Terms of Service

By accessing or using the Service, clicking “I agree” (or a similar control), or completing account registration, you accept these Terms and our Privacy Policy, which is incorporated by reference. If you do not agree, do not use the Service.

If you are entering into these Terms on behalf of a homeowners association, condominium association, common interest community, board, management company, or other organization (an “Association”), you represent that you have the authority to bind that Association, and “you” refers to both you and that Association.

You must be at least 18 years old and able to form a binding contract to use the Service. The Service is intended for use by Association boards, their authorized representatives, and unit owners or members invited to a tenant workspace.

You are responsible for the accuracy of the information you provide, for maintaining the confidentiality of your account credentials, and for all activity that occurs under your account. Notify us promptly at info@hoahandled.com if you suspect any unauthorized use of your account. Authentication is provided through a third-party identity provider (see §7).

HOA Handled is a multi-tenant platform that helps self-managed HOA and condominium boards with tasks that may include: compliance tracking built for Washington common interest community law (including the Washington Uniform Common Interest Ownership Act, RCW 64.90, and RCW 64.38); dues and assessment collection through a third-party payment processor; owner and member communications by email and physical mail; electronic signature collection; storage of governing and association documents; and AI-assisted drafting, summarization, question answering, and text extraction from uploaded documents. The Service’s compliance features are designed specifically for Washington State associations.

We may add, change, or discontinue features of the Service from time to time. We will use commercially reasonable efforts to provide reasonable notice of material changes that adversely affect your use.

You are responsible for:

• the accuracy, legality, and completeness of the data you upload or enter, including owner records, financial figures, and governing documents;
• reviewing every notice, letter, ledger entry, filing, or other output before relying on it, sending it, or acting on it;
• ensuring your use of the Service complies with your governing documents, applicable law, and any fiduciary duties the board owes to the Association and its members;
• obtaining the consents and providing the disclosures required to contact owners and members and to process their personal and financial information; and
• maintaining your own independent records as your governing documents or applicable law require.

You agree not to, and not to permit any third party to:

• use the Service to violate any law or to harass, defraud, or harm any person;
• upload malicious code, attempt to gain unauthorized access to the Service or other tenants’ data, or interfere with the integrity or performance of the Service;
• reverse engineer, decompile, or attempt to derive the source code of the Service, except to the extent that restriction is prohibited by law;
• resell, sublicense, or provide the Service to third parties outside your Association without our written consent; or
• use the Service’s communications or mail features to send spam or content you are not authorized to send.

We may suspend access to address a material or ongoing violation of this section, a security risk, or a risk to other customers.

Subscription fees. Paid plans are billed in advance on a recurring monthly or annual basis at the rates shown at the time of purchase. Fees are charged to your designated payment method through our third-party payment processor. Unless stated otherwise, subscriptions renew automatically until canceled, and you may cancel at any time effective at the end of the then-current billing period.

Free trial. The Pro plan includes a 30-day free trial for new subscribers. A valid payment method is required to start the trial; your card is not charged during the trial period. If you do not cancel before the trial ends, your subscription automatically converts to the paid Pro plan (monthly or annual, as selected) at the applicable rate. Trial availability may change; the current offer is shown at checkout.

Physical mail (per-piece pass-through). The ability to send physical mail is included with the Service, but each mailed piece carries a per-piece cost (printing, postage, and handling) that is passed through to you. Per-piece pricing is shown before you send, and physical mail is never represented as free.

Payment processing & payouts. Dues and assessment collection, and any related payouts to your Association, are handled by a third-party payment processor and are subject to that processor’s terms. Processor fees may apply to transactions.

Taxes. Fees are exclusive of taxes; you are responsible for any applicable taxes other than taxes on our net income.

Refunds. Except where required by law or expressly stated otherwise, fees are non-refundable and there are no refunds or credits for partial periods, unused features, or amounts already passed through to third parties (such as postage on mail already sent).

The Service relies on third-party providers for functions such as authentication, payment processing, email and physical mail delivery, AI processing, hosting, data storage, and analytics. Your use of those functions may be subject to the applicable third party’s terms and privacy practices. We are not responsible for the acts, omissions, or availability of third-party services, and their inclusion does not imply our endorsement. The providers we use, and the purpose of each, are described in our Privacy Policy.

