Terms of Service

These Terms of Service (the “Terms”) form a binding agreement between Wealth Building Academy LLC (“Company,” “we,” “us”) and you and, if applicable, the organization you represent (“you,” “User,” or “Organization”), governing your access to and use of CommunityVault.ai (the “Service”). By accessing or using the Service, you agree to these Terms, our Privacy Policy, Disclaimer, Cookie Policy, and Data Processing & Security Policy, each incorporated by reference. If you do not agree, do not use the Service.

PLEASE READ SECTIONS 12 (DISCLAIMERS), 13 (LIMITATION OF LIABILITY), 14 (INDEMNIFICATION), 16 (BINDING ARBITRATION & CLASS ACTION WAIVER), AND 17 (GOVERNING LAW & VENUE) CAREFULLY. THEY LIMIT OUR LIABILITY, REQUIRE INDIVIDUAL BINDING ARBITRATION, AND WAIVE CLASS ACTIONS AND JURY TRIALS.

You must be at least 18 years old and able to form a binding contract. If you use the Service on behalf of an Organization, you represent that you are authorized to bind that Organization. You are responsible for maintaining the confidentiality of your credentials and for all activity under your account. Notify us promptly at support@communityvault.ai of any unauthorized use.

Subject to these Terms and payment of applicable fees, we grant you a limited, non-exclusive, non-transferable, non-sublicensable, revocable license to access and use the Service for your internal community-governance purposes during your subscription term.

You agree not to: (a) upload content you lack the right to upload, or that is unlawful, infringing, defamatory, or violates privacy; (b) upload malware or attempt to breach security or access data not intended for you; (c) reverse engineer, scrape, or build a competing product from the Service; (d) misuse AI features to generate unlawful, harmful, or misleading content; (e) exceed plan limits or interfere with the Service’s operation; or (f) use the Service in violation of any applicable law or third-party right.

You retain all ownership rights in the documents, records, and other content you upload (“User Content”). You grant us a limited, worldwide, non-exclusive, royalty-free license to host, store, copy, transmit, display, and process User Content solely to operate and provide the Service to you and your Organization, including to extract, OCR, index, categorize, summarize, embed, and enable search of that content. This license exists only to deliver the Service and ends when User Content is deleted as described in Section 15.

You represent and warrant that you have all rights, consents, and authority necessary to upload User Content and grant this license, and that your User Content and its processing do not violate any law or third-party right.

The Service categorizes, indexes, summarizes, searches, and stores User Content as directed by your use. You acknowledge and agree that:

(a) We do not verify, validate, or audit User Content and are not responsible for its accuracy, completeness, currency, authenticity, or legality; (b) automated categorization, tagging, summaries, OCR, and search results may be incomplete or incorrect, and documents may be miscategorized or not retrieved; (c) you are responsible for confirming that the correct and current version of any document is uploaded and relied upon; and (d) you must review the original source documents before making any decision. We are a processing and organization tool, not a system of record or a substitute for your official records.

The Service includes AI-powered features (including OCR, categorization, summarization, and conversational document search) that rely on a third-party AI provider (currently OpenAI). AI-generated output may contain errors, omissions, or inaccuracies, is provided for informational purposes only, and must be independently verified. AI output does not constitute legal, accounting, financial, tax, compliance, insurance, engineering, or other professional advice. You are solely responsible for reviewing original documents and decisions made based on AI output. See our Disclaimer & AI Usage Disclaimer.

The Service provides role-based access and document visibility settings (e.g., board-only, resident-visible, private/admin-only). Your Organization’s administrators are responsible for configuring roles, permissions, and visibility; inviting and removing users; and ensuring that board-only or sensitive documents are correctly designated. We are not responsible for your configuration choices or for any unauthorized disclosure resulting from incorrect permissions, shared credentials, or user actions within your Organization. You are responsible for your users’ compliance with these Terms.

The Service, including its software, design, user interface, text, graphics, and all related intellectual property, is owned by Wealth Building Academy LLC and its licensors and is protected by U.S. and international intellectual-property laws. Except for the limited license in Section 4, no rights are granted to you. “CommunityVault,” “CommunityVault.ai,” and associated logos are trademarks of Wealth Building Academy LLC; you may not use them without our prior written permission. Feedback you provide may be used by us without restriction or obligation.

The Service relies on third-party services for hosting, database, file storage, authentication, AI processing, payment processing, email, and analytics. The current providers are listed in our Privacy Policy. Your use of third-party services is subject to their terms, and we are not responsible for their acts, omissions, availability, or content. We may add, change, or remove integrations at any time.

THE SERVICE AND ALL CONTENT AND AI OUTPUT ARE PROVIDED “AS IS” AND “AS AVAILABLE,” WITHOUT WARRANTIES OF ANY KIND, WHETHER EXPRESS, IMPLIED, OR STATUTORY. TO THE MAXIMUM EXTENT PERMITTED BY LAW, WE DISCLAIM ALL WARRANTIES, INCLUDING MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, AND NON-INFRINGEMENT. WE DO NOT WARRANT THAT THE SERVICE WILL BE UNINTERRUPTED, ERROR-FREE, OR SECURE; THAT AI OUTPUT WILL BE ACCURATE; THAT DOCUMENTS WILL BE CORRECTLY CATEGORIZED; OR THAT ALL RECORDS WILL BE FOUND OR RETRIEVED. NO ADVICE OR INFORMATION OBTAINED FROM THE SERVICE CREATES ANY WARRANTY NOT EXPRESSLY STATED HERE.

