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RootTally Pilot Program Terms and Conditions
Effective July 29, 2026 · Version 2026-07-29
Acceptance of these terms
By completing and submitting the RootTally Pilot Program application form, you confirm that you have read, understood, and agree to these Pilot Program Terms and Conditions for yourself and the organization named in the form. You represent that you are at least 18 years old, that the information you provide is accurate, and that you are authorized to apply and accept these terms for the organization. Submitting the form does not guarantee acceptance.
1. Pilot Program overview
The Pilot Program allows a limited number of approved churches, nonprofits, and businesses to use RootTally while providing practical feedback. Pilot features may be unfinished, experimental, recently developed, or changed during the program.
2. Three-month free Pilot Program
An accepted organization may receive RootTally at no subscription charge for three consecutive months beginning on the activation date provided by RootTally. The free period is conditioned on the organization making a reasonable, good-faith effort to complete onboarding, use RootTally in real workflows, test available features, report significant problems, and provide requested feedback. RootTally will not retroactively charge for the free pilot period.
3. Completing the Pilot Program
To complete the Pilot Program, the organization must reasonably complete setup, add appropriate users and roles, use RootTally in actual reimbursement or bill-pay workflows, test applicable approvals and Finance functions, report significant errors, and complete requested surveys, feedback, or a final pilot review. RootTally will determine completion in good faith and will not treat a RootTally technical problem as the organization’s failure.
4. After the free period
At the end of the three-month free period, the organization may continue by selecting an available paid plan, providing a valid payment method, and expressly authorizing recurring billing. Submitting this pilot application does not authorize future charges. If the organization does not select and authorize a paid plan, the organization account will be deactivated when the pilot ends.
5. Deactivation
After deactivation, users cannot sign in or continue creating or processing receipts, reimbursement reports, Pay Bills, approvals, exports, print jobs, notifications, or other RootTally activity. Existing organization data will be retained for a 30-calendar-day recovery period. The organization may reactivate during that period by selecting and authorizing an available paid plan.
6. Deletion after 30 days
If the organization does not reactivate, RootTally will begin permanently deleting the organization and its data from active production systems after the 30th calendar day following deactivation. This may include user accounts, permissions, receipts, receipt images, reimbursement reports, mileage records, Pay Bills, payment requests, W-9 forms, attachments, approvals, comments, account codes, delegation settings, printing settings, notifications, and organization preferences. Once active-system deletion is complete, the normal organization account cannot be restored.
7. Backups and required records
Limited copies may temporarily remain in encrypted backups, disaster-recovery systems, security logs, fraud-prevention records, financial records, or information RootTally must retain by law. Backup copies are not available through the normal service and will be deleted or overwritten through ordinary backup-retention and rotation procedures. The organization is responsible for exporting records it is required to retain before the 30-day recovery period ends.
8. Organization responsibilities
The organization is responsible for accurate information, account security, user access, role and approval assignments, independent record retention, and review of receipts, reports, approvals, payment requests, and exports. RootTally is a workflow and record-management service and does not replace accountants, auditors, attorneys, tax professionals, financial controls, or internal policies.
9. Organization data
The organization retains ownership of information it submits. The organization gives RootTally permission to host, store, process, transmit, reproduce, and display that information only as reasonably necessary to provide and secure the service, operate workflows, generate reports and print packets, send requested notifications, provide support, investigate errors or abuse, and comply with legal requirements.
10. Sensitive information
The organization should upload only information needed for RootTally workflows and should not use RootTally to store passwords, full payment-card numbers, bank login credentials, unrelated medical records, or information it is not legally permitted to collect or process.
11. Acceptable use
Users may not use RootTally for unlawful, fraudulent, deceptive, or abusive activity; submit fabricated records; upload harmful code; attempt unauthorized access; circumvent security or approval controls; interfere with the service; excessively automate access; resell the Pilot Program; or upload information they do not have the right to use.
12. Pilot features and availability
RootTally may add, remove, modify, replace, or temporarily disable Pilot Program features; perform maintenance; correct errors; change technical requirements; or discontinue the Pilot Program. RootTally does not guarantee uninterrupted service or that every pilot feature will appear in the final paid service.
13. Feedback
The organization agrees to provide reasonable feedback. RootTally may use, modify, incorporate, and develop products or services from that feedback without payment or attribution. This does not transfer ownership of the organization’s receipts, reports, attachments, or financial records.
14. Support
Pilot support may include onboarding, troubleshooting, and technical assistance, but does not include guaranteed response times, uninterrupted service, after-hours support, or development of every requested feature.
15. Suspension or early termination
RootTally may suspend or end access for violations, unlawful or fraudulent use, security risk, unauthorized access, deliberate misuse, failure to participate, or conduct that could harm RootTally or its users. When reasonable, RootTally may provide notice and an opportunity to correct a minor violation. The 30-day deactivation and deletion process will apply unless RootTally states otherwise in writing or law requires different handling.
16. Paid subscriptions
If the organization chooses to continue, additional paid-plan terms will show the plan, price, billing frequency, limits, renewal terms, cancellation instructions, taxes, and effective date. Recurring billing begins only after the organization reviews and expressly accepts those paid terms.
17. No professional advice
RootTally does not provide accounting, legal, tax, audit, employment, banking, or financial advice. The organization must review information generated by RootTally and consult qualified professionals about its obligations.
18. Disclaimer of warranties
The Pilot Program is provided “as is” and “as available.” To the fullest extent permitted by law, RootTally disclaims implied warranties including merchantability, fitness for a particular purpose, title, noninfringement, accuracy, availability, security, and error-free operation.
19. Limitation of liability
To the fullest extent permitted by law, RootTally will not be liable for indirect, incidental, special, consequential, exemplary, or punitive damages, including lost profits, lost revenue, loss of data, delayed payments, incorrect reimbursements, failed notifications, failed printing, or business interruption. RootTally’s total liability relating to the Pilot Program will not exceed $100.
20. Changes
RootTally may update these terms when reasonably necessary because of product, security, service-provider, billing, or legal changes. Material changes will receive reasonable notice when practical. Changes will not retroactively shorten the promised three-month free period unless required by law or necessary to address fraud, abuse, or a serious security risk.
21. Governing law
These terms are governed by Tennessee law. To the extent permitted by law, legal proceedings must be brought in a state or federal court with jurisdiction in Shelby County, Tennessee.
22. Entire agreement and severability
These terms, the Privacy Policy, any paid subscription terms, and the written Pilot Program acceptance notice form the agreement for the pilot. If a provision is invalid or unenforceable, the remaining provisions remain effective.
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