The Service, including its software, design, text, and other materials we provide (excluding Customer Data), is owned by HOA Handled LLC or its licensors and is protected by intellectual property laws. Subject to these Terms, we grant you a limited, non-exclusive, non-transferable, revocable right to access and use the Service during your subscription for your Association’s internal purposes.

If you provide feedback or suggestions, you grant us a perpetual, royalty-free license to use them to improve the Service. All rights not expressly granted to you are reserved.

“Customer Data” means the data you and your users upload to or generate through the Service, including owner records, financial data, and governing documents. As between you and us, you own your Customer Data. You grant us a limited license to host, process, and transmit Customer Data solely to provide and support the Service, including through the sub-processors described in our Privacy Policy.

Each party will protect the other’s confidential information with reasonable care and use it only as needed to perform under these Terms. Our handling of personal information is described in our Privacy Policy.

The Service is not legal or financial advice. HOA Handled provides compliance tooling and informational guidance designed to be contractor-defensible — that is, to help a reasonable board track deadlines, follow statutory sequences, and keep records. It is not a substitute for advice from a licensed attorney, accountant, or other professional. You are responsible for confirming anything statutory with your association attorney and for the decisions your board makes.

Except as expressly stated in these Terms and to the fullest extent permitted by law, the Service is provided “as is” and “as available,” without warranties of any kind, whether express, implied, or statutory, including any implied warranties of merchantability, fitness for a particular purpose, title, and non-infringement. We do not warrant that the Service will be uninterrupted, error-free, or that AI-generated output will be accurate or complete.

To the fullest extent permitted by law, neither party will be liable for any indirect, incidental, special, consequential, exemplary, or punitive damages, or for lost profits, revenue, data, or goodwill, arising out of or relating to the Service or these Terms, even if advised of the possibility.

To the fullest extent permitted by law, our total aggregate liability arising out of or relating to the Service or these Terms will not exceed the amounts you paid to us for the Service in the twelve (12) months before the event giving rise to the liability. Amounts passed through to third parties (such as postage and processor fees) are not amounts “paid to us” for this purpose. Some jurisdictions do not allow certain limitations, so some of these may not apply to you.

You will defend, indemnify, and hold harmless HOA Handled LLC and its officers, employees, and agents from and against any third-party claims, damages, liabilities, and reasonable costs (including attorneys’ fees) arising out of or relating to: (a) your Customer Data; (b) your use of the Service in violation of these Terms or applicable law; or (c) communications you sent or actions you took using the Service.

These Terms apply while you use the Service. You may stop using the Service and cancel your subscription at any time. We may suspend or terminate your access if you materially breach these Terms, fail to pay fees when due, or if required to protect the Service or other customers.

On termination, your right to use the Service ends. For a limited period after termination, and on written request, we will make reasonable efforts to provide a copy of your Customer Data, after which we may delete it in the ordinary course. Sections that by their nature should survive termination (including fees owed, intellectual property, disclaimers, limitation of liability, and indemnification) survive.

These Terms are governed by the laws of the State of Washington, without regard to its conflict-of-laws rules. Subject to §15, the state and federal courts located in King County, Washington will have exclusive jurisdiction and venue over any dispute not subject to an alternative dispute-resolution process, and the parties consent to that jurisdiction.

The parties intend to resolve disputes efficiently. The specific dispute-resolution process for these Terms — including whether disputes proceed through binding arbitration or in court, the rules and venue that apply, and any related waivers — is being finalized with legal counsel and will be set out here before these Terms take effect. Until then, disputes are governed by the Governing Law and venue provisions in §14.

We may update these Terms from time to time. If we make material changes, we will provide reasonable notice (for example, by email or an in-product notice) and update the “Last updated” date above. Changes take effect when posted unless stated otherwise, and your continued use of the Service after they take effect means you accept the updated Terms.

Questions about these Terms? Contact HOA Handled LLC at info@hoahandled.com.