Terms of Use

Evinto may update these Terms from time to time. We will update the “Last Updated” date and, if changes are material, provide reasonable notice via the Site, in-application notice, and/or email to your Organization’s designated administrator.

Continued use of the Services after the effective date of revised Terms constitutes acceptance, unless your Contract provides otherwise.

You must be at least 21 years old to use the Services unless your Organization has expressly authorized your use. If you use the Services on behalf of an Organization, you represent that you have the authority to accept these Terms on its behalf.

(a) Limited License

Subject to these Terms and any applicable Contract, Evinto grants you a limited, non-exclusive, non-transferable, revocable right to access and use the Services solely for your Organization’s internal, lawful CASA/GAL-related purposes.

(b) Restrictions

You may not, and may not allow any third party to:

• sell, resell, rent, lease, sublicense, or otherwise commercially exploit the Services;
• reverse engineer, decompile, or attempt to derive source code, except as permitted by law;
• access the Services to develop a competing product or for competitive benchmarking without Evinto’s prior written consent;
• bypass access controls, authentication requirements, rate limits, or security features;
• use automated scraping, bots, or bulk data extraction tools except as expressly permitted by Evinto;
• interfere with the integrity, availability, or performance of the Services.

(c) No Deep Linking or Framing

You may not frame the Site or create deep links that bypass authentication or intended navigation flows, except where expressly enabled by Evinto (e.g., password reset links or SSO flows).

(a) Accounts and Roles

Access to the Services requires an account. Your Organization may designate one or more administrators (“Admins”) who control user provisioning, permissions, roles, and security settings within the Organization’s tenant.

(b) Credential Security

You are responsible for maintaining the confidentiality of your credentials and for all activity conducted under your account. You must promptly notify your Admin and Evinto of any suspected unauthorized access.

(c) MFA and SSO

Evinto may support multi-factor authentication (“MFA”) and/or single sign-on (“SSO”). Unless otherwise stated in a Contract, your Organization is responsible for configuring and enforcing authentication and access controls appropriate to the sensitivity of the data stored.

(d) Audit Logging

Evinto may maintain audit logs of user activity for security, compliance, support, and operational purposes.

(a) User Content Defined

“User Content” means all data, records, files, documents, notes, images, and other information submitted to, uploaded to, or generated within the Services by or on behalf of your Organization.

(b) Typical CASA / GAL Data Categories

User Content may include, without limitation, the following categories of information, depending on user role and permissions:

(i) Volunteer Recruitment and Screening

• Volunteer applications and intake forms
• Demographic information (which may include Social Security numbers or other identifiers, where permitted by law)
• Background check and screening information
• Interview notes, reference checks, and eligibility determinations
• Training records and certifications
• Emergency contact information
• Uploaded documents (e.g., PDF, Word, Excel, image files)

(ii) Volunteer Management and Operations

• Volunteer profiles and contact information
• Case and child assignments
• Volunteer activity logs (hours, expenses, mileage)
• In-service training records
• Supervisor notes and evaluations
• Internal administrative notes and communications

(iii) CASA / GAL Case Management

• Case identifiers and court information
• Child information, including demographics, placement history, education records, grant eligibility, and service needs
• Family and household information, relationships, and involvement
• Hearing dates, outcomes, court orders, and permanency plans
• Contact logs and narrative reports
• Well-being assessments
• Documents related to cases or court proceedings

(c) Ownership

As between the parties, your Organization retains all right, title, and interest in User Content. Evinto does not claim ownership of User Content.

(d) License to Provide the Services

Your Organization grants Evinto a limited, non-exclusive right to host, process, transmit, display, and otherwise use User Content only as necessary to provide, maintain, support, secure, and improve the Services; prevent or address technical or security issues; and comply with law and applicable Contracts.

(e) Your Responsibilities

Your Organization is solely responsible for:

• obtaining all required notices, consents, and authorizations to collect, use, and store User Content in the Services;
• ensuring User Content is accurate, lawful, and appropriate;
• configuring access controls to limit data visibility based on role and need-to-know;
• ensuring Users comply with these Terms and your Organization’s internal policies.

