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Terms of Service

Last updated: May 29, 2026

1. Agreement

These Terms of Service (the “Terms”) are a contract between Coastline CRM, Inc. (“Coastline,” “we,” “us”) and you. By creating an account, accessing, or using the Service, you agree to these Terms. If you are using the Service on behalf of an organization, you represent that you have authority to bind that organization, and “you” means both you and the organization.

If you do not agree to these Terms, do not use the Service.

2. Definitions

  • Service: the Coastline CRM application at coastlinecrm.com and related subdomains, and any features we make available through it.
  • Customer: the person or organization that creates an account and agrees to these Terms.
  • Workspace: the tenant created inside the Service that contains a Customer’s data and Authorized Users.
  • Authorized User: an individual the Customer invites to access the Workspace.
  • Customer Data: content a Customer or Authorized User submits, uploads, imports, or sends through the Service.
  • Subscription: a paid plan giving access to the Service for a term.
  • Fees: the amounts payable for a Subscription or for optional add-ons.

3. Account

You agree to provide accurate information when you sign up and to keep it current. You are responsible for all activity under your account, for keeping your credentials confidential, and for the conduct of every Authorized User in your Workspace. Tell us promptly at support@coastlinecrm.com if you suspect unauthorized access.

You must be at least sixteen years old to use the Service.

4. Subscriptions, fees, and taxes

Paid plans, user counts, and prices are described in the Service or on an order we agree to in writing. Unless stated otherwise, Subscriptions renew automatically at the end of each billing cycle at the then-current rate. You can cancel renewal at any time from Settings → Billing; cancellation takes effect at the end of the current cycle.

Fees are stated exclusive of taxes. You are responsible for any sales, use, VAT, or similar taxes, other than taxes on our income.

We may change prices for future billing cycles. If we do, we will give you at least 30 days’ notice by email to the billing contact before the change takes effect. Your continued use of the Service after the effective date is acceptance of the new price.

Except where required by law, Fees are non-refundable. If we materially breach these Terms and do not cure the breach within 30 days of your written notice, you may terminate and we will refund any prepaid Fees for the unused remainder of the current term.

If Fees are not paid when due, we may suspend the Service after giving notice.

5. Trials, free features, beta features, and service changes

We may offer free trials or free plans. We may change, limit, or end them at any time. Nothing in these Terms commits us to keep a free tier available.

We may add, modify, restrict, or remove features of the Service at any time, including features that were previously included in your Subscription. We will use reasonable judgment about advance notice for material removals, but we are not obligated to maintain any particular feature, integration, or capability for the duration of your Subscription.

Features made available at no additional charge today may become paid features, paid add-ons, or restricted to higher-tier Subscriptions in the future. If we begin charging for a feature you previously used at no additional cost, we will give the billing contact at least 30 days’ notice by email before the change takes effect. Your continued use of the feature after the effective date is acceptance of the new pricing; if you do not accept it, you may stop using that feature before the change takes effect.

Features marked “beta,” “preview,” “experimental,” or otherwise designated as not generally available are provided for evaluation. We may change them, restrict access to them, or discontinue them at any time without notice, and they are not covered by any uptime, support response, or warranty commitments that apply to the generally available Service.

6. Acceptable use

You agree not to:

  • Use the Service in violation of any law.
  • Reverse engineer, decompile, or attempt to extract source code, except to the extent that applicable law expressly permits it.
  • Resell, sublicense, or offer the Service as a standalone service to third parties.
  • Circumvent rate limits, authentication, or other technical restrictions.
  • Upload malware, send spam, or use the Service to harass, defame, or infringe anyone’s rights.
  • Send email, SMS, or voice messages through the Service to recipients who have not consented to receive them, or in violation of TCPA, CAN-SPAM, GDPR, or similar laws.
  • Scrape the Service or use automated means to access it, except through interfaces we publicly document.

We may investigate suspected violations and suspend or terminate access for conduct we reasonably believe violates these Terms or creates risk to us or others.

7. Storage fair use

This section governs your use of storage features within the Service, including the per-Authorized-User personal file storage feature (currently branded as “My Drive”) (“Personal Drive”) and every other storage feature, including without limitation Company Documents, project documents, project photos, estimate attachments, invoice attachments, signed envelopes, work order attachments, and any successor or analogous feature, whether existing as of the Effective Date or introduced thereafter (collectively, “Workspace Storage”).

“Business Purpose” means your use of the Service for the operation of your bona fide business as a customer-relationship-management and project-management platform, including the storage, organization, and exchange of records, documents, photos, and communications related to identifiable customers, prospects, projects, employees, contractors, vendors, transactions, and operations of your business.

