Terms of Service

These Terms of Service (“Terms”) are an agreement between you and Cubed Technologies, LLC, a Texas limited liability company (“Coverling,” “we,” “us”). They govern your use of the Coverling website and the Coverling scheduling application (together, the “Service”).

What counts as acceptance. Before you can use your account, Coverling shows you these Terms and asks you to check a box that says you agree and then choose “Accept and continue.” That is how you accept these Terms. When we change the Terms, we ask you to accept the new version the same way before you keep using your account. If you use the Service for a school district or another organization, you also accept these Terms for that organization.

When a district has a signed agreement. Many districts sign a separate agreement with Coverling, such as a pilot agreement, order form, master agreement, or data privacy agreement (a “District Agreement”). In these Terms, a “district” means the school district or other organization that uses the Service for its workforce. If a District Agreement conflicts with these Terms, the District Agreement controls for that district and its users.

Substitutes and other workers. If a district invites you to use Coverling as a substitute or other worker, these Terms cover your use of the app. The terms of your work, including pay, conduct, and eligibility, are between you and the district.

You must be at least 18 years old to create a Coverling account. You must also be able to form a binding contract.

Access comes through an organization. Coverling is not open for individuals to join on their own. You get access in one of these ways:

• Through your district. A district invites you, approves your request to join, or lets you sign in through its single sign-on. You cannot give yourself access to an existing district’s workspace. A request to join goes to that district’s administrators for a decision.
• By setting up a new district workspace. A person authorized to act for a district may set up that district’s workspace. Coverling checks the request. If your verified work email matches the district’s official web domain, setup can complete right away. Otherwise, a person must review it first.
• As a service partner. An organization that helps districts run Coverling may apply to be a service partner. Partners must be verified, and a district must agree before a partner can help manage it.

Authority for an organization. If you accept these Terms, set up a workspace, or subscribe for a district or other organization, you confirm that you are authorized to bind it. If you are not authorized, do not accept or use the Service for that organization.

Where the Service is offered. Coverling is offered only to organizations in the United States and their staff and workers.

Signing in. You sign in through our sign-in provider. You can use your email address (by link or code), a passkey, your Google account, or your district’s single sign-on where the district has set it up.

Keeping your account secure.

• Keep your email account, passkeys, and devices secure.
• Do not share your account. Each account is for one person.
• You are responsible for activity under your account unless it results from our failure to meet our security obligations.
• Tell us right away at legal@coverling.com if you think someone else has used your account.

The district decides who has which role. District administrators decide who can use the district’s workspace, what role each person has, and the sites (such as schools) each person can work at. Roles include administrator, coordinator, staff who request coverage, payroll, and read-only reviewer. A person’s role decides what they can see and do. A district can change or remove anyone’s access at any time. Coverling does not decide who works for a district.

Invitations. An invitation link for a substitute or other worker expires after 7 days, and the district can withdraw it. Sending a new invitation cancels the earlier link. An administrator invitation from a service partner, for the partner’s own team or for a district it sets up, is tied to an email address instead of a link. It expires after 30 days. Until then, it takes effect when the person signs in with that email after the organization is verified. When an administrator adds a team member to a workspace, that access does not expire. It lasts until an administrator removes it.

When you leave an organization. When your work with a district ends, the district should remove or deactivate your access. The district’s records about your work, including assignments, time, and payroll, stay with the district. They are kept as the District Agreement and the law require. If you work with other districts, your sign-in stays active for them. To close your account entirely, email legal@coverling.com or contact your district. We confirm closure within 30 days.

Service partners. If a district accepts a service partner, the partner’s administrators can manage certain district setup settings and decide requests to become a district administrator. The district can end the partnership at any time.

