Terms of Service
Last updated: October 9, 2026
Please read these Terms of Service carefully. By using the Proximatic platform, you agree to be legally bound by these conditions. Proximatic is a product of Proximal Coast LLC
1. Acceptance of Terms
Proximatic provides a web-based community coordination platform. By accessing or using the website and related services (collectively, the "Service"), you agree to comply with and be bound by these Terms of Service. If you are using the Service on behalf of an organization, you represent that you have the authority to bind that organization to these terms.
2. Fees and Payments
Core and AI usage: Core event creation, signups, shifts, rosters, scheduling, and attendance without AI are free. Participants do not pay for AI or software use. Organizers may collect payments for tables or receive donations; those payments are separate from software-use fees.
Each organization gets 1 AI-organized event free each UTC calendar month. After that, up to 8 additional AI tasks cost $2 each. A successful AI setup charges the saved card before the result is shown; failed or empty preparation is not charged. The included first event requires no saved card. Pro includes 30 AI tasks per paid subscription period; additional AI tasks beyond that allowance cost $2 each.
AI task boundary: An AI task starts when a successful AI request produces a usable result for review. Review and iteration while the same result remains open are part of that task. After a result is applied or rejected, or its event is published, later AI work starts a new task. A recurring series uses one task identity; selecting several dates alone is not a recurring series.
Pro subscription: Pro is $16/month per organization and enables Stripe Connect and accepting event payments. It includes 30 AI-organized events and 1,000 email credits per paid subscription period. Pro renews monthly until canceled, on the organization's subscription billing date rather than the start of the UTC calendar month. Billing shows the renewal or end date. Unused included AI tasks do not roll over to the next subscription period.
Upgrading from paid AI usage: Paid AI usage from the current UTC calendar month credits the first Pro invoice, up to $16. The first 8 paid AI events add up to $16, covering the first Pro month when you upgrade.
Cancellation and failed renewal: The organization owner manages Pro in Billing. Cancel renewal to keep access through the paid-through date shown there. If renewal fails, Pro access ends on that date. After that, complete payment to accept new event payments. Confirmed payment restores the covered subscription period. Core event tools remain free.
Existing paid access: Previously paid event activations remain valid for those events. New payment-enabled events use Pro instead of a per-event activation fee. Existing payments and reservations are not converted into new subscriptions. Existing $8 Pro subscriptions remain valid until a plan change.
Email credits: Each actual $2 AI charge grants 50 email credits for that event or recurring series. The included first AI event grants no paid-event email allowance. Recurring-series occurrences share one allowance. Unused AI email credits expire at the end of the charge's UTC calendar month and do not carry forward.
Your organization receives 1,000 email credits per paid Pro subscription period. Unused Pro email credits expire when that paid billing period ends and do not carry forward. An unpaid renewal grants no new included allowance.
One credit sends one email to one assigned participant. Applicable included credits are used before purchased credits. Extra packs of 1,000 credits cost $5; purchased credits carry forward. Each organization starts each UTC calendar month with 3 organizer-email credits. Legacy paid activations retain 3 credits per paid activation in that month, with a 3-credit minimum. Verification and password-reset emails do not use organizer email credits.
Zero Platform Fees & Stripe Connect: Proximatic utilizes Stripe Connect to facilitate payments directly between donors/payers and your organization. We act solely as a technology provider and do not intercept, hold, or take a percentage of your transaction volume ("Platform Fees"). You receive 100% of the net funds processed by Stripe. Stripe's standard processing fees apply to event payments. The Pro subscription and extra email-credit purchases are separate from those fees. Stripe controls payout timing.
Payment methods: The saved card for event setup and email-credit purchases is separate from the payment method used for the Pro subscription.
Usage limits: Pricing is not per participant or organizer. One scheduling run supports up to 10,000 candidates and 2,000 shifts, subject to eligibility, availability, and rules. AI requests and the anonymous preview also have size and rate limits.
Billing terms consolidated October 4, 2026.
3. Communication & Notifications
Community Broadcasts
Proximatic allows organizers to send email and web push notifications to members and assigned event participants. These communications are intended for event coordination and community updates.
Phone Verification
When optional phone verification is available and you request it, Proximatic sends a one-time code by SMS. Message and data rates may apply. Proximatic does not currently provide organizer SMS broadcasts.
Push Notifications
Web-based push notifications require explicit browser-level permission. Delivery of push notifications is dependent on device connectivity and browser state (e.g., Safari "Add to Home Screen" requirement on iOS). We do not guarantee the delivery time or receipt of any notification.
Email Policy
Current organizer email allowances and purchased balances are shown in Billing. Transactional account messages such as verification and password-reset emails are not deducted from organizer email balances.
