The short version: Heemah keeps your board’s records, and those records belong to your association. You can export everything and leave whenever you like. Heemah is a record-keeping tool, not legal or accounting advice.
1. Who we are
Heemah is provided by VLO Labs, Inc. (“VLO Labs,” “we,” “us”), a California corporation. These terms are an agreement between us and the homeowners association that holds a Heemah account (the “association”), and they also apply to each person who signs in to that account. By creating an account or using Heemah, you agree to them. If you accept them for an association, you confirm that you are authorized to do so.
2. What Heemah is
Heemah is a private workspace for an association’s board of directors: meetings, minutes, the record of the board’s decisions, the board roster, documents, tasks and compliance dates. It is for the board only. It does not handle homeowner accounts, dues or payments, which stay with the association or its management company.
Heemah is not legal, accounting or management advice. In particular:
- Draft minutes are assembled from what the board recorded. The board is responsible for reviewing, correcting and approving them.
- Quorum and notice indicators are aids, based on the information entered; they do not decide whether a meeting was valid.
- The compliance calendar is a set of reminders, currently for California associations, each with its citation. It may not include every obligation that applies to your association, and it is not a substitute for advice from the association’s attorney or accountant.
- The assistant can make mistakes. Check what it tells you before relying on it.
3. Accounts and access
Each association’s account is held by the association, not by any one director. The board decides who is seated and therefore who can sign in, and a director’s access ends when their term ends. The association is responsible for keeping its roster current, for what its users do in Heemah, and for keeping sign-in details secure. Tell us right away at [email protected] if you believe an account has been accessed without permission.
4. The association’s data
Everything the board puts into Heemah belongs to the association. The association gives us permission to store, process, display and transmit it only as needed to provide Heemah, keep it secure and support the association. We claim no other rights to it. The association is responsible for having the right to store what it uploads, including any personal information about homeowners or others.
Any director can export all of the association’s records at any time, in plain files and spreadsheets that open without Heemah. How we handle personal information is described in our Privacy Policy.
5. Free trial, plans and billing
- Free trial. A new association gets a 30-day free trial with every feature. No payment card is needed to start it.
- Plans. Prices are listed on heemah.com and depend on the size of the association (its number of units). Every plan includes every feature and every director. Associations larger than our listed plans are quoted and invoiced individually.
- Billing. Plans are billed monthly or yearly in advance, by card through our payment processor, Stripe, and renew automatically until cancelled. If a plan is chosen during the trial, the first charge happens when the trial ends. Prices do not include taxes, which we add where required.
- Size. If the association grows past its plan’s number of units, we may move it to the plan that fits from its next renewal, and will tell it beforehand.
- Price changes. We will give at least 30 days’ notice by email before a price change applies to an association’s renewal.
- Cancelling and refunds. Any director can cancel from Billing in the app. The plan stays active until the end of the period already paid for, and we do not refund partial periods unless the law requires it.
- Failed payments. If a payment fails, Stripe retries it and the board keeps working meanwhile. If it still cannot be collected, the account is treated like an ended trial (below).
6. When a trial or plan ends
If the trial ends without a plan being chosen, or a plan ends, the board can still sign in, choose a plan and export all of its records, but cannot otherwise use Heemah. Nothing is deleted because a trial or plan ended. If the association wants its account deleted, it can ask us, and we will delete its records as described in the Privacy Policy.
7. Acceptable use
You may not:
- use Heemah to break the law or to infringe anyone’s rights, including their privacy;
- upload malicious code, or try to get into another association’s records or our systems;
- overload, disrupt or probe Heemah, or scrape it by automated means;
- resell Heemah or use it to build a competing product.
We may suspend access that puts Heemah, its users or other associations at risk, and will tell you why.
8. Availability and changes to Heemah
We work to keep Heemah available and the board’s records safe, including daily backups, but we do not promise that it will be uninterrupted or error-free. We may improve and change features. If we stop offering Heemah, we will give at least 60 days’ notice so the association can export its records.
9. Warranty and liability
Except as these terms say otherwise, Heemah is provided “as is” and “as available,” and we disclaim all implied warranties, including merchantability, fitness for a particular purpose and non-infringement, to the extent the law allows.
To the extent the law allows, neither VLO Labs nor the association will be liable to the other for indirect, incidental, special, consequential or punitive damages, or for lost profits or revenue. Our total liability for any claim relating to Heemah is limited to the greater of the amount the association paid us in the 12 months before the claim arose and US $100. These limits do not apply where the law does not allow them.
10. Ending these terms
The association can stop using Heemah at any time by cancelling its plan and, if it wishes, asking us to delete its account. We may end these terms if the association seriously breaches them and does not fix the breach within 30 days of our notice. Sections 4, 9, 11 and 13 continue after these terms end.
11. Governing law
These terms are governed by the laws of the State of California, without regard to its conflict-of-law rules. Any dispute that we cannot settle by email will be heard in the state or federal courts in Los Angeles County, California, and the association and we each agree to their jurisdiction.
12. Changes to these terms
If we change these terms, we will update the date at the top. If a change is significant, we will tell account holders by email at least 30 days before it takes effect. Continuing to use Heemah after that means accepting the new terms.
13. Contact
[email protected], or write to VLO Labs, Inc., Los Angeles, California, United States.