the application

We are not responsible for third-party service failures, data breaches, or policy changes. Your use of ShepherdAI is also subject to the terms of these third-party providers.

9. Disclaimers & Limitations of Liability

9.1 "As-Is" Service

ShepherdAI is provided "as-is" without warranties of any kind, express or implied. We do not guarantee:

• Uninterrupted or error-free service
• Accurate AI-generated content (emails may contain errors)
• Successful email delivery (delivery rates depend on recipient servers)
• Compatibility with all browsers or devices

9.2 Limitation of Liability

To the fullest extent permitted by law, Polsia, Inc. and ShepherdAI are not liable for:

• Lost revenue, visitors, or opportunities due to service failures
• Data loss or corruption
• Third-party service failures (email delivery, AI generation, payment processing)
• Indirect, incidental, or consequential damages

Our total liability is limited to the amount you paid us in the last 12 months (or $100, whichever is greater).

9.3 AI-Generated Content Disclaimer

AI-generated emails are created by OpenAI's GPT models. While we strive for quality, AI-generated content may occasionally be inaccurate, inappropriate, or off-brand. You are responsible for reviewing AI-generated emails before they are sent.

10. Termination

10.1 Termination by You

You can cancel your ShepherdAI subscription anytime. Upon cancellation:

• Your access continues until the end of your billing period
• Your data is retained for 90 days, then permanently deleted
• No refunds are provided for unused time (except within the first 30 days)

10.2 Termination by Us

We may suspend or terminate your account if:

• You violate these Terms
• Your payment fails and you don't update your billing info within 7 days
• We detect abusive or fraudulent activity
• We discontinue the ShepherdAI service (with 60 days' notice)

If we terminate your account for cause, no refunds will be provided.

11. Changes to These Terms

We may update these Terms from time to time. When we do:

• We'll update the "Last Updated" date at the top
• We'll notify you via email if changes are significant
• Continued use of ShepherdAI after changes means you accept the updated Terms

If you don't agree to updated Terms, you must cancel your subscription.

12. Dispute Resolution

12.1 Informal Resolution

If you have a dispute with ShepherdAI, please contact us first at shepherdai@polsia.app. We'll do our best to resolve it informally.

12.2 Governing Law

These Terms are governed by the laws of the State of Delaware, USA, without regard to conflict of law principles.

12.3 Arbitration

If we can't resolve a dispute informally, you agree to binding arbitration under the rules of the American Arbitration Association (AAA). Arbitration takes place in Delaware, USA, and is conducted via video conference or phone.

You waive your right to a jury trial and class-action lawsuits.

13. Miscellaneous

13.1 Entire Agreement

These Terms, together with our Privacy Policy, constitute the entire agreement between you and ShepherdAI.

13.2 Severability

If any provision of these Terms is found to be unenforceable, the remaining provisions remain in effect.

13.3 No Waiver

Our failure to enforce any right or provision of these Terms does not constitute a waiver of that right or provision.

13.4 Assignment

You cannot transfer your ShepherdAI account to another person or organization. We may transfer our rights and obligations to a successor entity (e.g., in the event of a merger or acquisition).

14. Contact Us

For questions about these Terms, contact us at:

• Email: shepherdai@polsia.app
• Subject line: "Terms of Service Question"

We'll respond within 7 business days.