7.1 Personal Drive allowance

Each Workspace receives a pooled Personal Drive storage allowance equal to ten (10) gigabytes multiplied by the Workspace’s active paid seat count, as defined in our then-current pricing schedule. The pool is shared across all Authorized Users and is consumed on a first-come, first-served basis. We may, in our discretion, make additional Personal Drive storage available for purchase, subject to availability and our then-current pricing schedule.

7.2 Workspace Storage allowance

We do not charge a per-gigabyte fee for Workspace Storage as of the Effective Date of these Terms. Workspace Storage is provided as a feature of the Service in support of your Business Purpose, subject to the fair-use standards set forth in Section 7.3 and the prohibitions set forth in Section 7.4. We make no commitment, express or implied, that Workspace Storage is unlimited, and the absence of a per-gigabyte charge does not constitute a representation, warranty, or guarantee of unlimited capacity. Any marketing materials, sales communications, in-product copy, or other statements describing Workspace Storage as having “no per-GB charges,” “no per-gigabyte fees,” “included with your plan,” or similar phrasing are made subject to this Section 7.

We reserve the right to modify the Personal Drive allowance, the structure of Workspace Storage charges, and the availability of any storage feature at any time, subject to the notice provisions in Section 20 and applicable law.

7.3 Fair use standards

Your use of Workspace Storage is deemed to be within fair use if it is consistent with the patterns of use observed across comparable Workspaces, taking into account your industry, business size, number of active seats, and length of Subscription. We may, in our reasonable discretion, establish benchmarks for comparable Workspaces and update those benchmarks from time to time.

Without limiting the foregoing, the following thresholds are indicative (but not determinative) of use that may exceed fair use and may trigger review under Section 7.5:

  • total Workspace Storage consumption exceeding five hundred (500) gigabytes per active seat;
  • total Workspace Storage consumption exceeding three (3) times the median consumption of Workspaces in the same industry and seat-count tier;
  • more than fifty (50) gigabytes of a single Customer Data type (for example, video files) where that data type is not directly used in your customer-facing or operational workflows;
  • sustained monthly upload volume exceeding one hundred (100) gigabytes per active seat without a corresponding business explanation; or
  • any other usage pattern that we reasonably determine, in good faith, to be materially inconsistent with your Business Purpose.

The thresholds above are not storage caps. A Workspace exceeding any threshold is entitled to a good-faith review under Section 7.5 and is not subject to automatic suspension or charges.

7.4 Prohibited storage practices

Without limiting the general fair-use standards in Section 7.3, the following practices are expressly prohibited, regardless of available capacity:

  • Personal use of Workspace Storage. Using Workspace Storage to store Customer Data that is unrelated to your Business Purpose, including but not limited to personal photo libraries, personal video collections, personal music libraries, personal document archives, personal financial records of any Authorized User in their personal capacity, or any other content of an Authorized User that does not relate to identifiable customers, prospects, projects, employees, contractors, vendors, transactions, or operations of your business.
  • Circumvention of Personal Drive allowance. Storing Customer Data in Workspace Storage for the purpose, in whole or in part, of avoiding the Personal Drive allowance described in Section 7.1, including but not limited to creating projects, contacts, or other Workspace records primarily as containers for content that would otherwise belong in Personal Drive.
  • General-purpose cloud storage use. Using the Service as a substitute for a general-purpose consumer or business cloud storage service (such as, by way of example only, Google Drive, Dropbox, OneDrive, Box, or iCloud), or marketing, describing, or holding out the Service to third parties as such.
  • External distribution and hosting. Using the Service to host Customer Data for distribution to or download by persons who are not Authorized Users, customers, prospects, contractors, vendors, or other identifiable counterparties of your business, including but not limited to operating a content-distribution network, file-sharing service, software repository, or media-hosting service.
  • Backup of external systems. Using the Service as the primary or sole backup target for systems, databases, or storage volumes external to the Service, including but not limited to backups of personal computers, mobile devices, servers, or third-party software-as-a-service applications.
  • Bulk or automated misuse. Uploading Customer Data in bulk or by automated means with the purpose of consuming storage capacity, testing the limits of the Service, or otherwise stress-testing or load-testing Workspace Storage without our prior written consent.
  • Aggregation across Workspaces. Operating multiple Workspaces under common control with the intent of distributing Customer Data across them to avoid the standards set forth in this Section 7.

