Terms of Service

Effective date: October 1, 2026  ·  Fullstakrs LLC

1. Parties & Acceptance

These Terms of Service ("Terms") govern your organization's access to and use of the habitatHQ software platform ("Service"), operated by Fullstakrs LLC, a Connecticut limited liability company ("Fullstakrs," "we," "us," or "our"). habitatHQ is a multi-tenant wildlife and nature center animal care management platform.

By creating an account, subscribing to a plan, or using the Service, the individual accepting these Terms represents that they have authority to bind their organization ("Customer," "you," or "your") to these Terms. If you do not have such authority, or do not agree to these Terms, do not use the Service.

2. Definitions

  • Service — the habitatHQ web application, APIs, and related tools provided by Fullstakrs.
  • Customer Data — all data, content, and information submitted to the Service by your organization or its users.
  • Authorized Users — individuals your organization grants access to the Service (staff, volunteers, directors).
  • Seat — a licensed position for one Authorized User on a paid subscription plan.
  • Plan — the Starter, Professional, or Enterprise subscription tier your organization is subscribed to.

3. Subscription Plans & Billing

Paid plans (Professional and Enterprise) are offered on monthly or annual billing cycles. Annual subscriptions are billed as a single upfront payment covering twelve months of service at a discounted rate equivalent to ten months of the monthly rate ("2 months free").

Subscription fees are charged via Stripe, our payment processor, using the payment method on file. All fees are in US dollars and are non-refundable except as expressly stated in these Terms or required by applicable law. Taxes, where applicable, are calculated and collected by Stripe.

We reserve the right to change plan pricing with at least 30 days' written notice. Price changes take effect at your next billing cycle following the notice period.

4. Seat Counts & Adjustments

Paid subscriptions are licensed on a per-seat basis with a minimum of five (5) seats. You may increase or decrease your seat count at any time through the Settings section of your account.

Additions. When you add seats, we charge a prorated amount for the remainder of your current billing period immediately upon confirmation. For annual subscriptions, the prorated amount is calculated at the annual (discounted) per-seat rate.

Reductions. When you remove seats, we calculate a prorated credit for the unused portion of the current billing period and apply it as a customer balance credit to your Stripe account. Credits are applied automatically against your next invoice and have no cash value. Credits do not expire within an active subscription but are forfeited upon termination.

Seat counts cannot be reduced below five (5) or below the number of currently active Authorized Users in your account, whichever is greater.

5. Free Starter Plan

The Starter plan is provided free of charge, subject to a limit of five (5) user accounts and the feature set described at habitathq.org. We reserve the right to modify, suspend, or discontinue the Starter plan at any time with 60 days' notice to affected customers. No fees are owed for the Starter plan, and no refunds apply.

6. Permitted Use

You may use the Service solely for lawful wildlife, nature center, and animal care management purposes within your organization. You agree not to:

  • Share login credentials or allow access by individuals not employed or volunteering with your organization;
  • Reverse engineer, decompile, or attempt to extract source code from the Service;
  • Use the Service to store or transmit malicious code, spam, or content that violates any applicable law;
  • Resell, sublicense, or otherwise make the Service available to third parties;
  • Interfere with the integrity or performance of the Service or its underlying infrastructure.

7. Accounts & Access

You are responsible for maintaining the confidentiality of all account credentials and for all activity that occurs under your account. You must promptly notify us at support@habitathq.org of any suspected unauthorized use. We are not liable for losses caused by unauthorized access resulting from your failure to maintain credential security.

Directors designated in the Service have administrative authority over their organization's account, including the ability to add or remove Authorized Users, adjust subscription settings, and access all Customer Data within their deployment.

8. Your Data

You retain all ownership of Customer Data. You grant us a limited, non-exclusive license to host, process, and display Customer Data solely as necessary to provide and improve the Service. We do not sell Customer Data or use it for advertising purposes.

You are responsible for the accuracy, legality, and appropriateness of all Customer Data you submit. This includes animal records, medical information, staff data, and any other content uploaded to the Service.

Upon termination of your subscription, we will retain your Customer Data for 30 days during which you may request an export. After this period we may permanently delete your data. Enterprise customers with dedicated database deployments retain their data files on their own server infrastructure.

9. Data Isolation & Enterprise Deployments

Enterprise plan customers receive a dedicated server instance, dedicated subdomain (yourorg.habitathq.org), and a dedicated database that is not shared with any other customer. This provides complete data isolation at the infrastructure level. Enterprise plans also include an uptime commitment and service credits, set out in our Service Level Agreement.

Professional and Starter plan customers share application infrastructure. Customer Data is logically separated by organization identifier in a shared database. We implement reasonable technical controls to prevent cross-tenant data access, but you acknowledge that dedicated physical isolation is an Enterprise plan feature.