This Section 6 and Section 3(b) constitute the ‘Rules and Regulations’ and the rules of use referenced in the Optima Master SaaS Agreement. You may not use the Services to:

• violate any applicable law or regulation (including privacy, child-protection, or court-related requirements);
• upload or transmit malware or harmful code;
• access or attempt to access data or accounts without authorization;
• interfere with or disrupt the Services or other users;
• upload content that is unlawful, infringing, defamatory, threatening, abusive, or otherwise objectionable.

Evinto may suspend or restrict access as reasonably necessary to protect the Services, Users, or data.

Evinto’s handling of personal data is described in the Privacy Policy, located at https://legal.evintosolutions.com/privacy, which is incorporated by reference.

Where required by law or Contract, Evinto will enter into a data processing addendum (“DPA”) governing Evinto’s role as a processor/service provider with respect to personal data processed on behalf of your Organization.

(a) Security Measures

Evinto maintains commercially reasonable administrative, technical, and physical safeguards designed to protect User Content against unauthorized access, disclosure, alteration, and destruction.

(b) Shared Responsibility

No system is completely secure. Your Organization is responsible for endpoint security, user lifecycle management, and appropriate configuration of access controls.

(c) Security Incidents

Evinto maintains an incident response process. Where required by law or Contract, Evinto will notify your Organization of a confirmed security incident involving unauthorized access to User Content within a reasonable timeframe.

The Services may rely on third-party infrastructure and service providers. Evinto is not responsible for third-party services outside its control but will use commercially reasonable care in vendor selection and oversight.

Evinto may perform scheduled maintenance and modify features over time. Support terms, availability, and any service-level commitments are governed by your Contract or published support policies, if applicable.

Evinto and its licensors retain all rights, title, and interest in the Services, software, documentation, and related intellectual property (“Evinto IP”). No rights are granted except as expressly stated in these Terms.

Each party will protect the other’s Confidential Information using at least reasonable care and use it only as permitted under these Terms and any Contract. User Content is treated as your Organization’s Confidential Information.

Evinto may suspend access if required by law, necessary to address a security risk, or in response to material violations of these Terms. Termination rights and consequences are governed primarily by your Contract.

Unless otherwise stated in a Contract:

• Retention Period: Following termination or expiration, Evinto will retain User Content for ninety (90) days to allow export or retrieval.
• Deletion: After the 90-day period, User Content may be deleted from production systems.
• Backups: User Content may persist in encrypted backups for a limited additional period pursuant to normal backup rotation, unless legally required to be retained.

THE SERVICES ARE PROVIDED “AS IS” AND “AS AVAILABLE.” EVINTO DISCLAIMS ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT, TO THE MAXIMUM EXTENT PERMITTED BY LAW.

TO THE MAXIMUM EXTENT PERMITTED BY LAW:

• EVINTO WILL NOT BE LIABLE FOR INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, EXEMPLARY, OR PUNITIVE DAMAGES, OR FOR LOST PROFITS, LOST DATA, OR BUSINESS INTERRUPTION.
• EVINTO’S TOTAL LIABILITY SHALL NOT EXCEED THE AMOUNT PAID BY YOUR ORGANIZATION FOR THE SERVICES IN THE ONE (1) MONTH PRECEDING THE EVENT GIVING RISE TO THE CLAIM (OR $50 IF NO FEES WERE PAID).

Your Organization agrees to indemnify and defend Evinto against third-party claims arising from User Content, misuse of the Services, or violation of these Terms, except to the extent caused by Evinto’s gross negligence or willful misconduct.

These Terms are governed by the laws of the State of Florida, without regard to conflict-of-laws principles.

Exclusive venue for any dispute shall be the state or federal courts located in Miami-Dade County, Florida.

TO THE EXTENT PERMITTED BY LAW, EACH PARTY WAIVES THE RIGHT TO A TRIAL BY JURY.

These Terms and any Contract constitute the entire agreement on this subject. If any provision is unenforceable, the remainder remains in effect. Sections that by their nature should survive termination shall survive.