SuitePulse Subscriber Agreement

1. What SuitePulse is

SuitePulse is a web-based platform for corporate housing providers: reservations, properties and units, guests and clients, carriers, tasks and vendors, inspections with photo documentation, documents and e-signature, quotes, invoicing, accounting, and reporting, delivered at app.suitepulse.io and on any modern browser, including phones. We host it, maintain it, and improve it over time. Features may be added, changed, or retired; we will give at least 30 days' notice before retiring a feature you rely on.

SuitePulse is standalone software. Subscribing to it does not make you part of any group, program, or organization, gives you no rights in the SuitePulse name beyond stating that you use the product, and carries no requirement to buy anything else, attend any training, or work in any territory. The way you run your business is yours.

2. Your account and your users

Account owner. The person who opens the account is its administrator and may add, remove, and set permissions for users. You are responsible for who you let in, for what they do, and for keeping credentials confidential. You are responsible for your users' compliance with this agreement. Tell us promptly at hello@suitepulse.io if you believe an account has been compromised.

Seats. Your plan includes a number of user seats, stated on your Order Form. Seats are for named individuals; sharing one login among several people is not permitted. A seat is used by anyone you give a login to, including your employees, your contractors, and any vendor you invite into your account. If you need more seats than your plan includes, tell us and we will adjust your Order Form.

Accuracy. Keep your account, billing, and contact details current.

Age. Users must be at least 18.

3. Plans, fees, and billing

Plans. The plan you choose, its unit limit, its seat count, its price, and any founding pricing are stated at suitepulse.io/#pricing or in an order form we send you (the "Order Form"). The Order Form controls if the two differ.

Unit counting and tier changes. Your tier is based on active units. Units you mark inactive do not count. If your active units exceed your tier's ceiling for a full billing period, we will move you to the matching tier and tell you in writing; the change takes effect at the first monthly anniversary of your start date that is at least 30 days after our notice, and the notice states the new amount. On a monthly plan you pay the new tier's rate from that date. On an annual plan we charge the difference between the two tiers' annual rates, pro-rated for the months remaining in your term, and your renewal is at the new tier. If your active units fall below your tier's floor for a full billing period, you may ask in writing to move down; on a monthly plan the change takes effect from the next billing date, and on an annual plan from the next renewal.

Billing. Monthly plans are billed monthly in advance. Annual plans are billed once a year in advance and include two months free relative to monthly pricing. We charge the card or bank account you keep on file, as stated on the Order Form. Fees are in U.S. dollars and exclude any applicable taxes, which you are responsible for. Your Order Form states that your subscription renews automatically and how to cancel it; please read that section before signing.

Price changes. We may change prices with at least 30 days' written notice. Changes take effect at your next renewal. If you do not accept a change, you may cancel before it takes effect. A price your Order Form describes as locked, including a founding rate, does not change for as long as that lock applies.

Late payment. If a payment is more than 15 days late we may suspend access after written notice. We restore access when the balance is paid. Suspension does not shorten the term or cancel fees.

Founders Beta. If you are a Founders Beta participant, your signed Founders Beta agreement governs fees and the beta period; this agreement governs everything else. When the beta period ends, your Order Form states your tier, your rate, and any lock on it.

4. Term, cancellation, and what happens to your data

Month to month. Monthly plans renew each month until you cancel. Annual plans renew each year unless either party gives notice at least 30 days before renewal. We will remind you by email at least 30 days before an annual plan renews, stating the renewal amount and how to cancel. You may cancel at any time from Settings or by writing to hello@suitepulse.io; cancellation takes effect at the end of the current paid period.

Refunds. Monthly plans are not refundable for the current month. If you cancel a prepaid annual plan before it ends, we re-rate the months you used at the month-to-month price for your tier in effect when you signed and refund the balance within 30 days.

Termination by us. We may terminate this agreement on written notice if you materially breach it and do not cure within 15 days, if you fail to pay after suspension, or if the law requires. We may also end the service as a whole with at least 90 days' notice, in which case we refund any prepaid fees for the unused period.

Your data after the end. Your data is yours (Section 5). For 30 days after termination or cancellation you may export it in the formats the application offers, or ask us to export it for you. After that window we delete it from the application, and it is removed from our active systems within 90 days, except copies in routine backups (which expire on their own schedule), copies that may persist for a period in our hosting provider's file storage, and records we must keep by law.

5. Your data

Ownership. Everything you and your users enter into SuitePulse, including reservation, guest, occupant, client, carrier and claim, vendor, property, access, financial, inspection, document, and photo data ("Subscriber Data"), belongs to you. We claim no ownership of it.

