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Terms of use

Effective September 30, 2026 · Last updated October 10, 2026
The terms that govern your use of SchoolBoardHQ.

Terms at a glance

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SchoolBoardHQ is for people age 18 or older who are currently serving, verified K-12 school board members.
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You keep ownership of what you post; posting gives us the license to display it as the app's features describe.
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We have zero tolerance for objectionable content and abusive members — report it, and we act within 24 hours.
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AI-generated bios, summaries, and calendar-search results may contain errors — review before relying on them.
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The core product is free. SchoolBoardHQ Pro is an optional subscription for higher AI and retained document-intelligence limits — no public information is ever behind it. See Purchases below.
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The app is provided "as is" — it does not replace your official district records or legal counsel.
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Disputes go through informal resolution first, then binding arbitration — you can opt out within 30 days of creating your account.
This page is the plain-language summary; the sections below have the full terms. By creating an account you agree to these Terms of Use and to the Privacy Policy. SchoolBoardHQ is a product of Spade House Studio, a trade name of E. A. Williams, LLC.

Agreement to the terms

By creating an account in SchoolBoardHQ ("the app"), you agree to these Terms of Use and to the Privacy Policy. If you don't agree, don't create an account. SchoolBoardHQ is a product of Spade House Studio, a trade name of E. A. Williams, LLC.

Eligibility and verification

Ordinary SchoolBoardHQ membership is limited to people age 18 or older who are currently serving elected or appointed K-12 school board members and complete identity verification against a public board-member directory.
Creating an account under a false identity, or claiming a seat that is not yours, is prohibited and may result in account termination. District staff verifying against the same public board-member directory may also hold an account, but ordinary membership as described above is the only account role this app grants today — see Organization-sponsored access below for the one role that does not exist yet.

Account responsibilities

You're responsible for the activity on your account and for keeping your password confidential. Tell us right away at support@schoolboardhq.com if you suspect unauthorized access.

Content ownership and license

You keep ownership of what you post in Forums, your profile bio, and any documents you upload. By posting, you give us the license needed to store and display that content to other members as the app's features describe (for example, showing your name on a forum post, or a district document to other district members). Don't post anything defamatory, harassing, confidential in a way you're not authorized to share, or that infringes someone else's rights.

Public records and open meetings

As a platform for elected and appointed public officials, some communications made through the app may be subject to your state's public records law and open meetings law — for example, in Washington State, the Public Records Act (RCW 42.56) and the Open Public Meetings Act (OPMA). We don't provide legal advice about whether specific content you post is a public record — that determination is always made by your district and its own counsel, not by us. If a district asks us for records related to a public records request, we notify any board member whose account activity may be responsive at the time we're asked, not only after records are produced.

Community and acceptable use

Don't use the app to:
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Misrepresent your board seat or claim a seat that is not yours.
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Harvest other members' directory or profile data for purposes outside the app.
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Attempt to bypass the directory-verification or admin-review process.
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Interfere with the service's normal operation.
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Post objectionable content or behave abusively toward another member — see Objectionable content and abusive behavior below.

Objectionable content and abusive behavior

We have zero tolerance for objectionable content and for abusive members. Objectionable content includes harassment, threats, and intimidation; hate speech and personal attacks; content that demeans a person on the basis of race, color, national origin, religion, sex, gender identity, sexual orientation, age, disability, or any other protected characteristic; sexually explicit, obscene, or graphically violent material; content that identifies an individual student or that exposes district staff to harassment; and impersonation, fraud, or spam.
Posting objectionable content, or behaving abusively toward another member, violates these terms. There is no warning quota to work through first: we remove the content, and we remove the account when the violation warrants it, without advance notice. A member whose account is terminated for abuse is not permitted to create another one.
Every forum post, forum comment, and direct message carries a Report action, as do AI-generated document summaries and Library entries. Filing a report sends it to the SchoolBoardHQ moderation team — it does not go to the member you reported, and that member is never told who reported them. You can also block a member outright, which stops their content reaching you and stops them messaging you — see Settings, then Blocked members. If you can't reach the in-app action, email support@schoolboardhq.com. We review every report and, within 24 hours of it being filed, remove the offending content, eject the offending member, or both. The content standards a report is measured against are in the Community guidelines.

