Terms of Service

These Terms of Service ("Terms") are an agreement between [Company legal name, e.g. PingHOA LLC], [e.g. a Delaware limited liability company] ("PingHOA", "we", "us"), and the homeowners, condominium, cooperative or property owners association that creates an account (the "Association"). They also apply to every person who uses PingHOA for an Association — board members, managers, committee members and owners ("Users"). By creating an account or using PingHOA you agree to these Terms. If you accept them for an Association, you confirm you are authorized to do so.

1. What PingHOA is — and isn't

PingHOA is software. We are not a law firm, accountant, bank, payment processor or management company. The association is responsible for its decisions, funds and compliance.

PingHOA provides software tools: dues and ledgers, bookkeeping, bills, letters and notices, meetings and voting, records, an owner portal and AI drafting. The board decides what to send, charge, approve, fine, vote on, pay or file. Templates, state-rule summaries, reports and AI drafts are starting points, not legal, tax, accounting or financial advice.

2. Money

Money. Owner payments (dues, fees, fines) are processed by Stripe directly into the association's own Stripe account and paid out to the association's bank account. PingHOA never holds, receives, pools or moves the association's funds, and never pays vendors on the association's behalf. The association is the merchant for its owners' payments.

• Payment processing is provided by Stripe, Inc. under the Stripe Connected Account Agreement, which the Association accepts when it connects its Stripe account. Stripe — not PingHOA — moves the money and pays it out to the Association's bank.
• Processing fees, refunds, chargebacks, disputes, returned bank payments and payout timing are between the Association, its owners and Stripe. PingHOA shows them in the software but does not decide them.
• If the Association chooses to charge owners a convenience fee, it is responsible for complying with state law and card-network rules on surcharges.
• Bills recorded in PingHOA are records only. PingHOA never pays vendors or initiates payments on the Association's behalf.

3. Letters, notices and certificates

• Every letter, notice and certificate is sent in the Association's name and signed by the board member who approves it, and ends with "Sent by [Association] using PingHOA software."
• PingHOA is never the sender, creditor or collector of any debt.
• The collections steps end at a board decision to refer an account to the Association's attorney. PingHOA does not file liens, start foreclosure, or report to credit bureaus.
• Estoppel and resale certificates are drafts until a board member or manager reviews, edits and signs them.
• Property managers: a manager or management company that collects past-due assessments for an association may be a "debt collector" under the federal Fair Debt Collection Practices Act and similar state laws. If that applies to you, you are responsible for meeting those laws (for example, required validation notices and disclosures). PingHOA does not add them for you.

4. State rules

State-rule summaries show their statute citation and the date they were last verified. Laws change and summaries can be incomplete. Items marked "Not yet verified" must be confirmed independently. The Association is responsible for following its governing documents and the law.

5. The Association, its users and accounts

• The Association is our customer and controls its account: it decides who has access and with which role, and it can remove access at any time.
• Users must be at least 18, give accurate information, keep their sign-in private, and use two-step sign-in where required. Tell us right away at support@example.com if you think an account was misused.
• The Association is responsible for activity in its account, for making sure its Users follow these Terms, and for removing board members and managers when their role ends.
• Owners invited by the Association can use the owner portal under these Terms. Questions about an owner's account, charges or violations go to the Association's board, not to PingHOA.

6. The Association's data

The Association owns its data — homes, owners, ledgers, documents, letters and everything it uploads or creates ("Association Data"). The Association gives PingHOA a limited permission to host, copy, process and display Association Data only to provide, secure and support the service for that Association. We do not sell Association Data and do not use it to advertise.

The Association can export everything at any time (Settings → Data: CSV files, PDFs and original documents in one ZIP) and can delete the Association, which permanently removes its data. After a subscription ends, we keep Association Data for 30 days so it can be exported or reactivated, then delete it, except where the law requires us to keep something longer. See the Privacy Policy. How we process personal information for the Association is set out in the Data Processing Agreement, which is part of these Terms.

The Association is responsible for having the right to upload the data it puts into PingHOA (for example, owner contact details) and for meeting its own record-keeping duties; exporting regularly is recommended.

7. AI features

AI answers and drafts can be wrong. Answers must cite the Association's documents (document, section and page) or say they could not find an answer. Every AI output is labeled as a draft, and nothing AI-written is sent without a board member's approval. See AI use and limits.