Nothing in this Section 7.4 limits our separate rights and remedies with respect to unlawful or infringing Customer Data under Section 6 or applicable law.

7.5 Review and enforcement

We may, from time to time, review your storage usage. If we reasonably determine that your usage exceeds fair use under Section 7.3 or constitutes a prohibited practice under Section 7.4, we will notify you in writing (a “Fair Use Notice”) at the email address you have designated as your billing or administrative contact within the Service. The Fair Use Notice will identify the Workspace and the storage feature at issue, describe in reasonable detail the usage pattern we have identified, state the remedy or remedies we propose, and set forth the cure period required below.

Except in the circumstances described in the next paragraph, we will provide you with not less than thirty (30) calendar days from delivery of the Fair Use Notice to (a) reduce your Workspace Storage usage to a level within the standards of Section 7.3 and the prohibitions of Section 7.4, (b) elect to purchase additional storage capacity or upgrade to a plan that accommodates your usage, if we offer such an option, (c) export and remove the Customer Data at issue using the Service’s built-in export tools, or (d) propose, in good faith, an alternative remedy for our reasonable consideration.

If, at the expiration of the cure period, you have not substantially complied with the Fair Use Notice, we may, in our reasonable discretion, exercise one or more of the following remedies: (a) impose a usage cap on the affected storage feature for the Workspace, with reasonable advance notice; (b) require you to pay reasonable overage charges based on our actual cost of storing and serving the excess Customer Data, calculated as of the date the cure period expires; (c) suspend your ability to upload further Customer Data to the affected storage feature, while preserving your ability to read, download, and delete existing Customer Data; (d) preserve and quarantine the Customer Data at issue, with read-only access for you, pending resolution; or (e) in the case of repeated, willful, or material violations following one or more Fair Use Notices, terminate your Subscription in accordance with Section 17.

Notwithstanding the foregoing, we may take immediate action without prior notice, including suspension of uploads or quarantine of Customer Data, if we reasonably determine that your usage (i) threatens the security, integrity, performance, or availability of the Service for other Customers, (ii) violates applicable law, (iii) involves Customer Data described in Section 6, or (iv) is the subject of a valid legal process directed to us. We will provide written notice of any action taken under this paragraph promptly after the action is taken.

Except in the case of Customer Data described in Section 6 or as required by applicable law, we will not delete your Customer Data as a remedy under this Section 7 without first providing you with at least thirty (30) calendar days from the imposition of the applicable remedy to export the Customer Data using the Service’s built-in export tools.

7.6 Right to dispute

You may respond in writing to a Fair Use Notice during the cure period to dispute our determination, propose an alternative interpretation of your usage, or provide context supporting your usage as consistent with your Business Purpose. We will review any timely response in good faith and will withdraw, modify, or maintain the Fair Use Notice based on our reasonable evaluation of the response. Our determination following review is final for purposes of this Section 7, subject to your rights under these Terms and applicable law.

7.7 Acknowledgments

You acknowledge that we have not represented, warranted, or guaranteed that Workspace Storage is unlimited. You acknowledge that several provisions of this Section 7 require us to exercise our reasonable discretion, including but not limited to the determination of comparable Workspaces under Section 7.3, the identification of usage materially inconsistent with the Business Purpose, and the selection of remedies under Section 7.5, and you agree that such determinations, when made in good faith and on a reasonable basis, are binding on you for purposes of this Section 7. Our failure to enforce any provision of this Section 7 on one or more occasions does not constitute a waiver of our right to enforce that provision on any subsequent occasion.

8. Permitted use

This section defines the boundaries of your right to use the Service. The licenses and access rights granted in these Terms are conditioned on your continued compliance with this Section 8.

8.1 Named seats; no shared logins

Each paid seat in a Subscription corresponds to one (1) named natural person who is an employee, contractor, or principal of your business. You may reassign a seat from one person to another (for example, when an employee leaves), but a single seat may not be used by two or more individuals concurrently, in rotation, or under a shared login. Each Authorized User must access the Service using their own credentials and must be uniquely identified to the Service by their own email address.

We may, in our reasonable discretion, treat patterns of use indicative of credential sharing, including without limitation concurrent sessions from materially different geographic locations or sustained activity outside any reasonable single-person work pattern, as a violation of this Section 8.1.

8.2 One business per Workspace

Each Workspace is intended to represent a single bona fide business operated by you. You may not use a single Workspace to operate, manage, or store records for multiple unrelated businesses, whether as a service provider, consultant, agency, franchisor, fractional executive, or otherwise. If you operate more than one bona fide business, you must maintain a separate Workspace and Subscription for each business.

