Terms of Service

We built SyncHOA to help HOA boards and homeowners manage their communities more effectively. These Terms of Service (“Terms”) describe our commitments to you, and your rights and responsibilities when using SyncHOA. Please read them carefully and reach out if you have any questions. If you don't agree to these Terms, don't use our services.

These Terms govern your access to and use of the software, applications, and services we provide through SyncHOA at synchoa.com (our “Services”). By accessing or using any part of our Services, you agree to be bound by all of the Terms and all other operating rules, policies, and procedures that we may publish via the Services from time to time (collectively, the “Agreement”).

1. Who's Who

Your Agreement is with SyncHOA, operated by Zachary Clark, an individual doing business as SyncHOA, based in West Hartford, CT (“SyncHOA,” “we,” or “us”). If SyncHOA is later operated by a formal legal entity, the updated entity name and address will be published in these Terms and that entity will be the contracting party from that point forward.

“You” means any individual or entity using our Services. If you use our Services on behalf of another person or entity (such as an HOA board), you represent and warrant that you're authorized to accept the Agreement on that person's or entity's behalf, that by using our Services you're accepting the Agreement on behalf of that person or entity, and that if you, or that person or entity, violates the Agreement, you and that person or entity agree to be responsible to us.

We refer to ourselves as “SyncHOA,” “us,” or “we” throughout these Terms.

2. Your Account

When using our Services requires an account, you agree to provide us with complete and accurate information and to keep that information current. We may need to send you emails about notable updates (like changes to our Terms of Service or Privacy Policy), or to let you know about legal inquiries or complaints we receive about the ways you use our Services.

You're solely responsible and liable for your use of our Services and all activity under your account. You're also fully responsible for maintaining the security of your account, including keeping your credentials secure. Don't share or misuse your access credentials. Notify us immediately of any unauthorized use of your account or any other breach of security.

3. Minimum Age Requirements

Our Services are not directed to children. You're not allowed to access or use our Services if you're under the age of 13 (or 16 in Europe). You may use our Services only if you can legally form a binding contract with us. If you're under 18 years of age, you can only use our Services under the supervision of a parent or legal guardian who agrees to the Agreement.

4. Responsibility of Users

We haven't reviewed, and can't review, all of the content posted to or made available through our Services by users or anyone else (“Content”). We're not responsible for any use or effects of Content. For example:

• We don't have any control over third-party websites linked from our Services.
• We don't endorse any Content or represent that Content is accurate, useful, or not harmful.
• You're fully responsible for the Content you upload or post to our Services, and any harm resulting from that Content.
• We aren't responsible for any harm resulting from anyone's access, use, or downloading of Content through our Services.
• We are not a party to, and will have no responsibility or liability for, any communications, transactions, interactions, or disputes between you and any homeowner, vendor, or third party using the platform.

Content License. By uploading or submitting Content to SyncHOA, you grant SyncHOA a worldwide, non-exclusive, royalty-free, sublicensable license to store, copy, process, cache, display, and transmit your Content solely as necessary to provide, improve, and support the Services. This license ends when you delete the Content or terminate your account, subject to the retention obligations in Section 13.

5. Fees, Payment, and Renewal

Fees for Paid Services. SyncHOA is offered on a subscription basis. By using a Paid Service, you agree to pay the specified fees. Subscription fees are recurring and billed on a monthly basis. Your subscription begins on your purchase date and automatically renews until you cancel.

Price Changes.We may change subscription pricing at any time. For existing paid subscriptions, price changes take effect at the start of the next billing period following at least 30 days' advance notice by email to the account's registered address or by in-product notification. Continued use after the new price takes effect constitutes acceptance. If you do not accept the new price, you may cancel before the effective date.

Trial Period. New communities receive a 30-day free trial. At the end of the trial period, you must subscribe to a paid plan to continue using the Services.

Taxes.To the extent permitted by law, all fees do not include applicable federal, state, local, or other governmental sales, value-added, or other taxes. You're responsible for paying all applicable taxes relating to your use of our Services.