8. Subscription and fees

Plans renew automatically until cancelled; cancellation is available in the app in two clicks. See Subscription terms for the trial, renewal, cancellation, refunds and price changes. Fees exclude taxes, which the Association pays where they apply. If you think we charged you in error, tell us within 60 days so we can fix it.

9. Acceptable use

Use PingHOA lawfully and as described in the Acceptable Use Policy. Do not copy, resell, reverse engineer, scrape, overload or try to break the security of the service, and do not use it to harass anyone.

10. Our software and your feedback

PingHOA owns the software, design, brand and content we provide. We give each User a limited, non-exclusive, non-transferable right to use the service for the Association while its subscription is active. If you send us ideas or feedback, we may use them to improve the product without owing you anything; your Association Data stays yours.

11. Other services we rely on

PingHOA uses trusted providers to run the service — for example Stripe (payments), email, text-message and printed-mail providers, cloud hosting, and an AI model provider. Their services are governed by their own terms; the list is in the Privacy Policy. We are not responsible for services we don't control, but we choose providers carefully and only share what each needs.

12. Availability and changes to the service

We work to keep PingHOA available and secure, but we can't promise it will never be interrupted. We may improve, change or retire features; if we remove a feature the Association relies on in a way that materially reduces the service, we will give reasonable notice and the Association may cancel.

13. Suspension and termination

• The Association may cancel at any time (see Subscription terms).
• We may suspend or close an account for non-payment, a serious or repeated breach of these Terms, a security risk, or if the law requires it. Unless the situation is urgent or illegal, we will tell the board first and give a chance to fix the problem.
• After termination, sections 2, 6 (including the Data Processing Agreement), 10 and 14–19 continue to apply, and the 30-day export window in section 6 still applies.

14. Disclaimer

Except as expressly stated in these Terms, PingHOA is provided "as is" and "as available", and to the extent the law allows we disclaim all implied warranties, including merchantability, fitness for a particular purpose and non-infringement. We do not warrant that templates, state-rule summaries, reports or AI output are complete, current or right for the Association's situation.

15. Limitation of liability

To the extent the law allows: (a) neither party is liable for indirect, incidental, special, consequential or punitive damages, or for lost profits or revenue; (b) PingHOA is not liable for decisions the Association or its board makes using the software, or for money handled by Stripe or banks; and (c) our total liability for all claims relating to PingHOA is limited to the fees the Association paid us in the 12 months before the event giving rise to the claim. These limits do not apply where the law does not allow them.

16. Indemnity

The Association will defend and indemnify PingHOA against third-party claims arising from Association Data, the Association's decisions and communications made using the software (such as fines, charges, letters and votes), its convenience fees, or its Users' breach of these Terms or the law. We will notify the Association promptly of any such claim and cooperate reasonably.

17. Disputes

If there is a problem, email legal@example.com first. Both sides agree to try in good faith to resolve it informally for 30 days before starting a court case. Either party may still bring a claim in small-claims court, or ask a court for urgent relief to protect its data or intellectual property, at any time.

18. Governing law and courts

These Terms are governed by the laws of [State whose law governs, e.g. Delaware], without regard to conflict-of-law rules. Except for small-claims cases, any lawsuit about these Terms or PingHOA must be brought in the state or federal courts located in [County and state for courts / arbitration, e.g. New Castle County, Delaware], and both parties agree to those courts' jurisdiction.

19. General

• Electronic communications. You agree to receive notices from us electronically (email or in the app), and that electronic agreements and signatures count as written ones.
• Changes to these Terms. We will give at least 30 days' notice of material changes by email to the Association's board and in the app. Continuing to use PingHOA after that date means accepting the change; the Association can cancel instead.
• Events beyond our control. Neither party is responsible for delays caused by events outside its reasonable control, such as natural disasters, widespread outages or government action.
• Assignment. The Association may not transfer this agreement without our written consent; we may transfer it to a successor of our business, and will notify the Association.
• Entire agreement. These Terms and the policies linked here are the whole agreement about PingHOA. If any part is unenforceable, the rest stays in effect. Not enforcing a term is not a waiver. The parties are independent; nothing here creates a partnership or agency.
• US service. PingHOA is intended for associations in the United States.

20. Contact

[Company legal name, e.g. PingHOA LLC], [Company mailing address]. Support: support@example.com · Legal notices: legal@example.com