Terms of Service

Reserve-A-Room
Stonehill Seventh-day Adventist Church
4301 Kelly Ln
Pflugerville, TX 78660

Effective Date:09/25/2026
Last Updated: 09/25/2026

1. Agreement to These Terms

These Terms of Service ("Terms") govern your access to and use of Reserve-A-Room, a room reservation service provided by Stonehill Seventh-day Adventist Church ("Stonehill," "we," "us," or "our").

By accessing Reserve-A-Room or submitting a room reservation, you agree to these Terms.

If you do not agree to these Terms, please do not use Reserve-A-Room.

2. Purpose of Reserve-A-Room

Reserve-A-Room allows church members, ministry representatives, guests, administrators, and other authorized users to view room availability and request or make reservations for meetings, ministry activities, rehearsals, classes, programs, and other approved uses of Stonehill facilities.

Reserve-A-Room is a scheduling and facility-management tool.

Submitting or receiving confirmation of a reservation does not create a lease, tenancy, property interest, or rental relationship unless Stonehill separately enters into a written agreement stating otherwise.

3. Eligibility

You must be at least 18 years old or otherwise legally able to agree to these Terms to submit a reservation through Reserve-A-Room.

Reservations for activities involving minors should be submitted and managed by an authorized adult.

By submitting a reservation, you represent that:

• The information you provide is accurate
• You are authorized to request the room for the stated activity
• You will comply with applicable Stonehill facility policies
• You will communicate applicable room rules to participants under your supervision

4. Guest Reservations

You may submit a room reservation without creating an account.

When making a reservation, you may be required to provide:

• First name
• Last name
• Email address
• Phone number
• Ministry or group
• Purpose of the reservation
• Estimated number of room users
• Requested room
• Date
• Start time
• End time
• Other information reasonably necessary to process the reservation

You are responsible for providing accurate and current information.

5. Room-Specific Reservation Rules

Each room may have its own reservation requirements and policies.

These may include:

• Room capacity
• How far in advance the room may be reserved
• Whether administrative approval is required
• Whether food or drinks are permitted
• Available times
• Temporary restrictions
• Room-specific instructions

You agree to comply with the rules displayed for the room you reserve.

Stonehill may change room rules when necessary for church operations, safety, maintenance, scheduling, or facility management.

6. Advance Reservation Limits

Some rooms may only be reserved within a specified period.

For example, a room may be configured so that reservations can only be made up to four weeks in advance.

Reserve-A-Room may prevent you from selecting dates beyond that period.

The applicable reservation window is determined by the configuration of the room at the time a new reservation or material schedule change is requested.

7. Reservations That Require Approval

Some rooms require approval from a Stonehill Admin or Super Admin.

When a room requires approval:

• Your request will initially be marked Pending
• The requested time may be temporarily held while the request is pending
• An administrator may review the reservation information
• The request may be approved or declined
• You will normally receive an email informing you of the decision

A pending reservation is not an approved reservation.

Do not assume you have permission to use the room until you receive approval.

8. Reservations That Do Not Require Approval

Some rooms may be configured for immediate reservation.

If:

• The room is available
• Your reservation satisfies the applicable rules
• No scheduling conflict exists
• The reservation is successfully processed

the reservation may immediately receive Approved status without administrative review.

An automatically approved reservation remains subject to these Terms and applicable Stonehill facility policies.

9. Reservation Statuses

Reserve-A-Room may use statuses including:

Pending

The reservation is waiting for administrative review.

Approved

The reservation has been approved or was confirmed automatically because the room did not require prior approval.

Declined

The reservation request was not approved.

Cancelled

The reservation is no longer active.

Only reservations with an active Approved status authorize use of a room at the scheduled time.

10. Scheduling Conflicts

Reserve-A-Room is designed to prevent overlapping active reservations for the same room.

A room or time that appeared available while you were completing the reservation form may become unavailable before you submit it.

A reservation is not established until the Service successfully records it and displays a confirmation.

If a scheduling conflict occurs, you may need to choose another room or time.

11. Room Capacity

Each room may have a configured maximum or recommended capacity.

You must provide a reasonable estimate of the number of people expected to use the room.

If your estimated attendance exceeds the displayed room capacity, Reserve-A-Room may display a warning.

A capacity warning does not necessarily mean that the application will automatically reject your request.

However:

• Stonehill may decline the request
• An administrator may ask you to select another room
• Actual occupancy must comply with applicable fire, safety, building, and facility requirements

A software warning or lack of a warning does not authorize occupancy beyond any legally applicable limit.

12. Food and Drinks

Each room may indicate whether food and drinks are permitted.