AI-generated content

Bios, document summaries, and calendar-search results produced by the app's AI-assisted features are generated automatically and may contain errors — review them before you rely on or publish them. You choose whether to save an AI-drafted bio to your profile; nothing is published on your behalf automatically.

Purchases

SchoolBoardHQ's core features are free for every verified member, and public information always is: policies, agendas, minutes, news and governance records remain free to discover and read. Core Workspace use also remains free, subject to the retained document allowances below.
SchoolBoardHQ Pro is one optional auto-renewing subscription, sold monthly or annually. It raises Ask HQ capacity and the amount of document context SchoolBoardHQ can retain, extract and index. It unlocks no public record and removes nothing you already retained.
In the iOS app, Pro is billed through your Apple ID under the App Store's own payment and refund terms; you cancel in your Apple ID settings, and refund requests go to Apple, not to us. On the web, Pro is billed to the card you enter at checkout, processed by Stripe through our billing provider, RevenueCat; you cancel from the SchoolBoardHQ Pro page in Settings, and refund requests come to us. Either way it renews automatically at the price shown when you subscribe, until you cancel, and cancelling takes effect at the end of the period you have already paid for. If a free trial is offered and you do not cancel before it ends, it converts to a paid subscription at that price.
If your subscription ends, nothing you created or saved is deleted. You keep your Workspace, your saved resources and your history. Existing retained documents stay readable; new retention and AI preparation return to the Free allowances.
Free does not mean unmetered. AI-assisted features have per-member usage limits, and retained document intelligence has type-specific limits because storage, extraction and indexing costs grow with the corpus. Free includes 2 meeting agendas and 2 meeting minutes per month, 2 board-goal documents and 2 superintendent-goal documents per school year, and 1 strategic plan per school year. Pro raises those to 6, 6, 4, 4 and 2 respectively, and includes up to 20 school improvement plans per school year. Other member-added retained document types outside the Free list require Pro. These limits govern SchoolBoardHQ retention/processing, not access to the public original.
Reaching an AI or document-intelligence limit never takes away reading. Public district, board, meeting, news and governance information, the governance library, ordinary search, and your already-saved material stay available, as does exporting a copy of your own data.
Paid capabilities can also be granted by a future organizational sponsorship, trial, promotion or administrative grant without changing these product boundaries. The source of an entitlement never changes which public records a member can read.

Organization-sponsored access

Not yet available
This section describes something we may build in the future. It is not a feature SchoolBoardHQ offers today, and describing it here does not mean it currently exists.
We may in the future offer a way for a district, association, or other organization to sponsor a member's access to SchoolBoardHQ. If we build this, any such sponsor or administrative role would be defined separately from — and would not change — ordinary membership as described in Eligibility and verification above.

Service limitations and disclaimers

Please read carefully
The app is provided "as is." Directory-match verification, AI-generated summaries, and AI-assisted calendar search are best-effort and may be inaccurate or incomplete — they don't replace your district's official records or legal counsel.

Suspension and termination

We may suspend or terminate an account that violates these terms, including a seat-claim made in bad faith and any violation of Objectionable content and abusive behavior above. You may stop using the app and request account deletion at any time — see Data retention and account deletion in the Privacy Policy.

Limitation of liability

The app is provided "as is" and "as available," without warranties of any kind. To the maximum extent the law allows, we aren't liable for indirect, incidental, special, consequential, or punitive damages arising from your use of the app. Our total liability for any claim is limited to the greater of what you paid us in the past 12 months or $100.

Indemnification

You agree to cover reasonable costs, damages, and legal fees we incur because of your violation of these terms, your misuse of the app, or your violation of someone else's rights.

Dispute resolution

If a dispute comes up, contact us first at support@schoolboardhq.com so we can try to resolve it directly. If we can't resolve it within 30 days, either side can require binding arbitration under the American Arbitration Association's rules, conducted in Washington State. You can opt out of arbitration by emailing support@schoolboardhq.com within 30 days of creating your account. Either side can still go to court to seek an injunction for intellectual-property or security issues.

Governing law

These terms are governed by the laws of the State of Washington, without regard to conflict-of-law rules, except where your local law requires otherwise.

Changes to the terms

If we make a material change, we’ll update the date at the top of this page and, where required, notify you in the app before the change takes effect. Continuing to use the app after a change takes effect means you accept the updated terms.

Contact

Questions about these terms go to support@schoolboardhq.com.