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Terms of Service

Last Updated: April 9, 2026

1. Agreement to Terms

These Terms of Service ("Terms") constitute a legally binding agreement between you ("User," "you," or "your") and Valzero Inc. ("Company," "we," "us," or "our"), governing your access to and use of the RecordGuards platform ("Platform"), accessible at https://recordguards.com and all associated subdomains.

By accessing or using the Platform, you acknowledge that you have read, understood, and agree to be bound by these Terms. If you are accessing the Platform on behalf of a community association, condominium, homeowners association, or cooperative ("Association"), you represent and warrant that you have the authority to bind that Association to these Terms.

If you do not agree to these Terms, you must not access or use the Platform.

2. Description of Service

RecordGuards is a compliance management platform designed for Florida community associations, including condominiums governed by Florida Statute Chapter 718, homeowners associations governed by Chapter 720, and cooperative associations governed by Chapter 719.

The Platform provides:

  • Document vault and management — secure storage, categorization, and retrieval of association records
  • Compliance scorecards — tracking of statutory compliance obligations
  • Deadline tracking — monitoring of statutory deadlines, insurance expirations, and inspection requirements
  • Managed services — compliance specialist support for document operations and reporting
  • AI-assisted document classification — automated categorization of uploaded documents (see Section 8)
  • Optical character recognition (OCR) — text extraction from uploaded documents (see Section 8)
  • Electronic notice consent management — tracking and management of unit owner electronic notice consent per Florida statute
  • Compliance reporting — generation of compliance status reports

The specific features available to you depend on your subscription tier and user role.

3. Professional Disclaimer

RecordGuards IS A TECHNOLOGY PLATFORM. IT IS NOT A LAW FIRM AND DOES NOT PROVIDE LEGAL ADVICE.

The Platform provides compliance management tools, document organization, and reporting features. Nothing on the Platform constitutes legal advice, and no attorney-client relationship is created between you and Valzero Inc. by your use of the Platform.

The compliance scorecards, document classifications, deadline tracking, and other features provided by the Platform are informational tools only. They are not substitutes for professional legal counsel. You should consult a Florida-licensed attorney before making any legal, financial, or compliance decisions based on information provided by the Platform.

Valzero Inc. is not responsible for ensuring your Association's compliance with any statute, regulation, or legal obligation. You retain full responsibility for your Association's compliance.

4. Accounts and Registration

4.1 Account Creation

To use the Platform, you must create an account. You agree to provide accurate, current, and complete information during registration and to keep your account information updated.

4.2 Account Security

You are responsible for maintaining the confidentiality of your login credentials and for all activities that occur under your account. You agree to notify us immediately of any unauthorized use of your account.

4.3 User Roles

The Platform supports multiple user roles with varying levels of access, including but not limited to: Guest, Tenant (Resident), Owner, Staff, and Admin. Your access to Platform features is determined by the role assigned to you by your Association's administrator or by Valzero Inc..

4.4 Account Termination

We reserve the right to suspend or terminate your account if you violate these Terms or if your Association's subscription is terminated or cancelled.

5. Managed Services

5.1 Service Model

RecordGuards operates as a managed compliance service. A compliance specialist employed or contracted by Valzero Inc. may perform services on behalf of your Association, including but not limited to: uploading and categorizing documents, monitoring compliance deadlines, generating reports, and maintaining scorecard accuracy.

5.2 Scope of Services

The specific scope of managed services is governed by the service agreement or retainer contract between Valzero Inc. and your Association. These Terms govern your use of the Platform itself; the service agreement governs the managed services provided.

5.3 Association Responsibility

Managed services supplement, but do not replace, your Association's legal obligations. Your Association remains solely responsible for its statutory compliance, record-keeping obligations, and governance decisions.

6. Subscription and Payment

6.1 Fees

Access to the Platform requires a paid subscription. Subscription fees, payment terms, and billing cycles are specified in the service agreement between Valzero Inc. and your Association.

6.2 Payment Processing

Payment processing is handled by Stripe, Inc. ("Stripe"). By providing payment information, you agree to Stripe's terms of service. Valzero Inc. does not store credit card numbers on the Platform.

6.3 Estoppel Certificate Fees

Estoppel certificate requests may incur per-request fees as permitted by Florida Statute. Fees are disclosed at the time of request and processed through Stripe.

7. User Content and Documents

7.1 Ownership

You retain all ownership rights in documents and content you upload to the Platform ("User Content"). By uploading User Content, you grant Valzero Inc. a limited, non-exclusive license to store, process, display, and transmit your User Content solely as necessary to provide the Platform services.

7.2 Document Integrity

The Platform uses SHA-256 hashing for document deduplication and integrity verification. Uploaded documents are stored in their original form on secure cloud storage.

7.3 Prohibited Content

You agree not to upload content that:

  • Violates any applicable law or regulation
  • Infringes any third party's intellectual property rights
  • Contains malware, viruses, or other harmful code
  • Contains personally identifiable information of minors except as required by association records

7.4 Document Retention

The Platform applies document retention periods based on Florida statutory requirements (including FL §718.111(12), §718.112, and §553.899). Retention period tracking is an informational tool; your Association is responsible for its own retention compliance.

8. Artificial Intelligence and Automated Processing

8.1 AI-Assisted Document Classification

The Platform uses artificial intelligence ("AI") to assist with categorizing uploaded documents. AI classification is provided by third-party AI service providers, which may include Anthropic (Claude), OpenAI, and Google (Gemini).

AI classifications are advisory only. They are generated through pattern recognition and may not be 100% accurate. All AI classifications should be reviewed by a qualified person before reliance. Documents that fall below the Platform's confidence threshold are routed to a manual review queue.

8.2 Optical Character Recognition (OCR)

The Platform uses Google Cloud Vision for optical character recognition to extract text from uploaded documents. OCR processing is always active and is not subject to the per-tenant AI toggle. OCR results may contain errors, particularly with handwritten text, poor-quality scans, or complex layouts.

8.3 AI Provider Data Handling

When documents are processed by AI or OCR services, document content is transmitted to the applicable third-party provider for processing. These providers are:

  • Anthropic (primary AI classification)
  • OpenAI (fallback AI classification)
  • Google (experimental AI classification; OCR via Cloud Vision)

Each provider processes data pursuant to their respective data processing agreements and privacy policies. Valzero Inc. selects providers that do not use customer data for model training, but you should review each provider's current data handling practices.

8.4 AI Limitation of Liability

Valzero Inc., its affiliates, and its AI providers are not liable for any damages, losses, or legal consequences resulting from reliance on AI classifications or OCR results. By using AI-powered features, you acknowledge that automated processing is advisory only and accept full responsibility for any decisions made based on automated results.

8.5 AI Toggle

Association administrators may disable AI classification on a per-tenant basis. When disabled, all documents are routed to manual classification. OCR processing remains active regardless of the AI toggle setting.

9. Electronic Communications and Consent

9.1 Communication Consent

By creating an account on the Platform, you consent to receive all communications from Valzero Inc., including legal documents, notices, compliance alerts, service communications, billing messages, and marketing materials, via email, postal mail, and platform notifications.

This consent satisfies applicable notice-delivery requirements under Florida law, including Florida Statute §718.112(2)(d) for electronic notices to unit owners.

9.2 Revocation

You may revoke communication consent at any time by contacting legal@recordguards.com or through your account's communication preferences. Revoking consent may limit your ability to use certain Platform features. Required legal notices may still be sent via postal mail as mandated by law.

9.3 Electronic Signatures

Where the Platform collects electronic signatures (e.g., on custom forms or consent documents), such signatures are intended to comply with the Florida Uniform Electronic Transaction Act (UETA, FL §668.50) and the federal Electronic Signatures in Global and National Commerce Act (ESIGN, 15 U.S.C. §7001 et seq.).

10. Privacy

Your use of the Platform is also governed by our Privacy Policy, available at /legal/privacy. The Privacy Policy describes how we collect, use, store, and share your personal information.

11. Intellectual Property

11.1 Platform Ownership

The Platform, including its design, code, features, documentation, and branding, is the intellectual property of Valzero Inc.. Nothing in these Terms grants you any right to use Valzero Inc.'s trademarks, logos, or branding without prior written consent.

11.2 Feedback

If you provide suggestions, ideas, or feedback about the Platform, you grant Valzero Inc. a non-exclusive, royalty-free, perpetual, irrevocable license to use that feedback for any purpose.

