HEUG Terms of Service

These Terms of Service (“TOS”) govern your access to and use of the website, online community, and digital services (collectively, the “Service”) offered by the Higher Education User Group (“HEUG,” “we,” “us,” or “our”), a 501(c)(3) nonprofit association. These TOS apply to HEUG member institutions, affiliate organizations, sponsors, vendors, and any other individual or entity granted access to the Service (collectively, “Client” or “you”). By accessing or using the Service, you agree to be bound by these TOS. The most current version is always available at www.heug.org.

1. Acceptance of Terms

HEUG provides the Service subject to these TOS, which may be updated from time to time consistent with Section 24 (Notices). Your continued use of the Service after changes are posted constitutes acceptance of the revised TOS.

2. About HEUG; Role of Our Service Providers

HEUG has contracted with Higher Logic, LLC (“Higher Logic”) to host and operate the website and online community, and with Advanced Solutions International (“ASI”) to manage membership records, dues, and event registration. Higher Logic and ASI act as HEUG's representatives and service providers with respect to the Service, and references to “HEUG and its representatives” throughout these TOS include Higher Logic, ASI, and other vendors HEUG engages to operate the Service.

3. Description of Service

The Service provides Clients and other users with access to communications tools, community forums, file libraries, membership management, event registration, and personalized content through HEUG's online interface. Any new features that augment or enhance the Service are subject to these TOS unless stated otherwise. You are responsible for obtaining your own access to the internet (including any related fees) and for the equipment needed to access the Service.

4. Eligibility and Registration Obligations

By using the Service, you agree to: (a) provide current, accurate, and complete information about yourself and your organization (“Registration Data”); and (b) promptly update your Registration Data to keep it accurate and complete. You understand that HEUG will periodically send you email communications about HEUG business, events, and membership matters as part of your use of the Service; if you no longer wish to receive these communications, you may deactivate your account.

5. Membership, Dues, Event Fees, and Payment

  1. Dues and fees. Membership dues, conference registration fees, and other charges are as published on the Service at the time of purchase or renewal, and are payable in accordance with the terms presented at checkout.
  2. Payment processing. Payments are processed through secure third-party payment processors. By submitting payment information, you represent that you are authorized to use the payment method provided.
  3. Refunds and cancellations. Refund and cancellation terms for membership dues and event registrations will be as stated in the applicable registration materials or membership agreement at the time of purchase; absent a specific stated policy, refund requests are considered at HEUG's discretion.
  4. Late or failed payments. HEUG may suspend access to member benefits for accounts with unpaid dues or fees after reasonable notice.

6. Account, Password, and Security

You will receive a username and password as part of the Service's registration process. You are responsible for maintaining the confidentiality of your password and account and for all activity that occurs under it. You agree to (a) immediately notify HEUG of any unauthorized use of your account or any other breach of security, and (b) log out of your account at the end of each session. HEUG and its representatives are not liable for any loss or damage arising from your failure to comply with this Section.

7. Member and User Conduct

You are solely responsible for all information, data, text, software, photographs, graphics, video, messages, or other materials (“Content”) that you upload, post, email, transmit, or otherwise make available via the Service, whether posted publicly or transmitted privately. HEUG and its representatives do not control user Content and do not guarantee its accuracy, integrity, or quality.
You agree not to use the Service to:

  1. Upload, post, or transmit Content that is unlawful, threatening, abusive, harassing, defamatory, vulgar, obscene, invasive of another's privacy, hateful, or racially or ethnically objectionable
  2. Harm minors in any way
  3. Impersonate any person or entity, or misrepresent your affiliation with a person or entity
  4. Forge headers or otherwise manipulate identifiers to disguise the origin of Content
  5. Upload or transmit Content you don't have a right to share under law, contract, or a duty of confidentiality
  6. Upload or transmit Content that infringes any patent, trademark, trade secret, copyright, or other proprietary right
  7. Send unsolicited advertising, promotional material, “junk mail,” “spam,” or “chain letters”
  8. Upload software viruses or other code designed to interrupt, damage, or limit the functioning of any software, hardware, or telecommunications equipment
  9. Disrupt the normal flow of community discussion or otherwise interfere with other users' ability to engage with the Service
  10. Interfere with or disrupt the Service or the servers or networks connected to it
  11. Violate any applicable local, state, national, or international law
  12. Stalk or otherwise harass another user
  13. Collect or store personal data about other users except as permitted by our Privacy Policy

HEUG and its representatives do not pre-screen Content but reserve the right (though not the obligation) to review, reclassify, or remove any Content that violates these TOS. Your use of the Service is also subject to the HEUG Code of Conduct, which sets out our broader expectations for respectful and professional participation in the HEUG community.

