HouseFilez Terms of Service

1. Acceptance of These Terms

These Terms of Service (the “Terms”) are a binding agreement between you and Sparkswerks LLC. By creating an account, signing in, or otherwise using the HouseFilez application, websites, and related services (together, the “Service”), you agree to these Terms. If you are using the Service on behalf of a company, you represent that you have authority to bind that company, and “you” includes the company. If you do not agree, do not use the Service.

2. What HouseFilez Is

HouseFilez is a record-keeping and job-management platform for contractors, service companies, and homeowners. Depending on your account type and role, the Service may let you:

• Build and maintain property service records and home manuals (rooms, systems, devices, fixtures, finishes, photos, and notes);
• Manage customers, contractors, vendors, jobs, schedules, tasks, and crews;
• Create business documents such as estimates, proposals, invoices, and daily worksheets/work orders, with material lists and labor time;
• Track team time via clock-in/clock-out and receive summary reports;
• Store and share files such as permits, insurance certificates, W-9s, contracts, receipts, and job photos;
• Share job records with other companies or homeowners, and onboard employees and subcontractors;
• Send emails and prepare text messages related to your work.

HouseFilez is a software tool. We are not a party to any contract between contractors and their customers, we do not perform or supervise trade work, and we do not guarantee the accuracy of information users enter into the Service.

3. Accounts & Eligibility

• You must be at least 18 years old and able to form a binding contract to use the Service.
• You must provide accurate account information and keep it current.
• You are responsible for safeguarding your login credentials and for all activity under your account. Notify us promptly of any unauthorized use.
• Accounts created through an invitation (for example, an employee, customer, or vendor invitation) are subject to these Terms just like any other account.
• We may refuse, suspend, or terminate accounts that violate these Terms or create risk for us or other users.

4. Companies, Teams & Access Roles

The Service lets a company owner invite team members and assign access roles (for example: admin, manager, member, viewer) and trade divisions. You understand and agree that:

• The company owner controls the company's data, including records created by team members in the course of their work;
• Roles determine what each team member can see and do — for example, admins may see company-wide financials, time records, payroll summaries, and personnel files; assign roles carefully;
• Owners and admins are responsible for the accuracy of time, payroll, and labor records kept in the Service and for complying with applicable employment and wage laws. HouseFilez time and payroll summaries are informational tools, not a payroll system of record;
• Employee onboarding features may collect personal information (such as emergency contacts and driver's license images). The company that collects this information is responsible for handling it lawfully and limiting access to it;
• Do not store government identification numbers (such as Social Security numbers) in free-text fields. The Service is not designed to hold them.

5. Your Content & Data Ownership

“Your Content” means everything you or your team upload or enter into the Service: property records, customer information, documents, photos, receipts, notes, material catalogs, templates, and files.

• You own Your Content. These Terms do not transfer ownership of it to us.
• You grant us a limited, worldwide, non-exclusive license to host, store, process, transmit, back up, and display Your Content solely as needed to operate, secure, and improve the Service and as directed by you (for example, emailing an invoice you ask us to send).
• You are responsible for Your Content — that you have the right to upload it, that it does not violate any law or third-party right, and that it is accurate to the best of your knowledge.
• If you upload information about other people (customers, homeowners, employees, vendors), you represent that you have the right or consent needed to do so.
• We may remove content that we reasonably believe violates these Terms or the law.

6. Sharing Jobs & Records

The Service includes sharing features: sharing a job with another company, share codes, view/edit permission levels, vendor onboarding packages, and homeowner access. You agree that:

• When you share a record, the people you share it with can see the information covered by the permission you chose — check the permission level before sharing;
• Financial documents (estimates, proposals, invoices, worksheets) are designed to be visible to the company that created them and, where applicable, the contractor being billed — not to homeowners on contractor-owned jobs — but you are responsible for reviewing what you share and with whom;
• Revoking a share stops future access through the Service but cannot recall information the recipient already viewed, downloaded, or received by email;
• Onboarding links (employee or vendor) act like keys: anyone with the link can open the associated form. Send them only to the intended recipient.

