Terms of Service

1. The service

Lepanto lets an organization plan door-to-door outreach (turfs, service areas, forms), lets its canvassers (volunteers, sales reps or staff) record what happened at each door from a phone, and shows managers the results. We host the software; you decide who in your organization uses it and what they collect.

2. Accounts and roles

• An organization admin creates the organization and is responsible for it, including everyone they invite or admit with a join code.
• Keep credentials private. You are responsible for activity under your account. Tell us at hello@lepantomaps.com if you believe an account has been compromised.
• You must be at least 18 to create an organization. Canvassers under 18 may use the app only under the supervision of an adult in your organization.

3. Your data and our role

Data you and your team enter into Lepanto — contact records, addresses, form responses, notes, voice transcripts, photos, and canvasser location pings (“Customer Data”) — belongs to your organization. You are the data controller; we process it on your behalf and under your instructions, as described in the Data Processing Terms below and in our Privacy Policy.

You are responsible for having a lawful basis to collect what you collect at the door, for telling residents what you are doing with their information where the law requires it, and for the accuracy of anything your team enters.

4. Aggregate and structural data

Lepanto gets better for everyone when it knows which addresses are not homes. Structural facts about an address — for example that it is vacant, demolished, a business, or not reachable — may be combined across organizations, reviewed by us, and shown to other Lepanto customers as hints. These hints never identify your organization, your team, or any resident. Anything about a person or about your relationship with a resident (names, responses, notes, do-not-contact requests, safety reports beyond a verified structural fact) stays private to your organization and is never shared this way. The Privacy Policy describes this in more detail.

5. Acceptable use

• Follow the laws that apply to door-to-door activity where you canvass, including local solicitation ordinances, do-not-knock registries, and rules for political or charitable outreach.
• Honor a resident’s request not to be contacted. The service gives you tools to record and enforce these; using them is your obligation.
• Do not use the service to harass, intimidate, discriminate against, or surveil residents, or to collect data you have no legitimate purpose for.
• Do not upload malware, attempt to access other organizations’ data, probe or load-test the service without permission, or resell access.
• Do not use canvasser location data for anything other than coordinating and verifying field work. Tell your team that their location is recorded while they canvass.

We may suspend an account that we reasonably believe is violating these rules. We will tell you why unless the law prevents it.

6. Billing, trials, and refunds

• New organizations start on a free trial, which includes one live campaign at a time. When the trial ends without a paid subscription, and after a short grace period, the organization’s managers can view and export but not change campaigns, turfs or settings until it is paid; canvassers can keep recording visits. Existing data stays readable and exportable for 90 days after planning pauses, then it is permanently deleted (section 9).
• There is one plan, and nothing in it is feature-limited. It is billed monthly in advance, or yearly in advance if your order says so. The price is stated at the time you subscribe.
• You may cancel at any time. Cancellation takes effect at the end of the current billing period; you keep access until then. We do not prorate or refund partial periods unless the law where you are requires it.
• If we materially reduce what your plan includes, you may cancel and we will refund the unused portion of the current period.
• Pilot and early-access arrangements agreed in writing override this section for the period they cover.

7. Availability and changes

We aim to keep the service available around the clock but do not guarantee uninterrupted operation. We may change or retire features with reasonable notice to account holders. Field data you have captured is never removed by a feature change; it stays exportable.

8. Intellectual property

We own the Lepanto software, design, and brand. You own your Customer Data. You give us the limited permission needed to host, back up, display, and process it to run the service for you, and the permission described in section 4 for structural address facts.

9. Termination and data return

You can close your organization at any time by emailing hello@lepantomaps.com. On request we will provide an export of your Customer Data in a common format (CSV, and images as files) and, once the export is confirmed, delete it from our live systems within 30 days and from backups within 60 days. If your subscription ends, or your trial ends unpaid, and you do not renew, your Customer Data stays readable and exportable for 90 days after planning pauses. We email your organization’s admins when planning pauses and again 30 days and 7 days before the end of that period, then permanently delete it, photos and signatures included; renewing before then keeps everything. We keep a record of the organization and its invoices. We may terminate for a material breach of these terms that is not cured within 14 days of notice, or immediately for a serious violation of section 5.

