1. Acceptance of Terms

These Terms of Service ("Terms") constitute a legally binding agreement between you ("you," "your," or "User") and HOAdesk, Inc. ("HOAdesk," "we," "us," or "our"), governing your access to and use of the HOAdesk platform, including all associated websites, applications, APIs, and services (collectively, the "Service").

By creating an account, accessing the Service, or otherwise using HOAdesk, you acknowledge that you have read, understood, and agree to be bound by these Terms, as well as our Privacy Policy, which is incorporated herein by reference. If you are using the Service on behalf of a homeowners association or other organization, you represent and warrant that you have the authority to bind that organization to these Terms, and "you" refers to both you individually and the organization.

If you do not agree to these Terms, you must not create an account or use the Service. Your continued use of the Service following any modifications to these Terms constitutes your acceptance of the revised Terms.

2. Description of Service

HOAdesk is a cloud-based software-as-a-service (SaaS) platform designed specifically for the management of small homeowners associations and community associations. The Service provides tools and features to help volunteer board members and community managers operate their associations more efficiently, including but not limited to:

Meeting Recording and AI Transcription: Built-in audio recording of board meetings with automated AI-powered transcription and meeting minutes generation.
Document Management: Centralized storage and organization of governing documents, CC&Rs, bylaws, meeting minutes, and other association records.
Resident Communication: Tools for sending announcements, notices, and communications to homeowners and residents within the community.
Violation Tracking: A system for logging, tracking, and managing community rule violations, including notice generation and resolution workflows.
Financial Integration: Integration with third-party accounting software, including QuickBooks, for streamlined financial reporting and bookkeeping.
Compliance Monitoring: AI-assisted guidance to help boards stay informed about applicable state and local HOA regulations and compliance requirements.

HOAdesk reserves the right to modify, update, enhance, or discontinue any features or functionality of the Service at any time. We will make reasonable efforts to notify you of material changes that may significantly affect your use of the Service.

3. Account Registration

To access the Service, you must create an account by providing accurate, complete, and current registration information. By registering for an account, you represent and warrant that:

You are at least 18 years of age and have the legal capacity to enter into these Terms.
You have the authority to act on behalf of the homeowners association or organization for which the account is being created. This typically means you are a current board member, officer, or authorized property manager of the association.
Only one organization account may be created per homeowners association. Multiple individual user accounts may be created under a single organization account as permitted by your subscription plan.

You are solely responsible for maintaining the confidentiality of your account credentials, including your password and any authentication tokens. You agree to notify HOAdesk immediately of any unauthorized access to or use of your account. You are responsible for all activities that occur under your account, whether or not you have authorized such activities. HOAdesk will not be liable for any loss or damage arising from your failure to safeguard your account credentials.

4. Subscription and Billing

HOAdesk offers the following subscription plans, each billed on a recurring basis:

Starter Plan: $29 per month — includes core features suitable for smaller associations.
Pro Plan: $49 per month — includes all Starter features plus advanced capabilities such as enhanced AI features, priority support, and expanded storage.

Free Trial. New accounts are eligible for a 30-day free trial of the Service. No credit card is required to start the trial. At the end of the trial period, you must select a paid subscription plan to continue using the Service. If you do not subscribe, your account will be downgraded and access to premium features will be restricted.

Automatic Renewal. All subscription plans automatically renew at the end of each billing cycle (monthly or annually, as applicable) unless you cancel your subscription before the renewal date. You may cancel your subscription at any time through your account settings or by contacting our support team.

Price Changes. HOAdesk reserves the right to modify subscription pricing at any time. We will provide at least 30 days' advance notice of any price changes via email or in-app notification. Price changes will take effect at the start of your next billing cycle following the notice period. Your continued use of the Service after a price change constitutes your acceptance of the new pricing.

Refund Policy. Monthly subscription payments are non-refundable. If you have prepaid for an annual subscription and choose to cancel mid-term, you may be eligible for a prorated refund for the unused portion of the term, calculated from the date of cancellation. Refund requests must be submitted within 30 days of cancellation. HOAdesk reserves the right to deny refund requests that are determined to be abusive or fraudulent.

Failure to Pay. If payment fails or your account becomes past due, HOAdesk may suspend your access to the Service until all outstanding balances are resolved. We will make reasonable efforts to notify you of payment issues before suspension. Continued non-payment for more than 30 days may result in termination of your account.

