Terms of Service

1. Accounts and authorized users

Customers are responsible for deciding who may access their workspace and what role or permission each user receives. Users must keep credentials confidential, use accurate account information, and promptly report suspected unauthorized access.

The platform may include manager, administrator, board, committee, homeowner, resident, vendor, and leadership access levels. Each user may access only the information made available to that role by the customer and platform configuration.

2. Subscription, orders, and payment

Subscription scope, fees, billing period, renewal terms, taxes, implementation services, support level, and permitted usage limits are set in the applicable order form or written agreement. Fees are non-refundable except as expressly stated in the applicable agreement or required by law.

If payment is overdue, HOA Operations may suspend access after reasonable notice unless the customer disputes the charge in good faith and cooperates to resolve the issue.

3. Customer data

Customers retain ownership of data, files, records, communications, resident information, vendor information, financial records, governing documents, uploaded documents, messages, notes, reports, and other content submitted to the service.

HOA Operations may process customer data to provide, secure, support, maintain, troubleshoot, improve, and operate the service; to support requested integrations; to comply with law; and as otherwise instructed by the customer.

4. Platform responsibilities

HOA Operations will use commercially reasonable administrative, technical, and organizational safeguards designed to protect customer data. No system is guaranteed to be error-free, uninterrupted, or immune from unauthorized access.

Customers are responsible for verifying imported data, maintaining required association records, preserving legally required notices, configuring user permissions, and deciding whether any workflow, notice, report, recommendation, or AI output is appropriate for use.

5. AI-assisted features

CID and other AI-assisted features may summarize records, parse emails, draft tasks, generate reports, identify possible deadlines, and suggest language. AI output is not legal, accounting, financial, engineering, insurance, tax, or professional advice.

Users must review AI output before relying on it or sending it externally. HOA Operations does not guarantee that AI output is complete, current, accurate, non-infringing, legally sufficient, or suitable for a specific association decision.

6. Communications and notices

The service may help draft, log, send, or track communications. Customers are responsible for determining whether email, portal notice, mail, posting, or another delivery method satisfies applicable governing documents, state law, consent requirements, and association policy.

Marketing messages sent by or for HOA Operations must comply with applicable email marketing laws. Customer operational messages remain the responsibility of the customer and the authorized sender.

7. Acceptable use

Users may not misuse the service, interfere with security, access another customer workspace without authorization, upload malware, scrape data, send unlawful messages, harass users, or use the service for unlawful surveillance, discrimination, fraud, or deception.

Additional acceptable use requirements are stated in the Acceptable Use Policy, which is incorporated into these Terms.

8. Third-party services

The platform may connect to third-party services such as email, calendar, document storage, payment, AI model, hosting, communications, and video meeting providers. Third-party services are governed by their own terms and privacy practices.

HOA Operations is not responsible for third-party service outages, changes, data handling, or acts and omissions outside HOA Operations' control.

9. Confidentiality

Each party may receive confidential business, technical, security, resident, financial, operational, or association information. The receiving party must use confidential information only for the relationship, protect it using reasonable care, and disclose it only to personnel or service providers with a need to know.

10. Suspension and termination

HOA Operations may suspend access for security risk, unlawful use, material breach, non-payment, or conduct that could harm the service or another customer. Upon termination, customer access, export, retention, and deletion rights are governed by the applicable agreement and Data Processing Addendum.

11. Disclaimers

Except as expressly stated in a signed agreement, the service is provided as is and as available. HOA Operations disclaims implied warranties of merchantability, fitness for a particular purpose, title, and non-infringement to the maximum extent permitted by law.

12. Limitation of liability

To the maximum extent permitted by law, neither party is liable for indirect, incidental, special, consequential, exemplary, or punitive damages, or lost profits, revenues, goodwill, or data. Monetary liability is limited to the fees paid or payable for the service during the twelve months before the event giving rise to liability, unless a signed agreement states otherwise.

13. Contact

Questions about these Terms may be sent to admin@hoaoperations.com. General requests for more information may be sent to info@hoaoperations.com. The customer-facing legal entity and mailing address should be confirmed in the applicable order form before production launch.