Terms of Service

1. The service

Lobby is a software platform for community associations (condominiums, HOAs, co-ops) and the companies that manage them. Its available solution, Doorman, gives a community its public website, a private owners' portal with a document vault, and a concierge that answers from the association's own records. Other solutions (Intake, Gateway, Round, Desk) are announced as in development or planned and are not part of the contracted service until an accepted proposal includes them. The accepted estimate, proposal, or statement of work (“SOW”) defines project deliverables, assumptions, exclusions, schedule, responsibilities, and criteria, and controls where it differs from these terms.

Hosting, support, operation, or ongoing improvement are optional, separate services only when an accepted proposal includes them. Lobby is a technology-service provider: we do not make business decisions for you, act as your lawyer, accountant, property manager, or legal records custodian, or guarantee business outcomes, system autonomy, or legal compliance. You must review the work and obtain professional advice when appropriate.

2. Account, organization, and authority

You must be at least 18 and authorized to bind the organization you represent. You are responsible for accurate information, the people you invite, appropriate role assignments, and activity under your accounts. Protect sign-in links and promptly tell us about unauthorized access.

Upload or publish only data, images, documents, and marks you have the right to use. You are responsible for notices, consents, and authority needed for information about residents, prospects, and other people.

3. Content, private files, and AI

You retain rights in content you provide and grant us a limited license to host, copy, transform, and display it only to provide the service. Administrators control what is public or private. Preview links are unpublished capabilities: anyone holding one may view that draft, so share it carefully.

AI features can produce errors, omissions, or unsuitable language. An agent may create drafts, but an authorized person must review and publish them. Concierge answers from available material; it does not replace the source document or give legal advice. Verify every output before relying on it.

4. Projects, recurring services, and cancellation

The estimate, proposal, or SOW states project scope, milestones, payment schedule, and any optional recurring service. Amounts are in U.S. dollars and exclude applicable taxes. Out-of-scope work requires an additional agreement.

A project does not itself require a monthly membership. Only a recurring service included in an accepted proposal renews month to month until canceled. Cancel before the renewal date to avoid the next charge. Cancellation takes effect at the end of the paid period; we do not give prorated refunds or credits for partial periods except where law requires. We may suspend work or access for overdue amounts. If we change a recurring price, we will give reasonable advance notice so you may cancel.

5. Payments

Stripe processes checkout, subscriptions, and payments. Lobby does not receive or store your full card number. Your Stripe use is also governed by Stripe’s terms. You are responsible for taxes and correct billing information. A provider event or technical receipt alone does not guarantee final bank settlement.

6. Messages and acceptable use

Sign-in and invitation messages are operational. The sales workspace permits only individual messages to contacts with a legitimate request or relationship; purchased or scraped lists and unsolicited bulk mail are prohibited. You are responsible for permission to contact each recipient and for honoring opt-outs and applicable law.

Do not use Lobby to violate law or another’s rights; introduce malware; harass; publish deceptive content; access another organization; evade roles, limits, or security; overload the service; resell without agreement; or seek source code or credentials. We may block content or suspend access when reasonably needed to protect people, data, or the service.

7. Availability and third parties

We work to keep Lobby available but promise no uninterrupted service, instant recovery, or service level unless agreed in writing. We rely on providers including Railway, Cloudflare, Resend, Anthropic, Replicate, and Stripe, whose errors or changes may affect features. We may change the service and will give reasonable notice when a material change affects a core feature.

8. Privacy and retention

Our Privacy Policy describes information handling and is part of these terms. You control your organization’s records and are responsible for legal retention periods. We retain data while service is active and afterward only for legal, security, backup, dispute, or accounting needs. An authorized deletion or purge may be irreversible.

9. Intellectual property

Lobby, its software, design, and brand belong to IFENCEPRO LLC or its licensors. While your account is active, you receive a limited, nonexclusive, nontransferable, revocable right to use the service. We may use feedback to improve Lobby without payment obligation.

10. Warranties and liability

The service is provided “as is” and “as available.” To the fullest extent permitted by law, we disclaim implied warranties of merchantability, fitness for a particular purpose, and noninfringement. We do not guarantee design, AI, search, email delivery, legal-compliance, or third-party results.

To the fullest extent permitted by law, we are not liable for indirect, special, incidental, consequential, or punitive damages, or lost profits, business, or data. Our total liability for all Lobby-related claims will not exceed what you paid us during the twelve months before the event giving rise to the claim. Some limits may not apply where law disallows them.

11. Indemnification

You will defend and indemnify IFENCEPRO LLC against claims and reasonable costs arising from your content, breach, unlawful use, data you lacked the right to provide, or messages sent without authority. This does not apply to the extent caused by our own unlawful conduct.

12. Termination

You may cancel a recurring service under section 4. Project termination and its effect on milestones, completed work, materials, and payments are governed by the proposal or SOW. We may suspend or terminate for material breach, nonpayment, security risk, or legal requirement. Your right to use the affected service ends upon termination. Provisions that by nature should survive—including amounts owed, ownership, liability, indemnification, law, and necessary retention—continue.

13. Law and venue

Florida law governs these terms without its conflict rules. State and federal courts located in St. Lucie County, Florida have exclusive jurisdiction, and both parties consent to that venue.

14. Changes and general terms

We may update these terms and will post the effective date. We will give additional notice of material changes when law requires. If one provision cannot be enforced, the others remain. A failure to enforce once is not a future waiver. You may not assign the agreement without consent; we may assign it in a reorganization or sale. These terms, the policy, and each accepted estimate, proposal, or SOW are the entire agreement for your work; the proposal or SOW controls the commercial scope and any term that expressly modifies these terms.

15. Notices and contact