Terms of Use

Last updated: November 3, 2026

These terms cover your use of hoagenius.com (the "site"), run by HOAgenius, a small Texas business based in the Houston area ("HOAgenius," "we," "us"). We provide services to homeowners' (property owners') associations under a separate written service agreement. If that agreement conflicts with these terms, the service agreement controls.

1. Not legal advice; not a law firm

HOAgenius is not a law firm, and our team members are not acting as attorneys. We do not provide legal advice, legal opinions, or representation. Information on this site, including summaries of and links to the Texas Property Code, is general information only. It may be incomplete or out of date and is not a substitute for advice from an attorney. Laws change, and how they apply depends on your association's governing documents and facts. Consult a licensed Texas attorney for legal advice.

2. What we do and don't do

What we do. HOAgenius is software your association's board uses to handle its own paperwork. Depending on the plan the board signs up for, that can include: tools that help the board prepare drafts to review (such as courtesy and violation letters, late-dues reminders, payment-plan information, meeting notices and minutes); setting up and hosting the association's website; tracking deadlines; logging inspection notes and photos collected by the association's own board members or volunteers. Your board members write, approve and send everything themselves using our tools. We don't send letters or notices for the association.

Setting up your site. Your board sends us the documents it wants on its site. We load them once at setup, and nothing goes public until your board approves it. Please send only documents meant for owners, and leave out owner names, account balances and violation records. We use your documents only to set up your site, and we delete our working copies once setup is done. When the board posting screen arrives (Coming), your board posts its own updates.

Your documents, your words. We never change what your association's documents say. We may format them for the web, for example by converting a file to PDF or fixing the page layout, but the content stays exactly as your board gave it to us. Before anything goes public, we get written approval from a board officer (through the form on our home page, or a signed note) and keep it on file.

Tools marked Coming on our home page, including the board posting screen, deadline reminders, inspection logging and letter drafting, aren't available yet.

What we don't do. We don't make decisions for the board, hold or handle association money, sign on its accounts, approve payments, manage vendors or common areas, inspect properties, interpret governing documents, or give legal advice. We don't buy debts, take a share of anything collected, file liens, foreclose or sue. Formal collection notices, and accounts that need more, go to the association's attorney or a licensed collector. Unless a signed service agreement says otherwise, we are not the association's managing agent and we don't sign resale certificates or management certificates.

Your board stays responsible. The board makes every decision, including any fine, payment plan or enforcement step. It approves all content before anything goes out, and it remains responsible for meeting the association's legal obligations and following its governing documents. We recommend using only templates your association's attorney has approved. Each template states that it is not a substitute for the advice of an attorney.

A note on Texas law. Texas defines "management company" broadly (Tex. Prop. Code §209.002(5-a)). Depending on what your board asks us to do, some of our services could fall within that definition. Your association's attorney can advise how it applies, including what goes on your association's management certificate (§209.004).

Not available yet. The dues portal, homeowner request routing, the AI receptionist phone line and the inspection checklist app are in development and have no launch date. If we offer them later, we'll announce pricing when they launch. Today's price covers only the services available today.

Resale certificates (Coming). HOAgenius software will give the board a checklist and a deadline tracker for each resale-certificate request. The board, or an agent the association appoints, prepares, reviews, signs, dates and delivers each certificate (Tex. Prop. Code ch. 207). We don't issue, sign or deliver resale certificates, and we aren't the association's managing agent unless a signed service agreement says otherwise. The association is responsible for what the certificate says and for meeting the legal deadline. That's generally the 10th business day after a valid written request is received and the requester's authority is verified, or the 7th business day for an update. Any fee charged to the person requesting the certificate is the association's fee, set by the association within the limits in §207.003.

Deadline calendar and reminders. The calendar and its reminders are tools to help your board keep track of dates. They're a convenience, not a guarantee: a reminder can be late, missed or wrong, for example if a date we were given is wrong or an email is filtered or not delivered. Your board stays responsible for knowing and meeting its deadlines under the law and its governing documents.

3. No guarantees

We work to be accurate and timely, but we do not guarantee any particular legal outcome, and we do not guarantee that use of our services will satisfy every legal requirement that applies to an association. The site is provided "as is" and "as available," without warranties of any kind, except where the law doesn't allow that.

