Terms of Service

1. Acceptance, eligibility, and authority

You accept these Terms when you check the acceptance box, create an account, purchase a plan, or otherwise access or use the Service after being presented with them. You must be at least 18 years old and legally able to enter a binding agreement.

If you use the Service for a company, trust, partnership, property owner, client, or other entity, you represent that you have authority to bind that entity. In that case, "you" includes both you and that entity. You may use the Service only where lawful and only for legitimate rental-property administration.

2. What the Service does—and does not do

KeyFolioHQ provides recordkeeping and workflow tools for properties, units, tenants, rent and expense records, repairs, contractors, document storage, and supported reports and exports. Features depend on your plan and may change as described in these Terms.

The Service is an administrative software tool. EASN is not:

• a law firm, accounting firm, tax preparer, financial adviser, property manager, broker, escrow agent, bank, insurer, or consumer-reporting agency;
• a party to any lease, tenancy, vendor agreement, repair, payment, or other relationship recorded in the Service;
• a rent-payment processor and does not receive, hold, or transfer tenant rent; or
• a tenant-screening, background-check, credit-reporting, legal-form, e-signature, tax-filing, or regulatory-compliance service.

Reports, tax-year summaries, 1099 preparation drafts, estimates, categories, and exports are based on information you enter and are for organizational purposes only. They are not legal, tax, accounting, housing, or financial advice and may not satisfy filing or recordkeeping requirements. Taxpayer identification fields are intentionally completed outside the Service. Verify all outputs and consult qualified professionals before relying on them.

3. Accounts and security

• Provide accurate, current registration and billing information and keep it updated.
• Maintain one account per authorized user unless we expressly approve another arrangement.
• Use a strong, unique password and protect credentials and devices.
• Do not share access with unauthorized people or allow anyone to impersonate another person.
• Notify us promptly of suspected compromise, unauthorized use, or incorrect account ownership.

You are responsible for activity under your account to the extent permitted by law. We may require identity or authority verification before changing ownership, releasing data, or acting on a sensitive request. We are not responsible for losses caused by your failure to protect credentials or devices.

4. Customer Data and third-party information

"Customer Data" means information, records, files, photos, and other content you submit to the Service. As between you and EASN, you retain your ownership rights in Customer Data. You grant EASN a worldwide, non-exclusive, royalty-free license during the applicable retention period to host, copy, transmit, display, back up, modify for technical formatting, and otherwise process Customer Data only as reasonably necessary to provide, secure, support, improve, and comply with law concerning the Service.

You represent and warrant that:

• you own Customer Data or have all rights, authority, notices, consents, and lawful bases needed to submit and use it;
• your collection and use of tenant, contractor, employee, applicant, and other third-party information complies with privacy, housing, employment, tax, and recordkeeping laws;
• Customer Data and your instructions do not violate law, contract, privacy, publicity, intellectual-property, or other rights; and
• you will keep records accurate, proportionate, and limited to legitimate rental-operation purposes.

You remain responsible for notices and responses owed to people whose information you enter. EASN may assist with a request but does not assume your independent legal obligations.

5. Sensitive data and prohibited uploads

Do not submit Social Security numbers, taxpayer identification numbers, banking passwords, account credentials, full payment-card details, health or medical records, biometric identifiers, government identification images, or other highly sensitive information unless EASN expressly identifies a supported field and authorizes that use in writing. Do not place such information in free-text fields or documents. You are responsible for reviewing and redacting uploads.

Lease files use restricted signed access. Receipt and repair-image uploads currently use public URLs; anyone who obtains such a URL may be able to open the file without signing in. Do not upload sensitive, confidential, identity, financial-account, or legally restricted information to those fields. Treat receipt and repair-image links as shareable links until EASN states otherwise in writing.

You may not upload or use content that is unlawful, deceptive, defamatory, infringing, malicious, or unrelated to legitimate rental-property operations.

