Terms of Service

1. Acceptance of Terms

By creating an account, accessing, or using the Service, you acknowledge that you have read, understood, and agree to be bound by these Terms and our Privacy Policy. If you are using the Service on behalf of a business or organization, you represent that you have the authority to bind that entity to these Terms.

If you do not agree to these Terms, you must not access or use the Service. We reserve the right to update these Terms at any time. Material changes will be communicated via email or in-platform notification at least thirty (30) days before taking effect. Your continued use of the Service after such notice constitutes acceptance of the updated Terms.

2. Description of Service

Stronghold is a software-as-a-service (SaaS) platform designed for professional coaches. The Service includes, but is not limited to, the following features:

• Client Relationship Management (CRM): Client profiles, contact management, session history, progress tracking, and notes.
• Assessment Engine: Customizable client assessments, scoring, progress measurement, and reporting tools.
• AI-Powered Insights: Artificial intelligence analysis of client data to generate coaching insights, patterns, and recommendations.
• Business Phone System: Dedicated business phone number with call forwarding, SMS/text messaging, voicemail, and automatic missed-call text responses.
• Smart Scheduling: Appointment scheduling, calendar integration, automated reminders, and booking management.
• Video Sessions: Integrated video conferencing for remote coaching sessions.
• Proposals and Payments: Client proposal creation, electronic signatures, invoicing, and payment processing.
• Communication Tools: Email campaigns, SMS campaigns, automated follow-ups, and client communication history.

We may modify, add, or discontinue features of the Service at any time. We will provide reasonable notice of material changes that significantly affect your use of the platform.

3. Account Registration

3.1 Eligibility

You must be at least eighteen (18) years of age and legally capable of entering into binding contracts to use the Service. The Service is intended for use by professional coaches, counselors, consultants, and similar practitioners operating in a lawful professional capacity.

3.2 Account Information

You agree to provide accurate, current, and complete information during registration and to update such information to keep it accurate, current, and complete. Providing false or misleading information is grounds for immediate account termination.

3.3 Account Security

You are responsible for safeguarding your account credentials and for all activities that occur under your account. You must immediately notify us at support@strongholdbusiness.com if you become aware of any unauthorized access to or use of your account. Stronghold shall not be liable for any loss or damage arising from your failure to maintain the security of your account credentials.

4. Subscriptions and Payments

4.1 Subscription Plans

The Service is offered through tiered subscription plans (Starter, Professional, and Enterprise) with different feature sets and usage limits. Current pricing and plan details are available at strongholdbusiness.com. A free trial period may be offered at our discretion.

4.2 Billing

Subscriptions are billed on a recurring basis (monthly or annually, depending on your selection). Payment is due at the beginning of each billing cycle. All fees are stated in U.S. dollars and are non-refundable except as expressly stated in these Terms or as required by applicable law.

4.3 Payment Processing

Payment processing is handled by third-party payment processors. By providing payment information, you authorize us (and our payment processors) to charge the applicable fees to your designated payment method. You are responsible for any fees charged by your financial institution in connection with payments.

4.4 Price Changes

We may change our subscription pricing with at least thirty (30) days' prior written notice. Price changes take effect at the start of your next billing cycle following the notice period. If you do not agree to a price change, you may cancel your subscription before the new pricing takes effect.

4.5 Failed Payments

If a payment fails, we will attempt to process the charge again and may notify you by email. If payment remains unsuccessful after multiple attempts, we reserve the right to suspend or downgrade your account until payment is resolved.

4.6 Refund Policy

Annual subscriptions are eligible for a prorated refund if canceled within the first thirty (30) days of the subscription term. Monthly subscriptions are not eligible for refunds but will remain active through the end of the current billing period. Refund requests should be directed to billing@strongholdbusiness.com.

5. Data Ownership and Processing

5.1 Your Data

You retain full ownership of all data, content, and information you or your clients submit to the Service ("Your Data"). This includes client profiles, session notes, assessment responses, uploaded documents, communications, and any other content entered into the platform.

5.2 License Grant

You grant Stronghold a limited, non-exclusive, worldwide license to use, process, store, transmit, and display Your Data solely for the purpose of providing, maintaining, and improving the Service. This license terminates when you delete Your Data or close your account, subject to our data retention obligations.

5.3 Data Processing

With respect to any personal data of your clients that you store or process through the Service, you are the data controller and Stronghold acts as a data processor on your behalf. We will process client personal data only as necessary to provide the Service and in accordance with your instructions, these Terms, and our Privacy Policy.

5.4 Data Portability

You may export Your Data at any time through the platform's export functionality. Upon account termination, you will have thirty (30) days to export Your Data before it is permanently deleted from our systems, unless a longer retention period is required by law.

5.5 Aggregated and Anonymized Data

We may create aggregated, anonymized, or de-identified data derived from Your Data and the use of the Service ("Aggregated Data"). Aggregated Data does not identify you or any individual and may be used by Stronghold for any lawful purpose, including analytics, benchmarking, product improvement, and research.

6. Coach Obligations

6.1 Client Consent

You are solely responsible for obtaining all necessary consents from your clients before entering their personal information into the Service. This includes but is not limited to consent for data storage and processing, receiving communications (SMS, email, phone calls) through the platform, recording or documenting session information, and administering assessments. You represent and warrant that you have obtained all required consents before using the Service to store, process, or communicate with client data.

6.2 Professional Responsibility

You acknowledge that Stronghold is a business management tool and does not provide coaching, counseling, therapeutic, medical, legal, or other professional advice. You are solely responsible for all professional decisions made in the course of your coaching practice. You must comply with all applicable professional licensing requirements, ethical standards, and codes of conduct in your jurisdiction.

6.3 Regulatory Compliance

You are responsible for ensuring that your use of the Service complies with all applicable federal, state, and local laws and regulations, including but not limited to the Telephone Consumer Protection Act (TCPA), the CAN-SPAM Act, state consumer protection laws, state privacy laws (including the California Consumer Privacy Act where applicable), and any applicable professional licensing regulations.

6.4 Sensitive Data

Stronghold is not a HIPAA-covered entity and the Service is not designed for HIPAA compliance. You must not use the Service to store, process, or transmit Protected Health Information (PHI) as defined under the Health Insurance Portability and Accountability Act (HIPAA) unless you have entered into a separate Business Associate Agreement (BAA) with Stronghold. You should not store Social Security numbers, financial account numbers, government-issued identification numbers, or other highly sensitive personal data in the Service unless specifically required for a legitimate business purpose and with appropriate client consent.

7. SMS and Text Messaging Terms

7.1 Overview

The Service includes SMS and text messaging capabilities that allow you to send and receive text messages with your clients through your Stronghold business phone number. By using the SMS features, you agree to comply with all applicable laws governing text messaging, including the Telephone Consumer Protection Act (TCPA), the Telephone Robocall Abuse Criminal Enforcement and Deterrence Act (TRACED Act), and all applicable Federal Communications Commission (FCC) rules and regulations.

7.2 Consent Requirements (TCPA Compliance)

You must obtain proper consent from each recipient before sending any text message through the Service. The specific consent requirements depend on the type of message:

• Transactional/Informational Messages (appointment reminders, session confirmations, scheduling updates): Require prior express consent, which may be obtained when a client provides their phone number in the context of your coaching relationship.
• Marketing/Promotional Messages (service promotions, package offers, newsletters, automated campaigns): Require prior express written consent. This consent must be documented in writing (electronic signatures and online form submissions qualify), clearly and conspicuously disclose that the client agrees to receive automated marketing text messages from your specific coaching practice, include the specific phone number authorized to receive such messages, and state that consent is not a condition of purchasing any service.

