Terms of service
These terms are between you and SummerTrack. You accept them when you create an account, and again each time you use the service. If you are creating an account on behalf of a school, district or other organisation, you confirm you are authorised to bind it, and “you” means both you and that organisation.
If you do not agree to these terms, do not create an account. If you have one already, you can delete it at any time in Settings → Your data.
1. Accounts
You need a working email address, and it must be one you control — we send a confirmation link before an account can be used, and account recovery goes to the same place. Keep your details accurate and keep your password to yourself. You are responsible for what happens under your account, including anything done by someone you gave access to.
Students must be at least 13 to register themselves, and the student signup form asks you to attest to that. A counselor or a parent may create a record about a younger student, but they take on responsibility for having a basis to do so — see section 3.
We may suspend or close an account that is being used to break these terms, that is impersonating someone, or that is being used to reach records the person behind it has no right to see.
2. Acceptable use
Do not:
- upload personal data about anyone you have no right to hold or share — this is the one that matters most, because most of what you put in is about minors;
- attempt to read, modify or delete records belonging to another account, institute or family, or probe the service for ways to do so. Report what you find instead — see Data protection;
- bulk-extract, scrape, mirror, resell or redistribute the program catalog, or use it to build a competing directory. Exporting your own roster, your own students and your own collections is expressly fine, and is what the export features are for;
- use automated means to create accounts, consume AI credits, or send mail through the sharing features;
- send anything through our email features that is unsolicited marketing, or that you would not be comfortable having attributed to you — outgoing share emails carry your name, your branding and your address as the reply-to;
- reverse-engineer, interfere with or overload the service, or work around its rate limits, credit metering or access controls.
3. Student records and your responsibility
SummerTrack is a workspace for records you already hold. When you enter a student’s name, grade, GPA, activities or your own notes about them, you confirm that you have the authority to do so — under your school’s policies, your agreement with the family, or the law that applies to you, whichever governs your situation.
Where a school or district is the controller of its student records, it stays the controller. We process those records on its instructions, as described in the Privacy policy. We are not a compliance product, and we do not determine what a school is permitted to collect or to share.
Sharing is yours to set. A shortlist or an application tracker is withheld from a student and from their guardians until you turn the relevant switch on, and each switch is a separate decision. Keeping those settings right — including revoking access when a student leaves your caseload — is your responsibility, not ours. The sharing guide sets out exactly who can see what.
You keep ownership of everything you put in. You grant us the permission we need to host, store, back up, transmit and display it in order to run the service for you, and nothing beyond that. We do not sell it, and we do not use student records to train models or to market to anybody.
4. Institutes
An institute groups counselors under one or more institute admins. An institute admin can see every member counselor’s students, shortlists and notes. That is the purpose of the role and it is not adjustable per counselor, so adding a counselor to an institute — or naming someone as its admin — is a deliberate grant of access to other people’s working records. Decide accordingly.
A counselor’s private program notes and tags are the exception: they stay owner-only, including from the institute admin.
Institutes are not self-serve. We create them in response to a request at Request access, precisely because a squatted institute name plus a plausible invitation would otherwise be a route into another counselor’s student data.
An institute admin can set email branding that its counselors inherit, cap each member’s monthly AI credit use against the shared pool, and manage the institute’s subscription. While an institute holds a live subscription, its counselors draw on that shared pool rather than on personal balances.
5. Subscriptions and credits
The catalog, the roster, shortlists, collections, the application tracker, sharing and export are available on every account. Credits fund the AI features only. One credit is spent per model run, and re-running a recommendation spends another. A cached result costs nothing, and a run with no candidates left to rank costs nothing.
There are two kinds of credit, and they behave differently:
- Plan credits come with a subscription and reset at the start of each billing cycle. They do not accumulate — an unused plan credit is gone when the cycle turns over.
- Top-up credits are bought outright in a one-time payment and roll over indefinitely. They are not tied to a subscription and they survive cancelling one.
