These Master Terms of Service govern your use of all products and services operated by Kool Arrow Solutions LLC, including Socialworkly, ResourceMagic, and any future products offered under the Kool Arrow Solutions LLC family (collectively, the "Services"). By accessing or using any Service, you agree to these terms. Please read them carefully.
Your use of each specific product is also governed by a Product-Specific Schedule for that product, which describes features, pricing, data handling, and any terms unique to that product. Product-Specific Schedules are incorporated into these Master Terms by reference. In the event of a conflict between these Master Terms and a Product-Specific Schedule, the Product-Specific Schedule governs with respect to the specific product.
1. About Kool Arrow Solutions LLC
Kool Arrow Solutions LLC is a California-based company building AI-powered tools for social workers and helping professionals. Our products are designed to support professional practice, documentation, and decision-making in the social work and human services fields.
Registered contact address: 131 Continental Drive Suite 305, Newark DE 19713
Primary contact: info@koolarrowsolutions.com
Website: koolarrowsolutions.com
2. What Our Products Are (and Are Not)
Kool Arrow Solutions products are AI-powered tools designed to support documentation, professional thinking, resource finding, learning, and workflow efficiency for social workers and related professionals.
Our products are not and do not provide:
- Therapy, clinical treatment, or mental health services
- Legal advice or legal representation
- Medical advice or diagnosis
- Clinical risk assessment or safety planning
- Crisis intervention services
- A substitute for professional supervision or professional judgment
All AI-generated content is for informational and educational purposes only. You are solely responsible for reviewing, validating, and applying professional judgment to any content generated by our products before use in any professional context.
Our products are not HIPAA-covered entities. Kool Arrow Solutions LLC does not offer a Business Associate Agreement (BAA) for any product. Do not enter Protected Health Information (PHI) or client-identifying data into any Kool Arrow Solutions product. Users are solely responsible for compliance with HIPAA and all other applicable privacy and confidentiality laws.
3. Free Trial and Subscription Billing
Free Trial
Most Kool Arrow Solutions products include a free trial period, the length of which is specified in the applicable Product-Specific Schedule. Your free trial begins the moment you create your account and lasts for the duration specified. Unless you cancel before the trial period ends, your subscription will automatically convert to a paid subscription at the applicable rate for the plan you selected, and your payment method will be charged at that time.
Authorization
By starting a free trial, you expressly authorize Kool Arrow Solutions LLC, through Stripe, to charge your payment method for the applicable subscription fee at the end of your trial period if you have not canceled. You also authorize recurring charges at the same rate at the start of each subsequent billing period unless you cancel.
How to Cancel
You may cancel your subscription at any time through the billing portal accessible in your account settings. Cancellation must occur before the end of your trial period to avoid being charged. Canceling after the trial period has ended stops future billing but does not result in a refund for the current billing period.
Plan Changes
Upgrades, downgrades, and payment method updates are managed through Stripe's secure billing portal. Plan changes take effect at the start of the next billing period unless otherwise stated. Stripe's records are the authoritative source for all billing status.
No Refunds
All fees are non-refundable unless otherwise required by applicable law. Canceling a subscription stops future billing but does not result in refunds for prior periods. This includes cases where a user fails to cancel before a trial converts to a paid subscription.
Promotional and Beta Access
Promotional, discounted, or beta access may be temporary and subject to change or discontinuation without notice.
4. No Sensitive or Confidential Data
You may not enter the following into any Kool Arrow Solutions product:
- Protected Health Information (PHI)
- Client-identifying details
- Confidential case records
- Any data you are not legally authorized to share
Our products include real-time confidentiality filters and safeguards where applicable. These are safeguards, not guarantees. You remain solely responsible for complying with all applicable privacy, confidentiality, and professional ethics requirements.
5. Acceptable Use
You agree to use Kool Arrow Solutions products only for lawful purposes and in accordance with these terms. You may not:
- Use any product to process, store, or transmit PHI or confidential client information
- Attempt to reverse engineer, decompile, or extract underlying AI prompts, system instructions, or proprietary logic
- Scrape, harvest, or systematically download outputs at scale
- Resell, sublicense, or share your account access with others — subscriptions are for individual use only
- Use any product in a manner that violates your professional ethical obligations, agency policies, or applicable law
- Attempt to circumvent security controls, authentication systems, or usage limits
Violation of these terms may result in immediate suspension or termination of your account without refund.
6. Professional Responsibility
Kool Arrow Solutions products are tools to support professional thinking — not replacements for professional judgment, supervision, or ethical decision-making. You remain solely responsible for:
- Reviewing and validating all AI-generated content before any professional use
- Complying with your professional code of ethics, licensing requirements, and applicable laws
- Ensuring your use of AI tools complies with your agency's policies and applicable regulatory standards
- Any decisions made or actions taken based on content generated by our products
7. Intellectual Property
Kool Arrow Solutions LLC owns all rights, title, and interest in its products, including underlying software, AI systems, proprietary prompts, structured output frameworks, brand assets, and platform-wide features. Nothing in these terms grants you any ownership interest in any product or its components.