7.3 Your Consent Obligations

As the sender of messages through the Service, you are solely responsible for obtaining, documenting, and retaining proof of consent for each recipient. Stronghold provides tools to help you manage consent records, but the legal obligation to obtain valid consent rests entirely with you. You must maintain records of consent for a minimum of five (5) years or as required by applicable law, whichever is longer.

7.4 Required Message Content

Every SMS message sent through the Service must identify your coaching practice or business name. Promotional messages must include clear opt-out instructions (e.g., "Reply STOP to unsubscribe"). The initial message to any new recipient must include your business name, the message purpose, message frequency disclosure (e.g., "Msg frequency varies"), notice that "Msg & data rates may apply," and opt-out instructions.

7.5 Opt-Out and Revocation of Consent

You must honor all opt-out requests promptly. When a recipient replies "STOP," "UNSUBSCRIBE," "CANCEL," "END," or "QUIT," the system will automatically opt them out. You must also honor opt-out requests made through any reasonable means, including verbal requests, emails, voicemails, or any other communication expressing the desire to stop receiving messages. Upon receiving an opt-out request, you may send one final confirmation message (e.g., "You have been unsubscribed. No further messages will be sent.") but no additional messages thereafter. Opt-out requests must be processed within ten (10) business days as required by current FCC rules.

7.6 Prohibited SMS Practices

You must not use the SMS features of the Service to: send messages to numbers on the National Do-Not-Call Registry without prior express written consent; send messages outside of permissible hours (before 8:00 AM or after 9:00 PM in the recipient's local time zone); send messages to recipients who have not provided consent; send messages containing illegal, deceptive, or fraudulent content; send messages that misrepresent your identity or affiliation; share or sell opt-in lists or consent data with third parties; or exceed reasonable message frequency that could constitute harassment.

7.7 Automatic Missed-Call Texts

The Service may include an automatic missed-call text feature that sends a text message to callers when you are unable to answer. By enabling this feature, you acknowledge that the text is sent to a number that initiated contact with your business number, the message must be informational in nature (not promotional), and you must disable this feature if a caller requests not to receive text messages.

7.8 SMS Rates and Carrier Limitations

Standard message and data rates from the recipient's wireless carrier may apply to messages sent through the Service. SMS delivery is subject to carrier network availability and limitations. Stronghold does not guarantee delivery of all messages and is not responsible for carrier-imposed message filtering or blocking.

8. Email Communications

8.1 CAN-SPAM Compliance

All email communications sent through the Service must comply with the Controlling the Assault of Non-Solicited Pornography and Marketing Act (CAN-SPAM Act) and any applicable state email marketing laws. You agree that all commercial email messages must accurately identify the sender (your coaching practice), include a valid physical mailing address, include a clear and conspicuous unsubscribe mechanism, honor unsubscribe requests within ten (10) business days, and not use deceptive subject lines or misleading header information.

8.2 Email Types

The Service supports both transactional emails (appointment confirmations, session reminders, account notifications, assessment results) and commercial/marketing emails (newsletters, promotional offers, coaching package announcements, re-engagement campaigns). Transactional emails related to an existing coaching relationship are generally exempt from CAN-SPAM opt-out requirements but must still contain accurate sender information. Commercial emails must comply with all CAN-SPAM requirements including opt-out mechanisms.

8.3 Email List Management

You are responsible for maintaining accurate and up-to-date email lists. You must not import purchased or rented email lists into the Service, add email addresses without the recipient's knowledge or consent, send emails to addresses that have previously bounced or unsubscribed, or use the Service to send unsolicited bulk email (spam).

8.4 Anti-Spam Policy

Stronghold maintains a zero-tolerance policy for spam. Violation of this policy may result in immediate suspension or termination of your account without refund.

9. Business Phone System

9.1 Phone Number Assignment

Stronghold may provide you with a dedicated business phone number as part of your subscription. This number remains the property of Stronghold and is licensed to you for the duration of your active subscription. Upon termination or cancellation, you may request to port your number to another provider, subject to applicable porting procedures and fees.

