Legal & Compliance

By accessing or using SparksVault ("Platform", "Service", "we", "us", "our"), a cloud-based property management software-as-a-service operated by SparksVault, headquartered in Austin, Texas, you ("User", "Subscriber", "Customer") agree to be bound by these Terms of Service ("Terms").

If you do not agree with any part of these Terms, you must not access or use the Platform. Your continued use of the Platform following any posted changes constitutes your acceptance of those changes.

These Terms, together with our Privacy Policy, Disclaimer, and Acceptable Use Policy, constitute the entire agreement between you and SparksVault with respect to the Platform.

SparksVault is a comprehensive, cloud-based property management platform designed for landlords, property management companies, homeowners association (HOA) administrators, accountants, leasing agents, maintenance technicians, and their invited team members and tenants.

The Platform provides, among other features:

• Multi-organization and multi-property portfolio management
• Tenant and owner portal access with role-based permissions
• Lease creation, management, and electronic signature workflows
• Rent collection, payment ledger tracking, and owner statements
• Maintenance request submission, tracking, vendor assignment, and work-order management
• Recurring maintenance scheduling and automated task management
• Financial reporting, accounting module, profit & loss statements, and bank reconciliation
• Document management, lease templates, and email template library
• Announcement broadcast, in-app messaging, and notifications
• HOA board member management and meeting coordination
• AI-powered portfolio insights, risk analytics, and maintenance triage via the AI Copilot
• Automated workflow rules triggered by platform events
• Google Places API address autocomplete for accurate property address capture
• Inspection management and reporting
• Vendor directory and management
• Real-time data synchronisation across devices

SparksVault serves customers across the United States with particular focus on property managers and landlords operating in Texas. Service availability is subject to change; features may be added, modified, or discontinued with notice.

To register for and use SparksVault you must:

• Be at least 18 years of age;
• Have the legal authority to manage or administer the properties or organizations listed on the Platform, or be an authorised representative of such person or entity;
• Provide accurate, complete, and current registration information;
• Maintain the security and confidentiality of your login credentials; and
• Not create an account for any deceptive, fraudulent, or unauthorised purpose.

You are responsible for all activity that occurs under your account, whether or not authorised by you. Notify us immediately at legal@sparksvault.com if you suspect any unauthorised access to or use of your account. SparksVault is not liable for any loss or damage arising from your failure to protect your credentials.

SparksVault uses a role-based access control system. The following roles exist on the Platform:

• Property Owner / Owner: Full administrative access including workspace creation, billing management, and all features.
• Property Manager: Portfolio-wide management rights including properties, tenants, leases, and financial data.
• Leasing Agent: Limited to tenant and lease management within assigned properties.
• Accountant: Access to financial data, accounting, payments, and reporting. Cannot add properties or modify lease terms.
• Maintenance Technician: Limited to maintenance requests, work orders, and vendor coordination.
• Tenant / Owner-Occupant: Restricted portal access to their own lease, payment history, maintenance submissions, documents, and communications.
• Vendor: Read access to assigned maintenance work orders.

You are responsible for ensuring that all users invited into your workspace are properly authorised and understand their obligations under these Terms.

SparksVault offers subscription-based access. Current plan details, pricing, and included features are described on our website at https://sparksvault.com and within the Platform at the time of purchase.

• All fees are denominated in U.S. dollars and are non-refundable except as expressly stated herein or required by applicable law.
• We may update fees with at least 30 days' written notice via email or in-app notification.
• Failure to pay applicable fees may result in suspension or termination of your account and loss of access to your data.
• You authorise SparksVault to charge your payment method on file for all applicable fees on the agreed billing cycle.
• Texas state sales tax will be applied where required under the Texas Tax Code.

SparksVault includes an AI Copilot feature that analyzes your portfolio data to provide insights, risk assessments, draft communications, and recommendations. You acknowledge that:

• AI-generated outputs are for informational purposes only and do not constitute legal, financial, tax, or investment advice.
• You are solely responsible for any decisions made based on AI-generated content.
• AI predictions and risk scores are probabilistic estimates, not guarantees of outcomes.
• Automated workflow rules you create are your responsibility; SparksVault is not liable for actions triggered by rules you configure.
• Draft communications generated by the AI Copilot must be reviewed and approved by you before sending to tenants or third parties.

