Terms & Conditions

1. Parties, order and acceptance

These Terms & Conditions govern NeighborEase, a hosted association administration service (the “Service”). “Operator” means the individual or business identified, with its verified legal name, business mailing address and support contact, in the service identity accompanying these Terms and the customer order. The Operator may be an individual conducting business as a sole proprietor; an LLC is not required or presumed. “Association” means the Texas association identified in that order. The order identifies the plan, service period, price and any agreed service-specific terms. Publication without a completed verified service identity does not identify a contracting party or activate this prepared agreement.

The agreement takes effect only when the operator information and an effective version are supplied and an authorized Association representative affirmatively accepts that version and its order. The representative must be at least 18 and have authority to bind the Association. Viewing this page, having an account or using current payment simulations does not accept this prepared agreement or authorize charges. No individual member owes the Association’s subscription fees merely because that person has an account.

A signed order or separately signed data-processing agreement controls over a conflicting provision of these Terms only for its stated subject. An order cannot waive a protection that applicable law makes nonwaivable. The privacy notice explains data practices; accepting these Terms is not consent to unrelated optional data uses or recurring payments.

2. Texas associations and authorized users

Architectural review provides submission, correction, review, appeal-record and development-tracking tools. The Association must establish its process and valid committee appointments, review conflicts of interest, supply applicable governing-document references, and perform legally required notices, hearings and other procedures. Recording an appointment, a notice or a hearing in the Service is not proof that the required legal procedure occurred. Approval is the Association’s recorded decision and does not replace building permits, engineering review or governmental authorization. Do not begin work solely because an app status reads Ready to start.

The Service is for adult representatives and invited adult members of Texas HOA, LOA and POA associations. One subscription covers the Association identified in the order and its authorized users. An account or platform role does not establish legal title, board office, agency or authority outside the Service. Each community selects one Texas county in the Service. That selection does not establish which law applies.

The Association is responsible for accurate member and property records, confirming owners and representatives, assigning lawful access and informal-poll entitlements, and promptly removing access that is no longer authorized. It must instruct its users about permitted conduct and obtain the notices, permissions and lawful grounds needed to supply their data. The Operator remains responsible for its own obligations under this agreement and applicable law.

3. Informal polls; no official elections or legal advice

Early access provides informal, transparent, nonbinding polls only. Choices are linked to eligible properties or lots and are not secret ballots. A result does not constitute an official election, binding association decision, resolution, assessment, amendment, enforcement action or authorization to spend funds. Official, secret and legally binding elections are not offered. The Association must use an appropriate separate process for decisions requiring legal effect.

The legal center is informational, not legal advice or a certification of compliance. The Association determines the laws, local requirements and governing documents applicable to its circumstances and obtains professional advice where needed. A directory of all Texas counties is not a review of every county’s rules. Official English statutory sources control over unofficial Spanish explanations and translations.

4. Meetings, notices and authoritative records

Posting an agenda, minutes, document, announcement or meeting link does not by itself establish legally sufficient notice, delivery, consent, quorum, retention or records access. Board agenda drafts are restricted to authorized board users. A published agenda becomes available to authorized active members when normal Association access is available. The Association arranges any separately required notice, delivery and access.

The Association must keep authoritative records and alternative communication arrangements independently. The Service is not an emergency system, a guaranteed permanent archive or a statutory-notice delivery service. Subscription restriction does not extinguish an owner’s legal rights or the Association’s records-production duties. Statutorily required access to Association records must not depend on payment of a software subscription; section 14 provides a separate recovery route.

5. Plans, fees, taxes and renewal authorization

The accepted order states the features, total fee, U.S. dollar currency unless expressly stated otherwise, monthly or annual period, applicable taxes or their calculation, service start date, first payment date and renewal frequency. NeighborEase does not offer a free trial or other trial period. The paid service period begins on the service start date stated in the accepted order. Fees are payable for the Association’s selected period in advance unless the order expressly states otherwise. The Operator is responsible for collecting and remitting taxes it is legally required to collect; a valid tax-exemption claim is considered before charging where applicable.

A recurring subscription renews for the disclosed period only after a separate affirmative authorization that clearly identifies the recurring amount, frequency, first charge and cancellation method. Accepting these Terms alone does not authorize recurring collection. A payment simulation neither starts a paid service period nor automatically converts an account to a paid plan.