8. User Content and License

By posting Content to the Service, you grant HEUG a non-exclusive, royalty-free, worldwide license to host, display, and distribute that Content solely as necessary to operate and promote the Service and the HEUG community (for example, displaying forum posts to other members, or listing session materials on the conference site). You retain ownership of your Content and may remove it at any time, subject to residual copies that may persist temporarily in backups or in other members' prior communications.

9. AI-Powered Features

The Service may include features that use artificial intelligence, including a chatbot or virtual assistant (“AI Features”), to help you find information, navigate the Service, or answer questions.
(a) Informational Purposes Only
Responses generated by AI Features are provided for general informational and convenience purposes only. AI Features may produce content that is incomplete, outdated, or inaccurate, and such content does not constitute professional, legal, financial, or advisory guidance of any kind. You should independently verify any information obtained from AI Features before relying on it.
(b) No Guarantee of Accuracy
HEUG and its representatives make no warranty, express or implied, regarding the accuracy, completeness, or reliability of any output generated by AI Features. AI-generated content is provided “AS IS,” consistent with Sections 16 and 17 of these TOS.
(c) Data Processing by Third-Party AI Providers
AI Features may be powered by third-party artificial intelligence providers. Inputs you submit to AI Features (such as questions or messages) may be transmitted to and processed by such third-party providers to generate a response. HEUG and its representatives handle such data consistent with the HEUG Privacy Policy. Do not submit sensitive, confidential, or proprietary information to AI Features that you would not otherwise be comfortable sharing through the Service.
(d) Acceptable Use
The Member Conduct obligations in Section 7 apply equally to your use of AI Features. You agree not to use AI Features to generate, request, or attempt to extract unlawful, harmful, infringing, or otherwise prohibited Content, and agree not to attempt to reverse engineer, probe, or manipulate the underlying AI models or systems.
(e) No Automated Decision-Making
Unless otherwise stated, AI Features are intended to assist you and do not make final decisions on your behalf regarding membership, benefits, or other HEUG determinations. Any such decisions remain subject to review by HEUG staff or representatives.
(f) Changes to AI Features
HEUG and its representatives may modify, limit, or discontinue AI Features at any time without notice, consistent with Section 3 of these TOS.

10. Special Admonitions for International Use

Recognizing the global nature of the internet and HEUG's international membership, you agree to comply with all applicable laws regarding online conduct and acceptable Content, including laws applicable in your own country of residence, as well as applicable U.S. laws regarding the transmission of technical data exported from the United States.

11. Indemnification

You agree to indemnify and hold HEUG and its representatives, their subsidiaries, affiliates, officers, agents, co-branders, other partners, and employees harmless from any claim or demand, including reasonable attorneys' fees, arising out of Content you submit, post, transmit, or make available through the Service, or your breach of these TOS.

12. No Resale of Service

You agree not to reproduce, duplicate, copy, sell, resell, or exploit for any commercial purpose any portion of the Service, use of the Service, or access to the Service, without HEUG's express written permission.

13. Sponsors, Exhibitors, and Advertisers

Your correspondence or business dealings with sponsors, exhibitors, or advertisers found on or through the Service — including payment, delivery of goods or services, and any related terms, conditions, or warranties — are solely between you and that sponsor, exhibitor, or advertiser. HEUG and its representatives are not responsible or liable for any loss or damage arising from such dealings or from the presence of sponsors, exhibitors, or advertisers on the Service.

14. Links to Third-Party Sites

The Service may contain links to third-party websites or resources. Because HEUG and its representatives have no control over such sites, you acknowledge that HEUG is not responsible for their availability and does not endorse, and is not responsible or liable for, any content, products, or services available through them.

15. HEUG's Proprietary Rights; License

The Service and any software used in connection with it (“Software”) contain proprietary and confidential information protected by applicable intellectual property laws. Content presented through the Service, including sponsor materials, may be protected by copyrights, trademarks, or other proprietary rights. Except as expressly authorized by HEUG, you agree not to modify, rent, lease, sell, distribute, or create derivative works based on the Service or Software, in whole or in part.
HEUG grants you a personal, non-transferable, non-exclusive license to use the Service for its intended purpose; provided that you do not (and do not allow any third party to) copy, modify, reverse engineer, or otherwise attempt to discover the source code of the Software, or access the Service by any means other than the interface HEUG provides.

