This Cookie Policy explains how Canopy Systems LLC ("we", "us", or "our") uses cookies and similar tracking technologies on https://canopy.cx/. It covers what cookies are, why we use them, the legal basis for doing so, and your rights and choices.
This policy applies to all users of the Site globally. Users in the EU, EEA, UK, California, and certain other US states may have additional rights, which are described in the relevant sections below.
A full technical inventory of cookies and trackers detected on this site is maintained separately in our Cookie Declaration.
This policy should be read alongside our Privacy Policy.
Cookies are small text files placed on your device when you visit a website. They allow websites to recognised your device and remember information about your preferences or past actions. Similar technologies we may use include:
For simplicity, all of these are referred to collectively as "cookies" throughout this policy.
We use four categories of cookies, as described below.
The full list of specific cookies within each category is available in our Cookie Declaration.
These cookies are strictly required for the website to operate. They support core functions including security, session management, load balancing, and storing your consent preferences. They cannot be disabled and do not require prior consent in most jurisdictions, as they are essential to the service you have requested.
These cookies help us understand how visitors interact with the site. They collect aggregated data such as pages visited, session duration, traffic sources, and device types. This information is used solely to improve site performance and usability.
These cookies track your browsing activity to build a profile and serve relevant advertising. They may be set by us or by third-party advertising partners. Disabling them will not stop advertising but ads shown will be less targeted.
These cookies enable enhanced functionality and personalisation, such as remembering your language, region, or interface settings. Disabling them may affect your experience but will not prevent you from using the site.
We do not intentionally collect special category data — such as information about health, biometric identifiers, racial or ethnic origin, religious beliefs, or sexual orientation. Please do not submit this type of information through our website or services.
Depending on the technology used, cookies and similar technologies may process personal data including:
This data may be processed by us or by third-party service providers integrated into the site. The nature and extent of data processed depends on which cookie categories you consent to. Third-party providers process data in accordance with their own privacy policies, which are linked in our Cookie Declaration.
Under the EU GDPR, UK GDPR, and the ePrivacy Directive, we must have a valid legal basis for placing cookies on your device. The legal bases we rely on are:
You have the right to withdraw consent at any time without affecting the lawfulness of processing carried out before withdrawal.
When you first visit our website, a cookie consent banner will be displayed. Non-essential cookies will not be activated until you provide consent. You may accept all, reject all, or customize your preferences by category. Pre-ticked boxes and implied consent are not used — your consent is always explicit and freely given.
You can update or withdraw your consent at any time via our cookie preference centre: Open Preferences Centre
Consent records — including what was consented to, when, the method used, and the policy version in effect — are logged and retained for 5 years to enable us to demonstrate compliance with our consent obligations.
Your consent preferences are stored for 12 months, after which you may be asked to renew them.
Some browsers transmit a Do Not Track signal. There is currently no universally accepted standard for responding to DNT signals. Our site does not respond to Do Not Track signals because there is currently no common industry or legal standard for those signals.
You can also manage cookies directly through your browser:
Restricting cookies may affect the functionality of this and other websites.
We may update this Cookie Policy to reflect changes in technology, legal requirements, or our data practices. The "Last updated" date will be revised accordingly. Where changes are material, we will notify you via a prominent notice on the site or through the consent banner.
Company: Canopy Systems LLC
Privacy contact: legal@canopy.cx
Email: legal@canopy.cx
Address: 542 Rutile Dr, Ponte Vedra Beach, Florida 32082, United States
Canopy Systems LLC — Terms of Service
Effective date: July 29, 2026 · Last updated: July 29, 2026 · Version 1.0
These Terms of Service ("Terms") are a legal agreement between Canopy Systems LLC, a Florida limited liability company ("Canopy," "we," "us"), and the organization that registers for or uses the Canopy platform (the "Customer," "you"). By creating an account, signing an Order Form, or using the platform, you agree to these Terms. If you accept on behalf of an organization, you represent that you are authorized to bind it.
Which means: a club (or whoever signs up for the club) is the Customer, and the person clicking "accept" must have authority to commit the club.
If you do not agree, do not use the platform. If a signed master agreement exists between you and Canopy, that agreement controls where it conflicts with these Terms.
Subject to these Terms and your Order Form, Canopy grants you a non-exclusive, non-transferable, revocable right to access and use the Platform during the subscription term for your internal business operations and to serve your Members and Guests.
You will not:
We may update the Platform over time. We will not materially reduce the core functionality of a paid subscription during a paid term without notice.
You must provide accurate account information and keep it current. You are responsible for activity under your account and for safeguarding credentials.
You are responsible for your Authorized Users' compliance with these Terms. Accounts may not be shared.
You are responsible for how you run your club on the Platform. In particular, you will:
Which means: Canopy is the toolset. You decide how to use it with your members, and you're responsible for following the laws that apply to your club.
As between the parties, you own Customer Data. You grant Canopy a license to host, process, and use Customer Data solely to provide and support the Platform and as permitted by the DPA.
For Customer Data about your Members, Guests, and staff, you are the controller and Canopy is the processor, as governed by the DPA, which is incorporated into these Terms. Canopy's handling of data it controls is described in the Privacy Policy.
Canopy will not use Customer Data to train AI models except as permitted by the DPA (which is restrictive by default).
Which means: your data is yours; we only use it to run the service for you, and we don't train AI on it unless the DPA says we can.