The Operator will not charge a new renewal price without giving at least 30 days’ advance notice, or more if required by law. A change first applies to a future renewal for which that notice can be given. The Association can cancel before that renewal; additional consent will be obtained when required. A material reduction of paid features during a prepaid term requires the Association’s agreement or the unused-period refund described in section 13.

5A. Optional Finance, homeowner dues and payment responsibilities

Finance / Pay My Dues is an optional addition to the Association subscription. Below 100 active properties its published monthly addition is USD $9 for the first 25 properties, plus USD $3 for each additional started block of 25, with a first-band minimum; annual pricing is eleven monthly fees. Archived properties are excluded. From 100 active properties inclusive, a separate pricing request and subsequent offer are required; no automatic price is offered. Taxes and disclosed processing fees are separate. A pricing inquiry is not acceptance of a price, a paid order or payment authorization. A saved simulated selection also does not charge money. No owner surcharge is applied automatically.

Current Finance charges, payments, receipts, corrections, reminders and exports are simulated records only: no funds are collected or forwarded, no card or bank account is charged, and no receipt proves payment of a real assessment. Live Stripe processing and email delivery are not connected. Enabling payment simulation is a technical control separate from selecting a subscription addition; it does not offer a trial period. The subscription collection and access policy in section 6 concerns the Association’s software subscription; it does not govern homeowner assessments or authorize restricting an owner’s legal rights because of an assessment balance.

When real payments are enabled, each payer must review the selected Association and recipient, property or lot, assessment period, amount and payment reference before confirming, and may authorize payment only from a payment method they are entitled to use. The payer is responsible for information and instructions they supply within their control. The Association is responsible for lawful assessment authority, accurate charges and owner records, authorized finance access and correct configuration of its own verified payment account and bank destination. A person should ask the Association to correct an apparent error before paying. An app charge does not establish the assessment’s legal validity.

The intended live payment arrangement uses Stripe to process homeowner payments on the Association’s own connected payment account and to pay available funds to the Association’s specified verified bank account. Community funds will not be pooled into the Operator’s or Miranda’s ordinary operating bank account. This arrangement requires actual implementation, processor onboarding and review before activation. Verification, settlement, applicable fees, bank returns, disputes, holds and payout schedules can affect the amount and timing received. A submitted payment or browser confirmation is not a guarantee of settlement, immediate forwarding or successful payout. Stripe use alone does not establish a money-services licensing exemption or legal compliance.

Responsibility for a wrong entry or instruction applies only to matters within the responsible person’s control and according to applicable law and the facts, including the cause of the error. Nothing in this section makes a payer automatically liable for an unauthorized transfer or for the Operator’s, Association’s or payment provider’s own fault, excuses applicable security or processing duties, or waives statutory error-resolution, refund, dispute, chargeback or other nonwaivable rights. The Operator remains responsible for its own obligations. Report an error promptly using the published support channel and the Association’s established finance contact, and contact the payment provider or bank when appropriate; an internal report does not shorten a legal or provider deadline. Correction, recovery or refund of funds cannot be guaranteed.

Any live checkout must disclose the recipient, amount and applicable fees before authorization and use the configured secure processor interface; do not enter full card details or bank credentials in NeighborEase posts, documents or messages. A one-time payment or acceptance of these prepared Terms does not authorize recurring bank withdrawals. Recurring collection requires separate legally sufficient authorization, required copies and notices, and an available cancellation process. Association payment allocation, plans, late charges and legally required notices remain subject to applicable law and governing documents; in-app courtesy reminders do not replace those notices.

6. Two total collection attempts and the 48-hour restriction

For an unpaid recurring invoice, the automatic collection schedule is two attempts in total: the initial attempt at the invoice’s due time and one retry scheduled 48 hours after the first unsuccessful attempt. There are no additional automatic collection attempts for that invoice under this policy. Card-network rules, a permanent decline, required cardholder authentication or a provider restriction may prevent the second attempt; the Operator will not bypass those requirements.