12. Prohibited Uses

You agree not to:

  • Access the Platform through automated means (bots, scrapers) except as expressly authorized
  • Attempt to gain unauthorized access to any part of the Platform or its systems
  • Interfere with or disrupt the Platform or its infrastructure
  • Use the Platform for any purpose that violates applicable law
  • Share your login credentials with unauthorized persons
  • Reverse engineer, decompile, or disassemble any part of the Platform
  • Use the Platform to store or transmit content unrelated to association management

13. Service Availability and Modifications

13.1 Availability

We strive to maintain Platform availability but do not guarantee uninterrupted access. The Platform may be temporarily unavailable for maintenance, updates, or due to circumstances beyond our control.

13.2 Modifications

We reserve the right to modify, update, or discontinue any feature of the Platform at any time. Material changes to the Platform will be communicated through the Platform or via email.

14. Cancellation and Data Export

14.1 Cancellation

Either party may terminate a subscription as provided in the applicable service agreement. Upon cancellation, a 45-day grace period applies during which your data remains accessible for export.

14.2 Data Export

Upon cancellation or upon request, Valzero Inc. will provide a complete export of your Association's data in a standard format. After the grace period, data will be securely deleted in accordance with our data retention obligations.

14.3 Reversal

During the 45-day grace period, a cancelled subscription may be reversed and service restored.

15. Disclaimers

THE PLATFORM IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, EITHER EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT.

Valzero Inc. DOES NOT WARRANT THAT:

  • THE PLATFORM WILL MEET YOUR SPECIFIC REQUIREMENTS
  • THE PLATFORM WILL BE UNINTERRUPTED, TIMELY, SECURE, OR ERROR-FREE
  • AI CLASSIFICATIONS OR OCR RESULTS WILL BE ACCURATE OR COMPLETE
  • COMPLIANCE SCORECARDS WILL REFLECT YOUR ASSOCIATION'S ACTUAL LEGAL STATUS
  • ANY ERRORS IN THE PLATFORM WILL BE CORRECTED

16. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY FLORIDA LAW, Valzero Inc. SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING BUT NOT LIMITED TO LOSS OF PROFITS, DATA, USE, OR GOODWILL, ARISING OUT OF OR IN CONNECTION WITH YOUR USE OF THE PLATFORM.

Valzero Inc.'S TOTAL LIABILITY FOR ALL CLAIMS ARISING FROM THESE TERMS SHALL NOT EXCEED THE AMOUNT PAID BY YOUR ASSOCIATION TO Valzero Inc. IN THE TWELVE (12) MONTHS PRECEDING THE CLAIM.

17. Indemnification

You agree to indemnify, defend, and hold harmless Valzero Inc., its officers, directors, employees, and agents from any claims, damages, losses, liabilities, and expenses (including reasonable attorneys' fees) arising from:

  • Your use of the Platform
  • Your violation of these Terms
  • Your violation of any law or regulation
  • Your infringement of any third party's rights
  • User Content you upload to the Platform

18. Governing Law and Dispute Resolution

18.1 Governing Law

These Terms are governed by and construed in accordance with the laws of the State of Florida, without regard to its conflict of laws principles.

18.2 Venue

Any legal action or proceeding arising under these Terms shall be brought exclusively in the state or federal courts located in Miami-Dade County, Florida, and the parties consent to the personal jurisdiction of such courts.

18.3 Dispute Resolution

Before initiating any legal proceeding, the parties agree to attempt to resolve disputes through good-faith negotiation for a period of thirty (30) days after written notice of the dispute.

19. Changes to These Terms

We may update these Terms from time to time. When we make material changes, we will notify you by email or through a notice on the Platform. Your continued use of the Platform after the effective date of revised Terms constitutes acceptance of those changes.

20. Miscellaneous

20.1 Entire Agreement

These Terms, together with the Privacy Policy and any applicable service agreement, constitute the entire agreement between you and Valzero Inc. regarding the Platform.

20.2 Severability

If any provision of these Terms is found to be unenforceable, the remaining provisions shall continue in full force and effect.

20.3 Waiver

The failure of Valzero Inc. to enforce any right or provision of these Terms shall not constitute a waiver of that right or provision.

20.4 Assignment

You may not assign your rights under these Terms without our prior written consent. Valzero Inc. may assign its rights and obligations under these Terms without restriction.

20.5 Notices

Notices to Valzero Inc. should be sent to:

Valzero Inc. Brickell, Miami, FL Email: legal@recordguards.com

21. Contact Information

If you have questions about these Terms, contact us at:

Valzero Inc. Brickell, Miami, FL Email: legal@recordguards.com

RecordGuards is a compliance management platform operated by Valzero Inc.. It is not a law firm and does not provide legal advice.