5. Acceptable Use

You agree to use the Service only for lawful purposes and in accordance with these Terms. When using HOAdesk, you must comply with all applicable federal, state, and local laws, including but not limited to HOA governance statutes, fair housing laws, property laws, and data protection regulations. You agree that you will not:

Upload, transmit, or store any content that is illegal, defamatory, threatening, obscene, harassing, discriminatory, or otherwise objectionable or harmful to any person or entity.
Use the platform to harass, intimidate, bully, or threaten any resident, board member, homeowner, or other individual associated with your community.
Send bulk unsolicited messages, spam, or promotional materials through the community email and communication features of the Service, or use those features for purposes unrelated to legitimate HOA business.
Share, transfer, or disclose your login credentials, API keys, or other authentication information to any unauthorized third party, or allow others to use your account without proper authorization.
Attempt to reverse engineer, decompile, disassemble, or otherwise attempt to derive the source code, underlying algorithms, or architecture of the Service or any component thereof.
Use the Service, or any data, insights, or outputs obtained from the Service, to develop, build, or improve a competing product or service, whether directly or indirectly.
Interfere with, disrupt, or impose an unreasonable burden on the Service, its servers, or the networks connected to the Service, including through automated access, scraping, or denial-of-service activities.
Misrepresent your identity, your affiliation with an association, or your authority to act on behalf of any organization when using the Service.

HOAdesk reserves the right to investigate and take appropriate action against any user who, in our sole discretion, violates this section, including removing content, suspending or terminating accounts, and reporting violations to law enforcement authorities.

6. Data and Content

Ownership. You retain full ownership of all data, content, documents, recordings, and other materials that you upload, create, or generate through the Service ("Your Content"). HOAdesk does not claim any ownership rights in Your Content, including but not limited to meeting recordings, generated meeting minutes, uploaded documents, financial records, resident information, or violation reports.

License to HOAdesk. By using the Service, you grant HOAdesk a limited, non-exclusive, worldwide, royalty-free license to process, store, transmit, display, and otherwise use Your Content solely as necessary to provide, maintain, and improve the Service for you. This license terminates when you delete Your Content or when your account is terminated, subject to any applicable data retention periods described in our Privacy Policy.

Meeting Recordings. The Service includes functionality to record and transcribe board meetings using AI-powered tools. You acknowledge and agree that you are solely responsible for complying with all applicable laws regarding the recording of conversations, including federal and state wiretapping and eavesdropping statutes. Many jurisdictions require the consent of some or all participants before a conversation may be legally recorded. It is your responsibility to provide appropriate notice to and obtain any required consent from all meeting participants before initiating a recording through the Service. HOAdesk is not responsible for your failure to comply with applicable recording laws.

Data Security. HOAdesk employs industry-standard security measures to protect Your Content, including encryption in transit and at rest. However, no method of electronic transmission or storage is completely secure, and we cannot guarantee the absolute security of Your Content. You are responsible for maintaining your own backups of critical data.

7. AI-Generated Content Disclaimer

The Service utilizes artificial intelligence and machine learning technologies to generate content, including but not limited to meeting minutes, compliance summaries, and operational recommendations. By using these AI-powered features, you acknowledge and agree to the following:

Draft Status. All AI-generated meeting minutes, summaries, and records are produced as preliminary drafts only. These drafts require thorough human review, editing, and formal board approval before they may be adopted as official records of the association. AI-generated content should never be treated as final or authoritative without proper review and ratification by the board of directors.
Not Legal Advice. AI-powered compliance monitoring, regulatory guidance, and any other legal or regulatory information provided through the Service is for general informational purposes only and does not constitute legal advice. HOAdesk is not a law firm and does not provide legal counsel. You should consult with a qualified attorney licensed in your jurisdiction for advice regarding specific legal matters, governance questions, or compliance obligations.
Board Responsibility. The board of directors and authorized officers of your association remain solely responsible for all decisions, actions, and governance matters, regardless of any AI-generated suggestions, recommendations, or outputs provided through the Service. AI-generated content is intended as a tool to assist human decision-making, not to replace it.
Accuracy Limitations. AI-generated output may contain errors, inaccuracies, omissions, or misinterpretations. This includes but is not limited to misattributed speaker statements in transcriptions, incomplete action item identification, or incorrect regulatory references. You must always independently verify critical information, figures, dates, legal references, and any other material facts before relying on or publishing AI-generated content.
No Warranty on AI Output. HOAdesk makes no representations or warranties regarding the accuracy, completeness, reliability, or suitability of any AI-generated content for any particular purpose. Use of AI-generated content is entirely at your own risk.

8. Limitation of Liability

THE SERVICE IS PROVIDED ON AN "AS IS" AND "AS AVAILABLE" BASIS, WITHOUT WARRANTIES OF ANY KIND, EITHER EXPRESS OR IMPLIED. TO THE FULLEST EXTENT PERMITTED BY APPLICABLE LAW, HOADDESK EXPRESSLY DISCLAIMS ALL WARRANTIES, INCLUDING BUT NOT LIMITED TO IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, AND NON-INFRINGEMENT.

HOAdesk does not warrant that the Service will be uninterrupted, error-free, secure, or free of viruses or other harmful components. We do not warrant that the results obtained from the use of the Service, including any AI-generated content, will be accurate, reliable, or meet your requirements.