Delegated Staffing by Email
An authorized organization owner or administrator may approve a finite Pro staffing job for specified events, dates, recipients and actions. Saving a Pro AI event authorizes automatic availability requests to its roster teams, preparation of that event draft, and coordination of confirmations and agreed shift changes after publication; publishing remains a separate organizer action. Other events show an audience confirmation before availability outreach. Approval authorizes those actions within the stated deadlines, rules, quiet hours and AI and email limits without a separate approval for every message or roster action. Actions reserved for review require that review. The job does not authorize new recipients, unrelated communications, an indefinite recurrence, a credit purchase or a change to attendance records.
A weekly staffing cycle creates only the kept occurrences shown in its approved review, excluding the specified skipped dates. It reuses the selected event's definitions and saved rules. Availability must cover the new dates; earlier assignment acceptance, attendance or consent is not carried forward. Review the cycle's dates, local times, rules and publication permission before approving it.
When change resolution and related emails are authorized, the coordinator may offer a specific replacement or swap within the job's scope. Both affected participants must agree to the same offer through their verified replies. An organizer's delegation does not provide participant agreement or attendance consent. Changes apply only if current eligibility, availability, capacity, conflicts and staffing rules permit them. A declined, expired or stale offer leaves the existing assignments in place; any alternative requires its own valid agreement.
Organizers are responsible for their authority to contact the selected people, the accuracy and suitability of staffing rules, appropriate access to replies, and timely review of exceptions. Pro access and current permissions are required for the job to continue. Pausing, cancellation or revocation stops new authorized work; an email already handed to a provider cannot be recalled. Replies already received may remain available for review while processing is paused.
Participants may reply directly by email or use the optional authenticated response link. Availability applies to the stated planning period and is separate from accepting an assignment or granting attendance consent. Unsupported or ambiguous replies require clarification or organizer review. Use the Unsubscribe link in a staffing email or reply STOP to stop staffing emails for that organization. This preference does not cancel an existing assignment or suppress essential account messages.
AI interprets minimized scheduling excerpts from verified replies and coordinates the approved job through scoped tools. Approval includes that processing within the reviewed AI and email limits. We exclude email headers, routing information, attachments and recognized quoted history from the model input and remove recognized contact details. New text, including names and text after signatures, remains available for interpretation. Necessary sender and approved counterpart names, record IDs, baseline hours and shift details may accompany the excerpt or be returned by scoped schedule tools. AI receives the excerpt and necessary dates, time zone, referenced usual hours or assignment context. Minimization cannot guarantee anonymous text; scheduling information and unrecognized private details may still be personal information. Share only the dates, hours and assignment response requested. Do not include medical details, identity documents, financial information or unrelated private correspondence. Ambiguous or unsupported replies require clarification or review. The Privacy Policy describes provider processing and retention. Contact hello@proximatic.app promptly about accidental sensitive submissions or a suspected disclosure; this paragraph does not waive applicable privacy rights or authorize unrelated use of your data.
Automated coordination depends on current declarations, membership, provider delivery and supported scheduling constraints. A sent email does not establish receipt, an unanswered request does not establish availability, and a completed roster does not guarantee attendance or coverage. Organizers must review unresolved coverage, delivery failures and requested changes and retain an appropriate contact method for urgent or safety-critical work.
4. Operational Disclaimers
"As Is" Service: The Service is provided on an "as is" and "as available" basis. Proximatic makes no warranties, expressed or implied, regarding accuracy or success.
Safety-Critical Usage: Proximatic is a coordination tool, not a professional life-safety system. Organizers are ultimately responsible for volunteer safety.
5. Attendance Records & Liability
Technical Controls: Organizer-issued attendance QR codes use encrypted payloads and one-time claims to reduce replay and unauthorized reuse. These controls do not independently prove a person's physical presence or the factual accuracy of an entry.
Human Accuracy: The host organization and its authorized supervisors are responsible for attendance procedures, physical verification, corrections, and the accuracy of recorded time.
Third-Party Acceptance: Proximatic does not guarantee that a school, employer, government agency, court, grantmaker, or other third party will accept a platform-generated report as proof of service.
Fraud and Abuse: Manipulating attendance records, sharing restricted QR codes, or fabricating check-ins is prohibited and may result in account restriction or termination.
6. Indemnification
You agree to defend, indemnify, and hold harmless Proximal Coast LLC from and against any and all claims, damages, obligations, or losses resulting from your use of the Service or breach of these Terms.
7. Governing Law
These Terms shall be governed and construed in accordance with the laws of the State of California, United States, without regard to its conflict of law provisions.