Terms of service

1.Who you are agreeing with

Kahoa is operated by Subfolder Agency, a sole proprietorship based in Utah (“Kahoa”, “we”, “us”). You can reach a human at hello@kahoa.app.

“You” means the community association using the hosted service, and the board members who act for it. A board member who signs in is agreeing to these terms both personally and on behalf of the association they serve.

2.What Kahoa is, and is not

Kahoa is software for running a self-managed community association: a document brain that answers questions against your governing documents, a ledger, a compliance calendar, and a correspondence desk. It is a tool your board operates.

Kahoa is not a management company, a law firm, an accounting firm, a bank, or a money transmitter. We do not act as your association’s agent, we do not make decisions for your board, and we do not hold your funds.

Kahoa drafts. Your board reviews, approves and sends. Nothing legally significant — a violation notice, a demand letter, a meeting notice, a fine — is ever sent without a board member choosing to send it.

3.Not legal advice

Kahoa cites state statutes and your governing documents, and it drafts letters that refer to them. That is research and drafting assistance, not legal advice.

We work to keep our statute packs accurate and we publish when each was last verified, but we do not warrant that any citation is current, complete or correctly applied to your situation.

4.Accounts and board authority

Signing in is passwordless: we email a six-digit code to your address. Keep access to that mailbox secure — anyone who can read your email can sign in as you. Tell us promptly if you believe an account has been compromised.

Board members hold roles, and some actions — posting assessments, recording payments, late fees, budgets, collection letters — are limited to the president and treasurer. Those limits are a convenience for your board’s own governance. They are not a substitute for your association’s bylaws, and we do not verify that any person actually holds the office they claim.

You are responsible for who you invite, what they do, and for removing seats when someone leaves the board.

5.The hosted plan, trial and billing

Hosting costs $50 per community per month, flat, at any size. There is no per-door pricing and no feature is withheld from a paying plan — the fee is for us operating the service, not for unlocking software.

New communities get 30 days free, with no card required. When the trial ends you add a card to continue. We will tell you before the trial runs out.

Fees are billed monthly in advance and are not refundable for a period already started, except where the law requires otherwise. Taxes, if any apply, are on top. We will give you at least 30 days notice by email before changing the price for an existing community.

6.What happens if you stop paying

If a payment fails or you cancel, your community moves to read-only. Every board member can still sign in, read everything, and export the association’s data.

What stops is the work: posting assessments and payments, sending letters and notices, outbound email, and the agents. We do this rather than locking you out because the ledger and the paper trail are your association’s records, not ours.

7.Homeowner dues and Stripe

If your association collects dues online, it does so through its own Stripe account, which your board creates and controls. Homeowners pay that account and the money settles to your association’s bank.

Kahoa is never in the flow of funds. We do not hold, transmit or have access to your association’s money, and we take no percentage of dues. Card details are handled by Stripe and never reach our servers.

Stripe’s fees, disputes, chargebacks, refunds and identity verification are between your association and Stripe, under Stripe’s own agreement with you. If a payment is disputed, your association bears it — we can only tell you what our records show.

8.Your community's data

Your governing documents, roster, ledger, correspondence and decisions belong to your association. We claim no ownership of them and we do not sell them, rent them, or use one community’s data to serve another.

You can export your association’s data at any time, including while read-only. If you ask us to delete a community, we will do it within 30 days and remove it from routine backups within a further 90 days. Where a record has to be kept for tax or legal reasons, we keep only that record.

How we handle personal information — yours and your homeowners’ — is set out in the privacy policy, which is part of this agreement.

9.Acceptable use

Don’t use Kahoa to:

• harass, threaten or defame anyone, including homeowners in your own community;
• send mail your association has no lawful basis to send, or that violates anti-spam law;
• upload documents or roster data your association is not entitled to hold;
• break into, overload, scrape or probe the service, or work around its limits;
• resell the hosted service, or run it for a community you have no seat on.

We may suspend a community that is causing harm or risk to others. Where we can, we will tell you first and give you a chance to fix it.

10.The software

The Kahoa software is proprietary and operated only by us. These terms are your licence to use it: through the hosted service, for your association, while your plan is active. No other rights to the software are granted.

Your community’s data is a different matter — it belongs to your community, and you can export it at any time, including after you stop paying.

11.Availability and support

We aim to keep the hosted service running and to answer email in a business day or two, but the plan carries no service-level guarantee. There will be maintenance, and there will occasionally be failures.

Statutory deadlines are your association’s responsibility. Kahoa’s compliance calendar and reminders are a helpful backstop, not a guarantee that a notice went out or a deadline was met — check the record before you rely on it.

12.Disclaimers and liability

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

To the fullest extent the law allows, we are not liable for indirect, incidental, special or consequential damages, or for lost profits, lost data, or missed deadlines. Our total liability for any claim relating to the hosted service is limited to the fees your association paid us in the 12 months before the claim arose.

Some jurisdictions do not allow these limits. Where that is the case, they apply to the extent permitted, and nothing here limits liability for our own fraud or wilful misconduct.

13.Ending the agreement

You can cancel at any time from the billing page; the community moves to read-only at the end of the period you have paid for. We can end the agreement on 30 days notice, or immediately if a community is breaking section 9 or putting the service at risk.

If we end it, we will give you a reasonable chance to export first. Sections 3, 8, 12 and 15 survive the agreement ending.

14.Changes to these terms

We may update these terms. If a change materially affects your association, we will email every board seat at least 30 days before it takes effect, and the version and date at the top of this page will change. Continuing to use the hosted service after that means the new terms apply.

15.Governing law

These terms are governed by the laws of the State of Utah, without regard to its conflict of laws rules. Disputes go to the state or federal courts sitting in Utah County, Utah, and both sides consent to that venue.

16.How to reach us

Email hello@kahoa.app. A person reads it. For anything about your association’s data or a deletion request, say which community you are writing about.

Subfolder Agency · 1633 W Innovation Way, Lehi, UT 84043