Common ownership of related businesses is not itself a violation of this Section 8.2. By way of example only, a Customer that operates a roofing business and a related gutter-installation business serving the same customer base may maintain both in a single Workspace. The standard is whether the businesses share customers, projects, and operations as part of a unified commercial enterprise, or whether the Workspace is being used to serve materially distinct businesses with separate customer bases.

8.3 No reselling, white-labeling, or sublicensing

You may not white-label, rebrand, remove or obscure the Coastline name or trademarks, frame the Service inside another product or website, or otherwise hold the Service out to third parties as your own product or as any product other than Coastline CRM.

You may not resell, sublicense, lease, time-share, or offer the Service, or any part of it (including the underlying APIs, data model, workflows, or storage), to any third party, whether as a standalone product, embedded within another product, or as a service. This Section 8.3 supersedes any inconsistent statement in Section 6.

This Section 8.3 does not prohibit: (i) inviting your own employees, contractors, or principals as Authorized Users; (ii) sharing specific records (such as estimates, invoices, or signing envelopes) with your own end customers through the Service’s built-in customer-facing features; or (iii) granting limited Workspace access to a single third-party consultant, agency, or accountant retained by you in connection with your bona fide business, provided that the consultant occupies a paid seat in compliance with Section 8.1 and accesses only your Workspace.

8.4 Enforcement

A violation of any provision of this Section 8 is a material breach of these Terms. In addition to any remedy available under Section 17 (Term and termination) or applicable law, we may, in our reasonable discretion, exercise one or more of the following remedies: (a) require you to bring your usage into compliance with this Section 8 within thirty (30) calendar days of written notice; (b) require you to purchase additional seats or Subscriptions to reflect your actual usage, prorated to the then-current billing period; (c) suspend access to the Service pending compliance; or (d) in the case of repeated, willful, or material violations, terminate your Subscription in accordance with Section 17.

Except in cases where the violation poses an immediate risk to the security or integrity of the Service for other Customers, we will not exercise remedy (a), (b), or (c) without first delivering written notice to your billing or administrative contact describing the suspected violation and providing you with a reasonable opportunity to respond.

9. Customer Data

As between you and us, you own all Customer Data. You grant us a worldwide, non-exclusive, royalty-free license to host, copy, transmit, display, and process Customer Data solely as needed to provide and operate the Service, maintain backups, and comply with these Terms.

You represent and warrant that you have all rights, consents, and authorizations needed to upload, send, and process Customer Data through the Service. You are responsible for the legality of Customer Data, including the consent of anyone whose personal information you store or message.

10. Our intellectual property

Coastline and our licensors own the Service, the brand, the documentation, and all improvements. Nothing in these Terms transfers those rights to you. We grant you a limited, non-exclusive, non-transferable, revocable right to access and use the Service during your Subscription, solely for your internal business purposes and subject to these Terms.

If you give us feedback or suggestions, we may use them without obligation to you.

11. Third-party services

The Service integrates with third-party services (for example, email providers, calendar providers, messaging carriers, and payment processors). When you enable an integration, you authorize us to exchange Customer Data with that service on your behalf. Those services are governed by their own terms; we are not responsible for their acts, availability, or pricing.

12. Confidentiality

Each party may receive non-public information from the other in connection with the Service. The receiving party will protect that information with the same care it uses for its own confidential information, and at least reasonable care, and will use it only to perform under these Terms. This section does not apply to information that is public through no fault of the receiving party, was already known to the receiving party, or was independently developed without use of the other’s information.

13. Privacy and security

Our handling of personal information is described in our Privacy Policy. We maintain a security program with technical and organizational measures appropriate to the nature of the data we process. Enterprise customers may request our Data Processing Addendum by emailing support@coastlinecrm.com.

14. Warranty disclaimer

Except as expressly stated in these Terms, the Service is provided “AS IS” and “AS AVAILABLE.” To the maximum extent permitted by law, we disclaim all warranties, express and implied, including merchantability, fitness for a particular purpose, title, non-infringement, and any warranty arising from course of dealing or trade usage. We do not warrant that the Service will be uninterrupted, error-free, or secure, or that it will meet your requirements. Any uptime or service-level commitment, if one applies to you, will be stated in a separate written agreement.

15. Limitation of liability

To the maximum extent permitted by law, neither party will be liable for indirect, incidental, special, consequential, exemplary, or punitive damages, or for lost profits, lost revenue, lost business, or loss of data, arising out of or relating to these Terms or the Service, even if advised of the possibility of such damages.