16. Disclaimer of Warranties

Your use of the Service is at your sole risk, to the extent permitted by law. The Service is provided on an “as is” and “as available” basis. HEUG and its representatives expressly disclaim all warranties of any kind, whether express or implied, including the implied warranties of merchantability, fitness for a particular purpose, and non-infringement. HEUG and its representatives make no warranty that (i) the Service will meet your requirements; (ii) the Service will be uninterrupted, timely, secure, or error-free; (iii) information obtained through the Service will be accurate or reliable; or (iv) any errors in the Software will be corrected. Any material downloaded or otherwise obtained through the Service is accessed at your own discretion and risk, and you are solely responsible for any resulting damage to your systems or loss of data.

17. Limitation of Liability

To the fullest extent permitted by law, HEUG and its representatives will not be liable for any indirect, incidental, special, consequential, or punitive damages, or any loss of data, revenue, or goodwill, arising out of or related to your use of, or inability to use, the Service, even if advised of the possibility of such damages. Some jurisdictions do not allow the exclusion or limitation of liability for certain damages, so some of the limitations in this Section may not apply to you.

18. Special Admonition for Financial and Investment Information

If you receive or request any news, alerts, or other information through the Service concerning companies, stock quotes, investments, or securities, that information is provided for informational purposes only, and no Content on the Service is intended for trading or investment purposes. HEUG and its representatives are not responsible or liable for the accuracy, usefulness, or availability of such information, nor for any trading or investment decisions made in reliance on it.

19. Termination

HEUG may suspend or terminate your access to the Service, with or without notice, for conduct that HEUG believes violates these TOS, the HEUG Code of Conduct, applicable law, or is otherwise harmful to other users, sponsors, or HEUG. You may terminate your account at any time by contacting support@heug.org. Sections of these TOS that by their nature should survive termination (including Sections 11, 12, 15, 16, 17, and 24) will survive.

20. Governing Law and Dispute Resolution

These TOS are governed by the laws of the State of Arizona, without regard to its conflict-of-laws principles, and any dispute arising out of or relating to these TOS or the Service will be subject to the exclusive jurisdiction of the state and federal courts located in Arizona.


Placeholder — confirm before publishing: Fill in HEUG's state of incorporation/principal office once confirmed. This governing-law and venue clause is standard for U.S. nonprofits but should be reviewed by counsel, particularly given HEUG's international membership.

21. Notices

HEUG may provide notices to you via email or by posting notices or links to notices on the Service. Any notice you are required or wish to give to HEUG under these TOS should be sent via email to support@heug.org and will be deemed delivered on the date it is received by HEUG's mail servers.

22. Trademarks and Logos

All trademarks, service marks, trade names, and other words or symbols (“Marks”) identifying HEUG and its representatives remain the exclusive property of the applicable party. You agree not to take any action that jeopardizes those proprietary rights or to acquire any rights in the Marks. Except as specifically stated in an addendum or amendment, no license to use any HEUG logo or the logos of its representatives is granted under these TOS.

23. Copyright Complaints

HEUG and its representatives respect the intellectual property of others and expect Clients to do the same. If you believe your work has been copied in a way that constitutes copyright infringement, or that your intellectual property rights have otherwise been violated, please provide HEUG with:

  1. A signature (electronic or physical) of the person authorized to act on behalf of the copyright or intellectual property owner
  2. A description of the copyrighted work or other intellectual property you claim has been infringed
  3. A description of where the allegedly infringing material is located on the Service
  4. Your address, telephone number, and email address
  5. A statement that you have a good-faith belief that the disputed use is not authorized by the owner, its agent, or the law
  6. A statement, made under penalty of perjury, that the above information is accurate and that you are the owner or authorized to act on the owner's behalf

Send this information to support@heug.org. Upon receipt, HEUG may, at its sole discretion, investigate and take appropriate action.

24. General Provisions

These TOS, together with any membership or subscription agreement between you and HEUG, constitute the entire agreement between you and HEUG regarding the Service and supersede any prior agreements. HEUG's failure to exercise or enforce any right or provision of these TOS does not constitute a waiver of that right or provision. If any provision of these TOS is found invalid by a court of competent jurisdiction, the parties agree the court should give effect to the parties' intentions as reflected in that provision, and the remaining provisions will remain in full force and effect. These TOS may be updated by HEUG from time to time consistent with Section 21 (Notices); the most current version is always available at www.heug.org.

25. Contact Information

Email: support@heug.org

Last Updated: July 20, 2026