Terms

Last updated · October 14, 2026 (cancellation: there is no 30-day hold; your data is kept and you can subscribe again at any time. Before that, October 1, 2026: changed the price to $19 a month or $199 a year; added the annual plan, which has been on sale since September and was missing here, how switching between monthly and annual works, and that a cancelled annual plan isn't refunded for the unused months.)

By using Groundbase you agree to these terms. They're written in plain English.

The subscription

Groundbase is a subscription, billed monthly or yearly: $19 / month, or $199 / year. Both are the same product. You get a 14-day free trial when you first sign up. A valid payment method is required to start the trial; you won't be charged until day 15. Your subscription renews automatically at the end of each billing cycle — each month, or each year on the annual plan — until you cancel.

You can switch plans from Settings → Account & billing. Monthly to annual takes effect right away: you're charged $199 less a credit for the unused part of your current month. Annual to monthly takes effect when the year you've paid for ends.

One free trial per account

The 14-day free trial is granted once per account. If you cancel and later subscribe again on the same account, there is no second trial and the subscription is charged immediately. Email verification is required before you can sign in. Opening new accounts to collect repeat trials is misuse of the service (see Acceptable use).

What happens if your payment fails

If our payment processor (Stripe) can't charge your card at renewal, your subscription enters a "past_due" state. We email you, and you keep full access while Stripe retries the charge over its retry schedule. Update your card any time from Settings → Account & billing. If every retry fails, the subscription cancels and access to the application is suspended: the only screen you'll see is a billing launcher where you can subscribe again. As soon as a payment goes through, full access is restored. Your data is not deleted, and export stays available throughout.

Cancellation

You can cancel any time from Settings → Account & billing on web or desktop (the button opens Stripe's billing portal). The mobile app has no billing screen; use the web app. When you cancel:

• You keep full access through the end of the billing cycle you already paid for.
• After that cycle ends, the apps show that your subscription ended until you subscribe again; then everything is exactly as you left it. Your data is kept, with no time limit, and you can still export it.
• Cancelling stops the billing; it does not close your account or delete anything. To remove the account and its data, use Settings → Backup & export → Delete my account in the web or desktop app (it is immediate and cannot be undone), or email support@groundbasecrm.com from your account address and we'll do it within 7 business days.
• Your connected Twilio account is unaffected by canceling Groundbase — your numbers and Twilio service continue independently. Cancel them in Twilio Console if you no longer need them.
• You can also export your data as JSON at any point during this whole process (Settings → Backup & Export).

Refunds

The 14-day free trial is your refund mechanism for the subscription itself — you have two weeks to decide it works for you before any money changes hands. After you've been charged, we don't refund partial months as a matter of policy. The same applies to the annual plan: if you cancel partway through the year, there's no refund for the unused months, and you keep full access until the year you've paid for ends. If something's seriously wrong (we broke a feature, we charged you in error, etc.), email support@groundbasecrm.com and we'll figure it out.

Sending costs (Twilio)

The Groundbase subscription covers the application. SMS messages, voice calls and phone numbers are billed directly by Twilio to your connected Twilio account at Twilio's published rates. Groundbase does not intermediate or mark up these costs. Voicemail transcription via our default provider is currently included in the subscription; if that changes we'll give you notice in-app and via email at least 30 days in advance.

Phone numbers

Phone numbers are owned in your Twilio account, not by Groundbase. Buy, configure, and release numbers in your Twilio Console. Groundbase imports them from your account when you connect Twilio in Settings → Phone numbers and configures the inbound message/call webhooks automatically. If you cancel your Groundbase subscription, your Twilio numbers remain in your Twilio account — they're not released by anything we do.

Acceptable use

Groundbase is built for legitimate business use. Don't use it to send unsolicited email, don't use it for illegal activity, don't resell access to your account. SMS-specific obligations are in the SMS messaging program terms below. If we discover material misuse, we may suspend the account; we'll always try to reach out first.

SMS messaging program terms

These terms apply specifically to SMS messages sent or received through your Groundbase phone number.

Program description. Groundbase customers (small business and sales professional end users) use phone numbers in their own connected Twilio account to send appointment confirmations, follow-up messages, lead outreach, and customer service replies to their own customers and prospects. Messages are sent on a one-to-one basis from the customer's number to recipients who have provided their phone number directly to the customer.

Message frequency. Message frequency varies. Senders message recipients as their normal business workflow dictates — typically a few messages per recipient per month, but the rate is determined entirely by the sender's interactions with that specific recipient.

Message and data rates may apply. Standard message and data rates from the recipient's mobile carrier may apply to messages received from Groundbase customers. Groundbase does not charge recipients anything; any carrier fees are between the recipient and their own carrier.