If the invoice remains unpaid at the end of that 48-hour window after the scheduled retry, or if the permitted retry cannot complete, normal access to that Association is deactivated. Its content is unavailable to both board users and members; there is no read-only content mode. Active board users retain the billing recovery area to change the payment method, complete permitted payment steps or cancel renewal. Essential account security, sign-out, public legal notices, support and lawful records or privacy requests remain available. A different Association is not restricted merely because this Association is unpaid.

Changing a card, initiating a payment or seeing a browser confirmation does not itself restore access. Restoration requires the Operator’s server to verify the payment provider’s confirmation that the outstanding invoice is paid and the subscription is entitled to service. A separately authorized customer-initiated payment to settle arrears is distinct from the two scheduled automatic attempts. The billing recovery area must disclose the outstanding amount before such a payment is authorized.

Restriction does not automatically delete data or waive an otherwise valid outstanding charge. The Operator will not create additional renewal charges while normal access remains deactivated for nonpayment. Reactivation after the original paid service period requires disclosure of the next service period and any fresh authorization required for future renewal; an old invoice payment does not silently authorize a new plan.

7. Cancellation, refunds and disputed charges

An authorized board representative may cancel renewal at any time before the next disclosed renewal charge through the billing area or by a written request to the published support contact. No 30-day advance cancellation period applies. Cancellation takes effect at the end of the current paid period and stops later renewals. Access continues through that paid period unless independently restricted under these Terms. The Operator will provide confirmation of the cancellation request.

Voluntary cancellation does not create an automatic prorated refund for the unused part of the current period, except where the order expressly provides one or applicable law requires one. If the Operator ends the Service without the Association’s uncured material breach, or permanently cannot provide the paid Service, it will refund prepaid fees for the unused service period. The same unused-period refund is available if the Association rejects a material reduction of prepaid features under section 5. Nothing restricts nonwaivable refund, chargeback or other payment rights.

Report a suspected billing error promptly to support with the invoice and a description; do not send full card details. The Operator will investigate in good faith and correct confirmed errors. An internal request does not shorten a statutory or payment-provider dispute period or require giving up another lawful remedy.

8. Account security and administration

Each user must use an individual account, protect credentials and recovery codes, use a strong unique password and promptly report suspected compromise through the published support channel. The Association must keep at least one duly authorized board contact current. Accounts may not be shared, sold or used to impersonate another person. No password or recovery code should be sent to support.

The Operator will apply reasonable technical and organizational safeguards appropriate to the Service and its risks and will address confirmed unauthorized access within its control. No safeguard guarantees that an incident cannot occur. The Association and Operator will cooperate reasonably on security incidents, authority verification and legally required notifications. Each remains responsible for its own acts, omissions and legal duties; the Association does not assume liability for an incident merely because it supplied affected data.

9. Content rights and permitted use

The Association and its users retain the rights they hold in supplied content. They grant the Operator a nonexclusive license, limited to the agreement and necessary retention or recovery periods, to host, reproduce, process, back up and display that content solely to provide, secure, support and recover the Service, comply with lawful obligations and follow authorized instructions. The Operator may permit its contracted service providers to perform those tasks subject to appropriate confidentiality and processing restrictions. This license does not authorize selling personal data, advertising with Association content or using that content to train general-purpose AI models.

The Association and its users must not supply content they lack authority to use or disclose, infringe intellectual property or privacy rights, threaten or unlawfully harass others, distribute malware, bypass tenant or role restrictions, interfere with the Service, or attempt unauthorized access. Do not enter Social Security numbers, full card data, financial account credentials, medical records, scanned identity documents, children’s data or other sensitive information unnecessary to association administration. The Service is not designed as a privileged legal workspace.

Authorized board moderators may moderate within their assigned roles. The Operator may remove or restrict unlawful or harmful content reasonably necessary to protect the Service or comply with law, with notice and a reason when lawful and practicable. Moderation is not a judicial finding, and the Operator does not promise to review every post. Audit records can preserve the fact and stated reason for an action, subject to applicable retention and privacy duties.

10. Software, branding and third-party services

During an authorized service period, the Operator grants the Association and its authorized users a limited, nonexclusive, nontransferable right to use the hosted Service for the Association’s internal administration within the selected plan. The software, design, code and product marks remain with their respective rights holders. No sale, assignment, exclusive license or ownership interest in those assets is granted. Open-source components remain governed by their applicable licenses.