You agree NOT to use the Platform to:

• Violate any applicable federal, state, or local law or regulation;
• Harass, intimidate, discriminate against, or threaten tenants, vendors, team members, or other users;
• Upload, transmit, or distribute malicious code, viruses, spyware, or conduct denial-of-service attacks;
• Misrepresent your identity or impersonate any person, organization, or government authority;
• Reverse-engineer, decompile, disassemble, or attempt to extract source code from the Platform;
• Resell, sublicense, or otherwise commercialise access to the Platform without prior written consent from SparksVault;
• Engage in unauthorised data scraping, bulk extraction, or automated access beyond permitted API usage;
• Use the Platform to store, process, or transmit payment card data in violation of PCI DSS standards;
• Interfere with or disrupt the integrity or performance of the Platform or its underlying infrastructure.

Violations may result in immediate account suspension, termination, and/or legal action without refund.

SparksVault retains all right, title, and interest in and to the Platform, including all software, source code, algorithms, user interfaces, designs, trademarks, logos, trade names, service marks, and documentation ("SparksVault IP"). Nothing in these Terms transfers any ownership of SparksVault IP to you.

These Terms grant you a limited, non-exclusive, non-transferable, revocable licence to access and use the Platform solely for your legitimate property management purposes in accordance with these Terms.

You retain full ownership of all data, content, and materials you upload to the Platform ("Your Content"). By uploading Your Content, you grant SparksVault a limited, worldwide, royalty-free licence to process, store, and display Your Content solely as necessary to provide the Service to you.

SparksVault integrates with or relies upon third-party services including, without limitation:

• Google Firebase for cloud database, authentication, and hosting;
• Google Places API for address autocomplete;
• SendGrid for transactional email delivery;
• Google Cloud Storage for file and document storage;
• OpenRouter / Google Gemini for AI Copilot features — portfolio data transmitted to these services for AI analysis is processed under their respective data processing terms and is not used to train general AI models.

Your use of third-party services integrated with SparksVault is governed by each third party's own terms and privacy policies. SparksVault is not responsible for the practices, performance, or content of third-party services. We maintain data processing agreements with third-party sub-processors as required by applicable law.

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, SPARKSVAULT AND ITS OFFICERS, DIRECTORS, EMPLOYEES, AGENTS, LICENSORS, AND SERVICE PROVIDERS SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, EXEMPLARY, OR PUNITIVE DAMAGES, INCLUDING BUT NOT LIMITED TO LOSS OF PROFITS, DATA, GOODWILL, BUSINESS INTERRUPTION, OR OTHER INTANGIBLE LOSSES, ARISING OUT OF OR IN CONNECTION WITH YOUR USE OF OR INABILITY TO USE THE PLATFORM.

OUR AGGREGATE TOTAL LIABILITY TO YOU FOR ANY AND ALL CLAIMS ARISING UNDER THESE TERMS SHALL NOT EXCEED THE GREATER OF (A) THE TOTAL FEES PAID BY YOU TO US IN THE TWELVE (12) MONTHS IMMEDIATELY PRECEDING THE EVENT GIVING RISE TO THE CLAIM, OR (B) ONE HUNDRED U.S. DOLLARS ($100).

Some jurisdictions do not allow certain exclusions or limitations of liability. In such jurisdictions, our liability is limited to the fullest extent permitted by applicable law.

You agree to indemnify, defend, and hold harmless SparksVault and its affiliates, officers, directors, employees, agents, contractors, licensors, and service providers from and against any and all claims, liabilities, damages, judgments, losses, costs, expenses, or fees (including reasonable attorneys' fees) arising out of or relating to:

• Your use of or access to the Platform;
• Your violation of these Terms or any applicable law or regulation;
• Your violation of any rights of a third party, including tenant rights, privacy rights, or intellectual property rights;
• Any dispute between you and a tenant, co-owner, vendor, team member, or other third party;
• Your Content or any data you upload, transmit, or make available through the Platform.