9.2 Call Recording Disclosure

If you use any call recording features (whether provided by Stronghold or third-party integrations), you are solely responsible for complying with all applicable federal and state call recording laws. Many states require all-party consent for call recording. You must determine the applicable laws for your jurisdiction and the jurisdiction of your callers and obtain all required consents before recording any call.

9.3 Voicemail

Voicemail messages left by your clients are stored within the Service. You are responsible for managing voicemail storage and responding to client communications in a timely and professional manner.

9.4 Call Forwarding

The Service allows you to forward calls from your Stronghold business number to your personal phone or other designated number. You acknowledge that forwarded calls may be subject to additional carrier charges from your personal phone provider and that call quality may vary depending on network conditions.

9.5 Emergency Services

The Stronghold business phone system is not intended as a replacement for traditional phone service and may not support calls to 911 or other emergency services. Do not rely on the Service for emergency communications.

10. Video Sessions

10.1 Video Conferencing

The Service includes video session capabilities for conducting remote coaching sessions. Video sessions are provided on an "as available" basis and are subject to network conditions and technical limitations.

10.2 Recording

If video session recording is available, you must comply with all applicable recording consent laws (see Section 9.2). You must inform all session participants before initiating any recording and obtain their consent as required by law.

10.3 Session Data

Any notes, transcriptions, or recordings generated during video sessions are part of Your Data and subject to the data ownership provisions in Section 5. You are responsible for the secure handling of session recordings and ensuring that client consent covers any recording or transcription.

11. AI-Powered Features

11.1 Nature of AI Insights

The Service includes artificial intelligence features that analyze client data to generate insights, identify patterns, and provide coaching recommendations. AI-generated outputs are informational tools only and do not constitute professional advice of any kind, including coaching, counseling, medical, psychological, legal, or financial advice.

11.2 AI Limitations

AI-generated insights may be inaccurate, incomplete, or inappropriate for a given situation. You must exercise independent professional judgment when using AI features and are solely responsible for all coaching decisions. Stronghold makes no warranty regarding the accuracy, reliability, or suitability of AI-generated content.

11.3 AI Data Processing

Client data processed by AI features is handled in accordance with our Privacy Policy and data processing obligations. AI models may be trained on Aggregated Data (as defined in Section 5.5) but will never be trained on identifiable client data without your explicit consent.

12. Assessments

12.1 Assessment Tools

The Service provides assessment creation, administration, scoring, and reporting tools. Assessments created through the Service are tools to support your coaching practice and are not validated psychometric instruments unless specifically indicated. Assessment results do not constitute diagnoses, clinical evaluations, or professional opinions.

12.2 Assessment Data

Assessment responses and results submitted by your clients are part of Your Data. You are responsible for informing clients about how their assessment data will be used, stored, and shared, and for obtaining appropriate consent before administering assessments.

12.3 Custom Assessments

If you create custom assessments through the Service, you retain ownership of the assessment content you create. You grant Stronghold a license to host and display your custom assessments solely for the purpose of providing the Service. You are solely responsible for the content, accuracy, and appropriateness of any assessments you create or administer.

13. Acceptable Use Policy

You agree not to use the Service to: violate any applicable law, regulation, or third-party rights; store, transmit, or distribute any content that is unlawful, harmful, threatening, abusive, harassing, defamatory, or otherwise objectionable; send unsolicited commercial communications (spam) in any form; impersonate any person or entity or misrepresent your affiliation; attempt to gain unauthorized access to any part of the Service, other accounts, or connected systems; interfere with or disrupt the Service or related servers or networks; use automated means (bots, scrapers, crawlers) to access the Service without our written permission; reverse engineer, decompile, or disassemble any part of the Service; use the Service to conduct or promote any illegal activity; use the Service to store or transmit malicious code, viruses, or harmful data; or resell, sublicense, or distribute access to the Service without our written consent.

We reserve the right to investigate violations of this Acceptable Use Policy and to take appropriate action, including suspending or terminating your account and reporting violations to law enforcement authorities.

