Terms and Conditions
Version 2026-10-23 · These terms are between Avium Software ("we", "us") and the club, homeowners association or business using an Avium Clubs website and board portal ("you", "the club").
1. What we provide
A website for your club, free of charge, and an optional paid board portal — the club's books, attendance sheets, member emails, minutes and documents. If you ask us to, we will also register and look after your own web address (a domain name) for you.
2. Prices and payment
The website is free. For a club, the board portal is $10 a month, or $120 a year paid upfront, and your own web address is $50 a year. For a homeowners association or a business, the board portal is $25 a month, or $300 a year paid upfront, and your own web address is $150 a year. Prices are in US dollars and include no taxes; any taxes that apply are added. Payments are taken by Stripe, our card processor; we never see or store your card number.
The board portal is free for 30 days from the day your club first uses its paid tools, after which it is charged automatically to the card or bank account on file, and again at the start of each month or year until cancelled. A web address is charged when you request it and each year after. We will give you at least 30 days' notice by email of any change to these prices.
3. If a payment fails
Stripe will try again for several days and email you. If payment still cannot be taken, the board portal's paid tools become read-only until a working card is added. Nothing is deleted, and your website stays up.
4. Cancelling
You can cancel the board portal at any time from the Billing page. Charges stop straight away; the paid tools become read-only and nothing is deleted. We do not refund part of a month or year already paid, unless the law requires it. A web address, once registered, cannot be refunded; you may ask us to transfer it to you at any time after the first 60 days, as domain registries require.
5. Your club's information
Your club's records — its members, books, emails, photographs and documents — belong to your club. You can download a full copy at any time, including while the paid tools are read-only. We keep it secure, use it only to provide the service to you, and never sell it. We, as the people who run the service, may access your club's site and portal to provide support, fix problems and keep it running.
If your club stops using the service, we will keep its records for 90 days so you can take a copy, after which we may delete them.
6. The accuracy of your club's information
The board portal is a tool for keeping your club's records. Your club is responsible for everything it puts into it — whether typed, imported or uploaded — and for checking it: names, email addresses, birthdays, attendance, money in and out, budgets, minutes, documents and every other figure or word. That includes typing mistakes, wrong amounts, wrong categories, missing entries and anything else entered in error.
Totals, balances, reports and summaries are worked out from what your club has entered, so they can only be as correct as those entries. The service does not provide accounting, tax, legal or financial advice, and its reports are not audited accounts. Check figures before relying on them — for example before filing anything with the IRS or a state, presenting accounts to members, or paying or reimbursing anyone — and take professional advice where you need it. We are not responsible for any loss, penalty or dispute that results from information your club entered, or from decisions made using it.
7. Your responsibilities
You agree to keep your board's sign-ins private; to make sure the people your club emails have agreed to hear from it, and to honour unsubscribe requests (every bulk email the service sends includes an unsubscribe link); and not to use the service for anything unlawful, misleading, abusive or that would harm its reliability for other clubs. The person who accepts these terms confirms they are authorised to do so for the club.
8. Availability
We work to keep the service available and to back it up, but we do not promise it will never be interrupted, and from time to time we will need to update or maintain it. Your web address depends on domain registries and providers outside our control.
9. Limits on our liability
The service is provided "as is". To the fullest extent the law allows, we are not liable for indirect or consequential losses, lost data, lost income or lost opportunities, and our total liability to you for anything arising from the service is limited to the amount your club paid us in the 12 months before the claim. You agree to indemnify us against claims arising from your club's content or your use of the service in breach of these terms.
10. Ending the service
We may suspend or end the service if these terms are seriously broken, or with at least 60 days' notice for any other reason, in which case we will refund any time already paid for and not used, and help you take your records with you.
11. Changes and the law
We may update these terms; we will tell you by email at least 30 days before a change takes effect, and ask you to accept the new version before your next purchase. These terms are governed by the laws of the State of Tennessee, USA.
12. Contact
Avium Software · support@aviumclubs.com · 1002 Lonergan Cir, Spring Hill, TN 37174