Payment.Payment for subscriptions is processed by Stripe, our third-party payment processor. Payment information (card numbers, bank details) is submitted directly to Stripe's PCI-compliant payment form. SyncHOA does not store full payment card numbers or bank account details. By providing your payment information, you authorize Stripe to securely store and process it on our behalf in accordance with Stripe's Privacy Policy. If your payment fails or Paid Services are not paid for on time, we may immediately cancel or revoke your access to Paid Services without notice.

Automatic Renewal. By enrolling in a subscription, you authorize us to automatically charge the then-applicable fees and taxes for each subsequent subscription period until the subscription is canceled. Before you are charged, the checkout flow will disclose the subscription price, billing interval, renewal terms, and cancellation method, and you must affirmatively accept these Terms, our Privacy Policy, and our Cookie Policy. We maintain records of subscription acceptance and renewal authorization for at least three years, or for one year after termination of the subscription, whichever period is longer where required by law. You must cancel at least 24 hours before the end of a monthly subscription period to avoid being charged for the next period.

Refunds. All payments are final and non-refundable except where required by law. If you cancel a subscription, you will retain access through the end of your current billing period.

European Economic Area — Right of Withdrawal. If you are located in the EEA, you have a statutory right of withdrawal within 14 days of your subscription start date. By completing paid subscription checkout and continuing to use the Services, you expressly request that paid service performance begin before the 14-day withdrawal period expires, and you acknowledge that your right of withdrawal may be waived once service performance has begun where permitted by applicable law. If you have not yet accessed the paid Services, you may withdraw within 14 days by contacting us at legal@synchoa.com.

Resident Payments via Stripe Connect.If your community uses the optional Stripe Connect feature to collect dues or fines from residents, those transactions are processed directly by Stripe on behalf of your community's Express connected account. By enabling Stripe Connect, you agree to Stripe's Terms of Service and are solely responsible for compliance with all applicable laws regarding the collection of payments from residents, including completing Stripe's identity verification and KYC requirements accurately.

Indemnification for Connect Account Obligations. You agree to indemnify and hold SyncHOA harmless from and against any negative Connect account balances, Stripe reserves, chargeback losses, dispute fees, refunds, fines, penalties, and any other amounts Stripe may hold or charge back against our platform account arising from your community's payment activity. You are solely responsible for maintaining sufficient activity and compliance on your Stripe Connect account to satisfy any such obligations.

Chargebacks and Payment Disputes.If a resident disputes a charge with their bank or card issuer, the dispute is between the resident, their financial institution, and the HOA's Stripe Connect account. When a dispute is received, SyncHOA will record it in the platform audit log and update the payment status. Because Stripe Express dispute tooling may require platform coordination, SyncHOA may need to coordinate or submit dispute evidence based on materials the HOA provides. The board remains solely responsible for promptly providing complete, accurate evidence and for any decision not to contest a dispute. SyncHOA is not responsible for any funds lost due to an unresponded, incomplete, late, or lost dispute, and dispute fees charged by Stripe are the HOA's sole responsibility.

Platform Fees.SyncHOA does not charge a transaction fee on resident payments processed through Stripe Connect. Stripe's standard processing fees apply directly to the HOA's Connect account. SyncHOA's subscription fee is separate and is not affected by resident payment activity.

6. Feedback

When you share comments, ideas, or feedback with us, you agree that we're free to use them without any restriction or compensation to you.

7. General Representation and Warranty

You represent and warrant that your use of our Services:

• Will be in strict accordance with the Agreement;
• Will comply with all applicable laws and regulations;
• Will not be for any unlawful purposes or in furtherance of illegal activities;
• Will not infringe or misappropriate the intellectual property rights of SyncHOA or any third party;
• Will not disclose the personal information of others in violation of applicable law;
• Will not be used to send spam or bulk unsolicited messages;
• Will not involve reverse engineering or decompiling the Services; and
• Will not involve renting, leasing, loaning, selling, or reselling the Services or related data without our consent.

8. Specific Service Terms

a. SyncHOA HOA Management Platform

SyncHOA enables HOA boards to manage their communities, including homeowner records, dues billing and collection, violation tracking, maintenance requests, documents, announcements, meeting management, and resident communications.

