Terms of Service

1. Agreement to these Terms

These Terms of Service govern your access to and use of the TrailConvoy website, application, and related services (the "Service"). The Service is operated by Cactus Equity Group, LLC ("TrailConvoy," "we," "us," or "our").

By accessing or using the Service, you agree to be bound by these Terms. If you do not agree, do not use the Service.

2. Eligibility and account responsibility

You must be legally able to enter into this agreement under the laws that apply to you. You are responsible for all activity that occurs under your account, including activity by anyone who accesses the Service using your credentials.

You agree to provide accurate information when creating an account and to keep your profile reasonably up to date. All information you submit is voluntary and provided by you of your own accord.

3. What TrailConvoy is and is not

TrailConvoy is a club management platform that provides tools for off-road clubs to manage members, plan and coordinate convoys (including multi-flight convoy capabilities), collect dues, process digital waivers, maintain a fleet registry, build a trail library, track volunteers, manage calendars, and communicate with members. Members create and join convoys independently. TrailConvoy does not supervise, operate, inspect, or guarantee any convoy, route, or activity.

The Service includes a live GPS convoy tracker. TrailConvoy provides this tool for situational awareness and does not guarantee GPS accuracy, signal availability, or real-time reliability. The live tracker is not a substitute for proper navigation, communication equipment, or safety planning.

The Service may use artificial intelligence to generate trip reports and other content. AI-generated content is provided as a convenience and may contain inaccuracies. Members are responsible for reviewing and editing AI-generated content before publication.

Off-road travel is inherently dangerous. By using the Service and participating in convoys, you acknowledge those risks and accept responsibility for your decisions and safety.

4. Code of conduct and acceptable use

TrailConvoy is built for a respectful, trail-focused community. You agree not to harass, threaten, stalk, impersonate, or target others. You agree not to post hateful content, hate symbols, extremist content, sexually explicit content, nudity, gore, content involving minors, or content that encourages illegal activity. You agree to respect privacy and not share personal information about other people without their permission or expose private messages.

Safety is not optional. You agree not to post content encouraging trespassing, bypassing closures, unsafe recovery practices, reckless driving, or evasion of law enforcement. Moderators may remove content and restrict accounts at their discretion to protect the community and the platform.

5. Your content and your responsibilities

The Service allows you to upload, post, or submit text, photos, images, video, comments, routes, or other materials ("User Content"). You are responsible for your User Content and you represent that you have the rights needed to post it.

You must not upload content that infringes copyrights, trademarks, or other rights. You must not upload content that you do not have permission to share.

6. Demo and preview access

TrailConvoy provides interactive demos of the platform, including a desktop web demo and a mobile app preview. Demo environments use simulated data, including fictional club names, members, convoys, and other content. No real personal information is collected, stored, or processed within the demo.

Demo access is provided for evaluation purposes only. Features shown in the demo represent the intended functionality of the platform and may differ from the final production release. TrailConvoy makes no guarantees that all features shown in the demo will be available at launch or that they will function identically in production.

7. Digital waivers

The Service allows clubs to create and distribute digital waivers that members sign electronically before participating in convoys or events. By signing a digital waiver through the Service, you acknowledge that your electronic signature constitutes a legally binding agreement to the terms of that waiver.

TrailConvoy provides waiver templates as a convenience. TrailConvoy does not provide legal advice and makes no representations about the legal sufficiency or enforceability of any waiver. Clubs are responsible for ensuring their waivers meet applicable legal requirements. Members should read waivers carefully before signing.

Signed waiver records are stored by the Service and made accessible to club administrators for compliance and record keeping purposes.

8. Dues, fees, and payments

The Service allows clubs to collect membership dues and fees from members through integrated payment processing. Payment processing is handled by third party payment processors. By submitting payment through the Service, you agree to the payment processor's terms and conditions.

Club administrators set dues amounts, billing schedules, and grace periods. TrailConvoy facilitates the collection but is not a party to the financial relationship between you and your club. Refund policies are determined by individual clubs.

TrailConvoy charges clubs setup fees and per member monthly fees for use of the platform. These fees are separate from any dues or fees your club may charge you.

9. Club administration and member data

Clubs on TrailConvoy are managed by designated administrators. Club administrators may access member information including profiles, dues status, waiver status, vehicle information, RSVP and convoy history, volunteer hours, badges, and other data relevant to club operations.

TrailConvoy is not responsible for how club administrators use member data. If you have concerns about how your club handles your information, contact your club leadership directly.