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, TITLE, AND NON-INFRINGEMENT. SPARKSVAULT DOES NOT WARRANT THAT THE PLATFORM WILL BE UNINTERRUPTED, ERROR-FREE, SECURE, OR FREE OF VIRUSES OR OTHER HARMFUL COMPONENTS.

WE DO NOT WARRANT THAT THE RESULTS OBTAINED FROM USE OF THE PLATFORM WILL BE ACCURATE OR RELIABLE. ANY CONTENT OBTAINED THROUGH THE PLATFORM IS OBTAINED AT YOUR OWN DISCRETION AND RISK.

Either party may terminate these Terms at any time. SparksVault may suspend or terminate your account immediately and without notice for material violations of these Terms, non-payment of fees, or conduct that poses a risk of harm to SparksVault, other users, or third parties.

Upon termination: (a) your licence to access the Platform immediately ceases; (b) you may export your data within 30 days; and (c) after 30 days SparksVault may delete or anonymise your data in accordance with its data retention policy. Provisions that by their nature should survive termination will survive, including Sections 9, 11, 12, 13, and 15.

SparksVault reserves the right to update or modify these Terms at any time. We will notify you of material changes by email to your registered address and/or via in-app notice at least 30 days before the changes take effect. Your continued use of the Platform after the effective date of changes constitutes your acceptance of the updated Terms. If you do not agree to the updated Terms, you must stop using the Platform before the effective date.

Entire Agreement: These Terms, together with our Privacy Policy and Acceptable Use Policy, constitute the entire agreement between you and SparksVault with respect to the Platform and supersede all prior agreements.

Severability: If any provision of these Terms is found unenforceable, that provision will be modified to the minimum extent necessary, and the remaining provisions will remain in full force.

Waiver: Failure by SparksVault to enforce any right under these Terms does not constitute a waiver of that right.

Assignment: You may not assign or transfer your rights under these Terms without SparksVault's prior written consent. SparksVault may assign these Terms without restriction.

Notices: Legal notices to SparksVault must be sent to legal@sparksvault.com.

This Privacy Policy describes how SparksVault ("SparksVault", "we", "us", "our") collects, uses, discloses, and protects information about you when you use our Platform. By using SparksVault, you consent to the practices described in this policy.

SparksVault operates as both a data controller (for information we collect directly about you as a subscriber) and a data processor (when we process tenant or third-party data on your behalf at your direction).

Account & Registration Information: Full name, email address, phone number, company or organization name, job title, billing and payment information, and authentication credentials.

Property & Portfolio Data: Property addresses, unit details, lease terms, rent amounts, payment history, maintenance records, inspection reports, owner statements, and financial data you enter into the Platform.

Tenant & Occupant Data: Names, contact information, lease agreements, payment records, maintenance requests, and communications between you and your tenants that you enter or generate through the Platform.

Usage & Device Data: IP address, device type, operating system, browser type and version, pages and features accessed, time spent on each page, error logs, and click-stream data, collected automatically through cookies and similar technologies.

Communications Data: In-app messages, announcements, support tickets, and any other communications you send through the Platform.

Document & File Data: Lease documents, inspection photos, uploaded files, and any other content you store on the Platform.

Organization Data: Organization name, type, team size, logo, address, phone, website, and description entered during onboarding or profile setup.

• To create and manage your account and provide access to the Platform;
• To deliver, maintain, secure, and improve Platform features and functionality;
• To process payments, generate invoices, and manage billing;
• To send transactional communications (receipts, password resets, invitation emails);
• To provide automated reminders for rent due dates, lease renewals, and maintenance follow-ups;
• To power AI Copilot features including portfolio analysis, risk scoring, and draft communications — all processed solely on your account's data;
• To provide customer support and respond to your enquiries;
• To detect, investigate, and prevent fraudulent transactions, abuse, and security incidents;
• To comply with applicable legal obligations, court orders, and regulatory requirements;
• To generate anonymised, aggregated analytics about overall Platform usage trends (never attributable to individual users).