If a room is marked:

Food/Drinks Not Allowed

you agree not to serve, consume, or bring food or drinks into the room except where Stonehill expressly authorizes an exception.

If food and drinks are permitted, users remain responsible for:

• Appropriate cleanup
• Proper disposal of waste
• Avoiding damage to furniture, flooring, equipment, and other property
• Following any additional food-service or kitchen policies

Permission to have food or drinks does not authorize alcohol or any item otherwise prohibited by Stonehill policy or applicable law.

13. Appropriate Use of Church Facilities

Rooms must be used only for the purpose described in the reservation unless Stonehill approves a change.

Users must conduct themselves in a manner consistent with:

• Applicable law
• Safety requirements
• Stonehill facility policies
• Reasonable instructions from Stonehill staff or authorized representatives

You may not use a reserved room for unlawful activities or activities that create an unreasonable risk to people or property.

Stonehill reserves the right to stop or restrict activities when reasonably necessary to protect safety, property, church operations, or compliance with applicable policies or law.

14. Setup, Cleanup, and Property

Unless otherwise arranged, the person or group using a room is responsible for leaving it in reasonable condition after use.

This may include:

• Returning furniture to its proper location
• Removing trash
• Cleaning spills
• Removing personal property
• Turning off equipment when instructed
• Securing the room when required

Do not attach items to walls, move permanent equipment, alter room fixtures, or use church equipment without appropriate permission.

Users may be responsible, to the extent permitted by law and applicable church policy, for damage caused by negligent, reckless, intentional, or unauthorized use of Stonehill property.

15. Reservation Changes

Stonehill administrators may modify a reservation when reasonably necessary.

Material changes may include:

• Room
• Date
• Start time
• End time

Where practical, we will notify the requester of material administrative changes.

If changing a reservation creates a scheduling conflict or violates a room rule, an alternative arrangement may be required.

16. Cancellations

Reservations may be cancelled by:

• The requester, when self-service cancellation is available
• An Admin
• A Super Admin
• Stonehill when reasonably necessary

If you no longer need a reserved room, please cancel as soon as reasonably possible so the space can become available to others.

Stonehill may cancel or modify a reservation because of circumstances such as:

• Church-wide events
• Funerals or memorial services
• Emergencies
• Severe weather
• Building closures
• Maintenance
• Safety concerns
• Scheduling errors
• Facility problems
• Other operational needs

Where practical, Stonehill will attempt to provide notice.

17. Reservation Management Links

Guest users may receive a unique link allowing them to view or manage their reservation.

You are responsible for keeping this link private.

Do not publicly post or distribute your reservation link.

Stonehill is not responsible for actions taken by another person who obtains your reservation management link through your own disclosure or failure to protect it, except where responsibility cannot lawfully be excluded.

18. Administrative Accounts

Admin and Super Admin accounts are restricted to authorized users.

Administrative users agree to:

• Keep their credentials confidential
• Use their individual account rather than sharing credentials
• Access reservation information only for authorized purposes
• Protect personal information visible through the application
• Log out or otherwise protect access on shared devices
• Promptly report suspected unauthorized access

Attempting to obtain administrative access without authorization is prohibited.

19. Email and In-App Notifications

Reserve-A-Room may provide:

• Email confirmations
• Approval notices
• Decline notices
• Cancellation notices
• Modification notices
• Administrative in-app notifications

You are responsible for providing an accurate email address.

Electronic delivery can occasionally be delayed, blocked, filtered, or fail.

The absence of an email does not necessarily change the status recorded within Reserve-A-Room.

When in doubt, use the reservation status page or contact Stonehill.

20. Progressive Web App

Reserve-A-Room may be installable on supported devices as a Progressive Web App.

Installation is optional.

Availability of installation features depends on your:

• Device
• Operating system
• Browser
• Browser configuration

Stonehill does not control those third-party technologies and cannot guarantee installation functionality on every device.

Internet access may still be required to check current availability, submit reservations, or perform administrative functions.

21. Internet and Service Availability

We aim to keep Reserve-A-Room available and functioning reliably, but uninterrupted access is not guaranteed.

The Service may occasionally be unavailable because of:

• Maintenance
• Software updates
• Internet outages
• Hosting provider outages
• Security incidents
• Third-party service disruptions
• Technical problems
• Circumstances outside Stonehill's reasonable control

Stonehill may modify, suspend, or discontinue all or part of the Service when reasonably necessary.

22. Third-Party Services

Reserve-A-Room may depend on third-party providers for services such as:

• Hosting
• Database infrastructure
• Authentication
• Email delivery

These providers may include Vercel, Supabase, and Resend.

