Terms of Use

3.1. Florida and Other State Records Requirements

Customers using the Service to manage records for Florida community associations may be subject to one or more of Florida Statutes Chapters 718 (condominiums), 719 (cooperatives), 720 (homeowners' associations), and 468 (community association management), Section 553.899 (milestone inspections), and other applicable laws and regulations. This includes, without limitation, statutory website, application, owner-access portal, and posting requirements that may apply to certain non-timeshare condominium associations and to certain homeowners' associations. RecordSteward does not determine whether any of these requirements apply to the Customer or whether they are satisfied.

Without limiting the foregoing, RecordSteward does not determine:

• Whether any document is an "official record" of a community association under applicable law
• Whether a record is accessible or non-accessible to an owner, member, or other party
• Whether redactions to a record are legally sufficient
• Whether a records request has been timely or completely fulfilled
• Whether statutory website, application, or owner-access portal posting requirements have been satisfied
• Whether milestone inspection, structural integrity reserve study (SIRS), reserve, insurance, retention, or other association compliance obligations apply or have been met
• Whether any deadline imposed by statute, contract, court order, or other source has been met
• Whether any filing, notice, or distribution required by law has been made

Document tags, missing-item flags, packet checklists, and similar Service features are configuration- and data-based suggestions, not legal determinations. The Customer is responsible for reviewing all suggestions and for determining whether the Customer’s records and practices comply with applicable law.

RecordSteward is not provided as an association's statutory website, application, or owner-access portal unless expressly stated in a signed Order Form that specifically identifies that use case and the applicable scope. No general Order Form, pricing page, product description, or onboarding statement creates that obligation.

Records-request responsibility. RecordSteward is not an official-records custodian and is not responsible for satisfying any statutory inspection, copying, production, redaction, posting, or response deadline, including without limitation deadlines under Florida Statutes §718.111(12), §720.303, or §553.899. The Customer is solely responsible for maintaining independent copies, backup procedures, staffing, and contingency plans sufficient to respond to records requests, including during periods of Service unavailability, scheduled maintenance, account suspension, export error, delayed export, incomplete export, AI-output error, or other Service limitation. Service limitations of any kind do not shift any statutory, fiduciary, regulatory, or professional responsibility from the Customer, the association, board members, CAM Firm, or other responsible parties to RecordSteward.

3.2. Artificial Intelligence Features

The Service includes artificial intelligence features that suggest document tags, flag potentially missing records, and assist with document preparation. AI suggestions are advisory only. The Customer’s team makes all final decisions about document classification, status changes, redactions, and records preparation. The Service does not auto-approve, auto-file, or auto-send records based solely on AI output.

Content generated or suggested by AI features is identified as such within the Service. AI suggestions may be inaccurate, incomplete, or inconsistent with applicable law. AI may misclassify records that are privileged, exempt, non-accessible, confidential, or that require redaction. Human review by appropriately qualified individuals is required before relying on any AI-generated output, particularly for records that may be subject to confidentiality, privilege, or statutory access restrictions.

No training on Customer Data. RecordSteward will not use Customer Data to train, fine-tune, or improve generalized AI models or third-party AI models, except where the Customer expressly authorizes that use in a signed Order Form, signed data processing addendum, or other written agreement that specifically permits Customer Data to be used for that purpose. Customer Data processed by AI features is used to provide the Service to the Customer. RecordSteward may use de-identified or aggregated usage data to operate, secure, and improve the Service, provided that such data does not identify the Customer, any Authorized User, any community association, any owner, or any specific property.

A current subprocessor list is maintained on RecordSteward's website and is also available on request.

3.3. Service Scope

The Service is intended for use only by Customers located in the United States and for records-management workflows involving community associations located in the United States. The Service is not intended for use with non-U.S. associations, non-U.S. statutory records regimes, or personal data subject to non-U.S. privacy or data-transfer laws unless expressly agreed in a signed Order Form and applicable data processing addendum.

4.1. Eligibility

To create a Customer account, sign an Order Form, or accept paid subscription terms on behalf of a Customer, you must be at least 18 years old and authorized to bind that Customer. To access the Service as an Authorized User, you must be at least 18 years old and authorized by the Customer to use the Service.

4.2. Account Registration

You may be required to register for an account to access certain features. You agree to provide accurate, current, and complete information during registration and to keep your account information up to date. You are responsible for safeguarding your account credentials and for all activity under your account.

4.3. Roles and Permissions

The Service uses role-based access controls. Customer administrators may invite additional Authorized Users and assign roles. The Customer is responsible for configuring access in a manner consistent with the Customer’s policies and applicable confidentiality, privilege, and access-control obligations.

5.1. Ownership

As between RecordSteward and the Customer, all right, title, and interest in and to Customer Data remains with the Customer or the underlying party with rights in the data. These Terms do not transfer ownership of Customer Data to RecordSteward, and they do not transfer ownership of association records to a CAM Firm or other intermediary that uses the Service to manage records on behalf of a community association. As between a CAM Firm and a community association, ownership, custody, and access rights in association records are governed by applicable law, the association's governing documents, and the management agreement between those parties. RecordSteward is not a party to those determinations and does not adjudicate them.

5.2. License to RecordSteward

The Customer grants RecordSteward a limited, non-exclusive, royalty-free, worldwide license to host, store, process, transmit, display, and otherwise use Customer Data solely as necessary to provide, maintain, secure, and support the Service for the Customer. This license terminates when Customer Data is deleted from the Service, except where retention is required by law or to fulfill ongoing service obligations.

5.3. Confidentiality of Customer Data

RecordSteward and its service providers may access, use, store, and disclose Customer Data only as needed to provide, secure, support, and maintain the Service for the Customer. RecordSteward may use de-identified or aggregated usage data — data from which the Customer, any Authorized User, any community association, any owner, any property, and any specific Customer Data have been removed — to operate, secure, troubleshoot, and improve the Service. RecordSteward will not use Customer Data to train, fine-tune, or otherwise improve generalized or third-party AI models except as expressly authorized under Section 3.2.

If RecordSteward receives a subpoena, court order, or other legal process requiring disclosure of Customer Data, RecordSteward will notify the affected Customer prior to disclosure where legally permitted, so that the Customer may seek a protective order or other relief.

5.4. Data Accuracy and Customer Backups

The Customer is responsible for the accuracy, quality, and legality of Customer Data. The Customer is also responsible for maintaining the Customer’s own backups of Customer Data. While RecordSteward maintains commercially reasonable backup practices, the Customer should not rely on the Service as the Customer’s sole copy of any document or record.

5.5. Exportability

Customer Data is exportable from the Service. During an active, non-suspended subscription, the Customer may use available export tools, subject to scheduled maintenance, outages, account suspension, legal restrictions, and security controls.

5.6. Association Records and Management Transitions

Where a CAM Firm uses the Service to manage records on behalf of a community association, the Customer is responsible for any cooperation, handover, or release of records required by law, by the association's governing documents, or by a management agreement following termination, transfer, or change of management. These obligations run between the Customer and the association and do not become RecordSteward's obligations.

RecordSteward provides access to Customer Data only through the account roles and permissions configured by the Customer or as required by binding legal process. RecordSteward does not adjudicate disputes between a CAM Firm, a community association, a board, or any successor manager regarding control of an account, access to records, or transfer of data.

If RecordSteward receives conflicting instructions or competing claims of authority over an account or its data, RecordSteward may, in its discretion: (a) preserve the affected Customer Data in its then-current state; (b) maintain the then-current access configuration; (c) decline to make administrative changes; (d) require joint written instructions from the disputing parties; or (e) require a court order or other binding legal process before granting, restoring, transferring, or revoking access. RecordSteward is not liable for delay, refusal, or other action taken in good faith under this Section 5.6.

5.7. Access Disputes and Statutory Claims

Some persons — including but not limited to community association board members, owners, or members — may assert statutory, contractual, governance, or fiduciary rights to access association records under applicable law or governing documents. RecordSteward does not determine whether any such right exists or whether it has been satisfied. RecordSteward provides access only as configured by the Customer or as required by binding legal process. The Customer is solely responsible for resolving access disputes and for configuring account access in a manner consistent with applicable law and the association's governing documents.

The Customer agrees to defend, indemnify, and hold harmless RecordSteward, its officers, directors, employees, and agents from claims by Authorized Users, board members, owners, members, or other persons asserting access rights against RecordSteward arising from the Customer's access-control configuration, except to the extent caused by RecordSteward's failure to follow the Customer's configured access settings or binding legal process.

7.1. Subscription Fees

Access to the Service requires payment of subscription fees as described in the applicable Order Form or pricing page, except where the Service is provided on a trial or pilot basis. Fees are billed in advance and are non-refundable except as required by law or as expressly stated in these Terms.

7.2. Payment Method

The Customer authorizes RecordSteward (or its payment processor) to charge the Customer’s designated payment method for all fees owed. The Customer is responsible for maintaining current and accurate payment information. Failed payments may result in suspension of access until payment is resolved.

7.3. Taxes

Fees are exclusive of all applicable taxes, levies, and duties. The Customer is responsible for paying all applicable taxes associated with use of the Service, except for taxes based on RecordSteward’s net income.

7.4. Price Changes

RecordSteward may change its fees with at least 30 days' prior notice to the Customer. Unless the applicable Order Form states otherwise, fee changes apply only to the next renewal term or, for Customers billed monthly without a defined term, to the next billing period that begins after the notice period expires. Continued use of the Service by the Customer after the effective date of the new fees constitutes acceptance of those fees. The Customer's sole remedy for a fee change the Customer rejects is to cease use of the Service and terminate the subscription before the new fees take effect.

12.1. RecordSteward IP

RecordSteward and its licensors retain all right, title, and interest in and to the Service, including all software, technology, content, designs, trademarks, logos, and documentation. No rights are granted to the Customer except those expressly set forth in these Terms.

12.2. AI Output

The Customer may use AI suggestions and outputs generated from Customer Data for the Customer's business purposes related to managing records and workflows for community associations associated with the Customer's account. This includes preparing and delivering records packets and other ordinary records-management activities, subject to these Terms and the human-review requirements in Section 3.2.