We do not sell, rent, or share your personal data or your tenants' data with third parties for their marketing purposes.

We disclose data only in the following circumstances:

• Service Providers: We engage trusted third-party vendors (cloud infrastructure, payment processors, email delivery providers, and AI processing services) who process data on our behalf under strict confidentiality obligations and data processing agreements. Current key providers include Google Firebase, Google Cloud, SendGrid, and OpenRouter (Google Gemini) for AI features.
• Legal Requirements: We may disclose information if required by law, regulation, valid legal process (such as a court order or subpoena), or to protect the rights, property, or safety of SparksVault, our users, or the public.
• Business Transfers: In the event of a merger, acquisition, asset sale, or corporate restructuring, your data may be transferred to the successor entity. We will provide notice before such a transfer and describe your options.
• With Your Consent: We may share information for other purposes with your explicit prior consent.

When you use AI Copilot features, relevant portfolio data (property details, lease summaries, payment records, and maintenance data scoped to your workspace) is transmitted to our AI service provider (currently OpenRouter using Google Gemini models) solely for the purpose of generating the requested analysis or response. This transmission is subject to the following conditions:

• Data sent to AI providers is used only to fulfil your specific request and is not used to train general-purpose AI models;
• We do not send Social Security numbers, payment card numbers, or government-issued ID numbers to AI providers;
• AI-generated responses may be logged temporarily for debugging and quality assurance purposes and are deleted within 30 days;
• You may opt out of AI Copilot features by simply not using them — no portfolio data is sent to AI providers unless you actively request an AI analysis.

When you collect and store tenant personal information through SparksVault, you act as the data controller for that information. SparksVault acts solely as a data processor on your behalf. You are responsible for:

• Ensuring you have a lawful basis to collect and process tenant personal data;
• Providing tenants with appropriate privacy notices as required by law;
• Complying with the Fair Credit Reporting Act (FCRA) if you use the Platform for tenant screening;
• Responding to tenant data access, correction, or deletion requests;
• Complying with the Texas Data Privacy and Security Act (TDPSA) and any other applicable state privacy laws.

We implement industry-standard technical and organizational security measures to protect your data, including:

• Encryption in transit using TLS 1.2 or higher;
• Encryption at rest for stored data;
• Role-based access controls limiting data access to authorised personnel;
• Regular security assessments and monitoring;
• Firebase Security Rules restricting client-side database access.

All data is stored on Google Cloud infrastructure in United States data centres. While we take appropriate precautions, no method of transmission over the internet or electronic storage is 100% secure. In the event of a data breach affecting your personal information, we will notify you in accordance with applicable Texas breach notification law (Tex. Bus. & Com. Code § 521.053) and federal requirements.

We retain your account and workspace data for the duration of your active subscription and for up to 90 days after account termination, after which it is deleted or anonymised unless a longer retention period is required by applicable law.

Backup copies may be retained for up to 30 additional days. You may request earlier deletion of your personal data by contacting legal@sparksvault.com. Requests will be processed within 30 days, subject to any legal retention obligations.

Depending on your location and applicable law, you may have the following rights with respect to your personal information:

• Right to Access: Obtain confirmation of whether we process your personal data and receive a copy;
• Right to Correction: Request correction of inaccurate or incomplete data;
• Right to Deletion: Request deletion of your personal data (subject to legal retention obligations);
• Right to Data Portability: Receive your data in a structured, machine-readable format;
• Right to Opt Out of Marketing: Unsubscribe from promotional communications at any time via the unsubscribe link in our emails or by contacting us;
• Right to Non-Discrimination: We will not discriminate against you for exercising your privacy rights.

To exercise any of these rights, email legal@sparksvault.com. We will respond within 30 days. We may require identity verification before fulfilling your request.

SparksVault is not directed to individuals under the age of 18, and we do not knowingly collect personal information from minors. If we become aware that we have inadvertently collected data from a minor, we will take immediate steps to delete it. If you believe a minor has provided us with personal information, please contact legal@sparksvault.com.

