Terms of Service & Acceptable Use Policy

These Terms of Service and Acceptable Use Policy ("Policy") govern your access to and use of the products, services, and technologies (collectively, "Products") provided by HOA ChatDesk ("we," "us," or "our"). By accessing or using our Products, you agree to be bound by this Policy. This Policy is designed to protect HOA ChatDesk, our customers, residents, and the broader internet community from unethical, irresponsible, and illegal activity. Customers found engaging in prohibited activities may be subject to service suspension or account termination. In extreme cases, we may be legally obligated to report such conduct to the relevant authorities.

We provide our Products with the assumption that your use will be consistent with normal business operations as described in your service agreement. If your usage is deemed excessive, additional fees may apply or capacity may be adjusted accordingly. We are opposed to all forms of abuse, discrimination, rights infringement, and any action that harms or disadvantages any group, individual, or resource. We expect our customers and their end-users to engage with our Products with similar intent and responsibility.

We regard our customers as responsible for their own actions and for the actions of anyone using our Products with their permission. This includes responsibility for any unauthorized use resulting from a customer's failure to maintain reasonable security measures. By accepting Products from us, customers agree to ensure adherence to this Policy on behalf of all end-users. Complaints regarding customer or end-user actions will be forwarded to the nominated account contact. If a customer, their end-user, or anyone using our Products in connection with a customer violates this Policy, we reserve the right to terminate any Products associated with the offending account, or take any remedial or preventative action we deem appropriate, without prior notice. To the extent permitted by law, no service credits will be issued for interruptions resulting from Policy violations.

HOA ChatDesk handles sensitive information related to homeowners, residents, and property management operations. Customers acknowledge that: • Resident personal information (names, addresses, contact details, account records) is considered sensitive and must be handled in accordance with applicable privacy laws • Our Products are designed to facilitate communication between property managers and residents — not to enable unauthorized access to or misuse of resident data • Customers are responsible for obtaining any necessary consents from residents before using our Products to process their personal information • Customer data is used only to deliver and improve the agreed services and is never sold to or shared with third parties for marketing purposes • We apply industry-standard security measures to protect resident data stored and processed within our platform

HOA ChatDesk uses artificial intelligence and machine learning technologies to power features such as automated resident responses, document search, and ticket classification. By using our Products, you acknowledge that: • Resident queries and property management data submitted through our platform may be processed by AI models to generate responses or recommendations • We do not use customer or resident data to train general-purpose AI models without explicit consent • AI-generated responses are provided as assistance tools — property managers remain responsible for the accuracy and appropriateness of all communications sent to residents • Customers may opt out of AI-powered features and use manual workflows at any time by contacting our support team • We continuously monitor our AI systems to prevent bias, inaccurate outputs, and misuse

If you use our Products to send text messages or automated calls to residents, you agree to comply with the Telephone Consumer Protection Act (TCPA) and all applicable federal and state regulations. This includes: • Obtaining prior express written consent from residents before sending marketing or promotional messages • Providing clear opt-out mechanisms in every message (e.g., "Reply STOP to unsubscribe") • Honoring opt-out requests promptly and maintaining records of consent • Not sending messages to numbers listed on the National Do Not Call Registry unless a prior business relationship exists Customers are solely responsible for TCPA compliance in their use of our messaging features. HOA ChatDesk provides tools to facilitate compliant messaging but does not assume legal liability for customer messaging practices.

HOA ChatDesk is headquartered in Houston, Texas, and operates across the United States. We are committed to compliance with applicable state privacy laws, including: Texas Data Privacy and Security Act (TDPSA): We provide Texas residents with rights to access, correct, delete, and opt out of the sale or sharing of their personal data. Requests can be submitted to info@hoachatdesk.com. California Consumer Privacy Act (CCPA / CPRA): California residents have the right to know what personal information is collected, request deletion, and opt out of the "sale" of personal data. We do not sell personal information. To exercise your rights, contact us at info@hoachatdesk.com. We will respond to verifiable consumer requests within the timeframes required by applicable law (generally 45 days, with one 45-day extension where permitted).

Our Products must not be used to advertise, transmit, or make available any software or service designed to violate this Policy or the acceptable use policies of other service providers. We collect information only as necessary to deliver and improve our services. We do not sell, rent, or share customer or resident data with third parties for advertising or unrelated commercial purposes. For full details on what we collect and how we use it, please review our Privacy Policy.

HOA ChatDesk's use and transfer of information received from Google APIs to any other application will adhere to the Google API Services User Data Policy, including the Limited Use requirements. Specifically: • We access Google API data only to provide or improve the user-facing features of our Products • We do not use Google API data for serving advertisements • We do not allow humans to read Google API data unless we have your affirmative agreement, it is necessary for security purposes, it is required by law, or our use is limited to internal operations necessary to provide the service • We do not transfer Google API data to third parties except as necessary to provide our service, comply with applicable law, or as part of a merger or acquisition

This Policy outlines a non-exclusive list of activities and uses we consider unacceptable and incompatible with our services. We reserve the right to modify this Policy at any time by publishing the revised version on our website. The revised version will be effective from the earlier of: • The date you use our Products after we publish the revised version, or • 30 days after we publish the revised version on our website We encourage you to review this Policy periodically. Continued use of our Products following any changes constitutes acceptance of the revised Policy. For questions about this Policy, please contact us at info@hoachatdesk.com.