Terms of Service

1. Service Overview

CemeteryBase is operated by PRAAM Enterprise LLC, a Montana limited liability company. It provides cloud-based cemetery management software including interactive mapping, record management, import and cleanup tools, private document storage, AI-assisted transcription of scanned records, public grave search and burial-location maps, deed generation, full data export, and online payment processing. By using our service, you agree to these terms and to the Master Services Agreement.

2. Account, Eligibility & Security

You must be at least 18 years old and authorized to represent the cemetery or organization for which you are creating an account. New accounts must verify their email address before accessing the service.

You are responsible for maintaining the security of your account credentials and for all activity by team members you invite. We strongly recommend enabling two-factor authentication (available in dashboard settings, free) for administrator accounts. Notify us promptly at support@cemeterybase.com if you suspect unauthorized access to your account.

3. Subscription & Billing

CemeteryBase is offered on a subscription basis at $99/month or $899/year. Your subscription begins when you sign up and your payment method is charged immediately. It renews automatically until you cancel; you may cancel at any time and your access continues until the end of your current billing period.

Each cemetery account includes up to 5 staff accounts (admin, staff, or viewer roles). All features are included in every plan — there are no tiers, modules, or add-ons. Features that rely on outside providers (AI transcription, map imagery) come with fair-use allowances; if we ever add usage pricing above an allowance, we will give at least 30 days’ notice first. Assisted-setup work (see Section 9) is priced separately in a written quote.

4. Payment Processing

Online plot reservations and deed payments are processed through Stripe Connect. CemeteryBase charges a 1.5% platform fee on each transaction. Standard Stripe processing fees (2.9% + 30¢) also apply. Revenue (minus fees) is deposited directly into your connected Stripe account. You are the merchant of record for every sale.

Refunds to families for plot or deed payments are issued by you through your dashboard or your Stripe account; when you refund, our 1.5% fee is refunded too. You are responsible for your own refund policy toward the families you serve.

5. Your Data

You retain full ownership of all data you upload to CemeteryBase, including cemetery records, maps, aerial imagery, documents, scanned ledger pages, and images — and of the records you create from AI transcription once you accept them. We do not claim any intellectual property rights over your content, we do not sell it, and we never use it to train AI models.

You may export your data at any time at no charge: individual lists as CSV, or (as an administrator) everything at once as a single archive with CSV, GeoJSON, and a manifest of your documents. There is no lock-in.

Documents and scans you attach to records are stored privately and are visible only to your signed-in team. Files are limited to 25 MB each. Do not upload health records, Social Security numbers, card numbers, or government ID numbers — the service is not offered for that data, in any field, custom field, or file.

6. AI-Assisted Record Transcription

The “Scanned records” import lets your staff photograph or scan ledger pages and have an AI model read them into draft rows. The AI draft is a starting point, not a record. It can misread names, dates, and plot numbers, skip or merge lines, and occasionally produce text that is not on the page. Every row goes to a review screen, and nothing is saved to your records until a member of your team reviews it and commits the import. You agree to do that review — against the original page — for every row, and you remain responsible for the accuracy of anything you accept.

When you use this feature, the pages you upload (plus any hint you type and your cemetery’s name) are sent to our AI provider — currently Google’s Gemini API — to be read. We use the provider’s paid business terms, under which it states that it does not use your pages to train its models and keeps them only briefly for abuse monitoring. No other part of the service sends your data to an AI provider; if you never use the feature, nothing is ever sent. Only upload pages you have the right to process, and redact any prohibited data (Section 5) first.

The feature is included in your subscription with a fair-use allowance (currently 500 pages per user per day, up to 20 files of 25 MB each per batch). It depends on an outside provider, so it may be slow or unavailable at times, and we may change the provider or model.

7. Aerial Imagery & Map Accuracy

You may supply your own aerial or drone imagery as a map layer. You confirm you own it or have permission to use and publish it, and that it was captured lawfully. To show it at full resolution we may process it and host it as a tileset on Mapbox under our account; if you enable a public map, visitors will see it.

