Terms of service

Last updated 27 October 2026. These are the terms for using OutreachPortal. They are written to be read.

1. Who we are and what this covers

OutreachPortal is outreach tracking software for FIRST robotics teams, made by BotBuilders Robotics (“we”, “us”). These terms cover the OutreachPortal website at outreachportal.app, the app at app.outreachportal.app and on organisations’ own addresses, our API, and the connector that lets AI assistants work with an organisation’s record (together, “the service”). By creating an account, accepting an invitation or using the service, you agree to them. If you do not agree, please do not use it.

2. Accounts and organisations

• An organisation is the team or group that holds a record. Whoever creates it becomes its first admin, and answers for it: who is invited, what permissions they hold, and what is entered.
• Each account belongs to one person and one organisation. Keep your password and any two-step sign-in methods to yourself, and tell us if you think an account has been taken over.
• Information you give us must be accurate enough to run the service, including an email address you can read.
• Many people who use OutreachPortal are students. If you are under 18, use it with the knowledge of your team’s adult mentors. Organisations decide who they invite, and are responsible for having whatever permission they need from parents or guardians before they record information about young people.

3. Your content

Everything an organisation puts in its record (activities, hours, names, notes, photos, letters and other files) is its own. We do not claim ownership of it. You give us permission to store, process, display and back it up as far as needed to run the service for you, including showing it to the people in your organisation you have given access to. That permission ends when the content is deleted from the service, apart from the backup period described in the privacy policy.

You are responsible for your content and for having the right to upload it. Do not upload anything unlawful, anything that infringes someone else’s rights, or personal information about people who have not agreed to be in the record.

4. Acceptable use

Do not:

• break the law, or use the service to harass, deceive or harm anyone;
• try to reach another organisation’s record, or probe, overload or disrupt the service (see our security policy for how to report a weakness in good faith);
• share an account, or an API key, outside your organisation;
• use automated means to copy the service at scale, other than our API and connector, used as documented;
• enter false activities or hours in order to mislead an awards panel. The record is only useful if it is true.

We may suspend an account or organisation that breaks these rules, and will tell the organisation’s admins why when we can.

5. Plans and payment

• Starter is free and stays free. Workshop, Outreach and Impact are paid plans, billed monthly or yearly in Australian dollars. What each plan includes and costs is shown on the plans section of our home page and in Settings → Plans & billing, and the price at the moment you buy is the price you pay.
• Payments are handled by Stripe. We never see or store your card number.
• A paid plan renews automatically at the end of each period until it is cancelled. You can cancel at any time in Settings → Plans & billing; it then runs to the end of the period already paid for, and the organisation returns to Starter.
• If we change a price, it applies from your next renewal, and we will tell your admins before it does.
• Taxes such as GST are added where they apply.
• Refunds are given where Australian Consumer Law requires them, and otherwise at our discretion. Email us at support@outreachportal.app if something is wrong with a charge.
• Only an organisation’s admins can buy, change or cancel a plan.
• If a paid plan ends, features that need it are locked. The record stays and can still be seen on Starter.

6. AI assistants and the API

On plans that include them, a person may connect an AI assistant such as Claude to the service, and organisations on Impact may use API keys. An assistant acts as the person who connected it, with that person’s permissions and no more. Whatever it logs or changes is reviewed before it counts if the organisation reviews its log. The person who connected it is responsible for what it does in their name, and for deciding which assistant to trust with the organisation’s information. What an assistant provider does with information once it has it is governed by that provider’s own terms. You can disconnect an assistant at any time from your profile, and admins can disconnect anyone’s. See the connector documentation.

7. FIRST

FIRST®, FRC®, FTC®, FIRST® LEGO® League and FIRST® Global Challenge are trademarks of their respective owners. OutreachPortal is independent, is not affiliated with or endorsed by them, and award criteria shown in it are our summary for convenience. Check the official manuals before relying on them.

8. Availability and changes

We work to keep the service running and your record safe, but we cannot promise it will always be available or free of error. We may change or retire features. If we remove something you rely on in a way that matters, we will give notice and, for a paid feature, a fair way out.

9. Ending your use

You can stop using the service at any time. To have an organisation’s record deleted, an admin can ask us at support@outreachportal.app. We may end or suspend access if these terms are broken, if a payment cannot be taken after reasonable notice, or if the law requires it. What our privacy policy says about deletion applies.

10. Our responsibility

The service is provided “as is” to the extent the law allows. We are not responsible for the outcome of any award or competition, and you should keep your own copy of anything you cannot afford to lose. To the extent permitted by law, we are not liable for indirect or consequential loss, and our total liability for any claim relating to the service is limited to what you paid us in the 12 months before it arose.

Nothing in these terms limits any right or remedy you have under the Australian Consumer Law or any other law that cannot be limited or excluded.

11. Law and changes to these terms

These terms are governed by the laws of Australia, and disputes are for its courts. We may update these terms. When we make a material change we will show a notice in the portal or email an organisation’s admins before it applies, and the date at the top will change. Using the service after that means you accept the new terms.

12. Contact

BotBuilders Robotics · support@outreachportal.app