14. Intellectual Property

14.1 Stronghold Property

The Service, including all software, code, design, text, graphics, logos, trademarks, and other content provided by Stronghold (collectively, "Stronghold Materials"), is owned by or licensed to Stronghold and is protected by copyright, trademark, and other intellectual property laws. Nothing in these Terms grants you any right, title, or interest in Stronghold Materials except for the limited right to use the Service in accordance with these Terms.

14.2 Feedback

If you provide feedback, suggestions, or ideas about the Service ("Feedback"), you grant Stronghold a perpetual, irrevocable, worldwide, royalty-free license to use, modify, and incorporate such Feedback into the Service without obligation to you.

15. Confidentiality

Both parties acknowledge that they may have access to confidential information of the other party in connection with the Service. Each party agrees to maintain the confidentiality of the other party's confidential information and not to disclose it to third parties except as necessary to perform obligations under these Terms or as required by law. Stronghold will maintain the confidentiality of Your Data in accordance with our Privacy Policy and applicable law.

16. Disclaimers

THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, EITHER EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, AND NON-INFRINGEMENT. STRONGHOLD DOES NOT WARRANT THAT THE SERVICE WILL BE UNINTERRUPTED, ERROR-FREE, SECURE, OR FREE OF VIRUSES OR OTHER HARMFUL COMPONENTS.

STRONGHOLD DOES NOT PROVIDE COACHING, COUNSELING, MEDICAL, LEGAL, OR OTHER PROFESSIONAL ADVICE THROUGH THE SERVICE. ALL PROFESSIONAL DECISIONS REMAIN YOUR SOLE RESPONSIBILITY.

STRONGHOLD DOES NOT GUARANTEE THE DELIVERY OF SMS MESSAGES, EMAILS, OR OTHER COMMUNICATIONS SENT THROUGH THE SERVICE, AS DELIVERY IS SUBJECT TO THIRD-PARTY CARRIER AND PROVIDER NETWORKS BEYOND OUR CONTROL.

17. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, IN NO EVENT SHALL STRONGHOLD, ITS OFFICERS, DIRECTORS, EMPLOYEES, AGENTS, OR AFFILIATES BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING BUT NOT LIMITED TO LOSS OF PROFITS, DATA, BUSINESS OPPORTUNITIES, GOODWILL, OR OTHER INTANGIBLE LOSSES, ARISING OUT OF OR RELATED TO YOUR USE OF OR INABILITY TO USE THE SERVICE, REGARDLESS OF THE THEORY OF LIABILITY (CONTRACT, TORT, STRICT LIABILITY, OR OTHERWISE) AND EVEN IF STRONGHOLD HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

STRONGHOLD'S TOTAL AGGREGATE LIABILITY FOR ALL CLAIMS ARISING OUT OF OR RELATED TO THESE TERMS OR THE SERVICE SHALL NOT EXCEED THE AMOUNT YOU PAID TO STRONGHOLD IN THE TWELVE (12) MONTHS PRECEDING THE EVENT GIVING RISE TO THE CLAIM.

STRONGHOLD SHALL NOT BE LIABLE FOR ANY DAMAGES, PENALTIES, FINES, OR LOSSES ARISING FROM YOUR FAILURE TO COMPLY WITH APPLICABLE LAWS, INCLUDING BUT NOT LIMITED TO THE TCPA, CAN-SPAM ACT, OR STATE PRIVACY LAWS, IN CONNECTION WITH YOUR USE OF THE SERVICE'S COMMUNICATION FEATURES.

18. Indemnification

You agree to indemnify, defend, and hold harmless Stronghold and its officers, directors, employees, agents, and affiliates from and against any and all claims, damages, losses, liabilities, costs, and expenses (including reasonable attorneys' fees) arising out of or related to: your use of the Service; your violation of these Terms; your violation of any applicable law or regulation (including TCPA, CAN-SPAM, and state privacy laws); your coaching practice or professional activities; any dispute between you and your clients; your failure to obtain required consents; or any claim by a third party related to data you store or process through the Service.