The Association must not resell the Service, copy its protected design or code, remove ownership notices or reverse-engineer it except to the extent applicable law gives a right that cannot be restricted. A link to Zoom, Teams, an official statute or another external site uses an independent service with its own terms and practices. The Operator remains responsible for the providers it engages to perform its own contractual obligations and does not disclaim that responsibility merely by calling them third parties.

If the Operator reasonably believes a Service feature infringes another party’s rights, it may obtain the necessary rights or replace or modify the feature without a material reduction in agreed functionality. If those options are not reasonably available, it may end the affected paid Service and refund its unused prepaid portion. This does not limit a remedy that cannot lawfully be excluded.

11. Personal data and confidentiality

The privacy notice describes the data actually handled, the permitted audiences, providers, retention and request channels. For Association-controlled content, the Operator processes data to deliver the Service under documented, lawful Association instructions, except for processing the Operator independently determines for account administration, security, billing or legal obligations. The parties will enter a separate processing agreement where required. Neither these Terms nor an Association instruction authorizes unlawful processing or substitutes for a separate consent required by law.

Each party will protect the other’s nonpublic information with reasonable care and disclose it only to people and contracted providers who need it for the agreement and are subject to suitable confidentiality obligations, or as required by law. Where lawful, it will give notice before a compelled disclosure and limit that disclosure to what is required. This duty does not cover information already lawfully known without restriction, independently developed, lawfully received from another source or made public without a breach.

Service data is not end-to-end encrypted; authorized operating administrators can access it for permitted operational purposes. Current scheduled encrypted backups are held on the same server as the Service, and a server loss can affect both. No promise is made that the live database is encrypted at rest or that a particular backup will always be recoverable. These limitations do not excuse the Operator’s duty to take reasonable care or honor its express commitments.

12. Availability, support and changes

The Operator will use reasonable care to provide and maintain the Service and respond to support requests through the published channel during the support hours, if any, stated in the order. Early access may contain errors or experience maintenance and interruptions. No percentage uptime, 24-hour support, fixed response time or service credit is promised unless separately agreed in writing. Where practicable, significant planned interruptions will be notified in advance.

The Operator may improve features and correct defects, but may not materially reduce prepaid functionality without the protection in sections 5 and 7. Neither party is liable for delay caused by events reasonably beyond its control if it takes reasonable steps to reduce the impact and informs the other when practicable. That rule does not excuse payment for service already supplied, reasonable security and recovery precautions, statutory duties or refund obligations when paid service permanently cannot be supplied.

13. Security restriction and termination

The Operator may restrict the minimum access reasonably necessary for a credible security threat, unlawful activity or a material breach. It will explain the reason and provide a reasonable opportunity to resolve the issue when lawful and safe. Immediate restriction is permitted to prevent imminent harm, protect others’ data or comply with a binding legal requirement. A security restriction must not be used as a pretext to deny a lawful records or privacy request.

Either party may terminate for a material breach that remains unresolved ten days after a sufficiently detailed written notice, unless the breach cannot reasonably be cured or immediate termination is required by law. The Operator may end the Service without cause on at least 30 days’ written notice and must refund unused prepaid fees. The Association may terminate for an uncured Operator breach and receive an unused-period refund in addition to any remedy available under applicable law. Nonpayment restriction follows section 6; cancellation follows section 7.

On termination, normal access and the hosted-use license end, but lawful records recovery remains available as described below. Termination does not erase an accrued lawful payment or refund obligation. Content rights, confidentiality, required data protection, outstanding payment and refund obligations, liability provisions and dispute terms survive only as needed for their purpose and subject to mandatory law.

14. Records recovery, preservation and deletion

Payment restriction does not itself delete Association data. An authorized Association representative may request a recoverable copy of the Association’s available records through the published support channel, including while normal access is deactivated. The Operator will verify identity and authority and provide a reasonably usable copy within a reasonable period, subject to any shorter applicable legal deadline, lawful confidentiality limits and preservation duties. Subscription arrears are not a condition for this essential recovery process. This is an assisted request process; no general self-service export is promised.