6. Acceptable use

You may not, and may not help another person to:

• use the Service to violate fair-housing, anti-discrimination, privacy, consumer-reporting, debt-collection, sanctions, export, tax, or other laws;
• make housing or other legally significant decisions using prohibited criteria or unlawful profiling;
• probe, scan, disrupt, overload, bypass, or defeat security, authentication, access limits, or plan restrictions;
• introduce malware, scrape non-public data, automate abusive requests, or access another customer's account or data;
• reverse engineer, decompile, copy, resell, sublicense, frame, mirror, or create a competing service from protected portions of the Service, except where law expressly prohibits the restriction;
• remove proprietary notices, misrepresent affiliation, impersonate a person, or use the Service for fraud; or
• use Service output as a substitute for required professional review or governmental filing.

We may investigate suspected violations and preserve or disclose information when reasonably necessary to secure the Service, enforce these Terms, or comply with law.

7. Plans, charges, and automatic renewal

Creating an account alone does not charge you. A paid subscription begins only after you select a plan, review the checkout disclosures, provide a payment method to Stripe, and authorize the purchase. Unless checkout says otherwise, paid plans renew automatically each month at the recurring price shown at checkout until canceled.

• Authorization. You authorize EASN and Stripe to charge the payment method for the recurring price and any other amount expressly displayed and approved during checkout.
• Billing timing. Charges generally occur when a subscription starts and on each monthly renewal date. Billing dates may shift for processing, failed payments, or plan changes.
• Failed payments. We may retry a charge, limit paid features, or suspend access if payment is overdue, subject to law. You remain responsible for accrued charges.
• Taxes. You remain responsible for taxes that applicable law requires you to pay. Any taxes collected through the Service will be shown at checkout or on the applicable invoice.
• Price changes. We may change future subscription prices. We will provide advance notice required by law, and a change will apply no earlier than a subsequent renewal. You may cancel before it takes effect.

Complimentary, promotional, or legacy entitlements may have separate limits, may not correspond to a paid Stripe subscription, are non-transferable, and may be modified or discontinued unless a written agreement states otherwise.

8. Cancellation and refunds

You can cancel a paid subscription through Settings → Manage subscription, which opens the Stripe customer portal, or by contacting support if the portal is unavailable. Cancellation takes effect at the end of the current paid billing period unless law requires otherwise. You retain paid access through that period, and no further renewal charge should occur after an effective cancellation.

Subscription charges are non-refundable and we do not provide prorated credits for unused time, downgrades, or partial periods, except where required by law or expressly stated in a written offer. This does not limit rights that cannot lawfully be waived. A payment dispute or chargeback does not by itself cancel a subscription; use the cancellation method above as well.

9. Service changes, availability, and beta features

We may add, modify, limit, or discontinue features to improve the Service, address risk, comply with law, or respond to provider changes. We will provide notice when legally required or when a change materially reduces a core paid feature, where reasonably practicable. Preview, beta, or experimental features may be changed or withdrawn at any time and may be less reliable.

We do not promise uninterrupted, error-free, or permanently available operation. Maintenance, internet failures, provider outages, security events, or events outside our reasonable control may interrupt access. Keep independent copies of records needed for legal, tax, financial, insurance, or business continuity.

10. Exports, backups, and recordkeeping

Available CSV and PDF/print exports cover only supported records and may not reproduce every field, file, relationship, or historical state. You are responsible for reviewing exports, maintaining independent backups, satisfying retention schedules, and preserving originals. The Service is not a certified records repository or disaster-recovery system for your business.

11. Third-party services

The Service relies on or links to third-party providers, including Supabase for authentication, database, and storage; Vercel for hosting and delivery; Stripe for billing; and Brevo for transactional email. Their services are governed by their own terms and privacy notices. EASN does not control and is not responsible for a third party's independent acts, content, availability, or policies.

Payment-card information is provided directly to Stripe. Your use of Stripe-hosted checkout and the billing portal is also subject to Stripe's terms and privacy notice.

12. EASN intellectual property and feedback

The Service, software, interfaces, design, documentation, trademarks, and all related intellectual property—excluding Customer Data—are owned by EASN or its licensors. Subject to these Terms and payment of applicable fees, EASN grants you a limited, revocable, non-exclusive, non-transferable, non-sublicensable right to use the Service for your internal rental-property operations.