Board Access. Board members who create a community account are granted administrative access to manage all community data within that account. You are responsible for ensuring that only authorized board members are granted board-level access.

Resident Portal. Board members may invite homeowners to create resident portal accounts. Residents access only their own data plus community-wide content. You are responsible for the accuracy of homeowner data you enter and for ensuring that invitations are sent to the correct individuals.

Financial Data. SyncHOA provides tools for tracking dues payments and community finances for record-keeping and management purposes only. SyncHOA is not a financial institution, does not provide accounting or legal advice, and is not responsible for any errors in your financial records.

Prohibited Uses. You may not use SyncHOA to harass, intimidate, or discriminate against homeowners, to process fraudulent transactions, or for any purpose that violates applicable fair housing laws, privacy laws, or other applicable regulations.

You are solely responsible for ensuring your use of SyncHOA complies with the Fair Housing Act, the Americans with Disabilities Act, and all applicable federal, state, and local fair housing and anti-discrimination laws. Any claim arising from alleged discriminatory conduct by an HOA is the sole responsibility of that HOA and its board members. SyncHOA has no liability for decisions made by board members using the platform.

9. Copyright Policy

We respect the intellectual property rights of others. If you believe that Content on our platform infringes your copyright, please send a written notice to legal@synchoa.com that includes a description of the copyrighted work, the specific location of the allegedly infringing material, your contact information, and a statement that you have a good faith belief that the disputed use is not authorized.

10. Intellectual Property

The Agreement doesn't transfer any SyncHOA or third-party intellectual property to you. SyncHOA and all other trademarks, service marks, graphics, and logos used in connection with our Services are trademarks or registered trademarks of SyncHOA. Using our Services doesn't grant you any right or license to reproduce or otherwise use any SyncHOA trademarks.

11. Third-Party Services

While using the Services, you may enable, use, or interact with services provided by third parties, including:

• Stripe — payment processing for subscription billing and optional resident payments.
• Google OAuth / Resend — authentication services used for sign-in and email delivery.
• Cloudflare R2 — file storage for documents and photos uploaded to the platform.
• Neon — database hosting provider.
• Vercel — application hosting and serverless infrastructure.

Third-party services are not controlled by SyncHOA. Any use of a third-party service is subject to that third party's own terms and policies. SyncHOA won't be responsible or liable to you or anyone else for third-party services.

12. Changes

We may update these Terms to reflect changes to the Services, legal requirements, or operational needs. For material changes that reduce your rights or increase your obligations, we will provide at least 30 days' advance notice by email to your registered address or by prominent in-product notification. Material changes take effect 30 days after notice unless you cancel before then. Non-material changes (clarifications, additions of new optional features, or changes that do not reduce your rights) take effect upon publication. Continued use of the Services after the effective date constitutes acceptance of the updated Terms. If you disagree with a material change, your sole remedy is to cancel your subscription and stop using the Services before the change takes effect.

13. Termination

You may stop using the Services or cancel a paid subscription at any time. We may suspend or terminate your access immediately and without prior notice if we believe, in our sole discretion, that you have materially violated this Agreement or if required for legal or security reasons. For terminations not related to a violation of these Terms, we will provide at least 30 days' advance notice.

Upon termination, you may request an export of your community data. We will make reasonable efforts to provide a data export for 30 days following account termination. After that window, we will delete or anonymize your community data within 60 days, except for information we are required to retain by law or for legitimate business purposes such as security, fraud prevention, tax, accounting, chargeback, dispute, and legal compliance records. Subscription consent and auto-renewal authorization records may be retained for at least three years, or for one year after termination of the subscription, whichever period is longer where required by law.

14. Disclaimers

Our Services are provided “as is.” SyncHOA and its suppliers and licensors hereby disclaim all warranties of any kind, express or implied, to the maximum extent allowed by applicable law, including the warranties of merchantability, fitness for a particular purpose, and non-infringement. Neither SyncHOA, nor its suppliers and licensors, makes any warranty that our Services will be error free or that access thereto will be continuous or uninterrupted.