Opt-out. Reply STOP (or STOPALL, UNSUBSCRIBE, CANCEL, END, QUIT) on its own at any time to any message you receive from a Groundbase customer's number to stop receiving further messages from that sender. An automated confirmation reply will be sent. To resubscribe, reply START, UNSTOP or YES.

Help. Reply HELP (or INFO) at any time to receive support information about the SMS program, including how to contact Groundbase support and how to opt out.

Consent. You must have prior express permission from a recipient before sending them SMS through Groundbase. Permission means the recipient knowingly gave you their phone number for the purpose of receiving messages from your business — for example, by completing a form, by handing over their number during a sales conversation, or by being an existing customer who agreed to receive updates. Buying lists, scraping numbers, or messaging anyone who has not opted in is a violation of these Terms and of U.S. and Canadian anti-spam law. If you believe you've received an unsolicited message from a Groundbase customer, contact support@groundbasecrm.com and we'll investigate.

Cold outreach. If you message a recipient who has not previously consented to receive SMS from you (a "cold" outreach campaign), you must enable the SMS compliance toggle in Settings → SMS compliance before sending, set to Every outbound message. This toggle automatically appends an opt-out disclosure (e.g. "Reply STOP to opt out") to your outbound messages — one-to-one texts, bulk texts, campaigns and drips alike — required by U.S. carriers and A2P 10DLC policy for any messaging that isn't strictly transactional or based on prior express consent. Sending cold outreach with the compliance toggle disabled is a violation of these Terms and may result in suspension of your account.

A2P 10DLC registration. Because messages are sent from your own Twilio account, A2P 10DLC registration (required by U.S. carriers for application-to-person messaging) is your responsibility. Register your brand and campaign in your Twilio Console before sending high-volume or marketing messaging in the U.S. Twilio's documentation covers the registration flow. Failure to register correctly may result in carrier filtering or message rejection — we have no control over carrier-side enforcement.

Carrier disclaimer. Carriers (T-Mobile, Verizon, AT&T, etc.) are not liable for delayed or undelivered messages.

Your data

Your CRM data lives in our cloud database. We hold it for you, but we don't own it — you can export the full thing as JSON at any time, and we delete it after your account closes.

Integrations you connect (bring-your-own)

Groundbase is a flat-rate application that connects to service accounts you bring yourself:

• Twilio for SMS and voice — billed by Twilio to your Twilio account at Twilio's published rates. You're responsible for Twilio's Terms of Service, Acceptable Use Policy, and A2P 10DLC registration where applicable.
• Resend for marketing email and email campaigns — billed by Resend to your Resend account. You're responsible for Resend's Terms of Service. Free tier covers light-use; paid tiers scale up.
• Your AI assistant (optional) — Groundbase has no built-in AI model and never asks for an AI provider key. You connect your own assistant (Claude, ChatGPT, Cursor or any MCP client) to Groundbase's MCP server using a Groundbase API key. Whatever that assistant costs is between you and its provider, under their terms.
• Email inbox (optional) — IMAP/SMTP credentials for reading and sending mail from your existing inbox. Mail traffic flows directly between Groundbase and your provider; we store your password encrypted server-side so background sync can run.

We don't mark up vendor pricing or sit between you and the vendor's meter on any of these. The Groundbase subscription covers the application only.

Warranty & liability

Groundbase is provided as is. We work hard to keep it stable and to fix bugs quickly, but we can't promise it's fit for any particular purpose. Always keep your own backups (use the export feature in Settings → Backup & Export). The maximum amount we'll ever owe you for anything related to Groundbase is the greater of (a) the amount you paid us in the 12 months before the claim arose, or (b) twenty U.S. dollars.

Service availability

We aim for high availability but don't offer a formal SLA at the current price point. If there's a multi-day outage that prevents you from using the service, contact us and we'll credit your account proportionally. Planned maintenance gets at least 24 hours of notice in the app and via email for material disruptions.

Discontinuation

If we ever shut down Groundbase, we'll give every active subscriber at least 60 days of advance notice via email, stop billing immediately, and provide a final 90-day window to export data.

Changes to these terms

We may update these terms. If we do, we'll update the date at the top of this page. Material changes will be noted in the changelog or emailed to active subscribers. Your continued use after a change means you accept the new terms; if you don't, cancel within 30 days of the change for a prorated refund.

Governing law

These terms are governed by the laws of the Province of Ontario, Canada, without regard to conflict of laws principles. Disputes will be brought in the courts of Ontario. Nothing here limits your rights under consumer protection laws applicable in your jurisdiction.

Contact

Anything else, just email support@groundbasecrm.com.