7. Business Documents & Payments

• Estimates, proposals, invoices, worksheets, and similar documents generated in the Service are your documents between you and your customer or contractor. HouseFilez is not a party to those transactions and has no responsibility for their content, enforceability, tax treatment, or payment.
• Totals, labor calculations, material pricing, and similar figures are computed from the numbers you enter. Verify every document before you send it. We are not liable for errors in documents you issue.
• If online payment features are enabled, payments are processed by a third-party payment processor (such as Stripe) under its own terms. We do not store full card numbers or bank credentials. Fees, refunds, and chargebacks for your customer payments are between you, your customer, and the processor.
• You are solely responsible for your tax obligations, including collecting and remitting any applicable sales or use taxes on your invoices.

8. Emails, Texts & Notifications

• The Service can send emails on your behalf (for example, invoices, work orders, invitations, onboarding links, and scheduled reports such as payroll summaries). You are responsible for the content of messages you cause to be sent, and for sending them only to people you have a legitimate business reason and any legally required consent to contact.
• “On my way” text messaging opens your device's own messaging app; the message is sent by you, from your number, under your carrier plan. You are responsible for complying with laws that govern text messaging (including consent requirements) in your jurisdiction.
• Do not use the Service to send spam, bulk unsolicited messages, or deceptive communications.
• Email delivery depends on third-party networks and recipients' mail systems; we cannot guarantee that any message will be delivered or read. For time-critical or legally significant notices, use an independent channel.

9. Records Are Not Professional Advice

• Home manuals, trade records, device counts, permit folders, inspection lists, and similar features are organizational tools. They are not building inspections, code certifications, or compliance documents.
• Always rely on licensed professionals, official permit records, and applicable law — not on the Service — for decisions about safety, code compliance, contracts, employment, insurance, or taxes.
• Features that suggest or prefill values (rates, prices, templates, starter sheets) are conveniences; review them before relying on them.

10. Acceptable Use

You agree not to, and not to allow anyone using your account to:

• Break the law or infringe anyone's rights while using the Service;
• Upload malicious code, or probe, scan, or test the vulnerability of the Service or its infrastructure without written permission;
• Access another user's data without authorization, or attempt to bypass role or sharing permissions;
• Use another person's onboarding link, share code, or credentials, or misrepresent your identity or affiliation;
• Scrape, harvest, or bulk-export data you do not own or administer;
• Resell, sublicense, or white-label the Service without our written agreement;
• Use the Service to store or transmit content that is unlawful, defamatory, or harassing, or to store data the Service is not designed for (such as protected health information or full payment card numbers);
• Interfere with other users' use of the Service or place unreasonable load on it.

11. Third-Party Services

The Service is built on and integrates with third-party services — for example, cloud hosting and database infrastructure, email delivery providers, payment processors, and sign-in providers (such as Google). Your use of those features is also subject to the applicable third party's terms. We are not responsible for third-party services, and outages or changes on their side may affect the Service.

12. Privacy

Our collection and use of personal information is described in our Privacy Policy, which is part of these Terms. In short: your business records are yours; we use the data you give us to run the Service, we apply per-account and per-role access controls, and we do not sell your data. If you have questions, contact us at support@housefilez.com.

13. Intellectual Property

• The Service — including its software, design, logos, and name — is owned by Sparkswerks LLC or its licensors and is protected by intellectual-property laws. Except for the limited right to use the Service under these Terms, no rights are granted to you.
• You may not copy, modify, reverse-engineer, or create derivative works of the Service except where the law permits it despite this restriction.
• Template content you customize (worksheet templates, material catalogs) remains part of Your Content to the extent of your additions.

14. Feedback

If you send us ideas, suggestions, or feedback about the Service, you grant us the right to use them without restriction or compensation. We appreciate it — much of the Service is shaped by user feedback.

15. Term, Termination & Your Data

• These Terms apply for as long as you use the Service.
• You may stop using the Service and request account deletion at any time by contacting support@housefilez.com.
• We may suspend or terminate your access if you materially violate these Terms, if required by law, or if continuing to provide the Service to you creates security or legal risk. Where reasonable, we will give you notice and a chance to cure.
• For a period of 30 days after account closure (except closures for serious violations), you may request an export of Your Content in a common format (such as PDF or CSV where the Service supports it). After that, we may delete Your Content from active systems; residual copies may persist in backups for a limited time before being purged.
• If you are a team member of a company account, the company owner controls the company's records; termination of your membership does not delete company records you contributed.
• Sections that by their nature should survive termination (including Sections 5, 7, 9, and 13–21) survive.

