Terms of Service

1. Agreement

By accessing or using VeraHeim ("the Service"), you agree to these Terms of Service ("Terms"). If you are using the Service on behalf of a homeowners association or other organization, you represent that you have authority to bind that organization to these Terms.

2. The Service

VeraHeim provides compliance-aware HOA management software including meeting management, document storage, violation tracking, assessment tracking, and related tools. The Service includes AI-assisted features for document processing and drafting.

3. Accounts

• You must provide accurate and complete information when creating an account.
• You are responsible for maintaining the security of your account credentials.
• You must notify us immediately of any unauthorized access to your account.
• One community workspace per HOA. Board members create accounts for residents.

4. Free trial and billing

• Every community starts with a 12-month free trial of the full Board plan. No credit card is required for the trial.
• When your trial ends, you choose a paid plan: Starter ($19/month), Board ($29/month), or Growth ($49/month). If you do not choose, your workspace enters a 30-day reactivation grace period. During grace, your community site remains accessible to members, but board members see upgrade prompts before posting announcements, sending email, or running AI features.
• After the 30-day grace, the public site is paused; board members may still sign in to export data or upgrade to a paid plan. Six months after your trial ends with no paid plan selected, the workspace is archived and the underlying data is permanently deleted. We will email you with reminders before deletion. You can export your data at any time during this period.
• Pricing is a flat monthly rate per community — no per-unit fees and no annual contracts. Save 15% by paying annually.
• You may cancel at any time. Cancellation takes effect at the end of your current billing period.
• 3-year price lock. When you convert from trial, your monthly price is locked for three years from the conversion date. After that, we may adjust pricing in line with inflation, but we will give at least 90 days' notice before any change takes effect, and you can cancel at any time.
• Founding Member program. The first 50 communities to convert from trial to a paid plan receive a permanent 50% discount on the Board tier ($14.50/month) for as long as their subscription remains active. This discount does not apply if the subscription lapses and is later restarted.

5. Your data

• You own your data. Bylaws, meeting minutes, owner records, financial data, and all other content you upload or create belongs to your community.
• You grant us a limited license to host, process, and display your data as necessary to provide the Service.
• You can export your data at any time. We provide data export tools within the platform.
• If you cancel, your data remains available for export for 90 days after your subscription ends. After that, we delete it.

6. Acceptable use

You agree not to:

• Use the Service for any purpose other than managing a homeowners association or similar community
• Upload content that is illegal, threatening, or violates others' rights
• Attempt to access other communities' data or bypass security measures
• Use the Service to send unsolicited bulk communications
• Reverse-engineer, decompile, or attempt to extract the source code of the Service
• Resell or redistribute the Service without our written permission

7. Compliance tools — not legal advice

VeraHeim provides compliance automation tools that check your workflows against state statutes and your community's governing documents. These tools are informational aids, not legal advice. We make reasonable efforts to keep our compliance rules accurate and up to date, but:

• Laws change. There may be a delay between a statutory change and our update.
• Your governing documents are unique. AI-extracted rules should be reviewed by your board.
• VeraHeim does not replace consultation with a qualified attorney for legal matters.
• We are not liable for decisions made based on our compliance tools.

8. AI-generated content

The Service uses AI to assist with drafting meeting minutes, letters, and other documents. All AI-generated content is presented as a draft for your review. You are responsible for reviewing, editing, and approving any AI-generated content before sending or publishing it. We are not responsible for the accuracy of AI-generated content.

9. Service availability

We aim for high availability but do not guarantee uninterrupted service. We may perform maintenance with reasonable notice. We are not liable for downtime, data loss, or service interruptions beyond our reasonable control.

10. Limitation of liability

To the maximum extent permitted by law, VeraHeim's total liability to you for any claims arising from or related to the Service is limited to the amount you paid us in the 12 months preceding the claim. We are not liable for indirect, incidental, special, consequential, or punitive damages.

11. Indemnification

You agree to indemnify and hold VeraHeim harmless from claims arising from your use of the Service, your community's content, or your violation of these Terms.

12. Termination

• You may cancel your account at any time through the platform or by contacting us.
• We may suspend or terminate your account for violation of these Terms, with notice where practical.
• Sections 5, 7, 8, 10, and 11 survive termination.

13. Changes to these Terms

We may update these Terms from time to time. We will notify you of material changes by email or through the platform at least 30 days before they take effect. Your continued use of the Service after changes constitutes acceptance.

14. Governing law

These Terms are governed by the laws of the State of Florida, without regard to conflict of law principles. Any disputes arising from these Terms will be resolved in the state or federal courts located in Leon County, Florida.

15. Contact

Questions about these Terms? Email us at legal@veraheim.com.