Our use of it. You grant us the right to host, copy, process, transmit, display, and back up Subscriber Data as needed to provide the service, to support you, to prevent abuse, and to comply with law. We do not sell Subscriber Data, use it for advertising, or share it with other subscribers. We may use de-identified, aggregated usage information (for example, how many inspections are completed across all subscribers) to operate and improve the service, provided it cannot identify you, your clients, or your guests.

How we process it. For Subscriber Data we act on your instructions and this agreement. We limit access to it to people and providers who need it to deliver the service, we require the providers listed in Section 9 to protect it and use it only to serve us, we will tell you before adding a provider that will hold Subscriber Data, we will help you respond to a request from an individual about their information, and we will notify you of a security incident affecting it as Section 10 describes. At the end of the subscription, Section 4 governs return and deletion.

Export. You can export your data at any time using the application's export features, in common formats (CSV, PDF, and the original files you uploaded).

Your responsibilities for the people and properties in your data. Your account will hold personal information about guests, occupants, client contacts, and vendors, sometimes including children named on a reservation; sensitive property information such as lockbox codes, Wi-Fi passwords, key custody, and photographs of the inside of units; and, on insurance placements, claim numbers, policyholder names, adjuster contacts, and dates of loss. You are responsible for collecting and using that information lawfully and with your clients' and carriers' authorization, for giving any notices and obtaining any consents your jurisdiction or your client agreements require, for limiting access inside your team to those who need it, for responding to requests from those individuals, and for instructing us if you need our help to fulfil one. We act on your instructions for Subscriber Data; the SuitePulse Privacy Notice below describes how.

Backups and accuracy. We keep backups for disaster recovery, not as an archive for you. You are responsible for exporting anything you need to keep, and for the accuracy of what you enter, including financial entries and inspection findings.

6. Inspections, documents, templates, and e-signature

Inspections. The inspection module records the condition of a unit as your inspector observes and photographs it, and produces a report carrying your brand. The findings are yours. We do not review, verify, or certify them, and we make no representation about their sufficiency for any guest, client, landlord, insurer, carrier, or dispute.

Templates are drafts. SuitePulse includes document templates such as a rental agreement and a master lease agreement, and lets you build your own. These templates are starting points, not legal advice, and they are not tailored to your state or your situation. Have your own attorney review any template before you use it with a guest, client, or landlord. Where a template carries a "for attorney review" notice, remove it only after your counsel has approved the document.

E-signature. SuitePulse's built-in e-signature captures a drawn or typed signature, the signer's IP address and timestamp, and a hash of the signed document, and stamps the PDF as electronically signed. It is designed to meet the requirements of the federal ESIGN Act and Oregon's Uniform Electronic Transactions Act for a signature that is attributable to the signer, attached to the record, and retained with it. You are responsible for deciding whether an electronically signed document is appropriate and enforceable for your purpose and jurisdiction, for the identity of the people you send documents to, and for the contents of what they sign. We do not verify signer identity beyond the email address you provide.

Generated output. Invoices, reports, statements, and other documents the application generates carry your branding, not ours, and are yours to use.

7. Accounting features

SuitePulse includes a general ledger, invoicing, receivables and payables, bank reconciliation, financial periods, and reports, with cash and accrual views. These are tools for recording and organizing your books. They are not accounting, tax, or legal advice, and they do not replace a qualified accountant. You are responsible for the accuracy of entries, for the accounting method you choose, for tax compliance, and for reviewing reports before relying on them.

8. Acceptable use

You agree not to: use the service for anything unlawful; upload malicious code; try to gain unauthorized access to the service, its infrastructure, or another subscriber's data; interfere with its operation; reverse-engineer, copy, resell, or share access to the platform; extract data from the service by any means other than its export features; use it to send spam or unsolicited messages; upload content you have no right to use; or use the service to build a competing product. We may suspend an account that is being used in these ways, with notice where practical.

9. Third-party services

The service runs on infrastructure we do not own. Currently: application hosting and file storage from Base44, transactional email delivery from Resend, and, once subscription billing is automated, payment processing from Stripe, which holds your card or bank details and which we never see. If you connect an optional third-party service to your account (for example an outside e-signature provider), that provider's terms govern its use and we are not responsible for it. Links to other sites are provided for convenience.

