Subscription Agreement

Version 1.0 · Last updated October 1, 2026

This Subscription Agreement (the “Agreement”) is between Imaj Associates, Inc., doing business as OurCommunitySite (“OurCommunitySite,” “we,” “us,” “our”), and the community association that subscribes to the Service (the “Association,” “you,” “your”). It governs the Association’s use of the OurCommunitySite service. The rules for residents who use your Site are in our Resident Terms of Use, and our handling of personal information is described in our Privacy Policy. Both are part of this Agreement.

1. Accepting this Agreement

1.1 How you accept. You accept this Agreement by checking the box at checkout or by using the Service. We record the version you accepted, the date and time, the account that accepted it, and the IP address it was accepted from.

1.2 Authority. The person who accepts represents that they are authorized to bind the Association, for example as an officer or director acting with the board’s authority. If you are not authorized, you personally accept the obligations of this Agreement until the Association ratifies it or the subscription is cancelled.

1.3 Who the Service is for. The Service is for homeowners’ associations, condominium associations, cooperatives, and similar community associations, and for community association managers acting on their behalf. It is not offered for personal or household use.

2. Definitions

• Service: the OurCommunitySite platform, including your Site, the resident portal, and the tools and features provided under your Plan.
• Site: the community website we host for the Association, at a subdomain of ourcommunitysite.com or at a custom domain you connect.
• Customer Data: everything the Association and its users put into the Service, including documents, announcements, events, resident and property information, messages, violation records, photos, and settings, and records the Service creates for you, such as sent-email records.
• Residents: owners, tenants, and other people the Association invites to its Site.
• Owner: the one account on your Site designated as the Site’s owner. At signup, this is the person who completes checkout.
• Admins: the Owner and any other accounts with administrator access to your Site. Board members may be given more limited access.
• Plan: the subscription tier (Essential, Plus, or Premier) and home-count bracket you select.

3. The Service

3.1 What we provide. We host and maintain your Site and provide the features included in your Plan, as described on our pricing page when you subscribe.

3.2 Changes to features. We improve the Service over time and may add, change, or retire features. We will give at least 30 days’ notice before retiring a feature included in your Plan. If a change materially reduces what your Plan includes, you may cancel, and we will refund the unused portion of the current billing period.

3.3 Beta features. Features we label as beta or preview are provided as-is, may change or be withdrawn at any time, and are excluded from our commitments in this Agreement.

3.4 Florida requirements. The Service is built around the website and records requirements that apply to Florida community associations, including the protected, owner-only website area that many associations must maintain under sections 718.111(12) and 720.303(4), Florida Statutes. The Service is a tool. Using it does not by itself make an association compliant with any law, it is not legal advice, and we do not monitor what you post or whether you post it on time. See Section 8.

4. Accounts, the Owner, and Admins

4.1 Access. The Association decides who has access to its Site and at what level. You are responsible for activity under your Site’s accounts, for keeping your resident roster current, and for removing access when someone leaves the board, sells, or moves out.

4.2 Security. Admin accounts must use two-factor authentication. Do not share logins. Tell us promptly at [support email] if you believe an account has been compromised.

4.3 Owner and Admin rules. The Service enforces rules about who can add and remove Admins. On Plus and Premier Plans, adding an Admin requires the agreement of two Admins, and no single person can reduce the Site to a single Admin. The Essential Plan includes one Admin. Other Admins cannot remove the Owner. The Owner may transfer ownership to another Admin at any time.

4.4 Replacing an unavailable Owner. If the Owner is unavailable, has left the board, has died, or declines to transfer ownership, the Association may ask us to reassign ownership. We will act on a written request from a current officer or director, supported by documents showing the board’s decision, such as board meeting minutes, a board resolution, or certified election results. We may ask for more information and may contact the current Owner before acting.

4.5 We do not decide governance disputes. We are not in a position to decide who lawfully controls an association. If we receive conflicting requests, or have reason to believe control of the Association is in dispute, we may freeze changes to Owner and Admin access until the dispute is resolved by written agreement, by a board action we can verify, or by a court order or arbitration award. We are not liable for acting in good faith on documentation that appears genuine, or for declining to act while a dispute is unresolved.

5. Plans, Home Limits, and Plan Changes

5.1 Home count. Each Plan covers up to a stated number of homes. We count a home as a distinct property address among your Site’s residents and board members, so a household with more than one account counts once.

5.2 Outgrowing your Plan. If your community exceeds your Plan’s home count, the Service may require you to move to a larger bracket before adding more homes. We will not delete residents or content because you are over your limit.