Map positions, plot outlines, and section boundaries are drawn over imagery and are only as accurate as the imagery, its georeferencing, and your drawing. They are not a survey. Before any interment, disinterment, sale, or deed decision, verify the location against your own authoritative records and physical markers.

8. Public Pages & Record Responsibility

You control whether your cemetery has a public page and which record fields it displays. By enabling a public page, you confirm that you have the authority to publish the burial information you choose to make visible and that doing so complies with laws applicable to you. Next-of-kin contact details, owner names, prices, notes, custom fields, and private documents are never displayed publicly by the service.

If you make plot location visible, visitors can see a picture of the grave’s position on satellite imagery, get directions, browse an interactive map of your sections and plots, and share a link to a specific plot. A published grave position is public once published. You can also upload a map file (PDF or image) for visitors to download; that file is public for as long as you publish it. If a visitor uses “locate me” on the map, their location stays in their own browser — we never receive it.

9. Assisted Setup & Professional Services

If you hire us to build your map, import and clean your records, digitize ledgers, configure your account, or train your team, that work is described in a written quote or statement of work. You supply the source materials and decisions; we deliver the work inside your account, where it becomes your data. You must review each deliverable (within 14 days unless the quote says otherwise) and tell us about any discrepancy; we fix errors in our work at no charge, while errors that originate in your source records are additional work. Materials that differ from what was quoted — for example handwritten ledgers where typed records were expected — are quoted separately. Deposits are non-refundable once work begins. Even after acceptance, a record or plot we entered is still a representation of your source material, not a survey or certified record.

10. Acceptable Use

You agree not to:

• Use the service for any unlawful purpose
• Upload malicious content or attempt to compromise, probe, or circumvent system security, rate limits, usage allowances, or bot protection
• Upload health records, Social Security numbers, card numbers, or government ID numbers in any field, custom field, document, or scan
• Send the AI feature material you have no right to process, material unrelated to your cemetery, or inputs meant to manipulate the model — or save AI drafts without reviewing them
• Supply imagery or a public map file you do not have the right to publish
• Submit false deed requests, fraudulent payments, or information about people without authority to do so
• Resell or redistribute the service, AI output, or hosted imagery without written permission
• Use automated tools to scrape or extract data from public cemetery pages or maps, or proxy map tiles and imagery

We may suspend an account, or a single feature such as AI transcription, immediately if it is being misused, is generating disproportionate cost, or is putting the service or other customers at risk.

11. Service Availability

We strive for 99.9% uptime but do not guarantee uninterrupted service and do not offer a contractual uptime SLA. Features that depend on outside providers (Mapbox imagery, the AI provider) can be unavailable when those providers are. We may perform scheduled maintenance with advance notice. We are not liable for any losses resulting from temporary service unavailability. Your data is backed up daily on a rolling seven-day cycle; keep your own copies of original records, including the paper ledgers you transcribe.

12. Cancellation & Data Retention

Upon cancellation, your account remains active until the end of your billing period. After that, your data is retained for 30 days during which you may export it. After 30 days, all data — including documents, scans, and imagery, and any tileset we host for you on Mapbox — is permanently deleted. An administrator may also delete the cemetery account immediately from dashboard settings, which permanently removes all data.

13. Limitation of Liability

CemeteryBase, its maps, and its AI output are provided "as is" without warranties of any kind. Our total liability is limited to the amount you paid for the subscription in the 12 months preceding the claim (or, for assisted-setup work, the amount paid under that quote). We are not liable for losses caused by inaccurate records, map positions, or AI drafts that were not verified against your own source documents, or by the acts or outages of our AI or mapping providers.

14. Changes to Terms

We may update these terms from time to time. Material changes will be communicated via email at least 30 days in advance. Continued use of the service after changes take effect constitutes acceptance of the new terms. Terms for a feature you have never used (such as AI transcription) apply from the first time you use it.

15. Contact

Questions about these terms? Contact us at support@cemeterybase.com or visit our Contact page.