Terms of Service

CoreAxis (“CoreAxis,” “we,” “us,” or “our”) is a California-based provider of software for higher-education athletics finance, budgeting, compliance, personnel, and related operations. The Services are decision-support tools. We are not a bank, payment processor, or system of record for your institution’s official books unless a written agreement says otherwise.

The Services are intended for colleges, universities, and athletic departments, and for the staff those institutions authorize. You represent that you have authority to bind the organization you name at registration, and that you will use the Services only for lawful institutional purposes.

You must not use the Services if you are under 18, or if applicable law prohibits you from doing so.

Subject to these Terms, CoreAxis grants you a limited, non-exclusive, non-transferable, non-sublicensable, revocable license to access and use the Services solely for your institution’s internal operations during the term of your subscription or trial.

You may not copy, modify, distribute, reverse engineer, decompile, or attempt to derive the source code of the Services; rent, lease, or provide the Services to third parties as a bureau; use the Services to build a competing product; or circumvent usage, security, or access controls. All rights not expressly granted are reserved by CoreAxis.

You are responsible for the accuracy of account information, for safeguarding credentials, and for activity under your accounts. Notify us promptly at the contact below if you believe an account has been compromised. We may suspend access to protect the Services, other customers, or to comply with law.

You will not misuse the Services. That includes attempting to gain unauthorized access; interfering with availability or security; uploading unlawful, harmful, or infringing content; using the Services to violate NCAA, conference, institutional, or privacy rules that apply to you; or scraping, probing, or load-testing the Services without our prior written consent.

You (or your institution) retain all right, title, and interest in data you submit to the Services (“Client Data”). You grant CoreAxis a limited license to host, process, transmit, and display Client Data solely to provide, secure, and improve the Services, and as otherwise described in our Privacy Policy.

You are responsible for the accuracy and legality of Client Data, for obtaining any consents required to upload it, and for decisions you make using outputs of the Services. The Services do not replace institutional judgment, compliance review, or financial controls.

Where Client Data includes education records protected by the Family Educational Rights and Privacy Act (“FERPA”), CoreAxis processes that data as a service provider (commonly described as a “school official”) on behalf of the institution. The institution remains responsible for FERPA compliance, including determining what may be disclosed and to whom.

We process such records only to provide the Services, as directed by the institution, or as required by law. We do not sell student education records.

The Services may connect to third-party products you enable, including Intuit QuickBooks Online, DocuSign, Google Cloud services, and email delivery providers. Those products are governed by their own terms. CoreAxis is not responsible for third-party outages, policies, or charges.

If you connect a QuickBooks Online company, you authorize CoreAxis to access and sync the accounting data needed to provide that integration (for example customers, invoices, and payments) in accordance with Intuit’s requirements and our Privacy Policy. You can disconnect the integration in the product. Disconnecting does not delete data already written to QuickBooks.

Some features use machine learning (including Google Gemini via Vertex AI and document parsing) to classify imports, extract invoice fields, or suggest planning assumptions. AI output can be incomplete or incorrect. You must review it before relying on it. Dollar totals and other financial figures are not changed by AI unless a user explicitly applies a suggested assumption. AI features are not legal, accounting, or compliance advice.

CoreAxis does not hold, transfer, or custody funds. We do not execute bank transfers or replace your general ledger, ERP, or official accounting system. Projections, reports, and models depend on Client Data and configuration you control.

The Services, including software, designs, documentation, and trademarks, are owned by CoreAxis and its licensors. Feedback you provide may be used by CoreAxis without restriction or compensation.

Each party will protect the other’s non-public information with at least reasonable care and use it only to perform under these Terms, except where disclosure is required by law or already public through no fault of the receiving party.

EXCEPT AS EXPRESSLY STATED IN A SIGNED AGREEMENT, THE SERVICES ARE PROVIDED “AS IS” AND “AS AVAILABLE.” COREAXIS DISCLAIMS ALL IMPLIED WARRANTIES, INCLUDING MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT. WE DO NOT WARRANT THAT THE SERVICES WILL BE UNINTERRUPTED, ERROR-FREE, OR THAT OUTPUTS WILL MEET NCAA, TITLE IX, EADA, OR OTHER REGULATORY REQUIREMENTS WITHOUT YOUR REVIEW.

TO THE MAXIMUM EXTENT PERMITTED BY LAW, COREAXIS WILL NOT BE LIABLE FOR INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, OR FOR LOST PROFITS, LOST DATA, OR BUSINESS INTERRUPTION, EVEN IF ADVISED OF THE POSSIBILITY. OUR TOTAL LIABILITY ARISING OUT OF THE SERVICES WILL NOT EXCEED THE FEES YOU PAID TO COREAXIS FOR THE SERVICES IN THE TWELVE MONTHS BEFORE THE CLAIM. THESE LIMITS ARE A FUNDAMENTAL PART OF THE BARGAIN.

You will defend and indemnify CoreAxis against third-party claims arising from Client Data, your misuse of the Services, or your violation of law or these Terms, including reasonable attorneys’ fees.

These Terms apply until your access ends. We may suspend or terminate access for material breach, unlawful use, or to protect the Services. You may stop using the Services at any time. After termination, we may delete Client Data after a commercially reasonable export window, except where we must retain it for law, dispute, or backup cycles, as described in the Privacy Policy.

Paid subscriptions are also governed by any Order Form and Master Services Agreement your institution signs (including via DocuSign). If those documents conflict with these Terms, the signed MSA and Order Form control for that institution.

We may update these Terms by posting a revised version with a new effective date. Material changes will be announced in the product or by email where we have a contact. Continued use after the effective date constitutes acceptance, except where a signed MSA requires a different process.

These Terms are governed by the laws of the State of California, United States, without regard to conflict-of-law rules. Courts located in California have exclusive jurisdiction, except that CoreAxis may seek injunctive relief in any forum to protect its intellectual property or the security of the Services. You waive any right to participate in a class action to the extent permitted by law.

Questions about these Terms: support@coreaxis.io. CoreAxis, California, United States.