These Terms and Conditions (“Terms”) govern your access to and use of the OurHOA.Vote website, platform, memberships, software, governance tools, voting tools, communications features, records, and related services (collectively, the “Services”). By accessing or using the Services, you agree to these Terms. If you do not agree, do not use the Services.
1. What OurHOA.Vote Is
OurHOA.Vote is a software platform designed to help homeowner associations, residential communities, boards, members, property managers, and similar groups run proposals, elections, notices, participation workflows, and governance records in a more transparent and organized way.
The Services may support standard HOA workflows, member voting, board elections, proposals, notices, reminders, reporting, exports, and optional community-governance or DAO-style configurations.
OurHOA.Vote is a software and workflow tool only. It is not a law firm, property manager, escrow company, government body, election authority, parliamentary authority, or substitute for legal counsel.
2. Eligibility and Authority
You must be at least 18 years old, or the age of majority where you live, to use the Services.
If you create or manage an account on behalf of an HOA, association, board, management company, or community, you represent and warrant that you have authority to act for that entity or group and to bind it to these Terms.
If you access a community as a member, you represent that the information you provide is accurate and that you are authorized to participate in that community’s governance activities under its rules.
3. Community Rules Control
Each HOA, association, or community using the Services remains solely responsible for its own governing documents, bylaws, declaration, operating rules, quorum requirements, voting thresholds, eligibility standards, notice requirements, dispute procedures, and applicable law.
The Services may allow communities to configure vote types, dates, thresholds, governance modes, and similar settings. Those configurations are tools only. It is the responsibility of each community and its administrators to ensure that those settings are lawful, accurate, and consistent with the community’s governing documents and jurisdictional requirements.
Use of the Services does not make any vote, notice, rule, proposal, election, or result legally valid by itself.
4. Governance Modes
The Services may offer more than one governance style, including a standard board-led mode and a more member-driven or DAO-style governance mode.
By enabling, using, or switching governance modes, the community acknowledges that:
- the selected mode is a community choice,
- the platform does not determine whether that mode is legally appropriate in a given jurisdiction,
- the community is responsible for approving and documenting any governance change required by its own rules or applicable law, and
- the platform does not guarantee that any governance mode will be recognized by courts, regulators, insurers, lenders, or third parties.
5. Accounts and Security
Some features require an account, membership, invitation, or administrator approval.
You agree to:
- provide accurate and current information,
- keep your login credentials secure,
- restrict unauthorized access to your account,
- notify us promptly of suspected unauthorized use, and
- accept responsibility for activity under your account.
We may suspend, restrict, or terminate access if we believe an account is being misused, is inaccurate, poses security risk, or violates these Terms.
6. Member Verification and Access
The Services may include eligibility settings, member verification tools, role-based access controls, invitation flows, and similar participation controls.
These controls are administrative tools only. OurHOA.Vote does not independently guarantee that every voter, member, board representative, or administrator is who they claim to be, is legally eligible, or has valid authority. Communities remain responsible for verifying membership, ownership, residency, proxy authority, and related eligibility questions.
7. Notices, Voting, and Electronic Communications
By using the Services, you consent to receive platform-related notices electronically, including account messages, ballot notices, reminders, confirmations, reports, and service announcements, where permitted by law.
Each community is responsible for determining whether electronic delivery, digital notices, electronic voting, proxy handling, or online member participation is permitted or sufficient under its governing documents and applicable law.
OurHOA.Vote does not guarantee that electronic delivery through the Services satisfies every legal notice requirement in every jurisdiction.
8. Ballots, Proposals, and Results
The Services may allow users to create ballots, measures, proposals, elections, voting windows, approval thresholds, quorum settings, and result views.
Communities and their authorized administrators are solely responsible for:
- setting accurate voting rules,
- determining who may vote,
- deciding whether proxy or delegated voting is allowed,
- reviewing ballots before publication,
- handling challenges or disputes,
- confirming final results, and
- deciding whether additional offline or formal steps are required.
The platform may generate records, dashboards, receipts, exports, logs, or summaries, but the community remains responsible for final governance decisions.
9. Records, Audit Trails, and Exports
The Services may create logs, timestamps, exports, reports, participation records, and similar materials to help communities maintain a more transparent process.
These records are provided as operational tools and may assist with internal review, but they are not a guarantee against disputes, litigation, errors, or contested outcomes. Communities are responsible for deciding what records to retain, how long to retain them, and whether additional official minutes, signed resolutions, mailed notices, or other supporting documents are required.
10. Optional Blockchain, Ledger, or Verification Features
Some features may include optional ledger, hash, attestation, or blockchain-related components intended to support transparency or verifiability.
If a community chooses to use optional blockchain or external-record features, it understands and agrees that:
- such records may be persistent or difficult to modify,
- public or pseudonymous records may still carry privacy or legal implications,
- external networks may experience downtime, congestion, errors, or unexpected behavior, and
- OurHOA.Vote does not guarantee legal recognition, immutability, enforceability, or acceptance of any blockchain-based record by any court, government, insurer, lender, or third party.
Communities should use such features only after evaluating their own legal, privacy, and governance needs.
11. Privacy and Community Data
Use of the Services may involve account information, membership details, community rosters, voting participation data, proposal content, notices, communications, and similar records.
Each community is responsible for:
- collecting and using member data lawfully,
- obtaining any required permissions or consents,
- limiting access appropriately,
- configuring privacy settings responsibly, and
- complying with any local or sector-specific privacy obligations that apply to it.