You agree not to:

• Misuse worker contact information. Use names, email addresses, and phone numbers from Coverling only to coordinate work for the district. Do not use them for marketing, recruiting for another business, harassment, or passing them to others.
• Upload information you are not allowed to share, or information the Service is not built to hold. This includes Social Security or tax ID numbers, bank details, government ID numbers, background-check results, medical details beyond the district’s absence reason codes, and student information.
• Scrape or harvest data. Do not copy data with bots, crawlers, or other automated tools, except through export features we provide.
• Interfere with the Service. Do not:
  • get around security, access controls, or usage limits;
  • try to reach another organization’s data;
  • upload malicious code;
  • overload or disrupt the Service; or
  • probe or test the Service for vulnerabilities without our written permission, except as described under “Good-faith security research” below.
• Copy or rebuild the Service. Do not reverse engineer, decompile, or copy the Service, except as the law allows despite this restriction.
• Misrepresent who you are. Do not pretend to be another person, district, or organization, or claim authority you do not have.
• Use Coverling for decisions it is not designed to support. Coverling matches substitutes the district has approved and who are available to open shifts, then records the resulting work. It does not screen workers, check credentials, run background checks, rate performance, or decide pay eligibility. Do not use Coverling data or results as the only basis for hiring, firing, discipline, pay, or other decisions with legal or similar effects on a person. Do not use Coverling in any way that breaks employment, labor, or anti-discrimination law. If you exclude a worker from a site, the reason must be lawful and legitimate.
• Break the law or others’ rights, or help anyone else do so.
• Resell the Service. Do not resell, sublicense, or provide the Service to anyone outside your organization without our written permission.

Good-faith security research. If you find a security problem in the Service, report it promptly to legal@coverling.com. We will not pursue legal claims against you for good-faith research that you report promptly, as long as you do not access other people’s data beyond what is needed to show the problem, degrade the Service, or violate anyone’s privacy.

Coverling is scheduling software, not an employer. Coverling does not employ any substitute or other worker. It is not a joint employer, staffing agency, or agent for any worker. Coverling does not hire, place, supervise, or pay workers, and it does not move money for payroll.

The district is responsible for its workforce. The district is responsible for:

• hiring;
• screening, including background checks, license and credential checks, and required training;
• deciding who is eligible to work;
• supervising workers;
• paying wages and handling payroll taxes and benefits; and
• following employment and labor laws.

Coverling does not screen workers. Districts screen workers outside Coverling. When a district adds a worker, the district confirms the worker is eligible, and Coverling relies on that confirmation. Coverling does not check whether it is true and makes no promise about any worker’s qualifications, background, or conduct.

Payroll files are the district’s responsibility. Coverling builds time-off and substitute-pay files from records in the Service. Coverling checks the files for errors before they can be downloaded. District payroll staff then review, download, and import the files into the district’s own payroll system. The district is responsible for:

• reviewing each file before importing it;
• the accuracy of the records it approves; and
• the payroll it runs.

For substitutes and other workers.

• An offer, and your acceptance of it, is an arrangement between you and the district.
• District policies govern cancellations, attendance, and pay.
• Coverling does not guarantee that you will receive any offers or any amount of work.

Coverling’s handling of personal information is described in the Privacy Policy.

What “Customer Data” means. Customer Data is information a district, or someone acting for it, puts into the Service. It includes rosters, absences, shifts, assignments, availability, time entries, and payroll records.

The district owns its Customer Data. Between the district and Coverling, the district owns its Customer Data. When a worker enters availability or preferences for a district, that information becomes part of that district’s records.

The license Coverling needs. The district grants Coverling a limited, non-exclusive license to host, copy, process, send, and display Customer Data. Coverling may use this license only to:

• provide, secure, and support the Service;
• improve the Service; and
• do anything else the District Agreement allows.

Coverling may also create and use summary (aggregated) or anonymized (de-identified) data that identifies no person or district, such as average fill rates, but only in that form.

Data-processing terms. For Customer Data, Coverling acts as the district’s service provider (processor). These terms apply to any district that has not signed its own data privacy agreement. Coverling:

• processes Customer Data only to provide the Service and as the district instructs;
• does not sell Customer Data or use it for advertising;
• requires its service providers to protect Customer Data; and
• follows any District Agreement or DPA the district has signed.

Coverling support access. To provide support and fix problems, a small number of Coverling staff may open a district’s workspace with the same rights as its administrators, without becoming members of the district. This access is recorded in the audit log as described in the Privacy Policy.