4. Pricing, billing and renewal

We don't publish prices on this site; pricing is available on request. The price that applies to an association is the one in its signed service agreement or order form. We don't charge anything through this website. Before we bill anything, the association signs a service agreement or order form showing its plan, price, billing period, setup fee and renewal terms.

Automatic renewal. Annual plans renew automatically for another 12 months, at the price shown in our renewal reminder, unless the association sends a cancellation request before the renewal date. At least 30 days before each annual renewal, we contact the association's billing contact with the renewal date, the renewal price (and whether it's changing) and how to cancel. Month-to-month plans renew automatically each month until canceled. A free pilot doesn't turn into a paid plan on its own. A paid plan starts only after the association signs a service agreement.

How to cancel. Any board officer, or the association's contact on file, can cancel by using the form on our home page. No meeting is needed. If you send your cancellation request before the renewal date, the plan won't renew, even if our confirmation comes later. Your service continues until the end of the current paid annual term or month, and we won't bill after that. We'll confirm the cancellation by replying to the contact details in your form message, or by phone if that's the only contact you give us. Keep a copy of your form message for your records. Refunds, if any, are set in the service agreement.

Free pilot. Our first 3 founding associations get a free 90-day pilot with no setup fee and no payment details needed. Nothing is billed during the pilot, and it doesn't turn into a paid plan on its own. Either side can end the pilot at any time. Before the pilot starts, the association signs a short written pilot agreement that states the price it would pay if it continues. A paid plan starts only if the association signs a service agreement. If the association doesn't continue after the pilot, or later cancels, we keep its site online for 60 days after service ends so the board has time to move it. We'll tell the board in writing when that period starts and again at least 14 days before the site comes down. During that time, the board can ask us for a copy of all its documents at no charge. After the site comes down, we delete the association's documents within 30 days, unless the board asks us to return them first. We keep a record of the board's approvals, but not the documents themselves, for 4 years.

Founding associations (first 3). Tools marked Coming, like the dues portal and phone line, aren't part of the founding terms. Founding associations get the first chance to try them when they launch, and we'll announce pricing then. We'll say on our home page when the 3 spots are filled.

A Complete reservation is not a purchase or a contract. Nothing is charged, and no owner records are collected until Complete is available and your association signs a service agreement.

5. Using the site

Please don't misuse the site, attempt to disrupt it, or submit others' personal information or confidential records through the contact form.

The site links to outside websites, including the official Texas Legislature statutes site. We don't control those sites and aren't responsible for their content.

6. Content you upload (portals, photos and documents; Coming)

Uploads are Coming and aren't available yet. Once they launch: when an association uses an HOAgenius website or portal, its board members and residents may upload documents, photos and maintenance requests. Only upload content you created or have the right to share. Don't post photos of people, license plates, the inside of anyone's home, or a neighbor's property, and don't post about or name individual neighbors. You let the association and HOAgenius store, display and use what you upload to run the association's site and handle your request. The association's board may hide or remove posts, and posts may become association records kept under the association's records policy, even if you remove them from your own view. Uploads aren't for emergencies: call 911, or your utility company.

Copyright complaints: if you believe something on a site we run infringes your copyright, use the form on our home page to send us the details and we'll review it and remove it if appropriate.

7. Association data belongs to the association

The documents, records, logs, photos and other content an association or its residents put into HOAgenius belong to the association (or to whoever created them). We use them only to provide services to that association. On request, and when service ends, we'll export the association's data in common file formats. After service ends, we return or delete it as the service agreement says, unless the law requires us to keep it. See §4 for how long a site stays online after service ends.

8. Limits on our liability

9. Governing law and disputes

Texas law governs these terms, without regard to conflict-of-law rules. If a dispute comes up, we'll each first try in good faith to resolve it: use the form on our home page to describe the issue, and we'll both work on it for at least 30 days before anyone goes to court. If that doesn't resolve it, any lawsuit must be brought in the state or federal courts located in Harris County, Texas, and both sides agree to those courts' jurisdiction.

10. Changes to these terms

We may update these terms. For a material change, we'll contact each association we serve, using its contact details on file, at least 30 days before the change takes effect, and we'll post the new version here with its "Last updated" date. For other visitors, changes take effect when posted.

11. Contact

HOAgenius, registered under an assumed name in Harris County, Texas
Contact us using the form on our home page.
Phone (calls only): (346) 683-2070.