AI Output is advisory only and may be incorrect, incomplete, or unsuitable for the Customer's use. The Customer is solely responsible for any classification, redaction, export, filing, notice, board action, records response, packet preparation, minutes summary, or other action or inaction taken in reliance on AI Output. AI Output must not be used as a substitute for review by appropriate personnel or qualified professional advisors.

12.3. Feedback

RecordSteward is granted a perpetual, irrevocable, royalty-free, worldwide license to use such feedback to operate, secure, support, and improve the Service and to develop new features and products. Feedback does not include Customer Data, the confidential information of the Customer or any Authorized User, or personal information about any owner, board member, association, or property. RecordSteward will not use feedback in a manner that identifies the Customer, any Authorized User, any community association, any owner, or any specific property without the Customer's express written consent.

16.1. Termination by the Customer

The Customer may terminate the Customer’s account at any time by following the cancellation process within the Service or by providing written notice to RecordSteward. Termination does not entitle the Customer to a refund of prepaid fees except as provided in Section 16.3 or required by law.

16.2. Suspension and Termination for Cause

RecordSteward may suspend or terminate access to the Service immediately, with notice where practicable, if: (a) the Customer or an Authorized User materially breaches these Terms; (b) fees are past due; (c) the Customer’s use of the Service creates a security, legal, or operational risk to RecordSteward, other customers, or third parties; or (d) RecordSteward is required to do so by law.

16.3. Termination for Convenience

RecordSteward may terminate a paid subscription for convenience on at least 30 days’ prior written notice. In that case, RecordSteward will refund prepaid fees for the unused portion of the then-current subscription term. This Section 16.3 does not apply to suspensions or terminations under Section 16.2.

16.4. Effect of Termination

Upon termination, the Customer’s ordinary access to the Service ceases. RecordSteward will retain Customer Data for at least 30 days following termination to allow for export under Section 5.5. After this period, RecordSteward may delete Customer Data, except where retention is required by law.

After the post-termination retrieval period expires, RecordSteward will delete or de-identify Customer Data from active production systems within a commercially reasonable period, except where retention is required by applicable law, legal process, security needs, fraud prevention, dispute resolution, backup integrity, or other legitimate business need. Backup and archival copies may persist until overwritten or deleted in the ordinary course of RecordSteward's backup and retention practices. During that period, backup and archival copies remain subject to the confidentiality and security obligations in these Terms.

RecordSteward does not certify deletion from backup or archival media. The Customer may request written confirmation of deletion from active production systems. Specific deletion timelines, certifications, or audit rights are available only if expressly provided in a signed Order Form or data processing addendum.

16.5. Survival

Sections of these Terms that by their nature should survive termination shall survive, including provisions relating to definitions, intellectual property, confidentiality, disclaimers, limitations of liability, indemnification, and governing law.

19.1. Entire Agreement; Order of Precedence

In the event of conflict, the order of precedence is: (1) an Order Form accepted by the Customer, whether signed electronically, signed manually, or accepted through the signup flow; (2) any data processing addendum or other written agreement between the parties; (3) these Terms; (4) the Privacy Policy and other policies referenced in these Terms.

19.2. Severability

If any provision of these Terms is held invalid or unenforceable, the remaining provisions will remain in full force and effect, and the invalid or unenforceable provision will be modified to the minimum extent necessary to make it valid and enforceable.

19.3. No Waiver

A failure or delay by RecordSteward to enforce any provision of these Terms is not a waiver of that provision or any other provision.

19.4. Assignment

The Customer may not assign or transfer these Terms or rights under these Terms without RecordSteward’s prior written consent. RecordSteward may assign these Terms without restriction, including in connection with a merger, acquisition, or sale of assets.

19.5. Force Majeure

Neither party will be liable for any failure or delay in performance under these Terms due to causes beyond its reasonable control, including acts of God, natural disasters, war, terrorism, civil unrest, government action, labor disputes, internet or telecommunications failures, hyperscale-provider or third-party service outages, public health emergencies, or other circumstances beyond reasonable control. The affected party will use commercially reasonable efforts to mitigate the effect of the event and to resume performance.

This Section 19.5 does not excuse the Customer's payment obligations or either party's confidentiality obligations, obligations to protect Customer Data, obligations to provide legally required security-incident or breach notifications, or other obligations that by their nature cannot be excused by a force majeure event. Unless expressly stated in a signed Order Form or service-level agreement, RecordSteward provides no business-continuity, disaster-recovery, recovery-time, or recovery-point commitment.

19.6. Notices

Notices to RecordSteward should be sent to legal@recordsteward.com or to the address listed in Section 20. Notices to the Customer or any Authorized User may be sent to the email address associated with the account or posted within the Service.

19.7. Headings

Section headings are for convenience only and do not affect interpretation of these Terms.

19.8. Independent Contractors

The parties are independent contractors. Nothing in these Terms creates a partnership, joint venture, agency, fiduciary, or employment relationship between the parties.