Each party’s total aggregate liability arising out of or relating to these Terms or the Service will not exceed the Fees you paid us in the twelve months immediately preceding the event giving rise to the claim. If you are on a free plan, that cap is one hundred U.S. dollars.

These limits do not apply to a party’s indemnification obligations, a party’s breach of its confidentiality obligations, your obligation to pay Fees, or any liability that cannot be excluded by law.

16. Indemnification

You will defend, indemnify, and hold harmless Coastline and our officers, directors, employees, and agents from and against any third-party claim, demand, or proceeding, and any resulting loss, damage, settlement, or award (including reasonable attorneys’ fees), arising out of or relating to:

  • Your or your Authorized Users’ use of the Service in violation of these Terms or applicable law.
  • Customer Data, including any claim that Customer Data infringes, misappropriates, or violates a third party’s rights.
  • Communications you send through the Service.

We will promptly notify you of the claim, give you control of the defense and settlement (provided any settlement that imposes obligations on us requires our prior written consent, not to be unreasonably withheld), and reasonably cooperate at your expense.

17. Term and termination

These Terms apply from the date you first accept them and continue while you use the Service. Either party may terminate these Terms if the other party materially breaches them and does not cure the breach within 30 days after written notice. We may suspend or terminate immediately if you violate Section 6 (Acceptable use) or Section 8 (Permitted use), fail to pay Fees, or create a security risk.

On termination, your right to use the Service ends. We will make Customer Data available for export for 30 days after termination. After that window, we will delete Customer Data from production systems in line with the retention schedule in our Privacy Policy.

Sections that by their nature should survive termination do survive: fees owed, disclaimers, liability limits, indemnity, confidentiality, governing law, and dispute resolution.

18. Governing law and venue

These Terms are governed by the laws of the State of Texas, without regard to its conflict-of-laws rules. The United Nations Convention on Contracts for the International Sale of Goods does not apply. Subject to Section 19, each party consents to the exclusive jurisdiction and venue of the state and federal courts located in Travis County, Texas for any dispute that is not subject to arbitration.

19. Dispute resolution: arbitration and class-action waiver

Please read this section carefully. It affects your legal rights.

Any dispute, claim, or controversy arising out of or relating to these Terms or the Service (a “Dispute”) will be resolved by binding arbitration administered by the American Arbitration Association (“AAA”) under its Commercial Arbitration Rules. The seat of arbitration is Austin, Texas. The arbitration will be conducted by a single arbitrator. The arbitrator’s decision is final and may be entered as a judgment in any court of competent jurisdiction.

Each party bears its own attorneys’ fees and costs, except as the arbitrator may award under applicable law. Filing fees will be allocated under the AAA’s rules.

Class-action waiver. Disputes will be resolved only on an individual basis. You and Coastline each waive the right to participate in a class action, collective action, or representative proceeding, and the arbitrator may not consolidate claims or preside over a representative proceeding. If this waiver is held unenforceable, the Dispute will proceed in court, not in arbitration.

Jury-trial waiver. To the extent a Dispute is heard in court rather than arbitration, each party waives any right to a jury trial.

Carve-outs. Either party may bring an individual claim in small-claims court where it qualifies, and either party may seek injunctive or equitable relief in court to protect its intellectual property or confidential information.

Opt-out. You may opt out of this Section 19 by emailing support@coastlinecrm.comwith the subject line “Arbitration opt-out” within 30 days after you first accept these Terms. Include your name, the email address on your account, and a clear statement that you are opting out. Opting out does not affect any other part of these Terms.

20. Changes to these Terms

We may update these Terms from time to time. If a change is material, we will provide notice to the account owner by email or a notice inside the Service at least 30 days before the change takes effect. Your continued use of the Service after the effective date is acceptance of the updated Terms. If you do not accept a material change, you may terminate these Terms and stop using the Service before the change takes effect.

21. General

Assignment. You may not assign these Terms without our prior written consent, except to a successor in connection with a merger or sale of substantially all assets. We may assign these Terms without restriction.

Force majeure. Neither party is liable for failure or delay in performance caused by events outside its reasonable control, such as acts of God, war, civil unrest, strikes, supplier failures, or internet outages.

Severability. If a provision of these Terms is held unenforceable, the rest remains in effect.

No waiver. Failure to enforce a provision is not a waiver of the right to do so later.

Entire agreement. These Terms, our Privacy Policy, and any order we both sign are the entire agreement between the parties about the Service and supersede prior agreements on the same subject.

Contact. Coastline CRM, Inc. support@coastlinecrm.com