Following termination, the Operator will preserve available Association content for at least 30 days to allow an authorized recovery request and will not delete the requested available records while a timely recovery request remains unresolved. The Association should request recovery promptly and keep its own authoritative copies. Further retention and deletion follow the published retention schedule, lawful instructions and applicable preservation duties. This is not a guarantee that lost or corrupted data can always be reconstructed.

Individual members should direct statutory Association-records requests to the Association or its authorized records agent. The Operator will reasonably assist where it holds relevant data and is lawfully instructed or required to do so. Privacy requests may be made directly through the privacy contact without a paid subscription. Deletion may be limited by actual legal holds, required records, security needs or other people’s rights; limitations must be assessed for the particular request. Backup copies expire under the disclosed backup schedule rather than disappearing immediately from every archive.

15. IMPORTANT: EXPRESS COMMITMENTS AND WARRANTY LIMITS

THE OPERATOR WILL PROVIDE THE SERVICE WITH REASONABLE CARE AND WILL HONOR ITS EXPRESS COMMITMENTS IN THIS AGREEMENT AND AN ACCEPTED ORDER. EXCEPT FOR THOSE COMMITMENTS AND RIGHTS THAT CANNOT LAWFULLY BE EXCLUDED, THE EARLY-ACCESS SERVICE IS PROVIDED “AS AVAILABLE.” TO THE EXTENT PERMITTED BY APPLICABLE LAW, THE OPERATOR DISCLAIMS OTHER IMPLIED WARRANTIES, INCLUDING MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE AND NON-INFRINGEMENT. IT DOES NOT WARRANT UNINTERRUPTED OR ERROR-FREE OPERATION, COMPLETE PREVENTION OF SECURITY INCIDENTS, OR THAT USING THE SERVICE SATISFIES AN ASSOCIATION’S LEGAL OBLIGATIONS.

THESE LIMITS DO NOT EXCLUDE A WRITTEN PROMISE EXPRESSLY MADE IN THE ORDER, A REFUND OBLIGATION, LIABILITY FOR FRAUD OR INTENTIONAL MISREPRESENTATION, OR A WARRANTY OR REMEDY THAT APPLICABLE LAW DOES NOT ALLOW THE PARTIES TO EXCLUDE. THE ASSOCIATION’S STATUS AS A BUSINESS CUSTOMER DOES NOT AUTOMATICALLY REMOVE STATUTORY PROTECTIONS.

16. IMPORTANT: LIMITS OF LIABILITY AND PROTECTED RIGHTS

TO THE EXTENT PERMITTED BY LAW AND SUBJECT TO THE EXCEPTIONS BELOW, EACH PARTY’S TOTAL AGGREGATE LIABILITY ARISING OUT OF THIS AGREEMENT IS LIMITED TO THE GREATER OF US$100 OR THE FEES PAID OR PAYABLE BY THE ASSOCIATION FOR THE SERVICE IN THE 12 MONTHS BEFORE THE EVENT FIRST GIVING RISE TO THE CLAIM. CLAIMS ARISING FROM THE SAME OR RELATED EVENTS SHARE ONE LIMIT. SUBJECT TO THE SAME EXCEPTIONS, NEITHER PARTY IS LIABLE FOR INDIRECT OR CONSEQUENTIAL LOSS, LOST PROFITS OR LOST BUSINESS OPPORTUNITIES. REASONABLE DIRECT COSTS OF RECOVERING AFFECTED ASSOCIATION RECORDS ARE NOT EXCLUDED MERELY BECAUSE THEY INVOLVE DATA.

NEITHER THE MONETARY CAP NOR THE LOSS EXCLUSIONS APPLY TO FRAUD, WILLFUL MISCONDUCT, GROSS NEGLIGENCE, BREACH OF CONFIDENTIALITY OR DATA-PROTECTION DUTIES, DEATH OR PERSONAL INJURY WHERE LIABILITY CANNOT LAWFULLY BE LIMITED, INFRINGEMENT OR MISAPPROPRIATION OF THE OTHER PARTY’S INTELLECTUAL PROPERTY, OR ANY LIABILITY THAT APPLICABLE LAW DOES NOT PERMIT THE PARTIES TO LIMIT. UNPAID VALID FEES AND EXPRESS REFUND OBLIGATIONS ARE NOT REDUCED BY THE CAP. THESE TERMS DO NOT RELEASE THE OPERATOR FROM ITS OWN NEGLIGENCE OR REQUIRE THE ASSOCIATION TO INDEMNIFY THE OPERATOR FOR THE OPERATOR’S FAULT.

