Terms of Service

Last updated: March 2, 2026

1. Acceptance of Terms

By accessing or using CoolHOA ("Service"), you agree to be bound by these Terms of Service ("Terms"). If you disagree with any part of the terms, you may not access the Service.

These Terms apply to all visitors, users, and others who access or use the Service. By using our Service, you represent that you are at least 18 years of age or have the legal capacity to enter into a binding agreement.

2. Description of Service

CoolHOA provides a cloud-based homeowners association (HOA) management platform that enables communities to manage dues collection, resident communications, meeting minutes, expenses, and other administrative functions.

We reserve the right to modify, suspend, or discontinue the Service (or any part thereof) at any time with or without notice. We shall not be liable to you or any third party for any modification, suspension, or discontinuance of the Service.

3. Accounts

When you create an account with us, you must provide accurate, complete, and current information. Failure to do so constitutes a breach of the Terms, which may result in immediate termination of your account.

You are responsible for safeguarding the password that you use to access the Service and for any activities or actions under your password. You agree not to disclose your password to any third party and to notify us immediately upon becoming aware of any breach of security or unauthorized use of your account.

4. Subscription and Billing

The Service is billed on a monthly subscription basis ("Subscription"). New subscriptions include a one-month free trial. A payment method is required at signup, but you will not be charged until the trial ends one month after you sign up. Your first charge occurs at the end of the trial, and your monthly billing cycle is set to that date.

At the end of each billing cycle, your Subscription will automatically renew under the same conditions unless you cancel it or CoolHOA cancels it. You may cancel your subscription through the billing section of your CoolHOA dashboard, or by contacting support at support@coolhoa.com.

Subscription pricing is based on the number of units in your HOA, using a tiered pricing model. Current pricing is available on our Pricing page.

Payment is processed securely via Stripe. CoolHOA never receives or stores full card numbers. You are responsible for providing accurate and complete billing information.

5. Refunds

Except when required by law, paid subscription fees are non-refundable. Certain refund requests for Subscriptions may be considered by CoolHOA on a case-by-case basis and granted at the sole discretion of CoolHOA.

6. Acceptable Use

You agree not to use the Service to:

  • Violate any laws or regulations
  • Infringe upon the rights of others
  • Transmit any harmful, threatening, or objectionable content
  • Attempt to gain unauthorized access to other systems or networks
  • Interfere with or disrupt the Service or servers
  • Upload viruses or other malicious code
  • Collect or harvest personal information without consent
  • Engage in any activity that could damage, disable, or impair the Service

7. Intellectual Property

The Service and its original content, features, and functionality are and will remain the exclusive property of CoolHOA and its licensors. The Service is protected by copyright, trademark, and other laws of both the United States and foreign countries.

Our trademarks and trade dress may not be used in connection with any product or service without the prior written consent of CoolHOA.

8. User Content

You retain ownership of any content you submit, post, or display on or through the Service ("User Content"). By submitting User Content, you grant CoolHOA a worldwide, non-exclusive, royalty-free license to use, reproduce, modify, and display such content solely for the purpose of providing, maintaining, and improving the Service to you. We will not use your content for any other purpose, including training machine learning models, without your explicit consent.

You represent and warrant that you own or have the necessary rights to the User Content and that it does not violate any third party's rights or applicable laws.

9. Data Privacy

Your use of the Service is also governed by our Privacy Policy. Please review our Privacy Policy to understand our practices regarding the collection, use, and disclosure of personal information.

10. Termination

We may terminate or suspend your account immediately, without prior notice or liability, for any reason, including without limitation if you breach the Terms. Upon termination, your right to use the Service will immediately cease.

If you wish to terminate your account, you may cancel your subscription through the billing section of your CoolHOA dashboard, or by contacting support at support@coolhoa.com.

11. Limitation of Liability

In no event shall CoolHOA, nor its directors, employees, partners, agents, suppliers, or affiliates, be liable for any indirect, incidental, special, consequential, or punitive damages, including without limitation, loss of profits, data, use, goodwill, or other intangible losses, resulting from:

  • Your access to or use of or inability to access or use the Service
  • Any conduct or content of any third party on the Service
  • Any content obtained from the Service
  • Unauthorized access, use, or alteration of your transmissions or content

In no event shall CoolHOA's total aggregate liability exceed the total fees paid by you in the twelve (12) months preceding the event giving rise to the claim.

12. Disclaimer

Your use of the Service is at your sole risk. The Service is provided on an "AS IS" and "AS AVAILABLE" basis. The Service is provided without warranties of any kind, whether express or implied, including, but not limited to, implied warranties of merchantability, fitness for a particular purpose, non-infringement, or course of performance.

13. Dispute Resolution

Any dispute arising from these Terms shall first be resolved through good-faith negotiation between the parties. If the dispute is not resolved within thirty (30) days of written notice, it shall be resolved by binding arbitration administered by the American Arbitration Association (AAA) under its Commercial Arbitration Rules, conducted in the State of Delaware. You agree to resolve disputes on an individual basis and waive any right to participate in a class action lawsuit or class-wide arbitration.

14. Governing Law

These Terms shall be governed and construed in accordance with the laws of the State of Delaware, without regard to its conflict of law provisions. Any legal action not subject to arbitration under Section 13 shall be brought exclusively in the state or federal courts located in the State of Delaware.

15. Force Majeure

Neither party shall be liable for delays or failures in performance resulting from causes beyond its reasonable control, including but not limited to acts of God, natural disasters, pandemics, government orders, or failures of third-party services.

16. Changes to Terms

We reserve the right, at our sole discretion, to modify or replace these Terms at any time. If a revision is material, we will provide at least 30 days' written notice prior to any new terms taking effect. What constitutes a material change will be determined at our sole discretion.

By continuing to access or use our Service after those revisions become effective, you agree to be bound by the revised terms. If you do not agree to the new terms, please stop using the Service.

17. Contact Us

If you have any questions about these Terms, please contact us: