Terms of Service

1. Agreement to Terms

By accessing or using HOA-OS (“the Service”), you agree to be bound by these Terms of Service (“Terms”). If you are using the Service on behalf of a homeowners association or other organization, you represent that you have the authority to bind that organization to these Terms. If you do not agree to these Terms, do not use the Service.

2. Description of Service

HOA-OS is a software-as-a-service platform designed to help homeowners association board members manage their communities. The Service includes newsletter distribution, document management, community website hosting, financial tracking, form management, violation tracking, AI-powered tools, and related features depending on your subscription tier.

3. Intended Use

The Service is intended solely for the lawful management of homeowners associations, condominium associations, and similar residential community organizations. You agree to use the Service only for its intended purpose. Specifically, you may not:

• Use the Service for any purpose unrelated to community management
• Use the Service to harass, threaten, defame, or discriminate against any person
• Use AI features to generate content that is misleading, fraudulent, or harmful
• Distribute spam, phishing, or unsolicited commercial messages through the Service
• Attempt to access another organization’s data or another user’s account
• Reverse-engineer, decompile, or attempt to extract the source code of the Service
• Use automated tools to scrape, crawl, or extract data from the Service
• Interfere with or disrupt the integrity or performance of the Service
• Use the Service to violate any applicable law, regulation, or ordinance

We reserve the right to suspend or terminate accounts that violate these restrictions without notice.

4. Accounts and Access

Registration

To use the Service, one member of your HOA board must create an organization and subscribe to a plan. Additional board members and residents are invited or approved by an administrator of that organization.

Account Security

You are responsible for maintaining the security of your account credentials. You must immediately notify us at support@hoa-os.com if you believe your account has been compromised. We are not liable for any loss arising from unauthorized use of your account.

Administrator Responsibilities

Organization administrators are responsible for managing member access, ensuring that data entered into the Service is accurate, and using the Service in compliance with their HOA’s governing documents and applicable laws (including fair housing laws and debt collection regulations).

5. Subscriptions and Payment

Plans and Pricing

The Service is offered in tiered subscription plans (Starter, Community, Premium) with features and pricing as described on our pricing page. Pricing is per-organization, not per-user — one member subscribes and all authorized members gain access.

Free Trial

New organizations receive a 14-day free trial. You will not be charged during the trial period. If you do not cancel before the trial ends, your subscription will begin and you will be charged at the applicable rate.

Billing

Subscriptions are billed monthly or annually through Stripe. You authorize us to charge your payment method on file at the beginning of each billing cycle. All fees are non-refundable except as required by law or at our sole discretion.

Cancellation

You may cancel your subscription at any time through the billing settings in your dashboard. Cancellation takes effect at the end of your current billing period. You will retain access to the Service until then.

6. HOA Payments (Stripe Connect)

The Service enables HOAs to collect dues and assessments from residents via Stripe Connect. HOA-OS facilitates these transactions but is not a party to the financial relationship between the HOA and its members. The HOA is responsible for setting assessment amounts, ensuring compliance with its governing documents, and handling disputes with residents. Payment processing is subject to Stripe’s terms of service.

7. AI Features

The Service includes AI-powered features for generating newsletters, budgets, board packets, form responses, and other content. You understand that:

• AI-generated content is provided as a starting point and should be reviewed by a human before distribution or reliance
• AI outputs may contain errors, inaccuracies, or omissions — we do not guarantee the accuracy of AI-generated content
• AI features should not be used as a substitute for professional legal, financial, or accounting advice
• We may use AI interaction data (prompts and responses) in aggregated and anonymized form to improve our AI features, as described in our Privacy Policy
• You are responsible for the final content you distribute using the Service, whether or not it was AI-generated

8. Your Content

You retain ownership of all content you upload, create, or distribute through the Service (“Your Content”). By using the Service, you grant us a limited license to store, process, display, and transmit Your Content solely to provide the Service to you. We do not claim ownership of Your Content and will not use it for purposes unrelated to operating the Service.

You are responsible for ensuring that Your Content does not violate any third-party rights, applicable laws, or these Terms. We reserve the right to remove content that violates these Terms.

9. Community Websites

The Service allows organizations to create and host community websites on subdomains of hoa-os.com. These websites are publicly accessible and may be indexed by search engines. You are responsible for the content published on your community website and must ensure it complies with applicable laws, including fair housing regulations and accessibility requirements.

10. Data and Multi-Tenancy

The Service uses a multi-tenant architecture where each organization’s data is logically isolated. We implement row-level security and access controls to prevent unauthorized cross-organization data access. However, all organizations share the same underlying infrastructure. You acknowledge this architecture and agree not to attempt to access data belonging to other organizations.

11. Limitation of Liability

To the maximum extent permitted by law, HOA-OS and its officers, employees, and contractors shall not be liable for any indirect, incidental, special, consequential, or punitive damages arising from your use of the Service, including but not limited to loss of data, loss of revenue, or financial decisions made based on information provided by the Service or its AI features.

Our total liability for any claim arising from these Terms or your use of the Service shall not exceed the amount you paid to us in the twelve (12) months preceding the claim.

12. Disclaimer of Warranties

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

13. Indemnification

You agree to indemnify and hold harmless HOA-OS from any claims, damages, losses, or expenses (including reasonable attorneys’ fees) arising from your use of the Service, your violation of these Terms, or your violation of any third-party rights.

14. Termination

We may suspend or terminate your access to the Service at any time for violation of these Terms, with or without notice. Upon termination, your right to use the Service ceases immediately. We will make your data available for export for 30 days following termination, after which it may be permanently deleted.

15. Changes to These Terms

We may modify these Terms at any time. We will provide notice of material changes by posting the updated Terms on this page and updating the “Last updated” date. Your continued use of the Service after changes constitutes acceptance. If you do not agree to the modified Terms, you must stop using the Service.

16. Governing Law

These Terms are governed by and construed in accordance with the laws of the State of Texas, without regard to its conflict of law provisions. Any disputes arising from these Terms or the Service shall be resolved in the courts located in Travis County, Texas.

17. Contact

If you have questions about these Terms, please contact us at support@hoa-os.com or visit our contact page.