Choralix Terms of Use

Version [number] — effective [date]

1. Purpose

Choralix is an online service for managing choirs, operated by Nrx3, 906 avenue du Chanoine-Scott, Québec, Quebec G1V 3N7 ("Choralix", "we"). These terms govern the use of Choralix by choirs and by anyone who has an account on it. They include the privacy policy (section 12) and the data processing agreement (section 13).

2. Acceptance

The person who creates a choir accepts these terms on the choir's behalf by ticking the box provided; without that acceptance, the choir is not created. When these terms change, an administrator of the choir must accept the new version at their next sign-in before continuing. We keep the accepted version and its date. Singers have nothing to accept; the choir is responsible for informing them of what concerns them (privacy policy, section 12).

3. Definitions

  • Choir: the client organisation that uses Choralix. Each choir is fully separate from the others; no data is shared between choirs.
  • Administrator: a member of a choir who holds the administrator role, with every permission.
  • Member: a person registered in a choir, singer or otherwise.
  • Account: a person's own access to Choralix (email and password), which may link them to one or more choirs.

4. Accounts and security

Everyone is responsible for their account and for keeping their password confidential. You can sign in with a password or with a link sent by email.

Two-factor authentication is offered but optional. Once turned on, it is asked again on a device not used for more than 7 days. Without it, access to a member's mailbox is enough to enter their account through the sign-in link, including any financial functions they hold. We recommend turning it on.

An account linked to no choir is deleted after 90 days; a notice is sent 30 days and 7 days before.

When a member deletes their account, their member record is kept in the choir, moves to the "Former" state, and the choir decides what to do with it.

5. Permitted use

The choir uses Choralix for its own activities. It is forbidden to:

  • publish content that is illegal, hateful or infringes the rights of others;
  • try to access another choir's data or get around the security of the service;
  • disrupt the service or use it to send unsolicited messages.

Copyright: Choralix hosts the scores, tracks and other files the choir uploads. The choir alone is responsible for the rights to those files (purchase of copies, rights to reproduce and share them with its members). Choralix does not check those rights.

6. Plans and payment

  • The Choir plan is Choralix's only plan. It is paid, monthly or yearly, at the prices shown on the website at the time of purchase, before taxes. Payment is by card only.
  • Paid add-ons can be added to the Choir plan, at the prices shown on the website, before taxes. An add-on added during a period is charged pro rata for the days left until the plan's renewal date.
  • Free month: a choir can use the Choir plan free for one month, once, when it is created, under the conditions shown. Choralix may decline a free month offer. To start it, the choir gives its card, which is verified, and chooses its billing, monthly or yearly, which it can change until the first charge; nothing is charged during the month. When the choir is created, the month runs from the day of its creation, even if the card is given a few days later. A reminder, giving the billing and the amount, is sent 7 days and 1 day before it ends. At the end of the free month, the card is charged according to the billing chosen. To apply free month offers, we keep a signature (hash) of the email of the person who creates a choir, for as long as it serves that purpose, even after their account and the choir are deleted. The signature cannot be turned back into the email.
  • The Choir plan and add-ons renew automatically at each term, on the card on file. For the yearly Choir plan, a reminder is sent 30 days before; the monthly plan has no reminder.
  • A price increase never applies to a current period: it takes effect at renewal, with 60 days' notice.
  • Stopping the Choir plan or removing an add-on takes effect at the end of the paid period, or at the end of the free month, with no refund; the choir keeps access until then, and the Choir plan's add-ons end with it. During the free month, nothing is charged.
  • Choralix may, at its discretion, offer days, an add-on or a partial refund. An offered add-on stops on the planned date if the choir does not choose to keep it; nothing is charged without its choice.
  • If a storage add-on (library extension, media space) is not renewed, whatever exceeds the limit stays read-only for 2 months, then is permanently deleted, oldest items first; the choir is warned at the start of the 2 months and 7 days before.
  • If a Choir plan payment fails, including the first charge at the end of the free month, the choir has a 30-day grace period to pay; after that, it loses access (section 7).

Members' payments (fees, registrations, tickets) go through Stripe, into the choir's own Stripe account, by card, Apple Pay or Google Pay. The choir is the seller; Stripe's fees are charged to it directly by Stripe, and Choralix takes a commission at the rates shown on the website. The choir may pass on the commission and an estimate of the fees to the payer; they are then shown separately before payment. Refunds to members and buyers are decided by the choir. When a ticket is refunded, Choralix's commission is returned; if the commission and the fees were passed on, the buyer gets back everything they paid, and the fees Stripe does not return stay with the choir. The confirmation and the receipt of a ticket purchase open from the order's link, without an account.

Automatic debit. When the choir offers it, a member may pay an instalment fee by automatic debit: they save their card on the choir's Stripe account and consent to the amounts and dates of their schedule; each instalment is charged on its date. Any change the choir makes to those future dates or amounts asks them for a new consent. They may remove their card at any time, which stops the debits.

Taxes: each choir handles its own taxes on its sales; it enters its numbers and rates, and is solely responsible for them.

7. Choir data, export and end of subscription

During the subscription, the choir can export all its data, including fees, ticket sales and receipts.

Grace period. If a Choir plan payment fails, the choir keeps full access for 30 days and the payment is retried; its administrators are warned. From the start of that period until the end of the recovery period, nobody can join the choir: no invitation, no membership, no reactivation of a former member.