You retain ownership of the content you input into our products. You grant Kool Arrow Solutions LLC a limited license to process that content solely for the purpose of delivering the services you have requested. We do not use your input content to train AI models or share it with third parties beyond what is necessary to operate the service.
8. Data Use and Storage
Kool Arrow Solutions does not use your AI interaction content for training or reuse.
We store account-linked data necessary to operate our services, which may include:
- Feature usage events and timestamps
- Plan and subscription status
- Onboarding completion
- Aggregate usage counts
- Saved configurations, templates, and preferences
- Response history — generated content retained according to your subscription tier and product schedule
- Legal consent records — timestamped records of your agreement to these terms at signup, including consent text, terms version, plan selected, IP address, and browser information, retained for a minimum of 24 months
Specific data collected and retained by each product is described in the applicable Product-Specific Schedule. We do not sell personal data.
9. Data Retention and Deletion
We retain personal and usage data only as long as necessary to provide the service, maintain account functionality, and meet legal, billing, or operational requirements. Upon account deletion, personal data is removed within 30–90 days, except where retention is required for legal, billing, or dispute resolution purposes.
Legal consent records are retained for a minimum of 24 months regardless of account status. Response history retention periods are specified in each Product-Specific Schedule.
10. AI and Third-Party Services
Kool Arrow Solutions products use third-party AI providers, including OpenAI, to generate responses. OpenAI does not use API inputs to train its models by default. AI inputs are temporarily processed by the provider to deliver outputs in accordance with their usage policies.
We also use the following third-party service providers: Clerk (authentication), Stripe (billing and payments), Kit (email communications), and Sentry (error monitoring). Additional third-party providers specific to individual products are described in the applicable Product-Specific Schedule.
Kool Arrow Solutions does not control third-party systems and is not responsible for their availability, performance, or data handling beyond what is described in these terms.
11. Accounts and Email Responsibility
You are responsible for maintaining accurate account information, including a valid email address. Important communications including verification, password resets, billing notices, and service updates are sent via email. Failure to receive or read these messages does not relieve you of account or billing responsibilities.
Subscriptions are for individual use only. You may not share your account credentials or grant access to others.
12. Data Security
We use reasonable technical and organizational safeguards to protect personal data across all products, including HTTPS/TLS encryption for all data in transit, rate limiting and CSRF protection, content sanitization, and real-time PII detection where applicable.
No system is completely secure. Use of our services is at your own risk. In the event of a security incident affecting your personal data, we will notify affected users as required by applicable law.
13. Warranty Disclaimer
All Kool Arrow Solutions products are provided "as is" and "as available" without warranty of any kind, express or implied. We do not warrant that any product will be uninterrupted, error-free, or free of harmful components. We do not warrant the accuracy, completeness, or fitness for any particular purpose of any AI-generated content.
14. Limitation of Liability
To the maximum extent permitted by law, Kool Arrow Solutions LLC is not liable for any indirect, incidental, special, or consequential damages arising from your use of any Kool Arrow Solutions product, including damages arising from AI-generated content, reliance on platform outputs in professional decisions, service interruptions, or data loss. Our total liability to you for any claim arising from use of any product shall not exceed the amount you paid us in the 12 months preceding the claim.
15. Beta and Experimental Features
Some features across our products may be offered as beta or experimental functionality. These features may change, be modified, or be discontinued at any time without notice. We make no guarantees regarding the availability or performance of beta features.
16. Termination
We may suspend or terminate your access to any Kool Arrow Solutions product at any time if these terms are violated or if continued use poses legal, security, or operational risk. You may terminate your account at any time through account settings. Termination does not entitle you to a refund of any prepaid fees.
17. Governing Law and Dispute Resolution
These terms are governed by the laws of the State of California, without regard to its conflict of law provisions.
Any dispute arising out of or relating to these terms or your use of any Kool Arrow Solutions product that cannot be resolved informally shall be resolved by binding individual arbitration administered by the American Arbitration Association (AAA) under its Consumer Arbitration Rules. The arbitration shall take place in Santa Clara County, California (San Jose), or remotely by mutual agreement. Judgment on the award may be entered in any court of competent jurisdiction.
CLASS ACTION WAIVER: You and Kool Arrow Solutions LLC agree that any dispute resolution proceedings will be conducted only on an individual basis and not as a class, consolidated, or representative action. You waive any right to participate in a class action lawsuit or class-wide arbitration.
Notwithstanding the above, either party may seek injunctive or other equitable relief in a court of competent jurisdiction to protect intellectual property rights or prevent irreparable harm.
18. Changes to These Terms
We may update these Master Terms from time to time. When we do, we will update the effective date at the top of this document. For material changes, we will make reasonable efforts to notify you via email or in-app notice. Continued use of any Kool Arrow Solutions product after changes take effect constitutes acceptance of the updated terms.
19. Contact
Questions about these terms can be directed to:
Kool Arrow Solutions LLC
131 Continental Drive Suite 305
Newark, DE 19713
info@koolarrowsolutions.com
koolarrowsolutions.com