5.3 Changing Plans. You may move to a higher Plan at any time. The change takes effect immediately and billing is adjusted as shown when you upgrade. A move to a lower Plan takes effect at the start of the next billing period. Features not included in the lower Plan stop working, but the underlying Customer Data is kept and becomes available again if you upgrade.

6. Fees, Free Trial, and Billing

6.1 Free trial. New subscriptions include a 30-day free trial. A payment method is required to start the trial. Unless you cancel before the trial ends, your subscription will start automatically when the trial ends, and your payment method will be charged your Plan’s monthly fee then and every month after that until you cancel. We will email a reminder at least [7] days before your trial ends.

6.2 Recurring billing. Subscriptions are billed monthly in advance and renew automatically each month until cancelled. Fees are in U.S. dollars and are shown on the pricing page and at checkout.

6.3 Price changes. We may change prices with at least 30 days’ notice by email to the Owner and the billing contact. A new price applies from your first billing date after the notice period ends. If you do not agree to it, you may cancel before it takes effect.

6.4 Payment processing. Payments are processed by Stripe. We do not receive or store your full card number. You authorize us, through Stripe, to charge your payment method for all fees when due.

6.5 Taxes. Fees do not include taxes. Any sales or similar tax that applies will be added and shown before you pay. If the Association is exempt from a tax, send us its exemption certificate.

6.6 Failed payments. If a payment fails, we will notify you and retry. If a payment is still outstanding [14] days after the first failed attempt, we may suspend your Site until it is paid. Suspension does not delete Customer Data.

6.7 Refunds. Fees are non-refundable except as this Agreement provides or the law requires. Cancelling stops future charges; we do not refund partial months.

7. Cancellation

7.1 How to cancel. The Owner or billing contact may cancel at any time [from the account page / by emailing support email]. Cancellation takes effect at the end of the current billing period, and your Site remains available until then.

7.2 After cancellation. Section 15 explains data export and deletion.

8. The Association’s Responsibilities

8.1 Your content. You are responsible for Customer Data and everything posted on your Site, including its accuracy and legality, and for having the right to post it.

8.2 Your legal obligations remain yours. The Association remains responsible for complying with its governing documents and the law that applies to it, including Chapters 718 and 720, Florida Statutes, as applicable. In particular, the Association is responsible for:

• deciding which official records must be posted, posting them, keeping them current, and meeting posting deadlines;
• keeping restricted personal information off the Site where the law requires, such as Social Security numbers, driver’s license numbers, and credit card numbers, and, unless the person has consented, email addresses and telephone numbers (see sections 718.111(12)(c) and 720.303(5), Florida Statutes);
• obtaining each owner’s consent before sending official notices by email, keeping records of that consent, and using another lawful delivery method for owners who have not consented;
• following required procedures, such as notice and hearing requirements, before fining, suspending, or otherwise enforcing against an owner;
• conducting its meetings, votes, and elections;
• keeping official records for the periods the law requires, including after this Agreement ends.

8.3 No legal advice. Templates, starter letters, checklists, labels such as “required,” and anything else we provide are general tools and starting points. They are not legal advice and may not fit your governing documents or current law. Laws affecting community associations change often. Have the Association’s counsel review how you use the Service, especially for enforcement and elections.

8.4 Residents. You are responsible for inviting residents, for the accuracy of resident and property information, and for honoring residents’ privacy choices and requests. Residents accept our Resident Terms of Use when they activate their accounts. Those terms do not replace any consent the Association is legally required to obtain from residents directly.

9. Specific Features

9.1 Email. Messages sent through the Service are sent on the Association’s behalf and at its direction. You are responsible for their content and recipients. We send email through a third-party delivery provider and do not guarantee that any message will be delivered or read; the Service records bounces and delivery problems when the provider reports them. Do not use the Service to send marketing messages to people who are not members of your community.

9.2 Violation tracking and notices. Violation categories, cure periods, letter templates, and status steps are defaults for you to adapt. The Association decides whether a violation exists, what notice to give, how to deliver it, and whether a hearing or committee review is required before a fine or suspension. Photos and records you upload are Customer Data. The Service records the delivery method you select; recording a method does not establish that notice was legally sufficient.