The Platform includes AI-assisted features (such as the AI email builder, with an AI document editor planned). These features generate suggested content based on the inputs you provide.
AI output may be inaccurate or incomplete. You are responsible for reviewing AI-generated content before relying on or sending it, and for ensuring it complies with these Terms, the AUP, and applicable law. AI features are provided as part of the Platform and carry no separate warranty.
Which means: the AI helps you draft, but a human at your club should check what it produces before it goes out.
You must have a person review AI-generated content before it is sent to Members, Guests, or staff, or used for any billing, financial, legal, or other regulated communication. Do not rely on AI output for those communications without human review.
Card payments are processed by Stripe using Stripe Connect. Your club accepts payments through its own Stripe connected account; card data is entered directly into Stripe-hosted fields, Canopy does not collect, store, or transmit full card numbers, and payment funds settle to your connected account rather than through Canopy. Your use of Stripe is subject to Stripe's own terms.
If you connect a third-party integration and direct your data to it, that service operates on your instructions under its own terms, and Canopy is not responsible for it.
Where your club offers stored-value or account balances to Members, you administer that program and are responsible for compliance with applicable gift-card, stored-value, unclaimed-property/escheat, and money-transmission laws. Funds associated with Member payments are processed by Stripe and settle to your connected account; Canopy does not hold, receive, or transmit those funds.
You will pay the fees in your Order Form. Except as stated in these Terms or required by law, fees are non-refundable.
Fees are billed as set out in the Order Form. Late amounts may accrue interest and may lead to suspension after notice.
Fees are exclusive of taxes, which you are responsible for except for taxes on Canopy's income.
Unless the Order Form says otherwise, subscriptions renew for successive terms equal to the initial term. Canopy will give at least 30 days' notice before a renewal takes effect of any increase in fees, and either party may elect not to renew by giving notice before the end of the then-current term as described in the Order Form.
We may offer free or trial access in our discretion and may modify or end it at any time. Trial access is governed by these Terms.
Features identified as beta, early access, evaluation, or preview ("Beta Features"), including pre-general-availability use of the Platform, are provided "as is," may be changed or withdrawn at any time, and are excluded from any service-level commitments and warranties. To the extent permitted by law, Canopy has no liability arising from Beta Features.
These Terms apply while you have an active account or Order Form.
Either party may terminate for the other's material breach not cured within 30 days after written notice.
We may suspend access for non-payment, security risks, or AUP violations, using reasonable efforts to give notice.
On termination, your right to use the Platform ends. Export and deletion of Customer Data are handled as described in the DPA.
Canopy and its licensors own all rights in the Platform, documentation, and related technology. No rights are granted except as expressly stated.
If you give feedback or suggestions, you grant Canopy a perpetual, royalty-free license to use it without restriction.
"Canopy" and related marks are Canopy's; you may not use them without permission.
You will comply with Canopy's Acceptable Use Policy, which is incorporated into these Terms and may be updated from time to time.
Each party may access the other's confidential information and will protect it with reasonable care, use it only to perform under these Terms, and not disclose it except to personnel and advisors who need it and are bound by confidentiality. This excludes information that is public, independently developed, or rightfully received from a third party.
Each party warrants it has authority to enter into these Terms.
EXCEPT AS EXPRESSLY STATED, THE PLATFORM IS PROVIDED "AS IS" AND "AS AVAILABLE." CANOPY DISCLAIMS ALL IMPLIED WARRANTIES, INCLUDING MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT, AND DOES NOT WARRANT THAT THE PLATFORM WILL BE UNINTERRUPTED OR ERROR-FREE.
NEITHER PARTY WILL BE LIABLE FOR INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, OR FOR LOST PROFITS, REVENUE, OR DATA, ARISING FROM THESE TERMS.
EXCEPT FOR THE MATTERS LISTED IN §16.3, EACH PARTY'S TOTAL AGGREGATE LIABILITY ARISING FROM THESE TERMS WILL NOT EXCEED THE TOTAL FEES PAID OR PAYABLE BY THE CUSTOMER TO CANOPY IN THE TWELVE (12) MONTHS BEFORE THE EVENT GIVING RISE TO THE CLAIM.
The exclusion in §16.1 and the cap in §16.2 do not apply to:
Canopy will defend you against third-party claims that the Platform infringes intellectual-property rights, and pay resulting costs finally awarded, subject to standard exclusions.
You will defend Canopy against third-party claims arising from Customer Data or your use of the Platform in violation of these Terms.
The indemnified party gives prompt notice and reasonable cooperation; the indemnifying party controls the defense.
Canopy may identify your club as a customer, using your name and logo, in its marketing materials only with your prior consent (which you may give or decline in the Order Form). Because many clubs are private, consent is opt-in, not automatic.
You may withdraw consent at any time by emailing legal@canopy.cx, and Canopy will stop new uses within a reasonable time.
These Terms are governed by the laws of the State of Florida, without regard to conflict-of-laws rules.
The state and federal courts located in St. Johns County, Florida have exclusive jurisdiction, and each party consents to that venue.
TO THE EXTENT PERMITTED BY LAW, EACH PARTY WAIVES ANY RIGHT TO A JURY TRIAL.
We may update these Terms from time to time. For material changes, we will provide reasonable notice (e.g., email or in-product notice). Changes take effect as stated in the notice, and continued use after the effective date means you accept the updated Terms.
Canopy Systems LLC · 542 Rutile Dr, Ponte Vedra Beach, FL 32082, United States · legal@canopy.cx