Calvera Software LLC Terms of Use

Version 2026-10-20.1 · Publication version
Effective upon publication on Calvera’s website. For a Customer, these Terms apply upon affirmative acceptance or an order incorporating them; publication does not create retrospective acceptance.

These Terms of Use ("Terms") govern access to websites, applications, and related services provided by CALVERA SOFTWARE LLC, a company registered and operating in Texas ("Calvera," "we," "us," or "our"), including Calvera Ink and Calvera Books (the "Services"). The person or organization subscribing to or using the Services is "you" or the "Customer." If you act for a business, you represent that you have authority to bind it.

When presented with these Terms, you agree to them by affirmatively accepting them or signing an order incorporating them. These Terms apply with the plan or order you accept. Our Privacy Policy explains our personal-information practices; reading that notice is distinct from agreeing to these Terms. An order overrides these Terms only where it expressly identifies the provision being replaced. A product-specific addendum applies to the functions it covers.

1. Services and eligibility

Calvera provides software tools for business management and bookkeeping. Available functions may include appointments, client records, forms, staff identification verification, aftercare, payments, inventory, compliance records, staff management, reporting, messaging, bank connections, mileage tracking, and encrypted vault information. Availability depends on your product, plan, device, permissions, and enabled integrations.

Business account holders must be at least 18 and capable of entering a binding agreement. Client forms may contain records about minors only when the Customer's collection and use are lawful and supported by required parent or guardian involvement. Calvera's business account tools are not directed to children under 13.

2. Accounts and authorized users

Provide accurate account information, protect credentials, and promptly notify support of suspected unauthorized access. Customer administrators are responsible for assigning appropriate roles, managing integrations, and removing access when a staff member leaves. You are responsible for actions you authorize through your account; this does not excuse obligations independently applicable to Calvera.

A staff profile or connected merchant account does not establish employment, agency, partnership, or a joint venture with Calvera. Ownership transfers and changes to subscription responsibility must follow available controls or a verified support process.

3. Subscription charges and renewal

Prices, billing frequency, included features, and any additional charges are those disclosed in the plan, checkout, or accepted order. Each product subscription is separate unless the accepted offer expressly bundles it. You authorize the disclosed recurring charges and applicable taxes through Calvera's payment provider. You are responsible for taxes on your purchase, other than taxes on Calvera's income.

Paid subscriptions automatically renew at the disclosed billing frequency and price until cancelled. Before you authorize payment, the checkout or accepted order must identify the recurring amount, billing frequency, applicable taxes or additional charges, and how to cancel. Accepting these Terms alone does not authorize an undisclosed charge. Optional trials, promotional rates, or add-ons apply only when offered with their applicable duration, charges, and renewal terms. For an increase to your recurring subscription price, we will give at least 30 days’ advance notice before it takes effect, or longer if required by law or your agreement, and explain how to cancel before the increase. Additional services or provider seats you affirmatively authorize may increase charges sooner when the amount and timing are disclosed before authorization. A payment problem may result in a request to update your payment method and, where appropriate, restricted access, subject to notice required by law or your agreement. These Terms do not promise an unspecified trial or payment grace period.

Additional active service-provider seats, extra shops, or other paid additions are charged only on the terms disclosed and accepted when added. Where a mid-cycle charge is prorated, the confirmation identifies that immediate charge and the recurring increase. Reducing usage does not itself cancel an active subscription; use the applicable billing controls or contact support. Promotional or beta access is subject to the specific offer you accept. We will not convert free access into a paid recurring subscription without your express authorization.

Optional shop texting plans

Shop texting is an optional paid service, including while Calvera software is free during beta. Packages cost $20 per month for each 1,000 SMS segment credits selected: $20 for 1,000, $40 for 2,000, $60 for 3,000, and continuing in the same increments for the packages offered at enrollment. Incoming and outgoing SMS segments share the allowance. One credit equals one SMS segment; long messages and certain characters can require multiple segments. Additional segments cost $0.03 each. Unused credits expire at the end of each billing period and do not roll over. Each package includes one dedicated toll-free number and verification submission, without a separate shop number-rental or verification charge.

