Terms of use

1. Who we are and who these terms apply to

“Cemetery Ledger,” “we” and “us” mean the company that operates cemeteryledger.com. “Customer” means the cemetery, crematory or cemetery organization that subscribes to the service. “You” means anyone who visits the website or signs in to the service, including staff a Customer has invited.

2. Accounts

• Only people a Customer authorizes may use its account. Customers decide who has access and with what role.
• Keep your sign-in details private. Administrators and archivists must use two-step sign-in.
• Tell us right away at security@cemeteryledger.com if you suspect someone has used your account without permission.

3. Your records stay yours

Customers own all records, images and data they put into the service (“Customer Data”). We use Customer Data only to provide, secure and support the service for that Customer, and as the law requires. We do not sell Customer Data or use it to train AI models. Customers can export all of their data, in open formats, at any time.

4. Records that cannot be changed or deleted

The service is designed to meet records-retention law, so some actions are deliberately impossible:

• Records classed as permanent cannot be deleted by anyone, including us.
• Verified records are corrected through logged amendments that keep the original value. They are never overwritten.
• Time-limited records are destroyed only after review, two approvals and a check for legal holds, and each destruction produces a permanent certificate.
• Audit logs cannot be edited or deleted.

Please make sure you’re ready to keep information permanently before you mark it as permanent or verified.

5. Your responsibilities

• Customers are responsible for the accuracy of their records and for meeting the record-keeping laws that apply to them. The state retention rules built into the service are provided to help, are not legal advice, and should be confirmed with your counsel.
• Do not discard paper originals on the strength of the service alone. Do so only with your counsel’s written approval and in line with applicable law.
• Customers must have the right to upload the records and documents they store, and to give their staff access to them.

6. Acceptable use

You may not:

• try to access another Customer’s data, or probe, scan or test the service’s security without our written permission;
• upload malware, or use the service to break the law or infringe anyone’s rights;
• overload the service, get around usage limits, or resell it without our agreement;
• use the public search features to collect personal information in bulk.

7. Suggested transcriptions

The service can suggest readings of handwritten pages using automated tools. Suggestions can be wrong. They are marked as machine-suggested and do not become part of a record until a person confirms them. Customers are responsible for reviewing them.

7a. Electronic signatures

Customers can collect signatures on screen for authorizations, grave-opening orders and releases. Each signer is shown the statement they are signing and asked to consent to signing electronically before they sign. Customers are responsible for deciding which records they accept electronic signatures for, offering a paper alternative where the law or their own policy requires it, and confirming with their counsel that electronic signatures meet their state’s requirements.

8. API and integrations

API credentials belong to one Customer and are limited to the registers and actions that Customer grants. Keep them secret. Anything done with a Customer’s credentials is treated as done by that Customer.

9. Fees

Subscription, storage, conversion and add-on fees are set out in your order or plan. Fees are billed in advance (subscriptions) or in arrears (usage) through our payment processor and are non-refundable except where the law or your agreement says otherwise. If an invoice goes unpaid, we may suspend new work after notice, but we will never delete Customer Data because of non-payment, and read and export access remains available.

10. Ending the service

A Customer may cancel at the end of any billing period. After cancellation, the Customer has at least 90 days to export its data. After that, we delete the Customer Data, or hand over its encryption keys, as the Customer’s agreement specifies, except where the law requires us to keep it. We may suspend or end access for a serious breach of these terms after giving notice and a reasonable chance to fix it, unless immediate action is needed to protect the service or other Customers.

11. Confidentiality and security

We treat Customer Data as confidential and protect it with the measures described on our security page and in our privacy policy. Our staff access Customer Data only with the Customer’s time-limited approval, and every such access is logged.

12. Availability and changes

We aim for 99.9% monthly availability of the dashboard and API, excluding scheduled maintenance announced in advance. We may improve or change the service, but we will not remove a core feature a Customer pays for during its current term without notice and a fair alternative.

13. Warranties and liability

We provide the service with reasonable skill and care. Except as stated in these terms or a signed agreement, the service is provided “as is,” without other warranties, to the extent the law allows. Neither party is liable to the other for indirect or consequential losses. Each party’s total liability under these terms is limited to the fees the Customer paid in the twelve months before the claim, except for breaches of confidentiality, a party’s indemnity obligations, or liability that cannot be limited by law.

14. Governing law

These terms are governed by the laws of the State of New Jersey. Disputes will be heard in the state or federal courts located in New Jersey.

15. Changes to these terms

We may update these terms. If a change is material, we will email Customers at least 30 days before it takes effect. Continuing to use the service after that date means you accept the updated terms.

16. Contact

hello@cemeteryledger.com