10. Security and availability

Security. We use reasonable administrative and technical safeguards appropriate to the service: encrypted connections, access controls that separate each subscriber's data from every other subscriber's, role-based permissions inside your account, and audit trails for signed documents. No system is perfectly secure, and we cannot guarantee that unauthorized access will never occur. If we become aware of a security incident that affects your Subscriber Data, we will notify you without undue delay and in any event within the time the law requires, and cooperate with you on your own notification obligations.

Availability. We aim to keep the service available at all times but do not promise uninterrupted or error-free operation. We may take the service down for maintenance, with notice where practical. We do not offer a service-level credit at this time.

Support. Support for the application is provided directly by the SuitePulse team by email during U.S. Pacific business hours, and by phone or video by arrangement. Setup and migration help for new subscribers are provided as described in your Order Form or Founders Beta agreement.

11. Intellectual property

Ours. The SuitePulse platform, its software, design, documentation, templates, and the SuitePulse™ name and mark belong to Hines Holdings LLC. You receive a non-exclusive, non-transferable right to access and use the service for your internal business during your subscription, and nothing more. You may not use the SuitePulse name or mark except to state that you use the product.

Yours. Your company name, logo, brand colors, Subscriber Data, and the documents you create remain yours. You grant us the right to display your branding inside your account and on the output the application generates for you.

Feedback. If you send us suggestions, we may use them without obligation to you.

12. Confidentiality

Each party will keep the other's non-public information confidential and use it only for this agreement. Subscriber Data, including property access details and claim information, is your confidential information. Our pricing terms, roadmap, and unreleased features are ours. This does not cover information that is public, already known, independently developed, or that must be disclosed by law (with notice where allowed). These obligations last for three years after this agreement ends, except that Subscriber Data stays confidential for as long as we hold it.

15. Indemnity

You will defend and indemnify us against claims arising from Subscriber Data, from your or your users' use of the service in breach of this agreement, from documents you send for signature, from your inspection findings, or from your dealings with your guests, occupants, clients, landlords, insurers, carriers, and vendors. We will defend and indemnify you against claims that the SuitePulse platform, as provided by us and used as permitted, infringes a third party's U.S. intellectual property rights; if such a claim arises we may modify or replace the service or, if that is not practical, terminate and refund prepaid fees for the unused period. Our indemnity does not cover claims arising from your modifications, from combining the service with things we did not supply, or from use in breach of this agreement.

Procedure. The party seeking indemnity will notify the other promptly of the claim, give the other party control of the defence and any settlement, and cooperate at the indemnifying party's expense. The indemnifying party will not settle a claim in a way that admits fault on the other party's behalf or imposes obligations on it without its consent, which will not be unreasonably withheld.

16. Beta and early-access features

Features labeled beta, preview, or early access may change or be withdrawn without notice and are provided without the commitments in Sections 10 and 15. Use them at your discretion.

17. Changes to this agreement

We may update this agreement. For material changes we will give at least 30 days' notice by email or in the application. Continued use after the effective date is acceptance. If you do not agree, cancel before the change takes effect. No change to this agreement reduces a price lock stated on your Order Form while that lock applies.

18. General

Governing law and venue. Oregon law governs, without regard to conflict-of-law rules. Any dispute will be brought in the state or federal courts located in Lane County, Oregon, and each party consents to that jurisdiction. Before filing, the parties will try in good faith to resolve the dispute by discussion for 30 days.

No third-party beneficiaries. This agreement is for the benefit of you and us only. Your guests, occupants, clients, landlords, insurers and carriers, vendors, and your users have no rights under it.

Independent parties. We and you are independent contractors. Nothing in this agreement creates a partnership, joint venture, agency, employment, or any other relationship between us beyond that of a software provider and its subscriber.

Force majeure. Neither party is liable for delay or failure caused by events beyond its reasonable control, including outages at our hosting or email providers, internet failures, natural disasters, and government action. Payment obligations are not excused.

Notices. Notices to us go to hello@suitepulse.io or Hines Holdings LLC, P.O. Box 152, Westlake, OR 97493. Notices to you go to the administrator email on your account. You agree to receive notices, invoices, renewal reminders, and other communications about your subscription electronically.

Assignment. You may not assign this agreement without our written consent, except to a successor of your whole business who agrees to be bound. We may assign it to an affiliate or successor.

Entire agreement. This agreement, the Order Form, the Privacy Notice, and any Founders Beta agreement are the entire agreement between us for the service and replace prior discussions. If a term is unenforceable, the rest stands. Waiver of one breach is not waiver of another. Sections 4 (data after the end), 5, 11 through 15, and 18 survive termination.

Contact. Hines Holdings LLC · SuitePulse · Westlake, Oregon · hello@suitepulse.io