Terms, Conditions, and Limitation of Responsibility

1. Informational Tool Only

Ez-ARC provides software tools to help organize architectural review submissions, documents, comments, and decisions. The service does not provide legal, engineering, architectural, construction, permitting, compliance, or insurance advice of any kind.

Ez-ARC uses artificial intelligence (AI) — including large language models — to assist with application pre-checks, guideline analysis, document extraction, committee summaries, and Q&A responses. You must understand and accept the following before relying on any AI-generated output:

• AI can make mistakes. AI-generated findings, summaries, checklists, and recommendations may be incomplete, inaccurate, outdated, or entirely wrong. AI does not read or interpret documents the way a licensed professional or HOA board member would.
• AI output is not a final decision. No AI-generated pre-check, review summary, or guideline Q&A constitutes a formal approval, denial, or legal determination. Only your HOA board or ARC committee can issue an official decision.
• Do not begin construction based on AI output alone. Never start construction, purchase materials, hire contractors, or take legal or financial action solely because an AI pre-check returned a passing result. Always obtain a formal written decision from your HOA before proceeding.
• Guidelines and rules change. AI is trained on documents uploaded to the platform. If your HOA's governing documents, CC&Rs, or architectural guidelines have been amended and the updated version has not been uploaded, the AI will analyze outdated information and may produce incorrect output.
• AI hallucinations are possible. AI systems can confidently state things that are factually incorrect ("hallucinate"). All AI output should be cross-checked against original governing documents by a qualified person.
• Third-party AI providers. AI features are powered by third-party providers (including Google Gemini and others). By using these features, you acknowledge that document content and application data may be processed by those providers under their own terms and privacy policies.

Ez-ARC expressly disclaims any liability for errors, omissions, or decisions made in reliance on AI-generated content.

3. No Guarantee of Approval or Compliance

Users are responsible for verifying all HOA rules, governing documents, municipal codes, permit requirements, property restrictions, and professional recommendations before taking action. Any review output, summary, checklist, or recommendation — whether AI-generated or human-authored — should be independently verified. Submission of an application through Ez-ARC does not guarantee approval, compliance, or any specific outcome.

4. User and HOA Responsibility

Homeowners, HOA boards, ARC committees, property managers, and administrators are solely responsible for:

• The accuracy and completeness of all information entered and documents uploaded
• All decisions made, notices sent, and deadlines tracked through the platform
• Ensuring that AI-generated content is reviewed by a qualified person before acting on it
• Compliance with all applicable laws, ordinances, and governing documents
• Notifying Ez-ARC of any security concerns, data errors, or unauthorized access

5. Limitation of Liability

To the fullest extent permitted by applicable law, Ez-ARC, its operators, owners, employees, contractors, and affiliates are not responsible or liable for any direct, indirect, incidental, consequential, punitive, or special damages arising from or related to:

• Use of or inability to use the platform
• Errors, inaccuracies, or omissions in AI-generated content
• Decisions made by HOA boards, ARC committees, or homeowners
• Construction defects, code violations, or permit failures
• Data loss, unauthorized access, or service interruptions
• Disputes between homeowners and HOA boards or committees
• Missed deadlines, fines, or legal proceedings

In no event shall Ez-ARC's total liability to any user exceed the amount paid by that user to Ez-ARC in the twelve months preceding the claim, or $100, whichever is greater.

6. Data Privacy and Security

Ez-ARC collects and stores personal information including names, email addresses, phone numbers, property addresses, and uploaded documents. This data is used solely to operate the platform and fulfill HOA management functions. We do not sell personal information to third parties. Data is stored using industry-standard security practices. However, no system is completely secure and Ez-ARC cannot guarantee the absolute security of your data.

Uploaded documents (plans, surveys, photos, PDFs) may be processed by third-party AI services for analysis purposes. Do not upload documents containing sensitive personal information beyond what is required for the architectural review process.

7. Acceptable Use

You agree not to:

• Upload false, misleading, or fraudulent information or documents
• Attempt to access another user's account or data
• Use the platform to harass, threaten, or harm other users
• Reverse-engineer, scrape, or misuse the platform or its AI features
• Use AI outputs to misrepresent a formal HOA approval to any third party

Violation of these terms may result in immediate account termination and, where applicable, notification to your HOA.

8. Notifications and Communications

By creating an account, you agree that Ez-ARC, HOA administrators, managers, or committee members may contact you using the email address, phone number, and other contact details you provide. Communications may include account updates, membership status, application decisions, committee questions, deadline reminders, and HOA announcements via email, SMS/text, or other digital channels. Message and data rates may apply. You may opt out of non-essential communications at any time by contacting your HOA administrator.

9. Changes to These Terms

Ez-ARC reserves the right to update these terms at any time. Changes will be posted on this page with an updated date. Continued use of the platform after changes are posted constitutes acceptance of the updated terms.

10. Governing Law

These terms are governed by the laws of the State of North Carolina, United States, without regard to its conflict of law provisions. Any disputes arising from these terms or the use of Ez-ARC shall be resolved exclusively in the courts of Wake County, North Carolina.

11. Acceptance

By creating an account, signing in, uploading documents, submitting an application, or otherwise using Ez-ARC, you confirm that you are at least 18 years old, have read and understood these terms, and agree to be bound by them. If you are using Ez-ARC on behalf of an HOA or organization, you represent that you have the authority to bind that organization to these terms.