If you leave a club, the club may retain records of your participation, waivers, and transactions for their own compliance and record keeping purposes.

10. Fleet registry and vehicle information

The Service allows members to register vehicles in a fleet registry, including details such as make, model, year, modifications, equipment, and capabilities. This information may be used by club administrators and convoy leaders to assess vehicle suitability for specific trails or convoys.

You are responsible for the accuracy of vehicle information you provide. TrailConvoy does not verify vehicle information and is not responsible for decisions made based on fleet registry data.

11. License to use your images and content for marketing

You retain ownership of your User Content. However, by uploading, posting, or submitting User Content, you grant TrailConvoy a worldwide, non exclusive, royalty free, transferable, and sublicensable license to host, store, reproduce, modify, adapt, publish, translate, distribute, publicly perform, publicly display, and create derivative works from your User Content in connection with operating, improving, and promoting the Service.

This includes the right to use images uploaded to the Service for TrailConvoy marketing purposes, including print, outdoor advertising, and online marketing. You understand that TrailConvoy may use your uploaded images in promotional materials without compensation to you.

You may request removal of specific marketing uses by contacting support, but TrailConvoy cannot guarantee recall or removal of content already distributed or printed.

12. Sponsors, leads, and sharing your information by request

TrailConvoy may present sponsor offerings, product recommendations, and partner content. TrailConvoy may share limited personal information with a sponsor, such as your name, email address, phone number, and profile details, but only when you explicitly request or authorize that sharing by indicating clear interest in that sponsor's product or service.

TrailConvoy does not sell or provide your personal data for profit to unrelated third parties.

13. Privacy and data handling

Your use of the Service is also subject to our Privacy Policy. If there is a conflict between these Terms and the Privacy Policy, the Privacy Policy controls for matters related to privacy and personal data.

TrailConvoy may use standard analytics and security logging to protect the Service, prevent abuse, and improve performance.

14. Third-party links and services

The Service may link to third-party websites, products, or services. TrailConvoy does not control and is not responsible for third-party content, policies, or practices. Your dealings with third parties are between you and the third party.

15. Termination and enforcement

TrailConvoy may suspend or terminate your access to the Service at any time if we reasonably believe you have violated these Terms, created risk for other users, or harmed the Service. We may also remove or restrict content as needed to comply with the law or to protect users and the platform.

You may stop using the Service at any time. Certain sections of these Terms will continue to apply after termination, including content licenses, disclaimers, limitation of liability, and dispute terms.

16. Disclaimers

The Service is provided "as is" and "as available." TrailConvoy makes no warranties of any kind, express or implied, including warranties of merchantability, fitness for a particular purpose, and non-infringement. TrailConvoy does not warrant that the Service will be uninterrupted, error-free, or secure.

TrailConvoy does not guarantee the accuracy of member posts, routes, recommendations, or trip plans. You are responsible for verifying information and making your own decisions.

17. Limitation of liability

To the fullest extent permitted by law, TrailConvoy and Cactus Equity Group, LLC will not be liable for any indirect, incidental, special, consequential, or punitive damages, or any loss of profits, revenues, data, goodwill, or other intangible losses arising out of or related to your use of the Service.

To the fullest extent permitted by law, TrailConvoy's total liability for any claim will not exceed the amount you paid TrailConvoy for the Service in the twelve months before the event giving rise to the claim, or one hundred dollars, whichever is greater.

18. Indemnification

You agree to defend, indemnify, and hold harmless TrailConvoy and Cactus Equity Group, LLC, and their owners, officers, employees, contractors, and agents, from any claims, liabilities, damages, losses, and expenses (including reasonable attorneys' fees) arising out of or related to your use of the Service, your User Content, your interactions with other members or sponsors, or your violation of these Terms.

19. Changes to these Terms

TrailConvoy may update these Terms from time to time. If we make material changes, we will provide notice through the Service or by other reasonable means. Continued use of the Service after changes become effective means you accept the updated Terms.

20. Governing law and venue

These Terms are governed by the laws of the State of Arizona, without regard to conflict of law principles. You agree that any dispute arising out of or related to these Terms or the Service will be brought exclusively in the state or federal courts located in Maricopa County, Arizona, and you consent to personal jurisdiction in those courts.

21. Miscellaneous

If any part of these Terms is found unenforceable, the remaining provisions will remain in effect. These Terms, together with any policies referenced here, represent the entire agreement between you and TrailConvoy regarding the Service.

22. Contact

Questions about these Terms or how TrailConvoy works? Get in touch.