Service Availability. The Services are operated using third-party infrastructure providers including Vercel, Neon, and Cloudflare. SyncHOA is not liable for service interruptions, data loss, or performance degradation caused by infrastructure provider outages, internet disruptions, distributed denial-of-service attacks, natural disasters, or other circumstances beyond our reasonable control.

SyncHOA does not provide legal, financial, accounting, or HOA governance advice. Nothing in our Services constitutes legal advice. You should consult qualified professionals for guidance on HOA governance, fair housing compliance, and financial management.

15. Jurisdiction and Applicable Law

Except to the extent any applicable law provides otherwise, the Agreement and any access to or use of our Services will be governed by the laws of the state of California, U.S.A., excluding its conflict of law provisions. The proper venue for any disputes arising out of or relating to the Agreement will be the state and federal courts located in San Francisco County, California, U.S.A.

16. Limitation of Liability

In no event will SyncHOA, or its suppliers, partners, or licensors, be liable with respect to any subject matter of the Agreement under any contract, negligence, strict liability, or other legal or equitable theory for: (i) any special, incidental, or consequential damages; (ii) the cost of procurement for substitute products or services; (iii) for interruption of use or loss or corruption of data; or (iv) for any amounts that exceed the fees paid by you to SyncHOA under the Agreement during the twelve (12) month period prior to the cause of action.

17. Indemnification

You agree to indemnify and hold harmless SyncHOA, its contractors, and its licensors, and their respective directors, officers, employees, and agents from and against any and all losses, liabilities, demands, damages, costs, claims, and expenses, including attorneys' fees, arising out of or related to your use of our Services, including but not limited to your violation of the Agreement, Content that you post, or any actions taken in connection with your HOA or community management activities using our platform. This indemnification obligation survives termination of the Agreement.

18. US Economic Sanctions

You agree that our ability to provide our Services to you is subject to compliance with US sanctions that restrict or prohibit who or from where our Services can be accessed. By using the Services, you represent and warrant that you are not located or residing in any country or territory subject to comprehensive US sanctions, and are not listed on any United States list of prohibited or restricted parties.

19. Translation

These Terms were originally written in English (US). In the event of a conflict between a translated version of these Terms and the English version, the English version will control.

20. Miscellaneous

The Agreement constitutes the entire agreement between SyncHOA and you concerning our Services. If any part of the Agreement is unlawful, void, or unenforceable, that part is severable from the Agreement, and does not affect the validity or enforceability of the rest of the Agreement. SyncHOA may assign its rights under the Agreement without condition. You may only assign your rights under the Agreement with our prior written consent.

21. Arbitration and Dispute Resolution

Informal Resolution First. Before filing any formal legal claim, you agree to contact us at legal@synchoa.com and give us 30 days to attempt to resolve the dispute informally.

Binding Arbitration. If informal resolution fails, you and SyncHOA agree to resolve any dispute arising out of or relating to these Terms through binding individual arbitration administered by JAMS under its Streamlined Arbitration Rules, rather than in court. The arbitration will be conducted in English and will take place in San Francisco County, California.

Class Action Waiver. To the maximum extent permitted by applicable law, you and SyncHOA agree that each may bring claims against the other only in an individual capacity, and not as a plaintiff or class member in any purported class, representative, or collective proceeding.

Opt-Out. You may opt out of this arbitration agreement by notifying us in writing at legal@synchoa.com within 30 days of first creating your SyncHOA account. Your notice must include your name, your community name, and a clear statement that you are opting out of arbitration.

Arbitration Costs.JAMS filing fees will be split equally between the parties unless the arbitrator determines that splitting them would be unconscionable, in which case SyncHOA will bear the greater share. Each party will bear its own attorneys' fees unless the claim is found frivolous.

Judgment on Award.The arbitrator's decision and award shall be final and binding. Judgment on the award may be entered in any court of competent jurisdiction.

Statute of Limitations. Any claim or cause of action arising out of or related to these Terms or the Services must be filed within one (1) year after such claim or cause of action arose, or it will be forever barred.

Questions about these Terms? Contact us at legal@synchoa.com.