Terms of service

PTO HQ is operated by Unstacked Apps, LLC (“we”). By creating an organization on PTO HQ you are agreeing to these terms on behalf of that parent group (“your organization”).

You need to be at least 18 and authorized by your organization to sign it up. If you are not, do not create an account.

Access for your whole board to everything PTO HQ currently does: books and register, event cash counts, reimbursements, reconciliation, budgets and funds, reports and exports, the compliance calendar, membership, directory and volunteers, and the audit log.

There is no per-seat charge and no cut of your transactions. Adding another officer does not cost anything.

Features change. We may add things, and we may change or remove something that is not working. If we remove something your board depends on, we will tell you before we do it.

$204 a year, or $19.99 a month if your board will not commit to a year. Annual is cheaper and the pricing page says so.

Every new organization gets 90 days free, starting at signup, and we do not ask for a card to start it. Nothing renews automatically out of a trial, because there is nothing to renew from — you have to choose to subscribe.

Once you do subscribe, it renews on its own until you cancel, which you can do at any time from the billing page. Cancelling stops the next charge; it does not end the period you have already paid for.

If we ever change the price, existing subscriptions keep the price they are on until the board is told and has had a chance to decide otherwise.

Refunds. Ask within 30 days of a charge and we will refund it. Beyond that, write to us anyway — a volunteer board that paid for something it could not use is not an argument we want to have.

Everything your organization puts into PTO HQ belongs to your organization. We do not claim ownership of it, we do not sell it, and we do not use it to train anything.

You can export the full register, a three-column bank CSV, a print-ready treasurer’s report and the year-end audit packet whenever you like, without asking us and without waiting. A product whose whole argument is about surviving a handoff would be a strange one to lock you into.

We use your data to run the service, keep backups, and support you when you ask. Nothing else.

Your books become read-only. You can still sign in, still read everything, and still export all of it. What stops is entering new transactions.

We do not delete your records when you stop paying. A nonprofit is expected to be able to produce financial records for seven years, and a missed renewal by a volunteer in July should not cost an organization its history.

If you want your organization deleted, ask us at [email protected] and we will do it and confirm. Export first — we cannot undo it.

Do not use PTO HQ to:

• break the law, or help somebody else to;
• store information about people who have not agreed to be in your directory, or share a directory outside your school community;
• get at another organization’s records, or probe the service for ways to;
• upload malware, or anything you do not have the right to upload;
• resell access to it.

You are responsible for what the people on your board do with their access. A treasurer or president can add and remove board members, and removing somebody who has left is your job, not ours — though the June handoff kit exists to make it a short one.

This matters more than the rest of this page, so it is not in small print.

• It does not make your organization compliant. AIM and other bond carriers require a non-signer to physically receive the bank statement, and state that financial software does not satisfy that condition. PTO HQ assigns the review and records the signature. A person still has to read the actual statement.
• It does not file your 990. We compute the deadline and warn you. The filing happens at the IRS.
• It is not legal, tax, accounting or insurance advice. The EIN field, the deadline clock, the retention rules and the review checklists are product features built from published handbooks. Your state PTA, your insurer and your CPA are the authorities on your situation, and state rules genuinely differ.
• It does not audit your books. Dual control makes some mistakes and some frauds harder. It does not make them impossible, and it is not a substitute for your annual review.

The security page says the same things in more detail.

We work to keep PTO HQ running and will give notice of planned maintenance where we can, but we do not offer a guaranteed uptime commitment and you should not treat it as one. Bank connections, payments and email depend on other companies, and those can fail independently of us.

This is why file import is always available and never an upsell, and why export is always available: a board should never be unable to do its work because a third party is down.

No warranty. PTO HQ is provided “as is”. To the extent the law allows, we disclaim implied warranties of merchantability, fitness for a particular purpose, and non-infringement. We do not warrant that the service will be uninterrupted or error-free.

Limit of liability. To the extent the law allows, our total liability arising out of or relating to PTO HQ is limited to the amount your organization paid us in the twelve months before the claim. We are not liable for indirect, incidental, special or consequential damages, or for lost profits, lost data, or losses arising from a decision your board made using information in the service.

Some states do not allow some of these limits. Where that is so, they do not apply to you, and nothing here limits liability for fraud or for anything else that cannot lawfully be limited.

Your responsibility to us. If somebody brings a claim against us because of what your organization put into PTO HQ, or because of how it used the service in breach of these terms, your organization will cover our reasonable costs of dealing with it.

Ending it. You can stop using PTO HQ at any time. We may suspend or end an account that breaks these terms, or that is being used in a way that puts other organizations’ records at risk. If we do, we will tell you why and give you a way to export your records first, unless the law prevents us.

Governing law. These terms are governed by the laws of the State of Texas, and any dispute will be heard in the courts there. There is no arbitration clause and no class-action waiver in this agreement, deliberately — if we get something badly wrong, a volunteer board should not have given up its ordinary rights by signing up.

If these terms change in a way that affects you, we will email the board members on each account and the change takes effect no sooner than 30 days later, so you have time to read it and to leave if you disagree. We will not change them silently and update the date at the top.

[email protected]. A person reads it.

These terms were drafted plainly rather than by a lawyer. They are meant to be a fair description of the deal, not a work of legal engineering, and if anything here reads as unclear or unfair we would rather hear about it than rely on it.