19. Termination

19.1 Termination by You

You may cancel your subscription at any time through your account settings or by contacting support@strongholdbusiness.com. Cancellation takes effect at the end of your current billing period. You will retain access to the Service until the end of the paid period.

19.2 Termination by Stronghold

We may suspend or terminate your account immediately and without prior notice if you materially breach these Terms, violate the Acceptable Use Policy, use the Service for illegal purposes, fail to pay subscription fees after notice and a reasonable cure period, or if we are required to do so by law. For non-material breaches, we will provide written notice and a reasonable opportunity to cure (not less than fifteen days) before termination.

19.3 Effect of Termination

Upon termination, your right to use the Service ceases immediately (subject to any remaining paid period for voluntary cancellations). You will have thirty (30) days from the date of termination to export Your Data. After the export period, we will delete Your Data from our active systems within sixty (60) days, with the exception of data we are required to retain by law, data contained in backups (which will be deleted in the normal backup rotation cycle), and Aggregated Data as described in Section 5.5.

20. Dispute Resolution

20.1 Governing Law

These Terms are governed by and construed in accordance with the laws of the State of Oklahoma, without regard to its conflict of laws principles.

20.2 Informal Resolution

Before initiating any formal dispute resolution, you agree to first contact us at legal@strongholdbusiness.com and attempt to resolve any dispute informally for a period of at least sixty (60) days.

20.3 Arbitration

Any dispute, claim, or controversy arising out of or relating to these Terms or the Service that cannot be resolved informally shall be resolved through binding arbitration administered by the American Arbitration Association (AAA) in accordance with its Commercial Arbitration Rules. Arbitration shall take place in Tulsa, Oklahoma, or remotely at the election of either party. The arbitrator's decision shall be final and binding and may be entered as a judgment in any court of competent jurisdiction.

20.4 Class Action Waiver

YOU AND STRONGHOLD AGREE THAT ANY DISPUTE RESOLUTION PROCEEDINGS WILL BE CONDUCTED ONLY ON AN INDIVIDUAL BASIS AND NOT IN A CLASS, CONSOLIDATED, OR REPRESENTATIVE ACTION. If this class action waiver is found to be unenforceable, then the entirety of this arbitration provision shall be null and void.

20.5 Exceptions

Notwithstanding the above, either party may seek injunctive or other equitable relief in any court of competent jurisdiction to prevent the actual or threatened infringement, misappropriation, or violation of intellectual property rights or confidential information.

21. General Provisions

21.1 Entire Agreement

These Terms, together with the Privacy Policy and any other policies referenced herein, constitute the entire agreement between you and Stronghold regarding the Service and supersede all prior agreements and understandings.

21.2 Severability

If any provision of these Terms is found to be unenforceable or invalid, that provision shall be limited or eliminated to the minimum extent necessary, and the remaining provisions shall remain in full force and effect.

21.3 Waiver

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

21.4 Assignment

You may not assign or transfer these Terms or your rights under them without our prior written consent. Stronghold may assign these Terms in connection with a merger, acquisition, reorganization, or sale of all or substantially all of our assets.

21.5 Force Majeure

Stronghold shall not be liable for any delay or failure to perform resulting from causes outside its reasonable control, including but not limited to acts of God, natural disasters, war, terrorism, labor disputes, government actions, internet or telecommunications failures, or third-party service provider outages.

21.6 Notices

Notices to you may be sent to the email address associated with your account. Notices to Stronghold must be sent to legal@strongholdbusiness.com or by mail to our registered address. Notices are deemed received when sent by email upon confirmed delivery, and when sent by mail upon receipt.

22. Contact Information

If you have questions about these Terms, please contact us:

Stronghold Business LLC
Email: legal@strongholdbusiness.com
Support: support@strongholdbusiness.com
Website: strongholdbusiness.com