Terms of Service

These Terms of Service (“Terms”) are an agreement between you and Raj Patel, doing business as PropFlow (“PropFlow,” “we,” “us”). They cover the PropFlow website at propflowos.ai, the PropFlow iPhone app and every PropFlow portal: owner, manager, maintenance and resident (together, the “Service”). By creating an account, signing in or using the Service, you agree to these Terms and to our Privacy Policy and Acceptable Use Policy. If you don't agree, don't use the Service.

Residents and applicants: your lease and your landlord's policies govern your tenancy. PropFlow is the software your landlord or property manager uses. Your landlord, not PropFlow, is responsible for your lease, rent, deposits, repairs, screening decisions and notices. If these Terms conflict with your lease, your lease controls between you and your landlord.

1. Who can use PropFlow

• You must be at least 18 years old and able to enter a binding contract.
• A “Company” is the landlord, owner or property management business that sets up a PropFlow account. The person who creates it (the “Owner”) confirms they have authority to bind that business to these Terms.
• Companies invite their own team (managers and maintenance staff) and residents. Each person has their own sign-in and must keep it to themselves. Sign-in codes and private links (tenant links, signing links, application links) must not be shared.
• You are responsible for activity under your sign-in. Tell us right away at rajpatel93@gmail.com if you think someone else has used it.

2. Roles and access

Owners decide who joins their Company and what role each person has. Managers and maintenance staff see only what their role allows, and only for their Company. Residents see only their own household's tenancy. Owners are responsible for removing people who should no longer have access.

3. Your data

• You own your data. Information a Company or its residents put into PropFlow (properties, tenants, leases, rent records, applications, repair requests, photos, documents, messages) belongs to that Company or the person who provided it (“Customer Data”).
• Our role. We store and process Customer Data only to provide, secure, support and improve the Service, as described in the Privacy Policy, and as the law requires. We do not sell Customer Data and do not use it for advertising.
• Your responsibility. The Company is responsible for having the right to collect and use the information it puts into PropFlow and for giving residents and applicants any notices and getting any consents the law requires (for example, consent to text messages and to consumer reports).
• Export. Owners can download their records (rent statements, leases and reports) while their account is active, and can ask us for a full copy of their Company's data, including for 30 days after the account closes.

4. Your responsibilities as a landlord or manager

PropFlow is a tool. You remain responsible for how you run your properties, including complying with:

• Fair housing laws (the federal Fair Housing Act and state and local laws) in advertising, screening, leasing and service.
• The Fair Credit Reporting Act when you obtain or use credit or background reports, including permissible purpose, applicant authorization and adverse action notices.
• Landlord-tenant law: lease terms, security deposits, late fees, notices, entry, repairs, habitability and eviction procedures.
• Housing assistance program rules (for example, Housing Choice Voucher / Section 8 contracts and inspections) when you take part in them.
• Text message and email laws (including the Telephone Consumer Protection Act and CAN-SPAM): only message people who have agreed, honor STOP requests, and send no marketing through PropFlow.
• Tax, accounting and trust account rules for rent, deposits and owner funds.

PropFlow's templates, notices, lease forms, reminders, calculations and reconciliations are provided for convenience. They are not legal, tax, accounting or financial advice, and you should have them reviewed for your situation and state. You are responsible for checking amounts, dates and documents before you rely on them or send them.

5. Acceptable use

You must follow our Acceptable Use Policy. In short: use PropFlow lawfully, don't discriminate, don't harass, don't send spam, and don't try to break, copy or get around the security of the Service.

6. Electronic records and signatures

PropFlow lets Companies send leases, notices and other documents to be signed electronically. Each signer agrees to use electronic records and signatures under our Electronic Records and Signatures disclosure before signing. PropFlow records the time, IP address, device and a fingerprint of the document with each signature. The Company is responsible for whether a given document may be signed or delivered electronically in its state.

7. Text messages, email and notifications

PropFlow sends sign-in codes and account messages (rent reminders, repair updates, document links, alerts) by text, email and, in the iPhone app, push notifications. Message frequency varies; message and data rates may apply. Reply STOP to stop texts or HELP for help. Turn push notifications on or off any time in Your account or in iPhone Settings. Resident text programs are described in the property's SMS Terms.

In-app messages. Residents and the property's office can message each other in PropFlow, with photos. Messages are kept as part of the property's records. Residents: your landlord or property manager may share your messages with the owner of your property (for example, about a repair or a payment); internal staff notes are never shown to you. If you don't read an important message in the app, PropFlow may send it to you by email and then one text. In-app messages are not how legal notices are served; those are delivered the way your lease and state law require, and the app shows a copy. If you can't or don't want to use the app, ask the office to reach you by email or text instead.

8. Fees

PropFlow is free to use during early access. If we introduce paid plans, we'll tell Owners in advance, show the price before anything is charged, and paid plans will be bought on our website, not in the iPhone app. Nobody is charged without agreeing first. Residents are never charged by PropFlow.