The shop owner must affirmatively select a package and authorize recurring billing before submission. Charges begin only after Calvera confirms Twilio approval. With an active paid software subscription, the first texting charge and allowance are prorated through the next software billing date: remaining calendar days divided by total calendar days in that software billing period, multiplied by the selected monthly price or allowance. Charges round to the nearest cent and credits round down. Subsequent software renewals include the selected monthly texting price. Finalized overage is added to the next available software invoice; late-finalized usage may appear on a later invoice. Without an active paid software subscription, including beta access, the full selected texting price is billed separately upon approval and monthly thereafter, with finalized prior-period overage. Saved Helcim payment methods are used; combined billing uses the software subscription's saved method.

Cancel texting renewal in Text Messaging settings before the next billing date. Access continues through the paid period. Final usage remains payable and may be charged separately after cancellation; the toll-free number is then released. Cancelling texting does not cancel software. Approval, consent, account standing, and successful payment remain required for texting access. A failed verification or saved payment method alone does not authorize an unaccepted package.

4. Cancellation and refunds

You can cancel future renewals using the subscription controls in the applicable product's Settings, or contact support@calverasoftware.com for assistance. Retain the cancellation confirmation. Submit cancellation before the next renewal charge to stop that renewal. A verified support cancellation request received before renewal will be honored for that renewal even if our confirmation follows later. If you cannot access the cancellation controls, contact support; account access is not required to request help stopping renewals.

Cancellation stops future renewals. Paid access continues through the end of the current paid period, unless you separately delete your account or access is lawfully restricted under these Terms. Calvera does not provide prorated refunds or credits for unused subscription time. Refunds required by applicable law, correction of an erroneous charge, or refunds expressly promised in an accepted offer remain available. Deleting an account does not create a prorated refund entitlement.

Subscription cancellation does not itself request permanent deletion of your account or business records. Permanent account deletion is a separate action described in Section 13.

5. Customer payments and bookkeeping

Customer card payments are processed by enabled third-party providers, including Square, under their agreements. Calvera subscription charges are separate from payments your business collects from clients. The Customer is responsible for authorized amounts, tips, taxes, deposits, prepayments, receipts, refunds, disputes, chargebacks, payout instructions, and service policies. Calvera does not guarantee authorization, settlement, or recovery of funds.

Calvera Books organizes financial information supplied by you or connected providers. Independently review imported transactions, categories, balances, mileage, reports, and calculations before using them for business decisions or filings. Calvera provides software and does not act as your accountant, tax adviser, bank, escrow agent, or professional service provider.

6. Customer records and permitted processing

As between you and Calvera, you retain your rights in records, forms, photos, messages, receipts, and other materials you submit or maintain through the Services ("Customer Data"). You authorize Calvera to host, copy, transmit, display, and otherwise process Customer Data as necessary to provide the requested Services, secure and support them, follow your lawful instructions, and comply with obligations applicable to Calvera. This authorization does not transfer ownership of Customer Data or authorize selling identifiable client records or publishing private conversations.

You must have the rights, notices, permissions, and lawful authority needed to collect and submit Customer Data and enable integrations. You are responsible for its accuracy and lawful use. Calvera's handling of personal information is described in the Privacy Policy. For subscriber business records, Calvera generally processes information on the subscriber's behalf; it separately manages its own account administration, subscription accounting, support, and security information.

7. Subscriber compliance and retention responsibilities

The Customer determines the laws and professional requirements applicable to its business and jurisdictions. You are responsible for selecting legally sufficient forms and notices; obtaining required consent and signatures; verifying identity, age, and eligibility; maintaining licenses and compliance records; setting lawful service policies; classifying and compensating workers correctly; and reviewing financial and tax reports.

The subscriber determines and verifies the retention requirements for its client records, completed forms, IDs, photos, service records, and bookkeeping information. Calvera does not select a legally correct retention period for each shop. Templates, reminders, defaults, calculations, and automated checks do not certify compliance. Maintain independent copies when needed to satisfy your obligations.

Before permanently deleting an account, export and securely retain everything you are required to keep. A shop's retention setting does not preserve its records after confirmed shop closure.

8. Restricted health information and staff ID verification

Submit only information reasonably needed for the enabled, authorized workflows. Do not enter or upload allergy information, medical histories, medications, diagnoses, pregnancy information, or other health information through custom questions, notes, messages, documents, photos, or any other part of the Services. Any future authorization of health-data processing must be express, in writing, and supported by the applicable product and contractual arrangements.