10. Warranties and liability

The service is provided “as is.” We do not warrant that address and building data shown on the map are complete or current; it is reference data, and your team’s field corrections are how it improves. To the fullest extent permitted by law, our total liability for any claim relating to the service is limited to the amount you paid us in the 12 months before the claim, and we are not liable for indirect or consequential losses. Nothing here limits liability that cannot be limited by law.

11. Governing law and disputes

These terms are governed by the laws of the State of California, without regard to conflict-of-law rules. Before either of us starts formal proceedings we agree to try to resolve the issue by talking it through for at least 30 days. Courts in San Diego County, California have exclusive jurisdiction over anything that cannot be resolved that way.

12. Changes to these terms

We may update these terms. For material changes we will email organization admins at least 14 days before they take effect. Continuing to use the service after that date means you accept the updated terms.

A. Scope and instructions

We process Customer Data only to provide, secure, support, and improve the service as described in these terms and the Privacy Policy, and on your documented instructions given through the service or in writing. We will tell you if we believe an instruction breaks the law.

B. Categories of data and people

• Residents and contacts: name (if collected), address, form responses, notes and voice transcripts, outcome of each visit, do-not-contact status.
• Your canvassers and staff: name, email, role, device location while canvassing, submissions and their timestamps.
• Your organization’s admins: name, email, billing contact.

C. Sub-processors

We use the following providers to run the service. We will give organization admins at least 14 days’ notice by email before adding one, and you may object on reasonable data-protection grounds.

• Railway (application hosting and database), United States.
• Vercel (web front-end hosting and edge network), United States.
• Groq (speech-to-text for voice notes; audio is processed and not retained by Groq per its API terms), United States.
• Resend (transactional email — invitations, password resets, notifications), United States.
• Twilio (phone numbers on Lepanto cards: it connects calls, carries texts and sends alert texts; it sees the numbers and the words of a text), United States.
• Sentry (error reporting; may see request metadata and, rarely, fragments of data included in an error), United States.
• PostHog (product analytics — page and feature usage by your team, not resident data), United States.
• Esri and OpenFreeMap (map tiles; they see which map area is being viewed and the viewer’s IP address, never your records), United States and Europe.
• Photon by Komoot (place search as you type; it receives the place name typed into the search box), Germany.
• Stripe (payments, once billing is switched on; card details go to Stripe and never to us), United States.

D. Security

We encrypt data in transit (TLS), isolate each organization’s data by organization identifier at the database query level, hash passwords, scope every API request by the caller’s role, rate-limit authentication, run automated dependency and secret scanning, and take regular database backups that are verified by restoring them before they are kept. Only the operator of Lepanto has production access, and it is used for support and maintenance.

E. Confidentiality, assistance, and audits

We keep Customer Data confidential and do not use resident-level data for our own purposes. We will help you respond to access, correction, and deletion requests from residents or members of your team within a reasonable time, and provide the information you reasonably need to demonstrate compliance. Where an audit is required by law, we will cooperate on reasonable notice at your cost.

F. Breach notification

If we become aware of unauthorized access to Customer Data we will notify organization admins without undue delay, and in any case within 72 hours, with what we know and what we are doing about it.

G. Deletion and return

On termination we return or delete Customer Data as described in section 9. Deletion is soft-deletion first (marked as removed, unavailable to any user) followed by hard-deletion on the schedule above. Aggregate structural address facts described in section 4 are not personal data and are not deleted on termination.

H. International transfers

Customer Data is stored in the United States. If your organization is outside the United States and a legal transfer mechanism is required, contact us and we will put the appropriate standard contractual terms in place.