Terms of Service

These terms are an agreement between Digital Summit LLC (“Digital Summit”, “we”, “us”) and the party using HOAlyst (“you”). They apply to community associations that subscribe, to the board members and managers who act for them, and to residents who use the homeowner portal.

By creating an account, claiming an association, or making a payment through HOAlyst, you accept these terms. If you are accepting on behalf of an association, you confirm you are authorised to bind it.

HOAlyst is software for running a community association: assessments and payments, violations and their due process, architectural review, documents, meetings and voting, and communication with residents.

We provide software. We are not a community association manager, a law firm, an accounting firm, a bank or a debt collector, and nothing in the service is legal, accounting or tax advice. Decisions about how an association governs itself remain the association’s.

Claiming an association requires confirmation that the person claiming it holds authority to act for that association. Until that confirmation is complete, an account is limited: it cannot invite residents, take payments, or commit an imported record set.

You are responsible for the accuracy of what you tell us about your authority. If we learn that a claim was not authorised, we may suspend the workspace and will preserve its data for the association itself rather than delete it.

HOAlyst does not supply governing figures. Cure periods, fine amounts, appeal windows, quorum, late fees and every other rule come from your association’s governing documents or from a decision your board records. Where a figure has not been established, the feature that depends on it does not run.

You are responsible for the accuracy of those values and for confirming that your rules comply with your declaration, bylaws and applicable state statute.

Homeowner payments are processed on your association’s own account with our payment processor and settle to your association’s bank account. Digital Summit does not hold, receive or transmit association funds.

Fees, refunds, returned payments and who bears processing costs are set out in full on the Payments & Fees page, which forms part of these terms.

Subscription pricing is based on the number of homes in the association and is billed to the association, separately from resident dues. It is never taken out of money collected from residents.

Subscriptions renew for successive terms unless cancelled before the renewal date. Fees already paid are not refundable except where required by law. If the number of homes changes such that a different price band applies, we will tell you before the change takes effect.

Cancelling ends board access at the end of the paid term. It does not remove residents’ ability to see their own payment and violation history, and it does not delete the association’s records.

Every person signs in as themselves. Accounts must not be shared, and we do not issue a shared board password. Two-factor authentication is required for accounts holding board or treasurer permissions.

You are responsible for activity under your account and must tell us promptly at hello@hoalyst.com if you believe it has been used without your permission.

You agree not to use HOAlyst to:

• break the law, or breach your association’s governing documents
• harass, threaten or discriminate against a resident or anyone else
• attempt to reach data belonging to another association, or to probe, scan or interfere with the service’s security
• send bulk messages unrelated to association business, or use resident contact details for anything other than association business
• resell or provide the service to a third party, except as a management organization acting for an association that has authorised it

HOAlyst can answer questions and draft text using the association’s own documents, with citations to the passages relied on. These features assist people; they do not decide anything.

AI never establishes a governing value, issues a notice, assesses a fine, decides an appeal or moves money. Where AI proposes a value read from a document, a person must confirm it before it takes effect. Output can be wrong or incomplete and should be checked against the underlying document, which is why every answer cites one.

Text from your documents is sent to our AI provider to produce answers. It is not used to train their models.

The association’s records — residents, properties, ledgers, documents, violations and communications — belong to the association. We claim no ownership of them.

We use them to provide the service, and to keep the audit trail that makes an association’s decisions provable. You may export your data at any time while your subscription is active. Records that evidence a decision, such as a document cited by a violation notice, are retained rather than hard-deleted so the decision stays defensible.

Personal information is handled as described in our Privacy Policy.

The HOAlyst software, interface and documentation are ours and are licensed to you for the term of your subscription, not sold. You may not copy, reverse engineer or create derivative works from them.

We aim to keep HOAlyst available continuously, and will give advance notice of planned maintenance where we reasonably can. The service may be unavailable because of maintenance, a failure at a provider we rely on, or events outside our control.

The service is provided “as is”. To the fullest extent permitted by law we disclaim all implied warranties, including merchantability, fitness for a particular purpose and non-infringement.

We do not warrant that the service will be uninterrupted or error free, or that its output — including AI-assisted answers and drafts — is accurate, complete or suitable for a particular purpose.

To the fullest extent permitted by law, neither party is liable for indirect, incidental, special, consequential or punitive damages, or for lost profits, revenue or data, however caused.

Our total liability arising out of or relating to these terms is limited to the amount you paid us for the service in the twelve months before the event giving rise to the claim.

Nothing here limits liability that cannot be limited by law, including for fraud or wilful misconduct.

You will defend and indemnify us against claims arising from your use of the service in breach of these terms, from your association’s decisions and enforcement actions, or from data you put into the service that you did not have the right to provide.

You may cancel at any time. We may suspend or terminate an account for non-payment, for a breach of clause 8, or where continuing would expose us or a resident to legal risk. Where practical we will give notice and an opportunity to put the matter right first.

After termination we retain the association’s data for ninety days so it can be exported or the account reinstated, then delete or anonymise it except where a longer period is required by law.

We may update these terms. For a material change we will give at least thirty days’ notice by email to account administrators and by notice in the application. Continuing to use the service after a change takes effect means you accept it.

These terms are governed by the laws of the State of Missouri, without regard to its conflict of laws rules. The state and federal courts located in Missouri have exclusive jurisdiction, and both parties consent to venue there.

Before filing, the parties will attempt to resolve a dispute in good faith for thirty days after written notice to hello@hoalyst.com.

These terms, together with the Payments & Fees page and the Privacy Policy, are the entire agreement between us on this subject. If a provision is unenforceable, the rest continues in effect. A failure to enforce a provision is not a waiver of it. You may not assign this agreement without our consent; we may assign it in connection with a merger or sale of the business.