If you provide suggestions or feedback, you grant EASN a perpetual, irrevocable, worldwide, royalty-free right to use it without restriction or compensation, without identifying you publicly without permission.

13. Suspension and termination

You may stop using the Service at any time, but stopping use does not cancel recurring charges; follow Section 8. The Service does not currently provide self-service account deletion. You may contact support to request manual account closure, subject to identity and authority verification, outstanding billing, applicable retention duties, and the available administrative process. Sending a request does not itself close the account or cancel a Stripe subscription.

We may suspend or terminate access immediately when reasonably necessary to address nonpayment, security risk, suspected unlawful conduct, material breach, harm to another person, excessive or abusive use, or a legal requirement. For other material breaches, we may provide an opportunity to cure when appropriate. We may also discontinue the Service with reasonable notice where practicable.

Before planned account closure, export records you need. After termination, rights to use the Service end, and we may delete or de-identify Customer Data according to the Privacy Policy, subject to legal, billing, security, dispute, and backup retention. Sections that by their nature should survive do survive, including payment obligations, ownership, disclaimers, liability limits, indemnity, and dispute terms.

14. Disclaimer of warranties

To the maximum extent permitted by law, the Service and all reports, exports, content, and features are provided "as is" and "as available." EASN and its suppliers disclaim all express, implied, and statutory warranties, including merchantability, fitness for a particular purpose, title, non-infringement, accuracy, quiet enjoyment, and any warranty arising from course of dealing or usage.

EASN does not warrant that the Service will be uninterrupted, secure, error-free, legally compliant for your circumstances, or that data, calculations, classifications, tax outputs, or reports will be complete or accurate. You are responsible for verification and professional advice.

Some jurisdictions do not allow certain warranty exclusions, so some exclusions may not apply to you.

15. Limitation of liability

To the maximum extent permitted by law, EASN and its owners, officers, employees, contractors, affiliates, licensors, and providers will not be liable for indirect, incidental, special, exemplary, punitive, or consequential damages; lost profits, revenue, goodwill, or business opportunity; loss, corruption, or reconstruction of data; substitute services; or business interruption, arising from or related to the Service or these Terms, even if advised that such damages were possible.

To the maximum extent permitted by law, their aggregate liability for all claims arising from or related to the Service or these Terms will not exceed the greater of (a) the fees you paid to EASN for the Service during the 12 months before the event giving rise to the claim or (b) 100 U.S. dollars.

These limits apply regardless of the theory of liability and even if a remedy fails of its essential purpose. They do not limit liability that cannot legally be limited, which may include liability for fraud, willful misconduct, gross negligence, or personal injury caused by negligence in some jurisdictions.

16. Indemnification

To the maximum extent permitted by law, you will defend, indemnify, and hold harmless EASN and its owners, officers, employees, contractors, affiliates, and providers from third-party claims, demands, proceedings, damages, penalties, judgments, settlements, and reasonable legal fees arising from or related to: (a) Customer Data; (b) your leases, properties, tenants, contractors, tax filings, payments, or business operations; (c) your breach of these Terms or law; (d) your infringement or violation of another person's rights; or (e) misuse of the Service or your account.

EASN will provide reasonably prompt notice and may control the defense and settlement. You will cooperate at your expense. You may not settle a claim in a way that admits fault by or imposes an obligation on EASN without EASN's written consent. This section does not require indemnification for EASN's own conduct to the extent prohibited by law.

17. Informal dispute resolution

Before filing arbitration or a lawsuit (other than an urgent request for temporary injunctive relief), the claimant must send a written notice describing the facts, requested relief, and contact information. The parties will try in good faith to resolve the dispute for 30 days after receipt. This process tolls applicable filing deadlines during that 30-day period where law permits.

18. Binding individual arbitration and class-action waiver

Except for the exclusions below, you and EASN agree that any dispute, claim, or controversy arising out of or relating to the Service, these Terms, or the relationship between the parties will be resolved by final and binding arbitration on an individual basis—not in court and not in a class, collective, coordinated, consolidated, mass, or representative action. You and EASN waive the right to a jury trial.

• Administrator and rules. Arbitration will be administered by the American Arbitration Association under its applicable Consumer Arbitration Rules or Commercial Arbitration Rules, as appropriate, as modified by these Terms.
• Federal Arbitration Act. The Federal Arbitration Act governs the interpretation and enforcement of this section. A court decides disputes about whether an arbitration agreement was formed, whether a timely opt-out was effective, and the enforceability of the class-action waiver. After finding an agreement exists, the arbitrator decides other disputes about this section's interpretation, scope, or enforceability.
• Format. Proceedings may occur by documents, telephone, or video unless the arbitrator finds an in-person hearing necessary. Any in-person hearing will occur at a reasonably convenient U.S. location or as the parties agree.
• Fees. Fees will be allocated under the applicable rules and law. EASN will not seek its legal fees from an individual claimant unless the arbitrator finds the claim frivolous or brought for an improper purpose.
• Excluded matters. Either party may bring an eligible individual claim in small-claims court. Either party may seek temporary or injunctive relief in court for unauthorized access, misuse, or infringement of intellectual-property or confidential rights. A person may seek public injunctive relief in court where the right to do so cannot lawfully be waived. Government agencies may enforce rights within their authority.
• No class proceedings. The arbitrator may award relief only to the individual party and only as necessary to resolve that party's claim. If the class-action waiver is finally found unenforceable as to a particular claim or remedy, that claim or remedy will proceed in court after arbitrable matters are completed.

30-day opt-out: You may opt out of this arbitration section by emailing customersupport@easnsolutions.com within 30 days after you first accept these Terms. Use the subject "Arbitration Opt-Out" and include your full name, account email, and an unambiguous statement that you opt out. Opting out does not affect other Terms or your ability to use the Service. If we later materially change this section, we will provide the legally required notice and any applicable new opt-out opportunity.

19. Governing law and court venue

These Terms are governed by the laws of the Commonwealth of Massachusetts, without regard to conflict-of-law principles, except that the Federal Arbitration Act governs Section 18. For disputes not required to be arbitrated, you and EASN consent to exclusive jurisdiction and venue in the state or federal courts located in Massachusetts and waive objections to personal jurisdiction or inconvenient forum, except where applicable law prohibits that choice.

Nothing in these Terms waives non-waivable consumer protections that apply based on your residence. The United Nations Convention on Contracts for the International Sale of Goods does not apply.

20. Changes to these Terms

We may update these Terms for legal, security, operational, provider, or product reasons. We will post the revised Terms and update the effective date. For material changes, we will provide additional notice or request renewed acceptance when required by law. Changes apply prospectively from their stated date. If you do not agree, you must stop using the Service and cancel any subscription before the change applies.

21. General provisions

• Electronic communications. You consent to receive agreements, notices, receipts, and records electronically. Keep your account email current.
• Assignment. You may not assign these Terms without EASN's written consent. EASN may assign them in connection with a merger, reorganization, sale, or transfer of the Service or substantially all related assets.
• Force majeure. EASN is not liable for delay or failure caused by events beyond reasonable control, including internet or provider failures, disasters, labor disputes, government action, or attacks.
• Severability. If a provision is unenforceable, it will be enforced to the maximum lawful extent and the remainder will continue, subject to Section 18's special class-waiver rule.
• No waiver. Failure to enforce a provision is not a waiver. Waivers must be in writing.
• No third-party beneficiaries. These Terms do not create rights for third parties except as expressly stated.
• Entire agreement. These Terms, the Privacy Policy, checkout disclosures, and any written plan-specific terms form the entire agreement concerning the Service and supersede prior understandings on that subject.
• Headings. Headings are for convenience and do not limit interpretation.

22. Contact and legal notices

EASN Solutions, LLC
Operator of KeyFolioHQ
Website: https://keyfoliohq.com
Email: customersupport@easnsolutions.com

Use the subject "Legal Notice" for formal notices and include your name, account email, relevant facts, and requested relief. This email contact does not waive legally required service-of-process rules.