MyTroop

Terms and Conditions

Effective date: April 26, 2026 · Last updated: September 23, 2026

These Terms and Conditions (“Terms”) govern your use of the MyTroop service at mytroop.org and its troop subdomains (the “Service”). The Service is operated by Derbytronics LLC, a single-member limited liability company (“MyTroop,” “we,” “us”). By creating an account or otherwise using the Service, you agree to these Terms.

1. Eligibility

You must be at least 18 years old and a parent, guardian, or adult leader of a Scouting America unit (such as a troop or pack) to create an account. The Service is intended for use by units, their adult members, and the families of scouts. In these Terms, “troop” means any unit that uses the Service.

2. Your account

You are responsible for the accuracy of the information you enter, for safeguarding your password, and for all activity under your account. Notify us promptly if you suspect unauthorized access.

3. Acceptable use

You agree not to:

  • use the Service to send unlawful, harassing, deceptive, or abusive content;
  • upload content you do not have the right to share, or that infringes another person’s rights;
  • attempt to disrupt, reverse-engineer, or gain unauthorized access to the Service;
  • use the Service to send unsolicited bulk messages outside the troop context for which it is intended.

4. SMS notifications program

The following terms apply to text-message notifications sent through the Service.

  • Program name: MyTroop Troop Notifications.
  • Description: Notifications from your troop — including event reminders, schedule changes, and urgent announcements — sent by your troop’s leaders and members through the Service.
  • Two-way messaging: Troop messaging is conversational. You may reply to any message, and a reply you choose to send to a group is relayed to the members of that group. Before any message you send is relayed, the Service texts you back to ask which audience it should go to and how many people that is; nothing is relayed until you answer, and you may reply C to cancel. You may therefore receive messages originating from other members of your troop as well as from its leaders.
  • Number privacy: All messages are relayed through MyTroop’s own number. Your mobile number is never disclosed to other members, including when you reply to a group.
  • Message frequency: Recurring messages; frequency varies by troop activity. You should expect roughly one to four messages per week on average, with higher volume around active events or trips, plus any replies within a conversation you are part of.
  • Message and data rates: Message and data rates may apply. Messages are sent on standard carrier rates; MyTroop does not charge message recipients a per-message fee. (Your troop’s subscription includes a usage fee for messages the troop sends — see section 5.)
  • Opt out: Reply STOP to any message at any time to immediately stop all SMS notifications from MyTroop; we record the opt-out and stop treating your number as reachable. You can also remove your phone number from your profile, or contact us at the address below, to opt out. Texting START does not restore messaging — because consent must be given against the wording presented at the time, you re-enable it in your profile.
  • Help: Reply HELP to any message for instructions, or contact us at support@mytroop.org.
  • Carriers: Carriers are not liable for delayed or undelivered messages.
  • Consent: By providing your mobile number and agreeing to receive SMS, you consent to receive recurring text messages from your troop at the number provided, including messages originating from your troop’s other members, and you agree that replies you choose to send to a group may be relayed to that group. Consent is not a condition of any purchase, and consent is collected through a dedicated SMS opt-in checkbox — it is never bundled into or obscured by any other agreement.
  • Data sharing: Your mobile number and SMS opt-in consent are collected by MyTroop and used only to send you the troop notifications described here. We do not share, sell, or otherwise provide your mobile number or messaging consent to any third parties or affiliates for marketing or promotional purposes.

5. Payments and your troop’s subscription

5.1 Event payments

If your troop collects payments from families through the Service (for example, event fees), those payments are processed by Stripe under Stripe’s own terms and are paid to your troop’s own Stripe account. MyTroop is not a party to those payments. The rest of this section is about what your troop pays MyTroop.

5.2 Who the subscriber is

A troop’s MyTroop site is a paid subscription. The person who starts a troop on the Service (the “subscriber”) agrees to these Terms on behalf of the troop, confirms that they are authorized to do so, and is responsible for the troop’s charges. Any admin of the troop may manage the payment method and the subscription from the troop’s Billing settings.

5.3 What it costs

The subscription has two parts, at the rates shown when you sign up and on your troop’s Billing settings page:

  • a monthly base fee for the troop’s site; and
  • usage fees for what your troop uses: emails sent, text messages sent (charged per message segment), and photo and file storage (charged per gigabyte per month).

Usage depends on how your troop uses the Service, so the monthly total varies. Each usage fee (email, text messages, storage) is calculated for the month and rounded up to the next whole cent, so any usage at all is at least $0.01. You can see a running estimate of the current month’s charges at any time on the Billing settings page. Text-message usage fees are separate from, and in addition to, any message and data rates charged by a recipient’s own mobile carrier.

The base fee is charged by the day. A month’s base fee is divided evenly across its days, and you pay for each day your troop is active, rounded up to the next whole cent. So in the month your troop starts, and in the month you cancel, you pay only for the days in between. Days your troop spends read-only for non-payment, or archived, are not charged.

5.4 Free introductory period

A new troop starts with a free introductory period — 30 days unless a different period is shown when you sign up. During it the base fee is free, day by day, and the base fee is charged from the first day after it ends. Usage fees are not covered by the introductory period: they are charged at cost from your first day. You must save a valid payment card to start a troop, but nothing is charged when you do.

