Under One Roof Property Manager

Terms of Use

Last Updated: October 3, 2026 (Version 2026.2)

Welcome to Under One Roof Property Manager. These Terms of Use ("Terms") constitute a legally binding agreement between Under One Roof Property Manager LLC ("Under One Roof", "we", "us", or "our") and the homeowners association, condominium board, property manager, resident, or contractor ("User", "you") accessing our platform, website (www.underoneroofpm.com), or software services throughout the United States of America.

1. Platform Description & Scope of Services (Nationwide Availability)

Under One Roof provides an autonomous community operating system engineered for self-governed homeowners associations, condominium regimes, housing cooperatives, and residential communities across all fifty (50) United States. Features include governing document indexing, read-only dual-ledger bank synchronization, maintenance work order dispatch with community dues credits, digital quorum tracking, meeting note-taking automation, and jurisdiction-aware statutory notice workflows.

2. Technology Platform Neutrality & Fiduciary Governance

Under One Roof is a software technology provider. We are NOT a licensed property management agency, law firm, CPA firm, or arbitration tribunal in any state or jurisdiction.

  • Fiduciary Responsibility: The elected Board of Directors retains sole statutory fiduciary responsibility and authority for association decisions under applicable state laws (including the California Nonprofit Mutual Benefit Corporation Law, Florida Not For Profit Corporation Act, Texas Business Organizations Code, and equivalent state corporate acts). This includes budget approval, reserve allocations, rule enforcement, and contractor engagements.
  • No Legal or Tax Advice: All document summaries, CC&R citations, quorum indicators, and financial reports generated by the platform are provided strictly as administrative co-pilot tools and do not constitute legal or certified public accounting advice.
  • Internal Community Disputes: Disciplinary actions, guideline interpretations, neighbor disputes, and fee waivers must be resolved directly between community members and their elected Board. Under One Roof maintains strict platform neutrality and assumes no arbitral role.

3. Instant CC&R Scanner Accuracy & Guidance Disclaimer

Our Instant CC&R Scanner uses optical character recognition (OCR) and natural language processing (NLP) to index governing documents and bylaws for rapid plain-English retrieval across diverse state recording formats.

  • Verification Requirement: While designed for high fidelity, automated summaries and clause citations are provided strictly for guidance and convenience. Board officers and members must verify citations against the recorded CC&R declaration before enacting rules, taking disciplinary action, or assessing fines.
  • Liability Limitation: Under One Roof disclaims all liability for administrative errors, omissions, or damages resulting from reliance on automated document summaries.

4. Nationwide Common Interest Community Compliance & Due Process Guardrails

The platform provides automated templates and configurable compliance presets designed to assist self-governed associations in complying with state-specific common interest community acts across all fifty (50) U.S. states (including the California Davis-Stirling Common Interest Development Act, Florida Condominium and HOA Acts Ch. 718/720, Texas Property Code Ch. 82/209, Colorado Common Interest Ownership Act (CCIOA), Illinois Condominium Property Act, Washington Uniform Common Interest Ownership Act (WUCIOA), and Uniform Common Interest Ownership Act (UCIOA) jurisdictions):

  • Due Process & Disciplinary Hearing Notices: Notice periods, hearing timelines, and right-to-cure schedules (e.g., California Civil Code §§ 4920 and 5855, Texas Property Code § 209.006, Florida Statutes § 720.305) provide automated, jurisdiction-aware guardrails.
  • Notice of Decision: Automated Notice of Decision generators assist boards in delivering written determinations within statutory deadlines following hearings.
  • Direct Mobile-Only Voting: Quorum and secret ballot voting features provide direct member voting to eliminate proxy harvesting, while associations remain responsible for appointing an independent Inspector of Elections or satisfying local electronic voting statutes (such as Fla. Stat. § 720.317) where required by state law.

5. Depository Bank Sync (Plaid) & Payment Processing (Stripe)

Association financial tracking connects to operating and reserve bank accounts via read-only Plaid feeds, and payments are processed via Stripe, Inc.:

  • Read-Only Bank Feeds: Depository bank tracking connects via Plaid under 256-bit TLS encryption. Under One Roof does not hold client funds in escrow, does not initiate unauthorized ACH debits, and displays only masked account numbers in the UI.
  • Dual-Signatory Institutional Fiduciary Control: To safeguard community reserves against fraud and unauthorized withdrawal, the platform enforces dual-signatory verification before any reserve cash disbursement is recorded, satisfying statutory mandates (such as California Civil Code § 5510) and providing institutional protection for associations nationwide.
  • Payment Processing via Stripe: Subscription billing, resident assessment collections, and security deposit pre-authorizations are processed directly via Stripe, Inc. Under One Roof complies with PCI-DSS standards by utilizing Stripe Elements; no unencrypted card numbers or CVV codes are stored on our servers.
  • Amenity Security Deposits: Temporary pre-authorization card holds for resident amenity bookings are authorized via Stripe and automatically released upon post-event inspection clearance by the board.

6. Subscription Plans, Billing & Cancellation

Access is provided on a subscription basis under published plan tiers managed via the Stripe Customer Portal:

  • Starter Plan (Up to 8 units): Flat $59/month ($53/month billed annually).
  • Growth Plan (9 to 40 units): Flat $99/month ($89/month billed annually).
  • Enterprise Dynamic (41+ units): Volume tier at $2.50/unit/month ($2.00/unit/month billed annually).
  • 14-Day Free Trial: Subscriptions begin with a 14-day evaluation period. Subscriptions may be canceled at any time from your account settings without penalty before the trial period closes.

