Licensing Policy

1. What Is a License?

A license represents a single employee seat on your company's Your FSA Guide subscription. Each license grants one active employee access to the full suite of features included in your plan.

• Licenses are purchased in fixed quantities based on your selected plan tier.
• Each license is tied to one active employee at a time.
• Licenses cannot be shared, transferred between users simultaneously, or used by more than one person concurrently.
• Your plan tier determines the maximum number of licenses available. Exceeding your seat limit requires an upgrade.

2. License Assignment and Activation

As the HR administrator or account owner, you are responsible for inviting employees and managing license assignments through your HR Dashboard.

• A license is considered active once an employee accepts their invitation and creates an account.
• You may invite employees via single email, bulk paste, or CSV upload.
• Pending invitations that have not been accepted do not consume a license.
• You may reinvite employees whose invitations have expired without consuming an additional license.
• Licenses are activated on a first-come, first-served basis as employees accept their invitations.

3. Employee Departure and License Reclamation

When an employee leaves your organization, their access must be revoked. This frees the license for reassignment to a new or existing employee.

• You are responsible for revoking access when an employee leaves via your HR Dashboard.
• Access is revoked immediately upon deactivation.
• The freed license becomes immediately available for reassignment.
• Your FSA Guide is not responsible for delayed access revocation resulting from failure to update your HR Dashboard.
• Former employee data is retained for 90 days following deactivation, after which it is permanently deleted unless a retention request is submitted.

4. Individual Continuation After Departure

Former employees who wish to continue using Your FSA Guide after their company-sponsored access is revoked may do so by purchasing an individual subscription.

• Upon deactivation, former employees will receive a notification outlining their options to continue access independently.
• Individual subscriptions are priced separately and are not billed to the employer.
• Your FSA Guide offers monthly ($15.99/mo) and annual ($89.99/yr) individual plans.
• The employer has no obligation to subsidize or facilitate individual continuation.
• Former employee personal data is preserved during the 90-day retention window if they activate an individual plan within that period.

5. Plan Tiers and Seat Limits

Your FSA Guide offers tiered employer plans based on company size.

Founding Member pricing is locked for 3 years from the date of initial subscription activation.

6. What Your FSA Guide Does Not Do

This section is critical for compliance clarity. Your FSA Guide is a guidance and education platform only. We expressly do not:

• Administer, hold, manage, or have access to any FSA or HSA funds on behalf of employees or employers.
• Act as a plan administrator, third-party administrator (TPA), or fiduciary under ERISA.
• Provide legal, tax, financial, or medical advice. All guidance is informational only.
• File or process any claims on behalf of employees.
• Interface with insurance carriers, plan sponsors, or government agencies on behalf of users.
• Determine or certify FSA or HSA eligibility of specific products or services.

7. Billing, Cancellation, and Refunds

• All subscriptions are billed in advance — monthly or annually depending on your selected billing cycle.
• Annual plans are billed as a single upfront payment. Monthly plans renew automatically each billing period.
• You may cancel your subscription at any time from your billing settings. Access continues until the end of the current billing period.
• Refunds are not issued for partial billing periods. Annual plans cancelled mid-term are not eligible for prorated refunds unless otherwise agreed in writing.
• Your FSA Guide reserves the right to modify pricing with 30 days advance notice. Founding Member pricing is exempt from price increases for the duration of the 3-year lock-in period.

8. Data Ownership and Security

• Employee data entered into the platform is owned by the individual employee, not the employer.
• Employers may access aggregated, anonymized utilization metrics through the HR Dashboard. Employers do not have access to individual employee health data.
• All data is encrypted in transit and at rest using enterprise-grade infrastructure through Supabase.
• Employee data is not sold, shared, or disclosed to third parties except as required by law or as outlined in our Privacy Policy.
• Upon subscription cancellation, employer account data is retained for 30 days before permanent deletion.

9. Governing Law and Disputes

This Licensing Policy is governed by the laws of the Commonwealth of Massachusetts. Any disputes shall be resolved through binding arbitration in Boston, Massachusetts, in accordance with the rules of the American Arbitration Association. Nothing in this section prevents either party from seeking injunctive relief in a court of competent jurisdiction to prevent irreparable harm.

10. Contact and Questions

If you have questions about this Licensing Policy, please contact us: