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HOA in a Box

Terms and Conditions

Effective date: June 7, 2026

These Terms and Conditions (the "Terms") are a binding agreement between HOA in a Box ("we," "us," or "our") and the individual or entity that accesses or uses our website at this Site (the "Site") or our community association management platform (the "Platform," together with the Site, the "Services"). By accessing or using the Services, or by signing an order form or other agreement that references these Terms, you agree to be bound by these Terms. If you do not agree, do not use the Services.

1. Definitions

  • "Customer" means the organization that subscribes to or uses the Platform.
  • "Authorized User" means an individual whom Customer permits to use the Platform on its behalf.
  • "Customer Data" means data, including personal information, that Customer or its Authorized Users submit to or generate through the Platform.
  • "Order Form" means a quote, order, or written agreement describing the Services and fees.

2. Eligibility and authority

You must be at least 18 years old and able to form a binding contract to use the Services. If you use the Services on behalf of an organization, you represent that you are authorized to bind that organization to these Terms, and "you" refers to that organization.

3. The Services

We provide software with which a community association runs its own affairs: a public website for the association, a portal in which residents view what they owe and pay it, and a console in which the board records properties and residents, assessments and payments, violations, architectural requests, complaints, official notices and how they were delivered, meetings, minutes and ballots, documents, and the evidence behind a collection.

What the Services are not. This is a record-keeping and workflow tool. We are not a community association manager, a law firm, an accountant, a debt collector, or a title or escrow agent. Nothing in the Services is legal, financial or accounting advice.

Collections in particular. The Platform records charges, notices, deliveries and board actions, and will report which preconditions an association has and has not met before acting on a delinquent account. Those preconditions are the ones the association or its attorney enters. We do not determine what the law of any state requires, we do not decide whether an association may file a lien, and we do not file anything. Whether to act on an account is the board's decision, taken on its own advice.

4. Accounts and security

Customer is responsible for configuring its account, maintaining the confidentiality of credentials, and all activity that occurs under its Authorized Users' accounts. Customer must notify us promptly at [email protected] of any unauthorized access or suspected security incident. We may suspend access where we reasonably believe a credential has been compromised.

5. Customer responsibilities and compliance

Customer is solely responsible for:

  • Meeting its obligations under its own governing documents — declaration, by-laws and rules — and under the community association, corporation, records-retention, notice, election and debt-collection laws of its state. Those vary, and the association is responsible for knowing which apply to it.
  • The accuracy, legality and completeness of Customer Data, and for having the rights, consents and authorizations needed to submit it to the Platform and have it processed as contemplated by the Services — including any notice owed to residents about how their information is handled.
  • Every decision the board takes. The Services do not levy an assessment, find a violation, approve or refuse an architectural request, decide an election, or act on a delinquent account. A board member does, and the Platform records it.
  • Deciding who on the board may see what, including who may learn the identity of a person who has filed a complaint.
  • Configuring retention settings and other parameters appropriately.

6. Acceptable use

You agree not to, and not to permit any Authorized User or third party to:

  • Use the Services for any unlawful, fraudulent, or deceptive purpose;
  • Misrepresent your identity or your authority to act for an organization or individual;
  • Submit data you do not have the right to submit, or use the Services to violate the privacy or rights of any individual;
  • Attempt to gain unauthorized access to the Services, other accounts, or our systems, or probe, scan, or test the vulnerability of the Services except under an authorized testing program;
  • Introduce malware, interfere with or disrupt the integrity or performance of the Services, or circumvent rate limits or security controls;
  • Reverse engineer, decompile, or attempt to derive source code, except to the extent this restriction is prohibited by law; or
  • Resell, sublicense, or use the Services to build a competing product without our written consent.

Report suspected abuse or violations to [email protected].

7. Fees and payment

Fees for the Services are set out in the applicable Order Form or quote. Unless stated otherwise, fees are quoted and payable in U.S. dollars, invoices are due within 30 days of the invoice date, and overdue amounts may accrue interest at the lower of 1.5% per month or the maximum rate permitted by law. Fees are exclusive of taxes, which are Customer's responsibility (other than taxes on our net income). Except as required by law or expressly stated, fees are non-refundable.

8. Intellectual property

As between the parties, HOA in a Box and its licensors own all right, title, and interest in and to the Services, including all software, content, and trademarks, and all related intellectual property rights. Subject to these Terms and payment of applicable fees, we grant Customer a limited, non-exclusive, non-transferable, revocable right to access and use the Platform during the term solely for Customer's internal business purposes. All rights not expressly granted are reserved.

9. Customer Data

As between the parties, Customer owns its Customer Data. Customer grants HOA in a Box a worldwide, non-exclusive license to host, copy, process, transmit, and display Customer Data as necessary to provide, secure, and improve the Services and as otherwise permitted by these Terms. Our processing of personal information within Customer Data is governed by our Privacy Policy and our Data Processing Addendum. We may use aggregated and de-identified data that does not identify Customer or any individual to operate, analyze, and improve the Services.

10. Feedback

If you provide suggestions or feedback about the Services, you grant HOA in a Box a perpetual, irrevocable, royalty-free license to use that feedback for any purpose without obligation to you.

11. Third-party services

The Services interoperate with third parties, including payment and communications providers. We are not responsible for the acts, omissions, availability, or content of third parties, and your use of a third-party service may be subject to that party's terms.