Do not submit HIPAA-regulated protected health information. Calvera does not currently offer a Business Associate Agreement or represent the Services as HIPAA compliant. Other specially regulated information must not be submitted unless Calvera expressly authorizes the specific use in writing.

ID images may be uploaded for staff verification under the enabled workflow. Provide required notices and obtain lawful authorization for their collection. An upload or staff-verification marker does not authenticate a document or certify age or service eligibility. Your authorized staff must inspect the document, verify the person and relevant requirements, and decide whether service may proceed. Requesting an ID-only replacement does not replace other legally required paperwork.

Calvera does not provide medical, legal, regulatory, employment, or tax advice.

9. Messaging and integrations

Connecting Facebook Messenger, Instagram, a bank feed, or another provider authorizes the information exchange needed for the enabled functions. You must have authority over the connected account and comply with the provider's permissions and terms. Calvera does not receive your Meta password. Social messaging availability depends on Meta's permissions and approval requirements.

You are responsible for messages sent at your direction, required consent, applicable marketing restrictions, opt-outs, and lawful handling of conversation information. Do not send unlawful, deceptive, harassing, or unauthorized communications. Delivery and continued third-party access are not guaranteed.

Disconnecting social messaging removes the connection credentials and stops use of that connection; it does not automatically delete previously stored conversations or copies held by other participants. Deletion choices are described in the Privacy Policy. Third-party services have their own terms, fees, privacy practices, and availability. This allocation does not relieve Calvera of responsibility for its own conduct.

Books mileage tracking is optional. Enabling it can collect precise location, including in the background when the app is closed or not actively in use, and sync trip information to your account as described in the Privacy Policy and in-app disclosure. Enable it only on a device you are authorized to use and after the required disclosure and permission choices. Do not use it to secretly monitor another person. You may stop tracking using the app’s tracking controls or device permissions; stopping new tracking does not automatically delete previously saved trips. Review trip classifications and mileage before relying on them for tax or reimbursement purposes.

10. Acceptable use

11. Software ownership and confidentiality

For an iOS app distributed through Apple’s App Store, Apple’s Standard Licensed Application End User License Agreement governs the application license unless Calvera supplies a separately approved custom EULA. These Terms govern the Calvera Services and supplement that application license; they do not replace mandatory store terms. Google Play distribution is also subject to the applicable store terms. Apple and Google are not parties to this Services agreement, and Calvera provides support for its Services.

Calvera and its licensors retain rights in the software, interface, documentation, brands, and related intellectual property, excluding Customer Data. Subject to these Terms and applicable payment obligations, you may use the Services for your authorized business purposes during your access period. Suggestions or feedback may be incorporated into the Services without compensation; this does not grant ownership of confidential Customer Data.

Each party will protect the other's nonpublic information using reasonable care, use it for the agreement's purposes, and disclose it only to people or providers who need access and have appropriate obligations. This does not restrict information lawfully obtained independently, already public without breach, or disclosed as required by law. Legally permitted notice of compelled disclosure will be provided where appropriate.

12. Availability, support, and suspension

We seek to operate reliable Services, but maintenance, internet failures, provider interruptions, security incidents, and other events may affect availability. No uptime guarantee, support response deadline, or recovery time is promised unless expressly stated in your accepted plan or order. Beta or evaluation features can be incomplete or change.

We may restrict or suspend access when reasonably necessary to address a security threat, unlawful activity, nonpayment, or a material breach. We will provide notice and an opportunity to resolve the issue where practicable and required. Any termination or feature change remains subject to your accepted agreement and applicable law.

13. Permanent account deletion

Ink and Books provide separate account deletion controls. The confirmation identifies affected shops or businesses and requires the current password and explicit confirmation. Deleting one product account does not delete a separately maintained account in the other product.

Deleting the last owner's Ink account closes the affected shops and removes their client records, forms, IDs, photos, messages, appointments, shop payment history, compliance records, and uploaded files. Books account deletion removes all businesses owned by that account and their bookkeeping transactions, receipts, uploaded files, mileage, rules, and vault information, and disconnects bank feeds. Staff account deletion does not close another owner's shop. Continuing businesses may retain necessary historical attribution for their own records.

Future subscription renewals are cancelled as part of the cleanup workflow. Access is blocked when the deletion request is accepted. Cleanup can continue in the background and retry temporarily unavailable provider or storage operations. There is no guaranteed export or recovery period after you confirm permanent account deletion. Export required records beforehand.