A run draws on plan credits first and falls back to top-ups, so the balance that expires is always spent before the balance that does not. Every grant, spend and refund is written to a credit ledger, which you can download in full from Settings → Your data.
Subscriptions renew automatically until cancelled. You can cancel at any time through the billing portal in Settings; access continues to the end of the period you have already paid for and does not renew after that. Prices, plan sizes and credit allowances are shown at the point of purchase and may change, with any change taking effect at your next renewal.
If a payment fails, the subscription moves to past due and your existing balance is left alone — top-ups were paid for separately, and any remaining plan credits belong to the cycle you already paid for. No further plan credits are granted while a payment is outstanding, so the account simply runs down while the card is retried. Fix the payment method in the billing portal; if your account draws on an institute pool, only the institute admin can do that.
6. Refunds
Credits are consumed the moment a model run starts. If a run fails on our side, the exact credits it spent are returned automatically — you do not need to ask.
Beyond that: subscription fees already charged are not refunded when you cancel mid-cycle, and unused plan credits have no cash value. Top-up packs are non-refundable once the credits have been added to your balance. None of this displaces a refund right you have under the law where you live, and we would far rather hear from you than have you dispute a charge — write to hello@summertrack.app and we will look at it.
7. The catalog is a research aid, not an authority
Program records are compiled from the programs’ own published pages and from public directories, then checked against a fixed schema. They are maintained honestly and they are still secondhand. Deadlines move, costs change, eligibility narrows and sessions get cancelled, and the program is under no obligation to tell us.
So: verify on the program’s own website before a student relies on anything. Every record links straight to it, and every record shows when it was last checked. We do not warrant that a catalog entry is accurate, complete or current, and we are not responsible for a missed deadline, a rejected application, or a decision taken on the strength of an entry.
The same applies, more strongly, to AI recommendations. They are a ranking of catalog rows against a student profile — a starting point for your judgement, not admissions advice, not a prediction, and never a substitute for reading the program’s own requirements.
We are not affiliated with the programs in the catalog, we do not endorse them, and we receive no payment for including or ranking any of them. Listing is not a recommendation. See About for how records are sourced, and why fields are left blank rather than guessed.
8. Content you contribute to the catalog
If you author a program record and publish it beyond your own account, it becomes part of the shared catalog that other counselors use. Those records stay in the catalog if you later delete your account, with your name removed from them — they are reference material other people now depend on, not personal data about you. Private programs, private notes and private tags are yours alone and go with your account.
9. Ending it
You can delete your account yourself at any time, immediately, in Settings → Your data. There is no grace period and no restore, so download your data first if you want a copy.
Deletion does not always take the student records with it, and it is sometimes blocked outright — a record a family is actively using cannot be destroyed by the counselor walking away from it, and it cannot be quietly orphaned either, because that would widen who can read the notes on it. The dialog shows you every record by name, under the outcome it will get, before you confirm. The privacy policy sets out each case.
We may suspend or terminate an account for a serious or repeated breach of these terms, for non-payment, or where we are required to. Where it is safe and lawful to do so, we will tell you first and give you a chance to export your data.
10. Changes
We develop the service continuously, and features may change or be withdrawn. When we change these terms substantively we update the date at the top of this page, and for changes that affect your rights or what you pay we tell account holders by email before they take effect. Continuing to use the service after that is acceptance.
11. Disclaimers and liability
The service is provided as it is. We work hard on the security and integrity of what you store here — the Data protection page describes exactly how — but we do not warrant that it will be uninterrupted or error-free, or that any given catalog record is correct.
To the fullest extent the law allows, we are not liable for indirect or consequential loss, for lost opportunities or outcomes, or for data you lost because you did not keep your own copy. Our total liability to you for any claim is limited to what you paid us in the twelve months before the claim arose. Nothing here limits liability that cannot be limited by law.
12. Contact
Questions about these terms go to hello@summertrack.app. Questions about personal data go to the address in the Privacy policy.