7. AI Meeting Note-Taking Bot & Nationwide Statutory Recording Consent

The platform provides integration with AI note-taking bots (such as Fireflies.ai or Google Meet sync) to assist board secretaries across the United States in recording and compiling meeting minutes:

  • Universal All-Party Recording Consent Standard: Across the United States, wiretapping and recording laws vary between "one-party consent" (the federal baseline under 18 U.S.C. § 2511(2)(d)) and "two-party/all-party consent" (applicable in California Penal Code § 632, Florida Statutes § 934.03, Pennsylvania 18 Pa.C.S. § 5704, Illinois 720 ILCS 5/14-2, Massachusetts M.G.L. c. 272 § 99, Maryland, Montana, New Hampshire, and Washington). To guarantee absolute legal compliance across all fifty states, Under One Roof enforces the highest national standard: meeting organizers MUST provide clear verbal and visual notice to all attendees that an AI note-taking bot is recording and transcribing the proceeding. Continued participation after notice constitutes mutual consent.
  • Draft Minutes & Secretary Certification: Minutes and action items generated by the AI bot are administrative drafts only. The elected Board Secretary retains sole statutory responsibility under state common interest acts (e.g., Cal. Civ. Code § 4950, Fla. Stat. § 720.303, Tex. Prop. Code § 209.0051) to review, edit, and submit draft minutes for official board approval.
  • Executive Session Privacy Guard: Closed executive sessions (disciplinary hearings, litigation, personnel matters, contract negotiations) are strictly confidential under state statutes nationwide. Meeting hosts MUST disconnect or pause the AI note-taking bot before convening an executive session. Recording of closed executive session deliberations is strictly prohibited.

8. SMS & Text Messaging Terms (Nationwide TCPA Compliance)

When you opt in to receive text messages from Under One Roof Property Manager ("Under One Roof Resident & Community Notifications"), you agree to the following terms:

  • Program Description: Under One Roof provides automated SMS alerts for two-factor authentication (2FA) security codes, urgent community maintenance updates (e.g., water shutoffs, emergency leak repairs, elevator maintenance), and critical resident portal notifications. No marketing or promotional messages are sent.
  • Message Frequency: Message frequency varies based on your account activity and community alert settings.
  • Message & Data Rates: Message and data rates may apply. Check with your mobile carrier for plan details.
  • Opt-Out Instructions: You may cancel the SMS service at any time by replying STOP to any message. After sending STOP, you will receive a single confirmation message confirming your unsubscription.
  • Support & Help: For assistance, reply HELP to any message or contact our support team at info@underoneroofpm.com.
  • Consent Not Required: Consent to receive text messages is not a condition of purchasing any property management services, software subscriptions, or joining an association.
  • Privacy & Data Protection: No mobile phone numbers or text messaging originator opt-in data will be shared with, sold, or rented to third parties or affiliates for marketing or promotional purposes. For full details on our data protection practices, please view our Privacy Policy.
  • Carriers: Mobile carriers are not liable for delayed or undelivered messages.

9. Modifications to Terms & 30-Day Notice Protocol

We may modify these Terms from time to time to reflect statutory updates or platform enhancements:

  • Non-Material Changes: Typographical edits, formatting improvements, or administrative updates take effect immediately upon posting with an updated "Last Updated" timestamp.
  • Material Changes: Any material changes to fees, arbitration provisions, liability limitations, or data handling will be communicated to all registered association administrators and members with at least thirty (30) days prior written notice via transactional email and a conspicuous portal notification banner. Continued access to the platform following the 30-day notice period constitutes affirmative acceptance of the revised Terms.

10. Governing Law (State of California), Nationwide Scope, Mandatory Individual Arbitration & Class Action Waiver

These Terms shall be governed by and construed in accordance with the laws of the State of California, USA, without regard to conflicts of law principles, and apply uniformly to all users across the United States.

  • California Governing Law & Local Statutory Severability: All contractual rights, remedies, and platform operations between you and Under One Roof are governed by California law. Where local state common interest development acts (e.g., Texas Property Code, Florida Statutes, Colorado CCIOA) mandatorily govern an association's underlying real property rights, deed restrictions, or municipal election rules, such local laws apply to internal community actions while all platform contractual claims remain subject to California law.
  • Mandatory Binding Individual Arbitration (JAMS): Except for qualifying small claims actions, any dispute, controversy, or claim arising out of or relating to these Terms or platform usage shall be resolved through binding individual arbitration administered by JAMS under its Comprehensive Arbitration Rules. The place of arbitration shall be San Francisco County, California, or, at the election of an out-of-state consumer or association, conducted remotely via secure videoconference or telephone.
  • Class Action Waiver: You and Under One Roof agree that any arbitration or proceeding shall be conducted solely on an individual basis and not in a class, consolidated, or representative capacity.
  • 30-Day Arbitration Opt-Out: You have the right to opt out of this arbitration agreement within thirty (30) days of your initial account registration by sending written notice to info@underoneroofpm.com.

11. Corporate Inquiries & Legal Notices

Official legal and contractual notices should be addressed to:

Under One Roof Property Manager LLC
Legal & Regulatory Compliance
455 Market St Ste 1940
San Francisco, CA 94105-2448 US
Email: info@underoneroofpm.com