The district’s responsibilities. The district is responsible for:

• having the right to put its Customer Data into the Service;
• giving its staff and workers any notices the law requires;
• the accuracy of its records; and
• not uploading the kinds of information listed under “Acceptable use.”

Substitutes and other workers do not pay. Coverling does not currently charge individual substitutes or workers to use the Service. Subscriptions are billed to districts.

Free pilots and trials. Coverling may offer a district a free pilot or free trial. The length, scope, and conditions are set in the pilot or trial offer or in the District Agreement. Unless the offer or the District Agreement says otherwise:

• a pilot or trial lasts about three months;
• when it ends, the workspace becomes read-only until a subscription starts;
• there is no automatic charge unless the district has added a payment method and received advance notice; and
• the pilot or trial is provided “as is,” with no service-level commitment.

Paid subscriptions. After a pilot or trial, continued use may require a paid subscription. Subscriptions may be priced per organization or per site. Current prices and the billing frequency are shown at checkout or in the district’s order form, not in these Terms. A district that signs an order form may pay by invoice and purchase order under that order form. Paid billing is not turned on yet.

Payment processing. Card payments go through a secure checkout page hosted by our payment processor. Coverling never receives full card numbers.

Paid subscriptions renew automatically at the price and billing frequency shown at checkout until cancelled. To request cancellation, email legal@coverling.com from your organization administrator account. Include your organization name; do not include payment-card details. Cancellation takes effect at the end of the current billing period.

Taxes. Fees do not include taxes. The district pays any applicable taxes other than taxes on Coverling’s income. A tax-exempt district should provide its exemption certificate.

Refunds. Fees are not refunded for partial billing periods, unless the law or the District Agreement requires a refund.

Price changes. We will give at least 30 days’ notice of a price change before the next renewal.

If a payment fails. If a payment fails, the subscription becomes past due and district administrators see a notice in the app. After a 14-day grace period, the workspace becomes read-only:

• users can still sign in and view records;
• users can still download payroll files that were already generated;
• administrators can still update billing; but
• no one can make changes, such as posting shifts or creating new payroll batches, until billing is fixed.

A cancelled subscription also makes the workspace read-only. Non-payment alone does not cause Coverling to delete a district’s data.

Availability. We use commercially reasonable efforts to keep the Service available and reliable. However, we do not promise that it will be uninterrupted or error-free. These Terms include no uptime commitment unless a District Agreement includes one.

Do not rely only on email. The Service depends on email delivery, internet access, and outside providers such as our sign-in provider. Notification emails can be delayed or lost. Districts and workers should confirm urgent coverage another way when it matters.

Planned maintenance. We announce planned downtime during the district’s working hours in advance, by email to district administrators or in the app.

Product changes. We may add, change, or remove features. We post product updates in our public changelog. We will give at least 30 days’ notice before a material reduction in functionality that districts depend on.

Support. Email legal@coverling.com for help. We provide support on business days and aim to send a first response within one business day. Substitutes and other workers should contact their district first about assignments, schedules, or pay.

To report content you believe infringes copyright, email legal@coverling.com with the location of the content and a description of your work.

Coverling’s rights. Coverling and its licensors own the Service, including its software, design, content, and the Coverling name and logo. These Terms give you no rights except those stated here.

Your right to use the Service. As long as you follow these Terms and any fees are paid, Coverling grants:

• the district and its authorized users a limited, non-exclusive, non-transferable, revocable right to use the Service during the subscription or pilot, for the district’s own internal operations; and
• individual workers the same kind of right, to use the Service for their work with districts.

Restrictions. Except as these Terms allow, you may not copy, modify, or build on the Service, or use the Coverling name or logo. You may not use the Service to build a competing product.

Customer Data. Customer Data remains the district’s, as described in “Customer data and privacy.”

Feedback. If you send us ideas or suggestions, we may use them without owing you anything.

Open-source software. Some parts of the Service use open-source software, which is covered by its own licenses.

Disclaimer. To the extent the law allows, the Service is provided “as is” and “as available.” Coverling disclaims all warranties, express or implied. This includes warranties of merchantability, fitness for a particular purpose, and non-infringement.