TO THE MAXIMUM EXTENT PERMITTED BY LAW, IN NO EVENT SHALL HOADDESK, ITS DIRECTORS, OFFICERS, EMPLOYEES, AFFILIATES, AGENTS, OR LICENSORS BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, PUNITIVE, OR EXEMPLARY DAMAGES, including but not limited to damages for loss of profits, data, goodwill, business opportunities, or other intangible losses, arising out of or in connection with your use of or inability to use the Service, regardless of the theory of liability (contract, tort, strict liability, or otherwise), even if HOAdesk has been advised of the possibility of such damages.

HOAdesk shall not be liable for any actions, decisions, fines, penalties, or legal consequences arising from the board's reliance on AI-generated content, including meeting minutes, compliance monitoring outputs, or any other recommendations produced by the Service.

IN NO EVENT SHALL HOADDESK'S TOTAL AGGREGATE LIABILITY TO YOU FOR ALL CLAIMS ARISING OUT OF OR RELATING TO THESE TERMS OR THE SERVICE EXCEED THE TOTAL AMOUNT OF FEES ACTUALLY PAID BY YOU TO HOADDESK DURING THE TWELVE (12) MONTHS IMMEDIATELY PRECEDING THE EVENT GIVING RISE TO THE CLAIM.

Some jurisdictions do not allow the exclusion or limitation of certain warranties or liability. In such jurisdictions, the above limitations and exclusions shall apply to the fullest extent permitted by applicable law.

9. Indemnification

You agree to indemnify, defend, and hold harmless HOAdesk, its officers, directors, employees, agents, affiliates, successors, and assigns from and against any and all claims, liabilities, damages, losses, costs, and expenses (including reasonable attorneys' fees and court costs) arising out of or relating to:

Your use or misuse of the Service, including any actions taken based on AI-generated content.
Your Content or any data you upload, transmit, or otherwise make available through the Service.
Your violation of these Terms or any applicable law, regulation, or third-party right.
Your failure to obtain required consents for meeting recordings or other data collection activities conducted through the Service.
Any dispute between you and any resident, homeowner, board member, or other third party arising from your use of the Service.

HOAdesk reserves the right, at your expense, to assume the exclusive defense and control of any matter for which you are required to indemnify us, and you agree to cooperate with our defense of such claims. You will not settle any claim without HOAdesk's prior written consent.

10. Termination

Termination by You. You may terminate your account and these Terms at any time by providing 30 days' written notice to HOAdesk through your account settings or by contacting our support team at support@hoadesk.io. Termination will be effective at the end of the notice period.

Termination by HOAdesk. HOAdesk may suspend or terminate your account and access to the Service immediately, without prior notice, if we reasonably determine that you have materially violated these Terms, engaged in fraudulent or illegal activity, or taken actions that could harm other users, the Service, or HOAdesk's reputation. HOAdesk may also terminate your account with 30 days' notice for any reason, including discontinuation of the Service.

Data Export. Upon termination of your account, regardless of the reason for termination, your data will remain accessible for export for a period of 30 days from the effective date of termination. During this period, you may download or export Your Content, including documents, records, and other data stored on the Service. HOAdesk will provide reasonable assistance in facilitating data export upon request.

Data Deletion. After the 30-day data export period has expired, HOAdesk may permanently delete all data associated with your account, including Your Content, account information, and any associated records. Deleted data cannot be recovered. You are solely responsible for exporting any data you wish to retain before the expiration of the export period.

Survival. Termination of your account does not relieve you of any payment obligations incurred prior to the effective date of termination. The following sections of these Terms shall survive termination: Limitation of Liability, Indemnification, Governing Law, and any other provisions that by their nature should survive termination.

11. Governing Law

These Terms and any disputes arising out of or relating to these Terms, the Service, or your relationship with HOAdesk shall be governed by and construed in accordance with the laws of the State of Delaware, United States of America, without regard to its conflict of law principles.

Any legal action, suit, or proceeding arising out of or relating to these Terms or the Service shall be instituted exclusively in the federal or state courts located in the State of Delaware. You hereby irrevocably consent to the personal jurisdiction and venue of such courts and waive any objection to the laying of venue or any claim that such courts represent an inconvenient forum.

12. Changes to Terms

HOAdesk reserves the right to update, modify, or revise these Terms at any time at our sole discretion. When we make changes, we will update the "Effective Date" at the top of this page.

For material changes that significantly affect your rights or obligations under these Terms, we will provide at least 30 days' advance notice before the changes take effect. Notice will be provided through one or more of the following methods: a prominent notice within the Service, an email sent to the address associated with your account, or an in-app notification.

Your continued use of the Service after the effective date of any changes constitutes your acceptance of the updated Terms. If you do not agree to the revised Terms, you must stop using the Service and may terminate your account in accordance with Section 10.

13. Contact

If you have any questions, concerns, or requests regarding these Terms of Service, please contact us at:

HOAdesk, Inc.
Email: legal@hoadesk.io
Website: hoadesk.io