9.3 Ask the Rules. When an Admin enables Ask the Rules for a document, residents can ask questions and receive answers generated by an artificial-intelligence model from the documents you have enabled. To produce an answer, the text of the enabled documents and the question are sent to our AI provider, currently Anthropic, PBC, whose commercial terms do not permit it to train its models on that content. AI answers can be incomplete or wrong. They are not legal advice and are not an official interpretation by the Association; the documents and the board’s interpretation control. You choose which documents are enabled and may disable any of them at any time. We may limit the number of questions and the size of documents.

9.4 Address verification. When you add a resident, the address you enter may be checked against the U.S. Postal Service address service. Suggested corrections are informational; you decide what to save.

9.5 Custom domains. If your Plan includes a custom domain, the Association remains the domain’s registrant and is responsible for its registration, renewal, and DNS settings. We are not responsible for downtime caused by domain or DNS changes outside our control.

9.6 Voting and ballots. If we provide tools for preparing, distributing, or recording ballots, proxies, or votes, they are document-production and recordkeeping tools. The Association conducts its own meetings and elections, decides which procedures apply, and is responsible for their validity. We do not act as an inspector of elections, certify results, or resolve election disputes.

10. Acceptable Use

The Association and its users must not use the Service to:

• post content that is unlawful, defamatory, harassing, threatening, or discriminatory, including content that violates fair housing laws;
• post another person’s restricted personal information described in Section 8.2, or financial account numbers;
• infringe anyone’s intellectual property or privacy rights;
• send spam or bulk messages to people outside the community;
• upload malicious code, probe or attack the Service, try to access another association’s Site or data, or get around Plan limits or security controls;
• resell or sublicense the Service, except as a community association manager acting for associations it manages.

We may remove content or suspend access that violates this Section. We will notify the Owner when we do, unless the law or an emergency prevents it.

11. Customer Data and Privacy

11.1 You own your data. As between the parties, the Association owns Customer Data. You permit us to host, copy, process, transmit, and display Customer Data only as needed to provide, secure, and support the Service, to comply with law, and as you direct.

11.2 How we use it. We use Customer Data only to provide the Service to you. We do not sell Customer Data, use it for advertising, or use it to market to your residents. We may use aggregated, de-identified information about how the Service is used, such as how many Sites use a feature, to operate and improve the Service.

11.3 Our role. For personal information in Customer Data, we act on the Association’s behalf and at its direction, as a service provider and a third-party agent within the meaning of section 501.171, Florida Statutes.

11.4 Service providers. We use other companies to operate the Service. They currently include WP Engine (hosting), Stripe (payments), SendLayer (email delivery), Anthropic (AI answers), the U.S. Postal Service (address verification), and Google (maps). Each receives only what it needs to provide its part of the Service. We will keep a current list at https://ourcommunitysite.com/subprocessors/ and update it before adding a provider that receives Customer Data.

11.5 Resident requests. If a resident asks us to access, correct, or delete their information, we will refer the request to the Association and, where appropriate, help the Association respond.

11.6 Privacy Policy. Our Privacy Policy describes the information we collect directly, such as account and billing information, and how we handle it.

12. Security and Breach Notification

12.1 Safeguards. We maintain reasonable administrative, technical, and physical safeguards for Customer Data, including encrypted connections, two-factor authentication for Admin accounts, and separation of each Association’s Site from other Sites.

12.2 Breach notification. If we determine that a breach of security has exposed personal information in Customer Data, we will notify the Owner as quickly as practicable and no later than 10 days after that determination, give the Association the information we have that it needs to meet its own notification obligations, and cooperate in its response.

13. Availability and Support

13.1 Availability. We aim to keep the Service available at all times but do not guarantee that it will be uninterrupted or error-free. We may perform maintenance and will try to schedule it for times of low use.

13.2 Backups. Our hosting provider keeps regular backups for disaster recovery. Backups are not a substitute for the Association’s own records; keep copies of your official records and export them periodically.

13.3 Support. We provide support by email on all Plans, with priority handling on Plus and phone support with a named contact on Premier, as described on the pricing page.

14. Intellectual Property

14.1 Our property. We and our licensors own the Service, including its software, designs, templates, and documentation. This Agreement gives you the right to use the Service while your subscription is active; it does not transfer ownership.

14.2 Feedback. If you send us ideas or suggestions, we may use them without obligation to you.

14.3 Your name. With your permission, we may identify the Association as a customer. We will not use your Site’s content in our marketing without asking first.

15. Term, Termination, Export, and Deletion

15.1 Term. This Agreement begins when you accept it and continues month to month until cancelled or terminated.

15.2 Termination by us. We may suspend or terminate the Service for nonpayment under Section 6.6, for a material breach not cured within 15 days after notice, or immediately if needed to prevent harm to the Service, other customers, or residents, or to comply with law. We may also discontinue the Service entirely with at least 90 days’ notice, in which case we will refund any prepaid fees for the period after the Service ends.

