Terms and Conditions

These Terms and Conditions (“Terms”) constitute a legally binding agreement between you (“you,” “User,” or “Customer”) and Virtual Caffeine IO LLC, doing business as OpenField (“OpenField,” “we,” “us,” or “our”), regarding your access to and use of the OpenField field scheduling service (the “Service”). By creating an account or using the Service, you agree to be bound by these Terms. If you do not agree, do not use the Service.

1. The Service

OpenField provides software-as-a-service (SaaS) field scheduling tools for youth sports clubs, including team and coach management, field assignment, calendar publishing, and notifications. The Service is operated from Camano Island, Washington, United States.

2. Eligibility and Accounts

You must be at least 18 years old and able to form a binding contract to use the Service. You are responsible for maintaining the confidentiality of your account credentials and for all activity that occurs under your account. Notify us immediately at [email protected] if you suspect unauthorized access.

3. User Content

You may upload content to the Service, including team rosters, schedules, field information, and profile photos (“User Content”). You retain ownership of your User Content. By uploading it, you grant OpenField a worldwide, non-exclusive, royalty-free license to host, store, display, and transmit it solely to operate and improve the Service.

You represent and warrant that you have the rights necessary to upload your User Content and that it does not infringe any third-party rights, violate law, or contain harmful code. You are solely responsible for your User Content.

4. Acceptable Use

You agree not to:

• Use the Service for any unlawful purpose or in violation of these Terms;
• Attempt to gain unauthorized access to the Service, other accounts, or our infrastructure;
• Interfere with, disrupt, or overload the Service or its networks;
• Reverse engineer, decompile, or attempt to extract source code;
• Resell, sublicense, or provide the Service to third parties except as explicitly permitted;
• Upload content that is defamatory, harassing, obscene, or infringing.

5. Subscription, Fees, and Payment

Paid plans are billed in advance on a recurring basis (monthly or annually, as selected). All fees are stated and charged in U.S. Dollars (USD). We accept Visa, Mastercard, American Express, and Discover, processed through our payment provider, Stripe, Inc. By providing payment information, you authorize us to charge the applicable fees to your selected payment method.

We may change pricing for future billing cycles. Any price change will take effect at your next renewal.

6. Cancellation

You may cancel your subscription at any time from your account settings. Cancellation takes effect at the end of your current billing period, and you will retain access until that date. We do not automatically delete your data upon cancellation; see our Privacy Policy for retention details.

7. Refunds

We offer pro-rated refunds on paid subscription fees if you request a refund within thirty (30) days of the charge. Email [email protected] with your account email and reason. Refunds are issued to the original payment method. After the 30-day window, fees are non-refundable.

8. SMS Notifications

OpenField offers an optional SMS notification program under the name “OpenField Alerts.” By providing your mobile number and opting in, you consent to receive transactional and service-related text messages (e.g., schedule changes, urgent notifications). Message and data rates may apply. Message frequency varies. Reply STOP to any message to opt out; reply HELP for help. Opting out of SMS does not affect your use of the Service otherwise.

9. Third-Party Services and Links

The Service integrates with and links to third-party services, including but not limited to Google (calendar sync, authentication), Stripe (payments), and Clerk (authentication). Your use of those services is governed by their own terms and privacy policies. We are not responsible for the content, availability, or practices of third-party services.

10. Advertising

OpenField does not display third-party advertising on the Service and does not sell User Content or personal information to advertisers.

11. Intellectual Property

OpenField and its licensors retain all right, title, and interest in and to the Service, including all software, design, trademarks, and documentation. These Terms grant you a limited, non-exclusive, non-transferable license to access and use the Service in accordance with these Terms. No other rights are granted.

12. Privacy

Our collection and use of personal information is described in our Privacy Policy and Cookie Policy, each incorporated into these Terms by reference.

13. Disclaimers

THE SERVICE IS PROVIDED ON AN “AS IS” AND “AS AVAILABLE” BASIS, WITHOUT WARRANTIES OF ANY KIND, EXPRESS OR IMPLIED, INCLUDING WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, NON-INFRINGEMENT, AND UNINTERRUPTED OR ERROR-FREE OPERATION. WE DO NOT WARRANT THAT THE SERVICE WILL MEET YOUR REQUIREMENTS OR THAT DATA WILL BE PRESERVED WITHOUT LOSS.

14. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, OPENFIELD'S TOTAL AGGREGATE LIABILITY ARISING OUT OF OR RELATED TO THESE TERMS OR THE SERVICE SHALL NOT EXCEED THE TOTAL AMOUNT YOU PAID TO OPENFIELD IN THE SIX (6) MONTHS IMMEDIATELY PRECEDING THE EVENT GIVING RISE TO THE CLAIM. IN NO EVENT SHALL OPENFIELD BE LIABLE FOR INDIRECT, INCIDENTAL, CONSEQUENTIAL, SPECIAL, EXEMPLARY, OR PUNITIVE DAMAGES, OR FOR LOST PROFITS, LOST DATA, OR BUSINESS INTERRUPTION, EVEN IF ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

15. Indemnification

You agree to defend, indemnify, and hold harmless OpenField and its officers, directors, employees, and agents from any claims, damages, liabilities, costs, and expenses (including reasonable attorneys' fees) arising out of or related to your User Content, your use of the Service, or your violation of these Terms.

16. Dispute Resolution; Informal Negotiation

Before filing any claim, the parties agree to attempt to resolve the dispute informally for at least thirty (30) days. Informal negotiations commence upon written notice from one party to the other. Notices to OpenField must be sent to [email protected].

17. Binding Arbitration

If the parties are unable to resolve the dispute through informal negotiations, any dispute arising out of or related to these Terms or the Service shall be finally resolved by binding arbitration administered in Island County, Washington, United States, in accordance with the rules of the American Arbitration Association then in effect. The arbitrator's decision shall be final and binding, and judgment on the award may be entered in any court of competent jurisdiction. Each party shall bear its own costs unless otherwise awarded by the arbitrator.

Class Action Waiver. You and OpenField agree to bring claims only in individual capacity and not as a plaintiff or class member in any purported class, consolidated, or representative action.

18. Statute of Limitations

Any claim arising out of or related to these Terms or the Service must be filed within one (1) year after the claim accrues; otherwise, the claim is permanently barred.

19. Governing Law

These Terms are governed by the laws of the State of Washington, United States, without regard to its conflict-of-law principles. Subject to the arbitration provisions above, the parties consent to the exclusive jurisdiction of the state and federal courts located in Island County, Washington for any action not subject to arbitration.

20. Termination

We may suspend or terminate your access to the Service at any time for violation of these Terms or for conduct that we reasonably determine to be harmful to the Service, other users, or us. Upon termination, your right to use the Service ceases immediately. Sections that by their nature should survive termination (including Sections 11–19 and 21) will survive.

21. Changes to These Terms

We may update these Terms from time to time. The “Last updated” date at the top of this page reflects the most recent revision. We do not provide individual notification of changes; you are responsible for reviewing these Terms periodically. Continued use of the Service after changes take effect constitutes acceptance of the updated Terms.

22. Miscellaneous

These Terms, together with the Privacy Policy and Cookie Policy, constitute the entire agreement between you and OpenField regarding the Service. If any provision is held unenforceable, the remaining provisions will remain in full effect. Our failure to enforce a provision is not a waiver of our right to enforce it later. You may not assign these Terms without our prior written consent; we may assign them without restriction.

23. Contact

Questions about these Terms? Contact us:

Virtual Caffeine IO LLC (DBA OpenField)
Camano Island, WA 98282
United States
Email: [email protected]