Terms of Service

SmileTrack is operated by SmileTrack.org ("SmileTrack", "we", "us"). These Terms govern your use of smiletrack.org and everything connected to it — the website, the event galleries, the smile cards, and the printed place cards.

1. The three ways people use SmileTrack

Different rules apply depending on how you're here.

Guests contribute photos and messages to someone else's event. You do not need an account. You do not pay for anything, ever.

Hosts create events and may purchase cards and gallery downloads.

Planners create events on behalf of clients and may purchase at wholesale.

By using SmileTrack in any of these roles, you agree to these Terms. If you are agreeing on behalf of a company, you confirm you have authority to do so.

2. Guests: what happens when you upload

You do not need an account, but you are still agreeing to these Terms. When you add a photo or message to an event, you accept these Terms and our Privacy Policy.

What you're agreeing to:

You have the right to share what you upload.
You will not upload anything unlawful, harassing, hateful, sexually explicit, or that infringes someone else's rights.
You understand your contribution will be visible to anyone holding the event code, which may include people you do not know.
You understand the host can see, hide, delete, or download your contribution.
You understand the host may purchase a full-resolution download that includes it.

Photos of other people. Please only upload photos of people who would be comfortable with it. If you photograph someone who asks you to take it down, take it down, or ask the host to.

Your contribution is stored indefinitely. See Section 7.

3. Content ownership and license

You keep ownership of what you upload. We do not claim copyright in your photos or messages.

You grant SmileTrack a non-exclusive, worldwide, royalty-free license to store, reproduce, display, and transmit your contribution for the purpose of operating the service — showing it in the event gallery, generating thumbnails and display-resolution versions, and including it in the host's gallery download.

We will not use your content for marketing or promotion without asking you first. This license exists to run the service, not to build a stock library.

The license continues for as long as the content remains on SmileTrack, which under our permanence commitment may be indefinite.

4. Hosts and event owners

Your event, your responsibility. You control who receives the event code and the cards. You are responsible for what happens in your event, including moderating contributions.

You have these controls: hide or delete any post, mark posts private, add co-hosts, transfer ownership, and enable or disable guest-wide downloads.

You are the point of contact for your guests. If a guest wants something removed, you should handle it. They may also contact us directly under Section 8.

Ownership transfer. Events created by planners may be transferred to the client. Purchases attach to the event, not to the person who paid, and survive transfer.

5. Access, codes, and cards

Access to an event is by code — typed, tapped as a link, or scanned from a card. The code is the credential. Anyone holding it can view the event.

Treat your event code the way you'd treat a house key. We cannot control where it travels once you have shared it or handed out cards. If a card is lost, the person who finds it can view that event.

Codes do not expire. We may rotate a code at a host's request.

We may throttle, rate-limit, or block access that appears automated or abusive.

6. Purchases, printing, and shipping

Prices are listed on our Hosts and Planners pages and may change. The price at the time you order is the price you pay.

Guests never pay. No feature a guest touches will ever be behind a payment.

Personalized place cards are custom-made goods and are not returnable or refundable. This includes place cards printed with names you supplied.

Guest names lock three (3) weeks before your event date. You enter guest names yourself and review a proof showing exactly how they will print. You are responsible for the accuracy of names you submit. After the lock date, we provide a print-at-home replacement place card at no charge; we are not obligated to reprint and ship.

Spares. Personalized orders ship with approximately 15% additional cards.

Shipping. We ship to the address you provide and are not responsible for carrier delays or for addresses entered incorrectly. Delivery estimates are estimates.

Defects and errors. If we ship the wrong item, a defective item, or make an error in reproducing what you approved, we will replace it at our cost. Tell us within fourteen (14) days of delivery.

Gallery downloads are digital goods delivered on purchase and are non-refundable once downloaded.

Branded templates ($195 setup) are non-refundable once the sample has been produced.

Chargebacks. If you dispute a charge without contacting us first, we may suspend purchasing on your account.

7. How long we keep things

Your gallery does not expire. We do not delete event galleries for non-payment, for inactivity, or after any fixed period. Photos and messages remain viewable at display resolution indefinitely.

This is a commitment we take seriously, and it is a deliberate difference from other products in this category. We do not use deletion as a way to make you pay.

Limits on this commitment. We will remove content when required by law, when someone exercises a removal right under Section 8, when content violates these Terms, or if we cease operating the service. If we ever shut down, we will give at least ninety (90) days' notice and a way to download your content before anything is removed.

Full-resolution originals are retained alongside display versions where the original reached us. What the gallery download unlocks is access to those originals, not their existence.

8. Removing content

If you uploaded it, you may ask us to remove it, or ask the host to.

If you are in a photo you did not upload, you may ask us to remove it. You do not need an account and you do not need the host's permission.

How: use our removal request form, or email support@smiletrack.org with the event name or code and a description of what you want removed. We will respond within thirty (30) days.

What removal means: the content is removed from the gallery and deleted from our storage, including original files. We cannot recover copies already downloaded by a host or guest.

We may decline requests that are abusive, that seek removal of content you have no connection to, or where we cannot reasonably identify the content.

9. Prohibited uses

Do not:

Upload unlawful, harassing, hateful, or sexually explicit content
Upload content depicting minors in any sexualized or exploitative way
Upload content you do not have the right to share
Attempt to guess, enumerate, or brute-force event or card codes
Scrape, bulk-download, or script access to galleries
Attempt to circumvent purchase requirements for full-resolution downloads
Resell or redistribute cards or gallery access except as a planner under an agreed wholesale arrangement
Interfere with the service or attempt to access accounts or events that are not yours

We may remove content and suspend access for violations, including for guests.

10. Children

SmileTrack is not directed to children under 13 and we do not knowingly collect personal information from them. Children are frequently present at events and may appear in photos. Hosts are responsible for their guest lists and for what is uploaded to their events. If you believe a child under 13 has provided information directly to us, contact support@smiletrack.org and we will delete it.

11. Accounts

Accounts are optional and only needed to own or co-host an event. Keep your credentials secure. You are responsible for activity under your account. We may suspend or terminate accounts that violate these Terms.

If you delete your account, events you own are not deleted — see Section 7. We will ask you to transfer ownership, and if you do not, we will retain the event so guests do not lose access.

12. Service availability

We provide SmileTrack "as is" and do not guarantee uninterrupted availability. We make reasonable efforts to keep events running during scheduled events but cannot guarantee performance at any specific time.

Back up anything you cannot afford to lose. Purchase the gallery download if you want your own copy of the originals.

13. Disclaimers and limitation of liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, SMILETRACK IS PROVIDED WITHOUT WARRANTIES OF ANY KIND, EXPRESS OR IMPLIED, INCLUDING MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT.

TO THE MAXIMUM EXTENT PERMITTED BY LAW, OUR TOTAL LIABILITY ARISING FROM OR RELATING TO THE SERVICE WILL NOT EXCEED THE GREATER OF (A) THE AMOUNT YOU PAID US IN THE TWELVE MONTHS PRECEDING THE CLAIM, OR (B) ONE HUNDRED DOLLARS ($100).

WE ARE NOT LIABLE FOR INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING LOST PHOTOGRAPHS, LOST DATA, OR LOSS OF SENTIMENTAL VALUE.