15.3 Exporting your data. While your subscription is active, you may download your documents and export your resident and property lists. For [30] days after your subscription ends, we will retain Customer Data and, at the Owner’s request, provide an export of your documents and resident information in a standard format.

15.4 Deletion. After the export period, we will delete Customer Data from the live Service. Copies in backups are deleted as those backups expire on their normal schedule, within [90] days. We may keep records we are legally required to keep, such as billing records.

15.5 Your records obligations. The Association remains responsible for keeping its official records for the periods the law requires. Export them before your subscription ends.

15.6 Survival. Provisions that by their nature should continue after termination do so, including Sections 6 (for amounts owed), 8, 11, 12, 15, 16, 17, 18, and 19.

16. Warranties and Disclaimers

16.1 Authority. Each party represents that it has the authority to enter into this Agreement.

16.2 Disclaimer. Except as expressly stated in this Agreement, the Service is provided “as is” and “as available.” To the extent the law allows, we disclaim all other warranties, express or implied, including warranties of merchantability, fitness for a particular purpose, title, and non-infringement, and any warranty that the Service, its templates, or AI answers will satisfy any legal requirement that applies to the Association.

17. Limitation of Liability

17.1 No indirect damages. Neither party is liable to the other for indirect, incidental, special, consequential, or punitive damages, or for lost profits, revenue, or data, even if advised of the possibility.

17.2 Cap. Each party’s total liability arising out of or relating to this Agreement is limited to the fees the Association paid us in the 12 months before the event giving rise to the claim.

17.3 Exceptions. These limits do not apply to the Association’s payment obligations, to either party’s indemnification obligations, or to liability that cannot be limited by law.

18. Indemnification

18.1 By the Association. The Association will defend and indemnify us against third-party claims arising from Customer Data, from the Association’s use of the Service in violation of this Agreement or the law, or from the Association’s governance and enforcement actions, including notices, fines, suspensions, meetings, votes, and elections.

18.2 By us. We will defend and indemnify the Association against third-party claims that the Service, as we provide it, infringes a United States patent, copyright, or trademark or misappropriates a trade secret. This does not cover claims arising from Customer Data or from combining the Service with anything we did not provide.

18.3 Process. The party seeking indemnification must notify the other party promptly, let it control the defense and settlement (it may not admit fault on the other party’s behalf without consent), and reasonably cooperate.

19. General Terms

19.1 Changes to this Agreement. We may update this Agreement. For material changes, we will notify the Owner by email and on the Site at least 30 days before they take effect, and we may ask an Admin to accept the new version. If you do not agree, you may cancel before the changes take effect, and the prior version applies until the end of your paid period.

19.2 Governing law and venue. This Agreement is governed by the laws of the State of Florida, without regard to its conflict-of-laws rules. Any lawsuit relating to this Agreement must be brought in the state or federal courts located in [County] County, Florida, and each party consents to their jurisdiction.

19.3 Resolving disputes informally first. Before filing a claim, a party will send the other a written description of the dispute, and the parties will try in good faith to resolve it for 30 days.

19.4 Notices. We send notices to the Owner’s email address and to the billing contact on file. You send notices to [legal notice email] and [mailing address]. Email notices are effective when sent, unless the sender receives an error message.

19.5 Electronic acceptance. This Agreement is accepted electronically and is as binding as a signed paper agreement.

19.6 Assignment. Neither party may assign this Agreement without the other’s consent, except that either party may assign it, with notice, to a successor in a merger, reorganization, or sale of substantially all of its relevant business or assets. For the Association, a permitted successor includes a successor association.

19.7 Events beyond our control. Neither party is liable for delay or failure caused by events beyond its reasonable control, such as hurricanes and other natural disasters, utility or internet failures, or failures of hosting providers. This does not excuse payment obligations.

19.8 Independent parties. The parties are independent contractors. We are not the Association’s community association manager, attorney, accountant, or fiduciary.

19.9 Entire agreement. This Agreement, the Resident Terms of Use, the Privacy Policy, and the Plan details shown at checkout are the entire agreement between the parties on this subject and replace any prior understanding. If a provision is unenforceable, the rest remains in effect. Failure to enforce a provision is not a waiver of it.

19.10 Contact. OurCommunitySite, [mailing address], [support email].