Loss of access. The choir loses access at the end of the paid period, if it chose not to renew (with no grace period), or at the end of the 30-day grace period without payment. That day, its subscription is cancelled: no further charge. Ticket sales and automatic fee payments stop; for each upcoming concert, administrators keep the list of buyers and the refund of tickets until its date. Revenue from tickets already sold is still paid to the choir.

Recovery, then deletion. The choir then has 3 months to reactivate its subscription, which restores all its data, or for its administrators to retrieve only its list of singers (CSV) and its library (ZIP). They are warned by email 1 month, then 3 days before deletion. After those 3 months, all other data is permanently deleted, with no extension, even if a concert is still to come; to come back, the choir must create a new account.

Financial records. After deletion, Choralix keeps the choir's financial records (payments, receipts, refunds, commissions, credits) for 6 years, without the rest of its data, for its legal obligations only; the choir no longer has access to them, but may ask the Choralix team for them.

Important: the choir must export its financial data before stopping and keep its own records as long as the law requires (in Canada, 6 years for a non-profit organisation). The records Choralix keeps do not relieve it of that duty.

Backups: our backups are kept for 30 days. Deleted data therefore disappears permanently from our backups no later than 30 days after its deletion.

8. Availability

We make reasonable efforts to keep Choralix available and secure, but the service is provided "as is", without any guarantee of uninterrupted availability. Interruptions may occur, including for maintenance.

9. Access by the Choralix team

The Choralix team can at any time view and change the choir's data, without prior consent, for support, security and the proper operation of the service. Every access is logged, but that log is not visible to the choir.

10. Liability

To the extent permitted by law, Choralix's total liability to a choir is limited to the amounts the choir paid to Choralix in the 12 months before the event giving rise to the claim. Choralix is not liable for indirect damages, such as lost revenue or data the choir could have exported. Nothing in these terms excludes a protection that the law makes mandatory.

11. Suspension and other measures

For a serious breach of these terms, fraudulent activity or a security threat, Choralix may take the following measures; the reason is then recorded.

  • Cancel a choir's subscription. The choir loses access the same day. It then has 3 months to reactivate its subscription or retrieve its data, as in section 7; otherwise, its data is deleted.
  • Suspend a choir. Its members can no longer access it, and its subscription is cancelled the same day. Unless Choralix lifts the suspension before then, the choir is deleted 3 months after the suspension, as in section 7; during those 3 months, its administrators can retrieve its list of singers and its library. If the suspension is lifted, a choir that had paid for its subscription subscribes again and pays a new period, within 3 months of the suspension, to regain access, even if the suspension is lifted the same day; its data is kept until then. A choir that had paid nothing (free month, grace period) regains access when the suspension is lifted, without paying, but only until the end that access would have had without the suspension; the suspended days are lost, and it subscribes again after that.
  • Delete a choir. Its members can no longer access it, and its subscription is cancelled the same day. Its data is erased 3 months after the deletion, unless Choralix restores it before then; during those 3 months, as in section 7, its administrators are warned and can retrieve its list of singers and its library. Once restored, a choir that had paid for its subscription subscribes again and pays a new period, within 3 months of the deletion, to regain access; a choir that had paid nothing regains it without paying, but only until the end that access would have had without the deletion, then subscribes again. Its administrators cannot reactivate it themselves during those 3 months: only Choralix restores it.
  • Suspend an account, or a person's access to one choir, for 1 year, until a date or for life.
  • Delete a person's account across Choralix. They can no longer sign in from the deletion; their data is erased 3 months later, unless Choralix restores the account by then, and their records then move to the "Former" state in their choirs.
  • Forbid roles to a person, in one choir or in all of them, for 1 year, until a date or for life. A person may also be forbidden to create a choir and to be an administrator, up to a lifetime ban.

Refund. When Choralix cancels a choir's subscription, suspends it or deletes it, it refunds the same day the unused part of what the choir paid it for its subscription — Choir plan and add-ons —, pro rata for the days, with taxes in the same proportion, keeping no fee and never refunding more than was paid. The choir's administrators are told by email, with a credit note that details the amount and the taxes. Members' payments (fees, tickets) are not covered: the choir, which is their seller, decides on them (section 6).

12. Privacy policy

Our privacy policy explains what personal information we collect, how we use it, where it is hosted, how long we keep it and what your rights are. It is on its own page: https://choralix.com/en/privacy-policy/. You can read it without an account. By accepting these terms you also accept this policy: a single acceptance covers both, as well as the data processing agreement (section 13).

13. Data processing agreement

For members' data, Choralix acts as the choir's processor. Choralix:

  • processes that data only to provide the service and according to the choir's instructions;
  • keeps it confidential and limits its team's access to what section 9 describes;
  • uses only the processors listed in the privacy policy (section 12), and keeps that list up to date;
  • helps the choir answer requests from the people concerned;
  • notifies the choir of any confidentiality incident;
  • deletes the data at the end of the subscription, as described in section 7.

14. Changes

We may change these terms. A new version must be accepted by an administrator of the choir at their next sign-in (section 2).

15. Governing law and languages

These terms are governed by the laws of Quebec and the federal laws of Canada that apply there. Any dispute falls under the courts of Quebec, subject to the mandatory laws of the choir's country. These terms exist in French and English; both versions have equal force.

16. Contact us

Privacy: privacy@choralix.com. Postal address: Nrx3, 906 avenue du Chanoine-Scott, Québec, Quebec G1V 3N7.