12. Confidentiality

Each party may receive confidential information of the other. The receiving party will use the disclosing party's confidential information only to perform under these Terms, protect it with at least reasonable care, and not disclose it except to personnel and advisors who need to know and are bound by confidentiality obligations. Confidentiality obligations do not apply to information that is public through no fault of the receiving party, independently developed, rightfully received from a third party, or required to be disclosed by law (with notice where permitted).

13. Disclaimers

EXCEPT AS EXPRESSLY STATED IN A SIGNED WRITTEN AGREEMENT, THE SERVICES ARE PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, WHETHER EXPRESS, IMPLIED, OR STATUTORY, INCLUDING IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, AND NON-INFRINGEMENT. HOA IN A BOX DOES NOT WARRANT THAT THE SERVICES WILL BE UNINTERRUPTED, ERROR-FREE, OR SECURE, OR THAT USE OF THE SERVICES WILL CAUSE CUSTOMER TO BE IN COMPLIANCE WITH ANY LAW OR REGULATION. THE SERVICES DO NOT CONSTITUTE LEGAL, MEDICAL, OR REGULATORY ADVICE, AND COMPLIANCE REMAINS CUSTOMER'S RESPONSIBILITY.

14. Limitation of liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, NEITHER PARTY WILL BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, OR FOR ANY LOSS OF PROFITS, REVENUE, DATA, OR GOODWILL, ARISING OUT OF OR RELATING TO THE SERVICES, EVEN IF ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. EXCEPT FOR (A) CUSTOMER'S PAYMENT OBLIGATIONS, (B) A PARTY'S INDEMNIFICATION OBLIGATIONS, AND (C) A PARTY'S BREACH OF ITS CONFIDENTIALITY OBLIGATIONS, EACH PARTY'S TOTAL AGGREGATE LIABILITY ARISING OUT OF OR RELATING TO THESE TERMS WILL NOT EXCEED THE AMOUNTS PAID OR PAYABLE BY CUSTOMER TO HOA IN A BOX FOR THE SERVICES IN THE TWELVE (12) MONTHS PRECEDING THE EVENT GIVING RISE TO THE CLAIM. SOME JURISDICTIONS DO NOT ALLOW CERTAIN LIMITATIONS, SO SOME OF THESE LIMITATIONS MAY NOT APPLY TO YOU.

15. Indemnification

Customer will defend, indemnify, and hold harmless HOA in a Box and its officers, employees, and agents from and against any third-party claims, damages, and costs (including reasonable attorneys' fees) arising out of or relating to (a) Customer Data, including any claim that it infringes or violates the rights of a third party or applicable law; (b) Customer's or its Authorized Users' use of the Services in violation of these Terms or law; or (c) Customer's employment, testing, or compliance decisions. We will defend, indemnify, and hold Customer harmless from third-party claims that the Platform, as provided by us and used in accordance with these Terms, infringes that third party's U.S. intellectual property rights.

16. Term, suspension, and termination

These Terms apply while you use the Services or for the term stated in an Order Form. Either party may terminate for the other's material breach that remains uncured 30 days after written notice. We may suspend or limit access immediately if we reasonably believe your use poses a security risk, violates law or Section 6, or may harm the Services or other users. On termination, your right to use the Services ends. We will make Customer Data available for export for a limited period as described in the Order Form or our Data Processing Addendum, after which we may delete it in the ordinary course, subject to legal retention requirements. Sections that by their nature should survive termination will survive.

17. Changes to the Services and these Terms

We may modify the Services from time to time. We may also update these Terms; when we make material changes, we will revise the effective date above and provide reasonable notice. Your continued use of the Services after an update takes effect constitutes acceptance of the revised Terms.

18. Governing law and dispute resolution

These Terms are governed by the laws of the State of Oklahoma, United States, without regard to its conflict-of-laws rules. The parties will first attempt in good faith to resolve any dispute informally by contacting [email protected]. Any dispute not resolved informally will be subject to the exclusive jurisdiction of the state and federal courts located in the State of Oklahoma, and each party consents to personal jurisdiction and venue there. To the extent permitted by law, each party waives any right to a trial by jury and to participate in a class or representative action. The United Nations Convention on Contracts for the International Sale of Goods does not apply.

19. Force majeure

Neither party is liable for any delay or failure to perform (other than payment obligations) due to causes beyond its reasonable control, including acts of God, natural disasters, war, terrorism, civil unrest, labor disputes, internet or utility failures, governmental action, or third-party service outages.

20. Notices

Legal notices to HOA in a Box that start a cure period, effect termination, or otherwise require written notice under these Terms must be sent by mail to: HOA in a Box, 9905 S Pennsylvania Ave, STE A, Oklahoma City, OK 73159, USA, with a copy by email to [email protected]. Such notices are effective on the date of confirmed delivery. Routine operational notices may be sent by email alone. We may provide notices to you by email to the address associated with your account or by posting on the Site.

21. General

These Terms, together with any Order Form, the Privacy Policy, and the Data Processing Addendum, constitute the entire agreement between the parties regarding the Services and supersede prior agreements on that subject. If any provision is held unenforceable, the remaining provisions remain in effect. A party's failure to enforce a provision is not a waiver. Customer may not assign these Terms without our consent; we may assign them in connection with a merger, acquisition, or sale of assets. These Terms create no third-party beneficiaries.

22. Contact

Questions about these Terms: [email protected].

Last updated: June 7, 2026