9. Third-party services

PropFlow relies on service providers (for example, hosting, database, text and email delivery, and Apple push notifications) and may link to other sites such as a housing authority portal. Those services have their own terms. We aren't responsible for third-party services we don't control.

10. Our property

The Service, including its software, design, logos and the PropFlow name, belongs to PropFlow. We give you a limited, non-exclusive, non-transferable, revocable right to use the Service for your own property business or tenancy under these Terms. You may not copy, resell, reverse engineer or build a competing product from it. If you send us ideas or feedback, we may use them without owing you anything.

11. Availability and changes to the Service

We work to keep PropFlow running and your data backed up, but the Service may be interrupted for maintenance, outages or reasons outside our control. Keep your own copies of important documents. We may add, change or remove features. If we discontinue the Service, we'll give Owners at least 30 days' notice and a way to export their data.

12. Ending your use

• You may stop using PropFlow at any time. Anyone can delete their own sign-in from Your account (see Delete your account).
• We may suspend or close access that breaks these Terms or the Acceptable Use Policy, puts other users or the Service at risk, or that the law requires us to stop. Where reasonable, we'll tell you first and give you a chance to fix it.
• When a Company closes, we delete or anonymize its Customer Data within 90 days, except what we must keep by law or in backups that expire on their normal schedule.

13. Disclaimers

The Service is provided “as is” and “as available.” To the fullest extent the law allows, PropFlow disclaims all warranties, express or implied, including merchantability, fitness for a particular purpose, title and non-infringement, and does not promise that the Service will be uninterrupted, error-free or that calculations, reconciliations or reminders will be complete or accurate.

14. Limitation of liability

To the fullest extent the law allows, PropFlow will not be liable for any indirect, incidental, special, consequential or punitive damages, or for lost rent, profits, revenue, data or goodwill, arising from or related to the Service. PropFlow's total liability for all claims related to the Service is limited to the greater of the amount you paid PropFlow in the 12 months before the claim or one hundred U.S. dollars ($100).

Some places don't allow these limits, so they apply only as far as the law permits.

15. Indemnity

Companies agree to defend and hold PropFlow harmless from claims by residents, applicants, team members, housing authorities or others arising from the Company's properties, leases, screening decisions, notices, messages or violation of law or these Terms.

16. The PropFlow iPhone app

If you download PropFlow from Apple's App Store, these extra terms apply:

• These Terms are between you and PropFlow only, not Apple. PropFlow, not Apple, is solely responsible for the app and its content.
• Your right to use the app is limited to Apple-branded devices you own or control, as allowed by the Usage Rules in Apple's Media Services Terms and Conditions.
• PropFlow is solely responsible for maintenance and support of the app. Apple has no obligation to provide any maintenance or support.
• If the app fails to conform to any applicable warranty, you may notify Apple, and Apple will refund the purchase price (if any) for the app. To the maximum extent the law allows, Apple has no other warranty obligation for the app, and any other claims, losses, liabilities, damages, costs or expenses from a failure to conform to a warranty are PropFlow's responsibility.
• PropFlow, not Apple, is responsible for any claims by you or a third party relating to the app or your use of it, including product liability claims, claims that the app fails to meet a legal or regulatory requirement, and claims under consumer protection, privacy or similar laws.
• If a third party claims the app or your use of it infringes their intellectual property rights, PropFlow, not Apple, is solely responsible for the investigation, defense, settlement and discharge of that claim.
• You confirm you are not located in a country subject to a U.S. Government embargo or designated as a “terrorist supporting” country, and you are not on any U.S. Government list of prohibited or restricted parties.
• You must follow any third-party terms that apply when using the app, such as your wireless carrier's terms.
• Apple and its subsidiaries are third-party beneficiaries of these Terms. Once you accept them, Apple may enforce them against you as a third-party beneficiary.
• Questions, complaints or claims about the app: rajpatel93@gmail.com.

17. Governing law and disputes

These Terms are governed by the laws of the State of Oregon and applicable U.S. federal law, without regard to conflict-of-law rules. Before filing a claim, please contact us at rajpatel93@gmail.com so we can try to resolve it informally within 30 days. Any lawsuit about these Terms or the Service must be brought in the state or federal courts located in Oregon, and both sides consent to those courts, except that either side may bring an individual claim in small claims court where it qualifies. Nothing here limits rights you have under consumer or landlord-tenant laws that can't be waived.

18. Changes to these Terms

We may update these Terms. We'll change the date above, and for important changes we'll tell Owners and ask staff to agree again in the app. Continuing to use the Service after changes take effect means you accept them.

19. General

These Terms, the Privacy Policy and the Acceptable Use Policy are the whole agreement between you and PropFlow about the Service. If a part is found unenforceable, the rest stays in effect. Not enforcing a part isn't a waiver. You may not transfer these Terms without our consent; we may transfer them to a company that takes over PropFlow, including an LLC we form to operate it.

20. Contact

Raj Patel, doing business as PropFlow
Email: rajpatel93@gmail.com
Website: propflowos.ai