Your use of the Services is also subject to our Privacy Policy, if posted.
12. Payments, Memberships, and Renewals
Some features may require payment, subscription, paid membership, or plan enrollment.
By purchasing a paid plan, you agree to pay all applicable fees, taxes, and charges. Recurring plans may renew until canceled. We may change pricing or plan features prospectively by updating the applicable offering.
Unless required by law or expressly stated otherwise at the point of purchase, fees are non-refundable after the applicable service period begins.
13. Acceptable Use
You agree not to:
- use the Services in violation of law or governing documents,
- misrepresent your identity, role, ownership, or voting authority,
- interfere with ballots, results, or member participation through fraud, manipulation, or abuse,
- upload malware or attempt unauthorized access,
- scrape, reverse engineer, or disrupt the Services except as allowed by law,
- use the Services to harass, defame, threaten, or retaliate against members, residents, board members, or managers,
- submit content that infringes privacy, confidentiality, or intellectual property rights, or
- use the Services for unlawful discrimination, voter intimidation, or deceptive communications.
We may investigate suspected misuse and may suspend, remove, or restrict access where appropriate.
14. User Content
You may submit or upload content, including proposals, ballot language, notices, files, comments, community data, and related materials (“User Content”).
You retain ownership of your User Content, but you grant OurHOA.Vote a limited, non-exclusive, worldwide license to host, process, reproduce, display, adapt, and use that content as reasonably necessary to provide, secure, maintain, improve, and support the Services and to comply with law.
You represent that you have all rights and permissions needed to submit User Content and that doing so does not violate any law or third-party right.
15. Intellectual Property
The Services, including software, branding, workflows, text, design, graphics, interfaces, and related materials, are owned by OurHOA.Vote or its licensors and are protected by law.
Subject to these Terms, we grant you a limited, revocable, non-exclusive, non-transferable right to use the Services for your internal personal, community, or organizational purposes.
You may not copy, sell, sublicense, redistribute, or commercially exploit the Services except as expressly permitted in writing.
16. Third-Party Services
The Services may interoperate with or rely on third-party providers, including hosting, email delivery, analytics, payment processors, identity tools, wallet tools, plugins, open-source software, storage systems, or external networks.
We do not control and are not responsible for third-party services, uptime, terms, privacy practices, security, or performance. Your use of any third-party service is governed by its own terms and policies.
17. No Legal, Property Management, or Governance Advice
The Services and any content, templates, prompts, examples, summaries, AI-generated text, reminders, exports, or workflows are provided for general informational and operational purposes only.
OurHOA.Vote does not provide legal advice, parliamentary advice, election-law advice, tax advice, accounting advice, property management advice, or jurisdiction-specific compliance advice. You should consult qualified professionals before relying on the Services for formal governance, enforcement, amendments, disputes, collections, fines, or other legally significant actions.
18. Disclaimers
To the fullest extent permitted by law, the Services are provided “as is” and “as available.”
We disclaim all warranties, express or implied, including warranties of merchantability, fitness for a particular purpose, non-infringement, accuracy, availability, security, and uninterrupted performance.
We do not warrant that:
- the Services will meet every community need,
- any vote or notice will be legally valid,
- any governance outcome will be free from challenge,
- any result will be accepted by all members or third parties, or
- the Services will always be uninterrupted, error-free, or secure.
19. Limitation of Liability
To the fullest extent permitted by law, OurHOA.Vote and its affiliates, licensors, service providers, and personnel will not be liable for any indirect, incidental, consequential, special, exemplary, or punitive damages, or for any loss of data, loss of goodwill, community disputes, governance conflicts, missed elections, missed notices, or lost business opportunities arising from or related to the Services.
Our total liability for any claim relating to the Services will not exceed the greater of:
- the amount you paid us for the Services in the 12 months before the event giving rise to the claim, or
- USD $100.
Some jurisdictions do not allow certain limitations, so part of this section may not apply to you.
20. Indemnification
You agree to defend, indemnify, and hold harmless OurHOA.Vote and its affiliates, owners, officers, contractors, licensors, and service providers from and against claims, losses, liabilities, damages, judgments, and expenses arising out of or related to:
- your use of the Services,
- your User Content,
- your violation of these Terms,
- your community’s governance decisions,
- your misuse of member data,
- your notices, ballots, elections, or communications, or
- your violation of any law or third-party rights.
21. Suspension and Termination
You may stop using the Services at any time.
We may suspend, restrict, or terminate access at any time if we believe you violated these Terms, created legal or security risk, failed to pay required fees, or used the Services in a harmful or unlawful manner.
Sections that by their nature should survive termination will survive.
22. Governing Law
These Terms are governed by the laws of the State of Wyoming, without regard to conflict-of-law principles, unless applicable law requires otherwise.
23. Dispute Resolution
Before filing a formal claim, you agree to first contact us with a written description of the dispute and try to resolve the matter informally in good faith.
If a dispute cannot be resolved informally, it will be brought exclusively in the state or federal courts located in Wyoming, unless applicable law requires a different forum.
24. Changes to These Terms
We may update these Terms from time to time. The updated version becomes effective when posted, unless otherwise stated. Your continued use of the Services after revised Terms are posted constitutes acceptance of the revised Terms.
25. Contact
For questions about these Terms, contact:
OurHOA.Vote
Email: support@ourhoa.vote
Website: https://ourhoa.vote