Calvera retains limited records of its own subscription charges and related accounting, and minimal deletion, legal, and security records where needed, as described in the Privacy Policy. Restricted backup copies expire under their configured retention; deletion does not instantly erase every backup or independently held provider copy. Cancellation or termination alone does not guarantee a 30-day export window; request assistance before access ends.

14. Backups and recovery

Current backup practices are described in the Privacy Policy. Backups support recovery and are not a subscriber archive or a substitute for legally required independent records. Recovery may require supervised verification and reconciliation of later deletions. Calvera does not promise restoration of a permanently deleted account or every deleted file.

15. Disclaimers

To the extent permitted by law, the Services, templates, calculations, and optional beta features are provided as available without a guarantee that they will be uninterrupted, error free, suitable for every purpose, or sufficient for a Customer's legal compliance. Calvera disclaims implied warranties of merchantability, fitness for a particular purpose, and noninfringement to the extent legally permitted. Nothing here overrides an express commitment in an accepted order or a right that cannot lawfully be excluded.

16. Liability and third-party claims

To the extent permitted by applicable law, Calvera will not be liable for indirect or consequential losses, lost profits, or lost business opportunities arising from the Services. Calvera’s aggregate liability arising from these Terms or the Services is limited to the greater of US $100 or the fees paid or payable by the Customer to Calvera for the affected Services during the twelve months preceding the event giving rise to the claim. These limits do not apply to fraud, willful misconduct, gross negligence, or liability that cannot lawfully be excluded or limited.

To the extent permitted by law, the Customer will defend and indemnify Calvera against third-party claims resulting from Customer Data submitted without required rights or authorization, the Customer's professional services or unlawful conduct, or a material breach of these Terms. This does not cover claims to the extent caused by Calvera's own unlawful conduct. Calvera will give reasonable notice and cooperation. A settlement admitting fault or imposing obligations on Calvera requires its written agreement.

17. Dispute notices and informal resolution

Before starting a court action arising from these Terms or the Services, either party should give the other written notice describing the dispute, relevant account or business, requested resolution, and a way to respond. Send notices to Calvera at admin@calverasoftware.com. Calvera will send its notice to the Customer's account contact. Do not include passwords, full identification images, or banking credentials.

The parties will make a good-faith effort to resolve the dispute for 30 days after receipt of the notice. After that period, an unresolved dispute may be brought in a court with jurisdiction. The notice period does not prevent either party from requesting urgent injunctive relief, filing when necessary to preserve a claim before a deadline, using a procedure or right that cannot lawfully be restricted, or reporting an issue to a regulator. It does not shorten an applicable limitation period.

These Terms do not require mandatory arbitration, waive trial by jury, or impose a class-action waiver. The parties may voluntarily agree to mediation or another lawful process after a dispute arises.

18. Governing law and court proceedings

Texas law governs these Terms to the extent permitted by applicable law, without applying conflict-of-law rules that would require another state's law. Nonwaivable protections applicable to a Customer remain in effect. Court proceedings may be brought in a Texas state court or federal court with subject-matter and personal jurisdiction and proper venue, or another court where applicable law preserves that right. These Terms do not designate an unconfirmed exclusive county.

19. Changes and general provisions

We may update these Terms prospectively and will provide notice of material changes and obtain acceptance where required by law or the applicable agreement. Changes will not retroactively remove accrued rights. The published effective date and any stated transition terms will identify when an update applies.

If a provision is unenforceable, the remaining provisions continue to the extent permitted by law. A waiver of one breach is not a waiver of another. Assignment requires the other party's consent except for a corporate reorganization or transfer of the relevant business where the successor assumes the agreement and applicable data-protection commitments. Obligations intended to survive termination, including accrued charges, confidentiality, and dispute provisions, survive where lawful.

20. Contact and notices

CALVERA SOFTWARE LLC
Registered agent address:
5900 Balcones Drive, STE 100
Austin, TX 78731

Formal legal and contract notices: admin@calverasoftware.com
Support and privacy requests: support@calverasoftware.com
Website: www.calverasoftware.com

The registered agent address is not represented as a customer-facing office. Service of process must follow applicable law; emailing a notice does not replace legally required service.