16. Disclaimer of Warranties

THE SERVICE IS PROVIDED “AS IS” AND “AS AVAILABLE.” TO THE MAXIMUM EXTENT PERMITTED BY LAW, WE DISCLAIM ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, AND NON-INFRINGEMENT. WE DO NOT WARRANT THAT THE SERVICE WILL BE UNINTERRUPTED, ERROR-FREE, OR SECURE, THAT DATA WILL NEVER BE LOST, OR THAT CALCULATIONS AND RECORDS WILL BE ACCURATE OR COMPLETE. MAINTAIN YOUR OWN BACKUPS OF RECORDS YOU CANNOT AFFORD TO LOSE.

17. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW: (a) IN NO EVENT WILL WE BE LIABLE FOR INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, OR FOR LOST PROFITS, LOST REVENUE, LOST DATA, OR BUSINESS INTERRUPTION, EVEN IF ADVISED OF THE POSSIBILITY; AND (b) OUR TOTAL AGGREGATE LIABILITY FOR ALL CLAIMS RELATING TO THE SERVICE WILL NOT EXCEED THE GREATER OF (i) THE AMOUNTS YOU PAID US FOR THE SERVICE IN THE TWELVE (12) MONTHS BEFORE THE CLAIM AROSE, OR (ii) ONE HUNDRED U.S. DOLLARS ($100). SOME JURISDICTIONS DO NOT ALLOW CERTAIN LIMITATIONS, SO SOME OF THESE MAY NOT APPLY TO YOU. THIS SECTION REFLECTS AN AGREED ALLOCATION OF RISK AND IS A BASIS OF THE BARGAIN BETWEEN US.

18. Indemnification

You will defend, indemnify, and hold harmless Sparkswerks LLC and its officers, employees, and agents from and against claims, damages, liabilities, costs, and expenses (including reasonable attorneys' fees) arising out of or related to: (a) Your Content; (b) your use of the Service; (c) your violation of these Terms or applicable law; (d) your services, contracts, documents, communications, or dealings with your customers, employees, subcontractors, or other third parties; or (e) your violation of any third party's rights.

19. Governing Law & Disputes

• These Terms are governed by the laws of the State of Alabama, without regard to conflict-of-law rules.
• Before filing any claim, you agree to contact us at support@housefilez.com and give us 30 days to try to resolve the dispute informally.
• Any dispute not resolved informally will be brought exclusively in the state or federal courts located in Jefferson County, Alabama, and you consent to their jurisdiction. (Optional: replace with a binding-arbitration clause on advice of counsel.)
• To the extent permitted by law, each party waives any right to a jury trial and to participate in a class action.
• Claims must be brought within one (1) year after the claim arises, where permitted by law.

20. Changes to the Service or Terms

• The Service evolves constantly; we may add, change, or remove features at any time. If we discontinue the Service entirely, we will make reasonable efforts to give you time to export Your Content.
• We may update these Terms. For material changes we will give notice (for example, in the app or by email) before the changes take effect. Continuing to use the Service after the effective date means you accept the updated Terms.

21. General Provisions

• Entire agreement. These Terms (plus the Privacy Policy and any order or subscription terms) are the entire agreement between you and us about the Service.
• Severability. If any provision is unenforceable, the rest remain in effect.
• No waiver. Our failure to enforce a provision is not a waiver.
• Assignment. You may not assign these Terms without our consent; we may assign them in connection with a merger, acquisition, or sale of assets.
• Force majeure. Neither party is liable for delays or failures caused by events beyond its reasonable control.
• Notices. We may give notices in the app or to the email on your account; legal notices to us go to support@housefilez.com.

22. Contact

Sparkswerks LLC
601 Saint Patrick Cir.
Irondale, AL 35210
support@housefilez.com

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