Coverling does not promise that:

• coverage will be found for any absence;
• any offer or notification will reach its recipient; or
• payroll files will be free of errors.

The district must review payroll files before importing them.

Limitation of liability. To the extent the law allows, Coverling is not liable for indirect, incidental, special, consequential, or punitive damages. This includes lost profits, lost data, or business interruption. Coverling’s total liability for all claims about the Service is limited to the fees the district paid in the 12 months before the claim. For free pilots, trials, and individual users, it is limited to US$100.

Some states do not allow certain disclaimers or limits. In those states, these terms apply only as far as the law allows.

If you want to stop.

• Individual users may stop using the Service at any time and ask us to close their account.
• A district may cancel as its District Agreement allows. Without a District Agreement, a district cancels through its billing settings or by written notice to legal@coverling.com. Cancellation takes effect at the end of the current billing period.

If we suspend or end access. Coverling may suspend or end access for a user or a district:

• for a serious breach of these Terms, including the “Acceptable use” rules;
• to protect the Service, other users, or the public from harm or a security threat;
• if the law requires it; or
• when the District Agreement ends.

If payment fails, the workspace becomes read-only after the grace period described in “Fees and billing”; it is not shut off. We give reasonable advance notice before suspending or ending access, except in a security or legal emergency. If Coverling ends a district’s access for convenience, we give at least 30 days’ notice.

If your district removes you. When a district removes your access, you can no longer use that district’s workspace. Coverling is not responsible for the district’s decisions about your work.

Getting district data back. On request within 30 days after termination, Coverling provides the district’s Customer Data in a standard format such as CSV. Existing payroll files stay available to download during that window. After the export window, Coverling deletes the Customer Data within 90 days, with these exceptions:

• payroll export files remain in write-protected storage until their seven-year period ends;
• backups expire on their own 14-day schedule; and
• Coverling keeps records the law requires it to keep or that are under a legal hold.

What continues after termination. Sections that by their nature should continue after these Terms end will continue. These include fees owed, intellectual property, disclaimers, limitation of liability, and governing law.

If you choose to turn on work texts in your notification preferences, Coverling (operated by Cubed Technologies, LLC) may send recurring automated texts about shift offers, assignments, changes, reminders, and game claim updates from participating organizations you belong to. Message frequency varies with work updates. Message and data rates may apply. Consent is optional and is not a condition of purchase or using Coverling; email and the app remain available. You confirm that the number is your mobile number. Change it promptly if it changes. Changing it turns off consent until you confirm the new number.

Reply STOP to stop texts from that sending number, or turn off work texts in your notification preferences across your organizations. A message already being sent may still arrive. Reply HELP for help, or contact the support address shown with the consent control. Text delivery may be delayed or fail; do not rely on texts alone for urgent coverage. Open the authenticated offer link to respond to an offer. Replies to the text do not accept or decline an offer.

Governing law. These Terms are governed by the laws of the State of Texas, without regard to conflict-of-law rules.

Venue. The state and federal courts located in Texas have exclusive jurisdiction over any dispute about these Terms or the Service, except where a public district’s law requires otherwise.

Resolving disputes. Before starting a formal proceeding, each side agrees to try to resolve the dispute informally. The process is to send written notice and then negotiate in good faith for 30 days.

Arbitration. These Terms do not require arbitration.

We may update these Terms as the Service or the law changes. When we do, we will post the new version on this page and change the effective date at the top.

Notice of material changes. If we make a material change, we will give at least 30 days’ notice before it takes effect, for example by emailing district administrators or showing a notice in the app.

Accepting a change. When a change takes effect, the app asks you to accept the updated Terms, as described in “What counts as acceptance,” before you keep using your account. If you do not agree, stop using the Service and, for a district, cancel as described in “Suspension and termination.”

District Agreements. Updates to these Terms do not change a signed District Agreement unless both sides agree in writing.

Questions about these terms can go to legal@coverling.com.

Registered mailing address: 4613 Munson Street, Austin, TX 78721

Legal notices: legal@coverling.com and the mailing address above. Coverling may send notices to a district by emailing its administrators.