Their systems are governed by their own terms, policies, and availability.

Stonehill is not responsible for third-party services to the extent permitted by applicable law.

23. Privacy

Your use of Reserve-A-Room is also subject to the Reserve-A-Room Privacy Policy.

The Privacy Policy describes how information submitted through the Service is collected, used, stored, and shared.

24. Intellectual Property

Reserve-A-Room, including its original:

• Branding
• Logos
• Interface design
• Text
• Graphics
• Application code
• Documentation

may be protected by copyright, trademark, or other intellectual property laws.

Except as permitted by law or expressly authorized by Stonehill, you may not copy, reproduce, distribute, modify, or commercially exploit protected portions of the Service.

Third-party trademarks and materials remain the property of their respective owners.

25. Prohibited Activities

You may not:

• Submit knowingly false reservation information
• Impersonate another person
• Attempt to reserve rooms for fraudulent or disruptive purposes
• Attempt to bypass scheduling restrictions
• Circumvent room reservation limits
• Attempt unauthorized access to administrative functions
• Probe or attack the application's security
• Introduce malicious software
• Interfere with application operation
• Use automated systems to overwhelm the Service
• Attempt to obtain another person's reservation information without authorization

Stonehill may restrict access to the Service when reasonably necessary to address misuse or security concerns.

26. Disclaimer

Reserve-A-Room is provided on an "as available" and "as is" basis, to the extent permitted by law.

Stonehill makes reasonable efforts to provide accurate room availability and reservation information but does not warrant that:

• The Service will always be uninterrupted
• All information will always be error-free
• Every requested room will remain available
• Every reservation request will be approved
• Electronic notifications will always be successfully delivered

Nothing in these Terms excludes warranties or protections that cannot lawfully be excluded.

27. Limitation of Liability

To the fullest extent permitted by applicable law, Stonehill and its officers, employees, volunteers, representatives, and affiliated entities will not be liable for indirect, incidental, special, consequential, or similar damages arising solely from the use of or inability to use Reserve-A-Room.

This includes, where legally permitted, losses resulting from:

• Service interruptions
• Delayed notifications
• Technical errors
• Scheduling errors
• Unauthorized access resulting from a user's disclosure of a reservation management link or credentials

Nothing in these Terms limits liability where limitation is prohibited by applicable law.

Legal counsel should review this section before publication.

28. Responsibility for Claims and Damage

To the extent permitted by applicable law, a person or organization using Stonehill facilities may be responsible for claims, losses, or damage resulting from that person's or organization's negligent, reckless, intentional, unlawful, or unauthorized conduct.

Any indemnification requirements applicable to outside organizations or facility users should be established through a separate facility-use agreement where appropriate.

Legal counsel should review this section before publication.

29. Emergencies and Safety

Reserve-A-Room is not an emergency communication service.

If there is an immediate threat to life or safety, contact emergency services by calling 911.

Safety concerns involving Stonehill property should also be reported to an appropriate Stonehill representative.

30. Governing Law

These Terms are governed by the laws of the State of Texas, without regard to conflict-of-law principles, except where another law must apply.

To the extent permitted by law, disputes arising from these Terms or Reserve-A-Room will be subject to the jurisdiction of the appropriate state or federal courts located in Travis County, Texas.

Nothing in this section prevents Stonehill and a user from mutually agreeing to an appropriate informal dispute-resolution process before litigation.

Legal counsel should confirm the governing-law and venue language before publication.

31. Changes to These Terms

Stonehill may update these Terms periodically.

When changes are made, the Last Updated date at the top of this page will be revised.

Material changes may also be communicated through Reserve-A-Room where appropriate.

Your continued use of the Service following an update constitutes acceptance of the revised Terms to the extent permitted by law.

32. Severability

If a provision of these Terms is found unenforceable, invalid, or unlawful, that provision will be interpreted or limited to the minimum extent necessary, and the remaining provisions will continue in effect to the extent permitted by law.

33. No Waiver

Stonehill's failure to enforce a provision of these Terms on one occasion does not waive its right to enforce that provision or another provision later.

34. Entire Agreement

These Terms, together with the Reserve-A-Room Privacy Policy and any applicable written facility-use policies or agreements, constitute the terms governing use of Reserve-A-Room.

Where a separate written facility-use agreement has been signed and directly conflicts with these Terms regarding use of the physical premises, the separate written agreement will control to the extent of that conflict.

35. Contact Us

Questions regarding these Terms or Reserve-A-Room may be directed to:

Stonehill Seventh-day Adventist Church
4301 Kelly Ln
Pflugerville, TX 78660

Email:legal@stonehillchurch.org
Website: https://stonehillchurch.org