5.5 How and when you are billed

We bill monthly, in arrears: on or shortly after the first day of each month, we charge the base fee and the usage fees for the month that just ended. By saving a card, you authorize MyTroop to charge it automatically each month, for the amounts described in this section, until the subscription is cancelled. Payments are processed by Stripe; MyTroop does not see or store your full card number. You can replace your card at any time from the Billing settings page, and you will be able to view each statement and receipt there.

Small amounts are carried forward. A card charge costs more to collect than a few cents is worth, so if a month’s total (including anything carried from earlier months) is under $1.00, we do not charge it that month. It is carried to your next statement instead, and charged once the total reaches $1.00. A carried balance does not expire. We may change the $1.00 minimum with notice under section 5.6.

5.6 Price changes

We may change the base fee or usage rates. We will email your troop’s admins at least 30 days before a price increase takes effect, and the new prices will apply only to months that begin after that notice period. If you do not want to continue at the new prices, you may cancel before they take effect.

5.7 Failed payments

If a monthly charge fails, Stripe automatically retries it over roughly the next two weeks, and we email your troop’s admins so the card can be updated. If the charge still has not succeeded after the final retry:

  • the troop becomes read-only: members can still sign in and view everything, but no changes can be made, and the Service stops sending the troop’s emails, digests and text messages;
  • after 30 days read-only, the troop is archived; and
  • 90 days after it is archived, the troop and all of its data are permanently deleted and cannot be recovered.

An admin can restore the troop at any point before deletion by updating the card and reactivating it from the Billing settings page; the overdue amount is charged when they do.

5.8 Cancelling

An admin can cancel the troop’s subscription at any time from the Billing settings page. When you cancel:

  • the troop is archived and becomes read-only right away;
  • your bill is settled right away, in one charge: the base fee for each day of the current month up to and including the day you cancel, the usage so far that has not yet been billed (including any month that ended but has not been billed yet), and any carried balance. The Billing settings page shows this amount before you confirm. There is no later charge;
  • if that final amount is under $0.50, it is waived and nothing is charged;
  • amounts already billed for earlier months remain due;
  • you can change your mind and reactivate the troop within 90 days. Any unpaid earlier amounts are charged then, and billing resumes from the day you reactivate — the days the troop was archived are not charged; and
  • after 90 days, the troop and all of its data are permanently deleted. If you want a copy of your roster or other information, export it before then.

5.9 Refunds and billing questions

Charges are for service already provided and are generally not refundable. If you believe you were charged in error, email support@mytroop.org within 60 days of the charge and we will look into it and correct any mistake, including by refund. Please contact us before disputing a charge with your card issuer; most billing questions can be resolved quickly by email.

5.10 Taxes

Prices do not include taxes. If we are required to collect sales or similar taxes on your subscription, they will be added to your statement and shown separately.

5.11 Signups we may decline

To protect the Service and its users from fraud, we may limit, hold for review, decline, or cancel a new troop signup — for example, if a payment card cannot be verified or a signup appears fraudulent. If we cancel a troop for this reason before it has been charged, you owe nothing.

6. Your content

You retain ownership of the content you upload (photos, posts, family details, etc.). You grant MyTroop a non-exclusive, royalty-free license to host, store, transmit, and display that content for the purpose of operating the Service for your troop.

7. Service providers

The Service relies on third-party providers, including Google (Firebase), Amazon Web Services (SES), Twilio, and Stripe, each subject to its own terms. Their availability and performance are outside our control.

8. Disclaimer of warranties

The Service is provided “AS IS” and “AS AVAILABLE,” without warranties of any kind, express or implied, including merchantability, fitness for a particular purpose, and non-infringement. We do not warrant that the Service will be uninterrupted, error-free, or secure.

9. Limitation of liability

To the fullest extent permitted by law, Derbytronics LLC and its members will not be liable for any indirect, incidental, special, consequential, or punitive damages, or for any loss of data, revenue, or goodwill, arising out of or in connection with the Service. Our total liability for any claim arising out of or relating to the Service will not exceed the greater of (a) the amounts you paid us for the Service in the twelve months before the claim or (b) one hundred U.S. dollars.

10. Indemnification

You agree to indemnify and hold Derbytronics LLC harmless from any claims, damages, and expenses arising out of your use of the Service, your content, or your violation of these Terms.

11. Termination

You may stop using the Service at any time; cancelling a troop’s subscription is covered in section 5.8. We may suspend or terminate your access if you violate these Terms or if necessary to protect the Service or other users. Suspension for non-payment is covered in section 5.7.

12. Changes to these Terms

We may update these Terms from time to time. The “Last updated” date at the top reflects the most recent revision. For a material change, we will email your troop’s admins before it takes effect; price changes follow the notice in section 5.6. Continued use of the Service after a change takes effect constitutes acceptance of the revised Terms.

13. Governing law

These Terms are governed by the laws of the United States and the State of Illinois, without regard to conflict-of-laws principles. Any dispute will be resolved in the state or federal courts located in Illinois.

14. Contact us

Derbytronics LLC — MyTroop
Email: support@mytroop.org