NOTHING IN THIS AGREEMENT WAIVES RIGHTS OR REMEDIES UNDER THE TEXAS DECEPTIVE TRADE PRACTICES–CONSUMER PROTECTION ACT, PRIVACY LAW, PROPERTY LAW OR OTHER LAW THAT CANNOT VALIDLY BE WAIVED. NO MANDATORY ARBITRATION, CLASS-ACTION WAIVER, BLANKET INDEMNITY OR REDUCED STATUTORY LIMITATION PERIOD IS IMPOSED BY THESE TERMS.

17. Communications and electronic records

Contract and billing notices will be delivered to the current designated Association contact by the agreed electronic channel in a form that can be saved or printed. The Operator’s identity, mailing address and working support contact must remain accessible without a paid subscription. The Association must keep its designated contact current. A support request or contractual notice does not require disclosure of a password, full card number or recovery code.

Affirmative electronic acceptance may be recorded with the agreement version, Association, account, timestamp and action. Each party may keep a copy. Electronic contracting does not by itself consent to every future electronic delivery or replace a legally prescribed notice method. Where a separate consumer electronic-delivery consent is required, the necessary disclosures and choices must be presented separately before relying on that consent. A legally available right to paper records or to refuse other electronic transactions is preserved.

18. Governing law and disputes

Texas law governs this agreement to the extent permitted by applicable law, without depriving anyone of a protection that cannot lawfully be displaced by a choice of law. Before filing a routine contract claim, the parties are encouraged to contact each other and seek a practical resolution. This does not prevent urgent protective relief, a timely court filing, a payment dispute or a complaint to a regulator.

A claim may be brought in a Texas state or federal court with lawful subject-matter jurisdiction and venue, subject to any nonwaivable jurisdiction or venue right. No mandatory arbitration is required. Access to a competent small-claims court and the right to contact the Texas Attorney General or another competent authority are preserved. Each party bears its own legal expenses unless applicable law or a court order provides otherwise.

19. Changes, assignment and interpretation

A changed agreement will be published with a new version and its proposed effective date. Material changes require at least 30 days’ advance notice, except a legally required change or an urgent security measure that cannot reasonably wait; those will be explained promptly. A change does not rewrite an already accrued claim or authorize a new charge. Renewed affirmative acceptance will be obtained where required. If a proposed change materially harms the Association’s prepaid use and is not required by law, it may reject the change and end that use with an unused-period refund.

Neither party may transfer this agreement in a way that reduces the other party’s protections. The Operator may assign it to a successor to the Service if the successor assumes the obligations, required privacy safeguards are maintained and the Association receives advance notice and an opportunity to cancel future renewal; other assignments require the other party’s written agreement, not unreasonably withheld. A change in ownership of software rights alone does not transfer the Association’s content rights.

If a provision is unenforceable, it is ineffective only to that extent and the remaining agreement continues where lawful. A failure to enforce a provision once is not a continuing waiver. The accepted order, these Terms and any specifically incorporated signed addendum form the service agreement; public marketing does not override an express order commitment or mandatory law. The English text is the original. Spanish is an unofficial convenience translation; English controls a discrepancy only to the extent permitted by law and never to defeat nonwaivable language or consumer rights.

20. Current payment simulation and activation boundary

The published subscription prices are USD $79 per Association per month or USD $869 per Association per year, plus applicable taxes. Annual payment saves USD $79, equivalent to one month, compared with twelve monthly payments. The current application uses simulated billing only. It does not collect card details, contact Stripe, perform real collection attempts or create actual subscription debt. Simulated receipts, payment failures and access restrictions demonstrate the intended workflow. Publishing these prices does not create an accepted paid order or authorize payment.

These prepared Terms do not become an operative subscription contract until the named Operator, verified contact details, effective version, accepted order, operational request and retention procedures, and affirmative acceptance are in place. Live recurring payments additionally require a functioning payment integration and separate informed payment authorization. Those activation conditions prevent current users from being silently enrolled. Publication is not a statement that an attorney has approved this agreement or that all legal risks have been eliminated.