Terms of Service
These terms are an agreement between LCO Software Inc. ("LCO", "we") and the organization that subscribes to VITADesk ("you"). Section 10 also sets out the terms of the text messaging program for clients who receive messages from VITADesk on an organization's behalf.
- The service
- Accounts and access
- Subscription, trial, and fees
- If a subscription lapses
- Your data and your clients' data
- Acceptable use
- Messaging responsibilities
- Not the IRS, not tax advice
- Availability and support
- Text messaging program terms for clients
- Warranties and limitation of liability
- Term, termination, and changes
- Governing law and contact
1. The service
VITADesk is web-based software for scheduling and managing appointments at free tax preparation sites and similar community programs. It includes online booking pages for your clients, an admin application for your staff, appointment reminders by text and email, check-in tools, reports, and optional intake and document features you can turn on. We host and operate it; you configure and use it.
2. Accounts and access
You must be an organization, or a person authorized to act for one, to subscribe. You are responsible for the people you give access to, for keeping credentials confidential, and for everything done under your account. Tell us promptly at hello@vitadesk.org if you believe an account has been compromised. We may suspend access to protect the service or other customers.
3. Subscription, trial, and fees
VITADesk is sold as an annual subscription per organization at the price shown on vitadesk.org when you subscribe. A subscription includes unlimited locations, staff logins, and appointments, and an allowance of text messages per year stated at signup. Additional text messages are available in prepaid bundles purchased in the admin application; we never bill for messages after the fact. Prices are in US dollars and exclude any taxes we are required to collect.
New organizations receive a free trial with full features and no payment method required. Before the trial ends we will remind you in the application and by email. Subscriptions renew annually unless cancelled before the renewal date. Fees are non-refundable except where the law requires otherwise, or where we fail to provide the service for an extended period as described in section 9.
4. If a subscription lapses
If a trial ends or a subscription is not renewed, your clients' booking pages, confirmations, reminders, text replies, and your check-in screens continue to work, so a lapse never appears broken to the public. After a grace period the remaining admin features become read-only until payment is made. We keep your data for at least 18 months after a lapse, with warnings before deletion, so you can return the following season.
5. Your data and your clients' data
You own the information you and your clients put into VITADesk. You grant us the right to store, process, and transmit it as needed to provide the service, and to use aggregated statistics that do not identify any organization or person to operate and improve VITADesk. For your clients' information you are the controller and we are your processor: we act on your instructions, use it only to provide the service, keep it confidential, and delete it on your request or on the schedules in our Privacy Policy. You can export your appointment data at any time.
You are responsible for having a lawful basis to collect your clients' information and for your own privacy notice to them. VITADesk is not designed to store Social Security numbers, tax returns, or financial account details, and you agree not to upload them outside the document features designed for that purpose.
6. Acceptable use
You agree not to use VITADesk to send unsolicited or marketing messages, to collect information you are not entitled to, to attempt to access other organizations' data, to interfere with the service, or to violate any law. You agree not to resell the service or use it for anyone other than your own organization and its programs without our written agreement.
7. Messaging responsibilities
VITADesk sends text messages on your behalf only to clients who have consented, through the booking form or through consent you record when a client books by phone. You are responsible for obtaining that consent honestly and for complying with the Telephone Consumer Protection Act and similar laws. Text messages sent through VITADesk are transactional messages about a client's appointment; the service does not support marketing campaigns. We handle opt-out requests automatically and you agree not to circumvent them.
8. Not the IRS, not tax advice
VITADesk is not affiliated with, endorsed by, or operated by the Internal Revenue Service. VITA is an IRS program; VITADesk is independent scheduling software used by organizations that take part in it. Nothing in the service is tax advice. Training material we republish is provided for reference, credited to its authors, and is not a substitute for IRS publications or your program's own training requirements.
9. Availability and support
We work to keep VITADesk available at all times and to give notice of planned maintenance. Support is by email at hello@vitadesk.org, with priority during the filing season. If the service is unavailable for more than 72 consecutive hours during the filing season for reasons within our control, you may request a prorated credit for that period.
10. Text messaging program terms for clients
This section applies to individuals who receive text messages from VITADesk on behalf of an organization.
- Program. VITADesk appointment texts, sent on behalf of the organization you booked with. Messages include booking confirmations, reminders, changes or cancellations by the organization, replies to your questions about your appointment, and waitlist offers.
- Consent. You receive these messages because you checked the box to receive texts when booking, or gave consent to the organization's staff. A one-time code sent to verify your phone number does not enroll you.
- Frequency. Varies with your appointments; typically two to four messages per appointment.
- Cost. Message and data rates may apply. Check with your carrier.
- Opt out. Reply STOP at any time. You will get one message confirming you have opted out. Opting out of texts does not cancel your appointment.
- Help. Reply HELP for help, or email hello@vitadesk.org.
- Carriers are not liable for delayed or undelivered messages.
- Privacy. See our Privacy Policy. Mobile numbers and consent are never shared with third parties or affiliates for marketing.
11. Warranties and limitation of liability
VITADesk is provided as is. We do not warrant that it will be error-free or uninterrupted. To the fullest extent permitted by law, LCO is not liable for indirect, incidental, special, or consequential damages, or for lost data, revenue, or goodwill, arising from the service, and our total liability for any claim is limited to the fees you paid us in the twelve months before the claim. Some jurisdictions do not allow these limitations, in which case they apply to the extent permitted.
12. Term, termination, and changes
These terms apply from the day you create an account and continue while you have one. You may cancel at any time from the billing page; we may terminate for a material breach that is not cured within 14 days of notice. On termination you may export your data, and we will delete it on the schedule in the Privacy Policy. We may update these terms; we will post changes here and notify subscribers by email at least 30 days before material changes take effect.
13. Governing law and contact
These terms are governed by the laws of the State of Florida, without regard to its conflict of law rules, and any dispute will be brought in the state or federal courts located in Florida. If any part of these terms is found unenforceable, the rest remains in effect.
LCO Software Inc.
Email: hello@vitadesk.org