10. AI Features

Certain features of the Service use third-party artificial intelligence APIs. Lab result parsing uses Anthropic's Claude. The AI assistant chatbot uses Groq and/or Google's Gemini as its underlying language model, depending on your organization's configuration, and separately uses Tavily to perform web searches when answering certain questions. These features require you to provide your own API keys from the respective providers, which you configure in your account settings. AI API costs are billed directly by the third-party provider to your account — Fullstakrs does not mark up or resell AI API usage.

AI-generated outputs, including lab result interpretations and chatbot responses, are provided for informational purposes only and do not constitute veterinary, medical, legal, or professional advice. You are solely responsible for reviewing and acting on AI outputs. We make no warranty regarding the accuracy, completeness, or fitness of AI-generated content for any particular purpose.

11. Intellectual Property

The Service, including its software, design, features, and documentation, is owned by Fullstakrs LLC and is protected by applicable intellectual property laws. These Terms do not grant you any ownership interest in the Service.

You retain all intellectual property rights in your Customer Data. Any feedback, suggestions, or feature requests you provide may be used by us to improve the Service without obligation or compensation to you.

12. Third-Party Services

The Service integrates with third-party services including Stripe (payment processing), SignalWire and/or Twilio (SMS messaging), Google (authentication/OAuth and, where the chatbot is configured to use Gemini, as an AI model provider), and other AI API providers (Anthropic, Groq, and Tavily, depending on which AI features are enabled). Your use of these integrations is subject to the respective third parties' terms and privacy policies. We are not responsible for the availability, accuracy, or practices of third-party services.

13. Disclaimer of Warranties

THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTY OF ANY KIND. TO THE FULLEST EXTENT PERMITTED BY APPLICABLE LAW, FULLSTAKRS EXPRESSLY DISCLAIMS ALL WARRANTIES, WHETHER EXPRESS, IMPLIED, STATUTORY, OR OTHERWISE, INCLUDING ANY IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, AND NON-INFRINGEMENT.

We do not warrant that the Service will be uninterrupted, error-free, or free of harmful components. Wildlife and animal care decisions must not rely solely on data or outputs from the Service.

14. Limitation of Liability

TO THE FULLEST EXTENT PERMITTED BY APPLICABLE LAW, IN NO EVENT WILL FULLSTAKRS OR ITS OFFICERS, DIRECTORS, EMPLOYEES, OR AGENTS BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES ARISING OUT OF OR RELATED TO THESE TERMS OR YOUR USE OF THE SERVICE, EVEN IF ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

OUR TOTAL CUMULATIVE LIABILITY TO YOU FOR ALL CLAIMS ARISING OUT OF OR RELATED TO THESE TERMS OR THE SERVICE WILL NOT EXCEED THE GREATER OF (A) THE TOTAL FEES PAID BY YOU IN THE TWELVE MONTHS PRECEDING THE CLAIM, OR (B) ONE HUNDRED US DOLLARS ($100).

Some jurisdictions do not allow certain liability limitations; in such jurisdictions our liability is limited to the maximum extent permitted by law.

15. Indemnification

You agree to indemnify, defend, and hold harmless Fullstakrs LLC and its officers, directors, employees, and agents from and against any claims, liabilities, damages, losses, and expenses (including reasonable attorneys' fees) arising out of or in any way connected with: (a) your access to or use of the Service; (b) your Customer Data; (c) your violation of these Terms; or (d) your violation of any third-party rights.

16. Termination

You may cancel your subscription at any time through your account settings or by contacting us. Cancellation takes effect at the end of your current billing period for monthly plans, or at the end of the annual term for annual plans. No partial refunds are issued for unused portions of a billing period, except where required by applicable law.

We may suspend or terminate your access immediately if you materially breach these Terms, fail to pay fees when due, or if we reasonably believe continued access poses a risk to the Service or other customers. We will provide notice where practicable.

17. Governing Law

These Terms are governed by the laws of the State of Connecticut, without regard to its conflict of law provisions. Any dispute arising under these Terms shall be resolved exclusively in the state or federal courts located in Hartford County, Connecticut, and you consent to personal jurisdiction in those courts.

Notwithstanding the foregoing, we may seek injunctive or other equitable relief in any court of competent jurisdiction to protect our intellectual property rights.

18. Changes to These Terms

We may update these Terms from time to time. We will notify you of material changes by email or by a prominent notice within the Service at least 14 days before the changes take effect. Your continued use of the Service after the effective date of revised Terms constitutes your acceptance of those Terms. If you do not agree to the revised Terms, you must cancel your subscription before the effective date.

19. Contact

Questions about these Terms should be directed to: