Civic Quarters

Terms of Service

Last updated: September 2, 2026

1. Agreement to Terms

These Terms of Service (“Terms”) are a binding agreement between Civic Quarters (“Civic Quarters,” “we,” “us,” or “our”) and the homeowners association, condominium association, or similar community association that creates an account (the “Association” or “Customer”). Civic Quarters is a cloud-based community management platform. By creating an account, clicking to accept these Terms, or using the Service, the person doing so represents that they are authorized to bind the Association.

Residents, board members, managers, and other individuals who access the Service through an Association’s account (“End Users”) are granted access by the Association and must comply with the Acceptable Use Policy in Section 6. As a condition of access, each End User accepts the Acceptable Use Policy when signing in for the first time. The Association is responsible for its End Users’ compliance with these Terms. If you do not agree to these Terms, do not use the Service.

2. Description of the Service

Civic Quarters provides software tools for residential community management, which may include, depending on the subscription plan and enabled features:

  • Resident and board portals, directories, and community registries (vehicles, pets, move tracking, packages);
  • Dues invoicing and payment collection through third-party payment processors;
  • Architectural review (ARC) requests, violation tracking, amenity reservations, gate passes, and resale certificate workflows;
  • Document storage and governance tools, including digital voting and elections;
  • Civic Brain, an AI-powered question-answering feature that answers questions using the Association’s own governing documents;
  • Communications tools, including email and SMS notifications;
  • Community forums and a resident marketplace;
  • Public community websites, including on Civic Quarters subdomains or custom domains; and
  • Data migration and onboarding assistance.

Some features may be labeled “Beta” or “Roadmap.” Beta features are provided as-is, may change or be discontinued at any time, and are excluded from any service-level commitments. We may modify, suspend, or discontinue any part of the Service with reasonable notice where practicable.

Demo or sandbox communities (such as the “Bali Hai Estates” sample community) contain fictional data, are for evaluation only, and are never connected to live payment processing.

3. Accounts, Roles, and Authority

The Association designates one or more account owners and administrators who can manage users, permissions, features, billing, and settings. The Association is responsible for: (a) maintaining the accuracy of its account information; (b) safeguarding login credentials; (c) granting and revoking access for board members, managers, and residents promptly as roles change; and (d) all activity that occurs under its account. Civic Quarters is not responsible for actions taken by users the Association has authorized. You must notify us promptly at support@civicquarters.com of any unauthorized use of an account.

4. Subscriptions, Billing, and Refunds

Paid subscriptions are billed in advance on a monthly or annual basis, as selected at signup, and renew automatically at the end of each billing period unless canceled before renewal. Pricing is based on the plan and the number of units or homes in the community, as described on our pricing page or in an order form. The renewal terms and amount are disclosed at the point of purchase, and your acceptance of them is a condition of starting a paid subscription.

  • Cancellation. The Association may cancel at any time through the account settings or by contacting support. Cancellation takes effect at the end of the current billing period, and access continues until then.
  • Monthly plans are non-refundable except where required by law.
  • Annual plans canceled before the end of the paid term receive a pro-rated refund of the unused full months remaining, less any discounts applied for annual commitment.
  • Failed payments. If a subscription payment fails, we may retry the charge and, after notice, suspend access until payment is resolved.

We may change subscription prices on at least 30 days’ notice; changes apply at the next renewal. Fees are exclusive of taxes, which are the Association’s responsibility.

5. Resident Payments

The Service allows Associations to invoice and collect dues, assessments, and other charges from residents through third-party payment processors, including Stripe and Plaid. With respect to those payments:

  • The Association is the merchant of record for amounts it collects from residents. Civic Quarters is not a bank, money transmitter, or payment processor, and does not hold or control Association or resident funds. Resident payments are processed through the Association’s own connected payment account; funds are never deposited into a Civic Quarters account.
  • Residents who pay through the Service are subject to the applicable processor’s terms and privacy policy in addition to these Terms.
  • The Association is solely responsible for the accuracy, lawfulness, and authorization of the amounts it charges residents, for handling resident payment disputes and refunds, and for compliance with its governing documents and applicable law regarding assessments and collections.
  • Civic Quarters may deduct platform or processing fees as disclosed at the time of the transaction or in an order form.

6. Acceptable Use Policy

This Section applies to the Association and all End Users. Access to the Service is conditioned on each End User’s acceptance of this Acceptable Use Policy, presented at first sign-in. You agree not to:

  • Use the Service for any unlawful purpose, or in violation of any applicable law, regulation, or the Association’s governing documents;
  • Post, upload, or transmit content that is defamatory, harassing, threatening, obscene, discriminatory, or that infringes another’s intellectual property, privacy, or other rights;
  • Upload malware, attempt to gain unauthorized access to the Service or other accounts, probe or scan for vulnerabilities, or interfere with the Service’s operation;
  • Scrape, harvest, or collect information about other users without authorization;
  • Use community forums or the marketplace to sell unlawful goods or services, or to engage in fraud. Marketplace listings are between residents only; Civic Quarters is not a party to, and provides no payment, escrow, or guarantee for, any transaction between users;
  • Impersonate another person or misrepresent your affiliation or role; or
  • Resell, sublicense, or provide access to the Service to third parties outside your community without our written consent.

Association board members and designated moderators may moderate community content (including pinning, locking, requiring approval, or removing posts and comments) under the Service’s moderation tools, and are responsible for their own moderation decisions. We may remove content or suspend accounts that violate these Terms.

7. Customer Data and Privacy

As between the parties, the Association owns all data and content it and its End Users submit to the Service (“Customer Data”), including resident information, governing documents, financial records, and community content. The Association grants Civic Quarters a limited license to host, process, transmit, and display Customer Data solely to provide and improve the Service.

Civic Quarters acts as a service provider (or processor) with respect to personal information in Customer Data and does not sell personal information. Our collection and use of information is described in our Privacy Policy, which is incorporated into these Terms. The Association is responsible for having the authority and any required consents to submit resident personal information to the Service.

8. AI Features (Civic Brain)

Civic Brain and other AI-powered features generate answers and summaries from the Association’s own documents and cite the sources used. AI-generated output may be incomplete, outdated, or incorrect. It is provided for informational convenience only, is not legal, financial, or professional advice, and does not replace review of the underlying documents or consultation with qualified professionals. The Association and its End Users are responsible for verifying AI output before relying on it, including for enforcement, governance, or financial decisions.

9. Community Websites and Custom Domains

If enabled, the Service can publish a public website for the Association on a Civic Quarters subdomain or on a custom domain the Association owns. The Association is responsible for all content published to its public site, for ensuring it has the right to publish that content (including photos and documents), and for marking documents as public or internal appropriately. For custom domains, the Association is responsible for maintaining its domain registration and DNS configuration. We will never request registrar credentials. We may suspend or disable a public site that violates these Terms or applicable law.

10. Voting and Elections

The Service provides tools to administer community votes and elections. The Association is solely responsible for determining whether and how it may lawfully conduct any vote or election, for compliance with its governing documents and applicable law (including state laws governing HOA elections, quorum, proxies, and secret-ballot requirements), and for the accuracy and finality of results. California associations, for example, may be required under the Davis-Stirling Common Interest Development Act to use secret ballots and to designate an independent inspector of elections, and the Association remains responsible for satisfying those requirements. Civic Quarters does not certify election results and is not responsible for the legal validity of any election conducted using the Service.

11. Third-Party Services

The Service integrates with third-party services, including Stripe and Plaid (payments), Twilio (SMS), PostGrid (physical mail), eSignatures.io (electronic signatures), and AI model providers. Your use of those services may be subject to the third party’s own terms and privacy policies. Civic Quarters is not responsible for the acts, omissions, availability, or policies of third-party services.

12. Intellectual Property

Civic Quarters and its licensors own all rights in the Service, including the software, design, templates, branding, and documentation, except for Customer Data. We grant the Association and its End Users a limited, non-exclusive, non-transferable right to access and use the Service during the subscription term for the Association’s internal community management purposes. You may not copy, modify, reverse engineer, or create derivative works of the Service except as permitted by law. If you provide feedback or suggestions, we may use them without restriction or compensation.

13. Disclaimers, Limitation of Liability, and Indemnification

Disclaimers

THE SERVICE IS PROVIDED “AS IS” AND “AS AVAILABLE.” TO THE MAXIMUM EXTENT PERMITTED BY LAW, CIVIC QUARTERS DISCLAIMS ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT. WE DO NOT WARRANT THAT THE SERVICE WILL BE UNINTERRUPTED, ERROR-FREE, OR SECURE, OR THAT AI-GENERATED OUTPUT WILL BE ACCURATE. THE SERVICE IS A MANAGEMENT TOOL AND IS NOT A SUBSTITUTE FOR LEGAL, ACCOUNTING, OR MANAGEMENT-PROFESSIONAL ADVICE.

Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, CIVIC QUARTERS WILL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, OR FOR LOST PROFITS, LOST DATA, OR LOST GOODWILL, ARISING OUT OF OR RELATED TO THESE TERMS OR THE SERVICE. CIVIC QUARTERS’ TOTAL AGGREGATE LIABILITY ARISING OUT OF OR RELATED TO THESE TERMS OR THE SERVICE WILL NOT EXCEED THE AMOUNTS PAID BY THE ASSOCIATION TO CIVIC QUARTERS IN THE TWELVE (12) MONTHS BEFORE THE EVENT GIVING RISE TO THE CLAIM; EXCEPT THAT CIVIC QUARTERS’ TOTAL AGGREGATE LIABILITY FOR BREACH OF ITS DATA-SECURITY OR CONFIDENTIALITY OBLIGATIONS WILL NOT EXCEED THREE (3) TIMES THOSE AMOUNTS. SOME JURISDICTIONS DO NOT ALLOW CERTAIN LIMITATIONS, SO PARTS OF THIS SECTION MAY NOT APPLY TO YOU.

Indemnification

The Association will indemnify and hold harmless Civic Quarters and its officers, directors, employees, and agents from claims, damages, and expenses (including reasonable attorneys’ fees) arising out of: (a) the Association’s or its End Users’ Customer Data or content; (b) the Association’s use of the Service in violation of these Terms or applicable law; (c) amounts charged to residents through the Service; or (d) elections or enforcement actions conducted using the Service.

14. Term, Suspension, and Termination

These Terms begin when the Association first accepts them and continue until the subscription ends. We may suspend or terminate access for material breach of these Terms, non-payment, or unlawful use, with notice where practicable. The Association may terminate by canceling its subscription. Upon termination:

  • Access to the Service ends at the close of the final billing period;
  • The Association may request an export of its Customer Data within 30 days after termination, which we will provide in a reasonable, commonly used format; and
  • We may retain and delete Customer Data as described in our Privacy Policy, subject to legal retention obligations.

Sections that by their nature should survive termination (including Sections 5, 7, 8, 10, 12, 13, and 15) survive.

15. Governing Law and Dispute Resolution

These Terms are governed by the laws of the State of California, without regard to conflict-of-laws rules.

Binding Arbitration

Except for (i) claims that qualify for small-claims court, (ii) requests for injunctive or equitable relief for misuse of intellectual property or the Service, and (iii) claims for public injunctive relief, which may only be brought in court under applicable law, any dispute arising out of or relating to these Terms or the Service will be resolved by final and binding individual arbitration administered by the American Arbitration Association under its Commercial Arbitration Rules. The arbitration will be conducted in San Diego County, California, or remotely by mutual agreement. For claims of $10,000 or less, Civic Quarters will pay arbitration fees and costs exceeding the filing fee the claimant would have paid in small-claims court. The arbitrator may award the same remedies available in court. Judgment on the award may be entered in any court of competent jurisdiction.

Right to Opt Out

You may opt out of this arbitration agreement by emailing support@civicquarters.com with the subject line “Arbitration Opt-Out” within 30 days of first accepting these Terms, stating your name, the Association’s name, and your intent to opt out. Opting out does not affect any other part of these Terms.

Class Action and Jury Trial Waiver

EACH PARTY AGREES THAT DISPUTES WILL BE RESOLVED ONLY ON AN INDIVIDUAL BASIS AND NOT AS A CLASS, CONSOLIDATED, OR REPRESENTATIVE ACTION, AND EACH PARTY WAIVES THE RIGHT TO A TRIAL BY JURY. IF THIS WAIVER IS FOUND UNENFORCEABLE AS TO A PARTICULAR CLAIM, THAT CLAIM MUST BE BROUGHT IN THE STATE OR FEDERAL COURTS LOCATED IN SAN DIEGO COUNTY, CALIFORNIA, AND THE PARTIES CONSENT TO THEIR EXCLUSIVE JURISDICTION.

16. Changes, Notices, and Contact

We may update these Terms from time to time. For material changes, we will provide notice through the Service or by email at least 30 days before the change takes effect. Continued use of the Service after the effective date constitutes acceptance. Legal notices to Civic Quarters must be sent to support@civicquarters.com with the subject line “Legal Notice” or to our mailing address below. These Terms, together with any order form and the Privacy Policy, are the entire agreement between the parties regarding the Service. If any provision is unenforceable, the remainder stays in effect. Neither party may assign these Terms without the other’s consent, except to an affiliate or in connection with a merger or sale of substantially all assets.

Civic Quarters
Carlsbad, California
Email: support@civicquarters.com