TO THE MAXIMUM EXTENT PERMITTED BY LAW, IN NO EVENT WILL WEALTH BUILDING ACADEMY LLC, ITS AFFILIATES, OFFICERS, EMPLOYEES, OR SUPPLIERS BE LIABLE FOR ANY INDIRECT, INCIDENTAL, CONSEQUENTIAL, SPECIAL, EXEMPLARY, OR PUNITIVE DAMAGES, OR FOR ANY LOSS OF PROFITS, REVENUE, DATA, GOODWILL, OR BUSINESS INTERRUPTION, OR FOR ANY DAMAGES ARISING FROM HOA OR COMMUNITY DISPUTES, ELECTIONS, GOVERNANCE MATTERS, RESIDENT CONFLICTS, FINES, PENALTIES, OR LEGAL ACTIONS, WHETHER BASED ON CONTRACT, TORT, STRICT LIABILITY, OR OTHERWISE, EVEN IF ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

OUR TOTAL AGGREGATE LIABILITY ARISING OUT OF OR RELATING TO THE SERVICE OR THESE TERMS WILL NOT EXCEED THE AMOUNT YOU ACTUALLY PAID US FOR THE SERVICE DURING THE TWELVE (12) MONTHS IMMEDIATELY PRECEDING THE EVENT GIVING RISE TO THE CLAIM. Some jurisdictions do not allow certain limitations, so portions of this section may not apply to you.

You agree to defend, indemnify, and hold harmless Wealth Building Academy LLC, its affiliates, and their respective officers, directors, employees, and agents from and against any claims, damages, liabilities, losses, costs, and expenses (including reasonable attorneys’ fees) arising out of or related to: (a) your User Content; (b) your or your users’ use or misuse of the Service; (c) your violation of these Terms or any law or third-party right; (d) your configuration of access, permissions, or document visibility; and (e) any HOA, community, governance, election, or resident dispute involving you or your Organization.

These Terms apply while you use the Service. You may cancel at any time as described in Section 3(d). We may suspend or terminate your access for breach, non-payment, or to protect the Service or others. When your account closes, your license ends.

Data retention and deletion:

While your account is active, we keep your organization’s data so we can provide the Service. You can export your records at any time.

When your account closes — because you cancel and your paid period ends, or a free trial ends without a paid plan — your organization’s data stays available for export for 30 days. After those 30 days, we permanently delete it.

If you ask us to delete your data by emailing support@communityvault.ai, we permanently delete your organization’s data — documents, member records, and AI search indexes — within 30 days of confirming the request comes from an authorized administrator. Administrators can also delete all uploaded documents and their AI search index at any time using the “Delete all data” button in the app’s Migration Assistant.

Backups. The 30-day deletion timeline includes copies held in our database backups.

Records we must keep. We may keep limited records where the law requires it, such as billing and transaction records.

AI provider. Text sent to OpenAI to provide AI features may be kept by OpenAI for up to 30 days for abuse monitoring and is then deleted, under OpenAI’s API data-usage policy.

Sections 6, 7, 8, 10, 12, 13, 14, 15, 16, 17, and 20, and any other provisions that by their nature should survive, survive termination.

PLEASE READ THIS SECTION CAREFULLY — IT AFFECTS YOUR LEGAL RIGHTS.

Any dispute, claim, or controversy arising out of or relating to the Service or these Terms will be resolved by final and binding individual arbitration administered by a recognized arbitration provider under its applicable rules, rather than in court. The arbitration will be conducted in Illinois, or remotely as the parties agree, and judgment on the award may be entered in any court of competent jurisdiction.

You and we waive any right to a jury trial. Claims may be brought only in an individual capacity and not as a plaintiff or class member in any purported class, collective, consolidated, or representative proceeding. The arbitrator may not consolidate more than one person’s claims. If this class-action waiver is found unenforceable as to a particular claim, that claim will proceed in court, but the remainder of this Section remains in effect. Either party may seek injunctive relief in court for intellectual-property misuse. You may opt out of arbitration by written notice to support@communityvault.ai within 30 days of first accepting these Terms.

These Terms are governed by the laws of the State of Illinois, without regard to its conflict-of-laws principles, and applicable U.S. federal law (including the Federal Arbitration Act). Subject to Section 16, the exclusive venue for any permitted court action is the state and federal courts located in Illinois, and you consent to personal jurisdiction there.

We are not liable for any failure or delay in performance resulting from causes beyond our reasonable control, including acts of God, natural disasters, war, terrorism, civil unrest, labor disputes, governmental action, internet or utility failures, cyberattacks, or failures of third-party providers.

We may modify these Terms from time to time. Changes are effective when posted with an updated “Effective date.” Material changes may be communicated through the Service or by email. Price changes follow the notice rule in Section 3(f). Your continued use after changes take effect constitutes acceptance.

These Terms, with the documents incorporated by reference, are the entire agreement between you and us regarding the Service. If any provision is held unenforceable, the remaining provisions remain in effect. Our failure to enforce a provision is not a waiver. You may not assign these Terms without our consent; we may assign them in connection with a merger, acquisition, or sale of assets. There are no third-party beneficiaries.

Questions about these Terms, and any legal notices, may be sent to Wealth Building Academy LLC at support@communityvault.ai.

Mailing address: Wealth Building Academy LLC, [CONFIRM: company mailing address]

For sales and general questions, email hello@communityvault.ai.