If you access SparksVault from outside the United States, your information may be transferred to, stored, and processed in the United States. By using the Platform you consent to this transfer. We ensure appropriate safeguards are in place for any such transfers in accordance with applicable law.

The information, tools, reports, templates, and AI-generated content available through SparksVault are provided for general informational and operational purposes only. Nothing on the Platform constitutes, and should not be relied upon as, legal advice, financial advice, tax advice, accounting advice, investment advice, or any other form of professional advice.

You should consult a qualified attorney, accountant, tax professional, or other licensed advisor before making any decision that could have legal, financial, or tax implications — including decisions related to lease terms, eviction proceedings, security deposit handling, fair housing compliance, property valuation, and owner distributions.

The AI Copilot feature provides portfolio analytics, risk scores, delinquency predictions, maintenance triage, and draft communications based on the data you have entered into the Platform. You acknowledge that:

• AI-generated outputs are probabilistic estimates, not guarantees or predictions of actual outcomes;
• Risk scores (e.g., late payment probability, churn risk) are based on available data and statistical models and may not reflect actual tenant behaviour or circumstances;
• Draft communications, letters, and notices generated by the AI require your review and must be customised before use — SparksVault is not responsible for the legal sufficiency or accuracy of AI-drafted communications;
• You bear sole responsibility for any actions taken based on AI-generated outputs.

While we strive to maintain high availability and accuracy, we make no representations or warranties that:

• The Platform will be uninterrupted, error-free, or free from technical issues;
• Financial reports, payment calculations, or ledger balances are error-free or suitable for use in legal proceedings or official filings;
• Lease templates or document templates provided on the Platform are legally compliant in every jurisdiction or for every situation;
• Electronic signatures executed through the Platform will be accepted by all courts, agencies, or counterparties in every circumstance.

SparksVault may contain links to or integrations with third-party websites, services, and applications. These links are provided for convenience only. SparksVault does not control, endorse, or assume responsibility for the content, privacy practices, accuracy, or availability of any third-party services. Your use of third-party services is governed by their own terms and policies.

Any market rent suggestions, pricing recommendations, or comparable property data provided through the Platform (including via the AI Copilot) are estimates based on available data and are not appraisals or official valuations. Actual market conditions may differ. Such data should not be used as the sole basis for rental pricing decisions.

It is your sole responsibility to ensure your use of the Platform and your property management activities comply with all applicable federal, state, and local laws, regulations, and ordinances — including but not limited to fair housing laws, landlord-tenant statutes, eviction procedures, building codes, and zoning requirements. SparksVault provides tools to assist your compliance efforts but does not guarantee compliance and does not act as your compliance advisor.

Cookies are small text files placed on your device by websites you visit. SparksVault uses cookies and similar tracking technologies (such as local storage and session storage) to operate the Platform and improve your experience.

Essential / Strictly Necessary Cookies: Required for the Platform to function. These include authentication tokens, session identifiers, and security cookies. You cannot opt out of these without ceasing to use the Platform.

Functional / Preference Cookies: Remember your preferences such as dark/light mode, selected organization, and UI layout settings. These improve your experience but are not strictly required.

Analytics Cookies: Collect anonymised information about how users interact with the Platform (e.g., pages visited, time spent, errors encountered) to help us improve features. We use aggregated, non-identifiable data only.

Local & Session Storage: We use browser local storage to persist certain user preferences (such as your selected role and organization) between sessions. Session storage is used for temporary data during your browser session.

You can control cookies through your browser settings. Most browsers allow you to refuse, delete, or be notified before cookies are placed. Disabling essential cookies will prevent you from using the Platform. Disabling functional cookies may reduce your experience quality.

For Google Firebase authentication cookies specifically, disabling them will prevent you from logging in. These are essential and cannot be disabled while using the Platform.

Google Firebase and Google Analytics may set their own cookies when you use the Platform. These are governed by Google's Privacy Policy available at policies.google.com/privacy.