BoardClerk — Terms of Service
Effective date: July 23, 2026 (Beta)
1. Who we are; agreement to these Terms
These Terms of Service ("Terms") govern your use of BoardClerk (the "Service"), an online software service currently operated as "BoardClerk" ("we", "us"). By creating an account or using the Service you agree to these Terms on behalf of yourself and, where applicable, the community association you represent (the "Association"). If you do not agree, do not use the Service.
You must be at least 18 years old and authorized to act for your Association to use the Service.
2. What the Service is — and is not
BoardClerk provides software tools for community association boards: document storage and AI-assisted question answering over your governing documents, drafting assistance for board communications, meeting transcription and minutes drafting, compliance calendars, violation tracking, and physical mail dispatch.
The Service is not a law firm and does not provide legal advice. AI-generated answers, drafts, notices, calendars, and any statute references are informational drafting aids only. They may be incomplete or incorrect. You are responsible for reviewing all output before relying on it or sending it, and for consulting the Association's attorney on legal matters. No attorney-client relationship is created by using the Service.
Human review is built in by design. The Service does not send communications to homeowners autonomously; a board member must review and approve drafts before sending. You agree not to circumvent this.
3. Beta status
The Service is currently offered in beta. Features may change, be interrupted, or be discontinued. During beta, access may be provided free of charge; free beta access is provided "as is", may be withdrawn at any time, and does not create an entitlement to future free use.
4. Accounts and Associations
You are responsible for your credentials and for activity under your account. An organization workspace belongs to the Association; board members invited to the workspace can access its data according to their roles. You are responsible for inviting only authorized individuals and removing those who leave the board. You must provide accurate information, including your Association's state, which affects compliance-calendar content.
5. Your content and permissions you grant us
"Customer Content" means what you upload or route to the Service: governing documents, correspondence (including email you forward to your Service inbox address), meeting audio, addresses of homeowners, and similar. You retain all rights to Customer Content.
You grant us a limited license to host, process, transmit, and display Customer Content solely to provide the Service (including processing through the third-party providers in Section 11 and printing/mailing letters you approve).
You represent that you have the right and any required consents to submit Customer Content — including consent or lawful basis to route board email through the Service, to record meetings where recording consent is required by your state, and to provide homeowner names and mailing addresses for association correspondence.
6. Acceptable use
You agree not to: use the Service for unlawful purposes or communications; upload malicious code; attempt to access other customers' data; resell the Service; use the Service to harass homeowners or send unlawful communications; exceed reasonable use or circumvent plan limits; or use output to train competing AI systems.
We may suspend accounts that violate these Terms, create security risk, or abuse usage caps, with notice where practicable.
7. Plans, fees, credits (applies when paid plans launch)
Paid subscriptions are billed in advance (monthly or annually) at the prices shown at purchase. Taxes may apply. Trials convert to read-only access if no subscription is purchased.
Mail credits are prepaid amounts used for physical mail at per-piece prices shown before each send. Credits are non-transferable. Once a mail piece is submitted for printing, its charge is non-refundable except where dispatch fails on our side. Unused credit balances are refundable on written request within 90 days of purchase. Prices may change with notice; changes do not affect the current billing period.
8. Physical mail
When you approve a mailing, you instruct us to print and dispatch it via our mail provider on the Association's behalf. You are responsible for the content of every mailing, for recipient addresses, and for the legal sufficiency of any notice (including certified-mail requirements). Delivery timelines are estimates; postal delivery is outside our control. Records of sent mail (status history, tracking, delivery confirmations, and the sent PDF) are retained permanently as part of the Association's records (see Privacy Policy).
9. AI features
AI output is generated by machine-learning models and may contain errors. Answers about your documents are grounded in the documents you upload; where documents do not address a question, the Service is designed to say so rather than guess. You must review output before use. We do not guarantee any particular outcome (including that a notice will be enforceable or a deadline list complete).
10. Intellectual property
We own the Service, its software, and its design. We may use feedback you provide without obligation. Anonymized, aggregated usage statistics (never Customer Content) may be used to improve the Service.
11. Subprocessors and third-party services
The Service runs on third-party infrastructure and providers, currently including: Vercel (hosting), Supabase (database, authentication, storage), Anthropic and OpenAI (AI processing), Deepgram (transcription), Stripe (payments), Lob (print and mail), and Resend (email delivery). The current list is maintained in the Privacy Policy. Our AI providers process Customer Content via API under terms that do not permit them to use it to train their models.
12. Term, suspension, termination; your data
You may cancel at any time; cancellation takes effect at the end of the paid period. On expiry or cancellation, the workspace enters read-only mode; you may export your data. We may delete workspace data 90 days after termination, except records we retain per the Privacy Policy's retention schedule (e.g., mail records) or as required by law. We may terminate for material breach with notice, or immediately for serious violations.
13. Disclaimers
THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE". TO THE MAXIMUM EXTENT PERMITTED BY LAW, WE DISCLAIM ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT. WE DO NOT WARRANT THAT THE SERVICE WILL BE UNINTERRUPTED, ERROR-FREE, OR THAT AI OUTPUT WILL BE ACCURATE OR COMPLETE.
14. Limitation of liability
TO THE MAXIMUM EXTENT PERMITTED BY LAW: (a) NEITHER PARTY IS LIABLE FOR INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, OR LOST PROFITS OR DATA; AND (b) OUR TOTAL LIABILITY ARISING OUT OF THE SERVICE IS LIMITED TO THE AMOUNTS YOU PAID US IN THE TWELVE (12) MONTHS BEFORE THE CLAIM (OR US $100 IF YOU HAVE PAID NOTHING).
15. Indemnification
You will defend and indemnify us against third-party claims arising from Customer Content, mailings you approve, your violation of these Terms, or your violation of law (including homeowner communications and recording consent).
16. Governing law and disputes
These Terms are governed by the laws of the State of Delaware, USA, without regard to conflict-of-law rules. Disputes will be resolved in the state or federal courts located in Delaware, and the parties consent to their jurisdiction.
17. Changes to these Terms
We may update these Terms; material changes will be announced by email or in-app at least 14 days before taking effect. Continued use after the effective date constitutes acceptance.