Terms of Use

Effective Date: January 29, 2026 | Last Updated: January 29, 2026

1. Agreement to Terms

By accessing or using the Aldea HQ platform and website located at aldeahq.com (the "Service"), you agree to be bound by these Terms of Use ("Terms"). If you do not agree to these Terms, you may not use the Service.

You must be at least 18 years of age, or the age of majority in your jurisdiction, to create an account and use the Service. By using the Service, you represent and warrant that you meet this age requirement.

These Terms, together with our Privacy Policy, constitute the entire agreement between you and Aldea HQ regarding your use of the Service.

2. Description of Service

Aldea HQ is a community management software-as-a-service (SaaS) platform designed for physical and virtual communities, including residential communities and homeowner associations (HOAs). The Service provides tools for community management, including:

  • Community News: Publishing announcements and updates for community members.
  • Support Tickets: A ticketing system for residents to submit and track support requests.
  • Resident Handbook: A knowledge base for community rules, guidelines, and documentation.
  • Notifications: In-app and email notifications to keep members informed.
  • File Storage: Uploading and managing images and documents for community use.
  • Branding Customization: Custom logos and brand names for each community organization.

The features and functionality of the Service may change over time as described in Section 10: Service Availability & Modifications.

3. Account Registration & Security

To use certain features of the Service, you must create an account. When registering, you agree to:

  • Provide accurate, current, and complete information during registration.
  • Maintain and promptly update your account information to keep it accurate and complete.
  • Keep your login credentials confidential and not share them with others.
  • Notify us immediately at support@aldeahq.com if you suspect unauthorized access to your account.

You are responsible for all activity that occurs under your account, whether or not authorized by you. Aldea HQ is not liable for any loss or damage arising from your failure to safeguard your account credentials.

Community access is managed through invitation-based membership. Organization administrators control who is invited to join their community and what roles members are assigned.

4. Subscription Plans & Billing

Free Trial

Aldea HQ offers a free 14-day trial that does not require a credit card. During the trial, you have access to the features of the Service as described on our Pricing page. At the end of the trial, you must subscribe to a paid plan to continue using the Service.

Paid Subscriptions

Paid subscription plans are available at the prices and with the features described on our Pricing page. All payments are processed securely by Stripe, our PCI-DSS compliant payment processor. Aldea HQ does not store your credit card details.

Auto-Renewal

Subscriptions automatically renew at the end of each billing period (monthly or annual, depending on the plan selected) unless you cancel before the renewal date. You will be charged the applicable subscription fee at the start of each renewal period.

No Refunds

All subscription fees are non-refundable once charged. If you cancel your subscription, you will retain access to the Service until the end of your current billing period, but no refund will be issued for the remaining time.

Cancellation

You may cancel your subscription at any time. Cancellation takes effect at the end of the current billing period, and you will continue to have access to the Service until that date.

Price Changes

Aldea HQ reserves the right to change subscription pricing. We will provide at least 30 days written notice before any price change takes effect. Continued use of the Service after the effective date of a price change constitutes acceptance of the new pricing.

Failed Payments

If a subscription payment fails, we will provide a grace period to resolve the issue. If payment is not received within the grace period, your account may be suspended until payment is successfully processed. Outstanding fees remain owed regardless of account status.

5. Acceptable Use Policy

You agree to use the Service only for lawful purposes and in accordance with these Terms. The following activities are prohibited:

Prohibited Activities

  • Posting or transmitting illegal, harmful, threatening, abusive, harassing, defamatory, or otherwise objectionable content.
  • Engaging in hate speech, discrimination, or harassment of any kind.
  • Distributing spam, unsolicited messages, or promotional content not authorized by the community administrator.
  • Uploading or transmitting malware, viruses, or any code designed to disrupt, damage, or gain unauthorized access to systems.
  • Scraping, crawling, or using automated tools to extract data from the Service without prior written permission.
  • Attempting to gain unauthorized access to other users' accounts, the Service's infrastructure, or related systems.
  • Impersonating another person, organization, or entity.
  • Violating the privacy of other users by sharing their personal information without consent.
  • Using automated bots, scripts, or tools to interact with the Service without prior written permission.

Content Standards

All content posted on the platform, including community posts, support tickets, handbook entries, and comments, must comply with applicable laws and these Terms. Community administrators are responsible for setting and enforcing content standards within their communities.

Storage Limits

Each subscription plan includes specific storage limits for file uploads. You must comply with the storage limits of your current plan. Details of storage allocations are available on our Pricing page.

6. User Content & Intellectual Property

Your Content

You retain ownership of all content you create, upload, or submit through the Service, including community posts, support tickets, handbook entries, comments, and file uploads ("User Content").

By submitting User Content, you grant Aldea HQ a limited, non-exclusive, royalty-free, worldwide license to host, store, display, reproduce, and transmit your User Content solely as necessary to provide and operate the Service. This license terminates when you delete your content or your account is terminated, except where retention is required by law or our data retention policies.

Aldea HQ Intellectual Property

The Service, including all code, design, graphics, logos, trademarks, service marks, and all other content created by Aldea HQ, is the exclusive property of Aldea HQ and is protected by intellectual property laws. You may not copy, modify, distribute, or create derivative works based on any part of the Service without our prior written consent.

Copyright Complaints

If you believe that content on the Service infringes your copyright, please contact us at support@aldeahq.com with a description of the alleged infringement. We will investigate and take appropriate action in accordance with applicable law.

7. Organization Administrator Responsibilities

If you are an organization administrator on the Aldea HQ platform, you have additional responsibilities:

  • User management: You are responsible for managing user invitations, roles, and access within your organization.
  • Content oversight: You are responsible for ensuring that content posted within your community meets legal standards, decency standards, and complies with these Terms.
  • Compliance: You are responsible for ensuring that your organization's use of the Service complies with all applicable laws and regulations.
  • User conduct: You are responsible for the conduct of users within your organization and for addressing any violations of these Terms by your members.

8. Privacy & Data Protection

Your privacy is important to us. Our Privacy Policy describes how we collect, use, store, and protect your personal information. By using the Service, you acknowledge and agree to the data practices described in our Privacy Policy.

We encourage you to read our Privacy Policy carefully to understand your rights and our obligations regarding your personal information.

9. Third-Party Services

The Service relies on third-party service providers to deliver certain functionality. These include:

  • Clerk: Authentication and identity management.
  • Stripe: Payment processing and subscription management.
  • Cloudflare R2: File and image storage and CDN delivery.
  • Resend / Amazon SES: Transactional email delivery.
  • Google Analytics 4: Website analytics (with user consent).

When you use the Service, you may interact with these third-party services and may be subject to their respective terms of service and privacy policies.

Aldea HQ is not responsible for the availability, reliability, or performance of any third-party service. We are not liable for any interruptions, errors, or data issues caused by third-party service failures.

10. Service Availability & Modifications

The Service is provided on a best-effort basis. While we strive to maintain high availability, we do not guarantee any specific uptime percentage or uninterrupted access.

Aldea HQ reserves the right to:

  • Modify, update, or discontinue features of the Service with reasonable notice.
  • Perform scheduled and emergency maintenance that may temporarily affect availability.
  • Suspend or discontinue the Service in whole or in part, with reasonable notice when feasible.

Aldea HQ is not liable for any downtime, data loss during maintenance, service interruptions, or any damages resulting from the unavailability of the Service.

11. Limitation of Liability

THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, EITHER EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT.

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, ALDEA HQ'S TOTAL AGGREGATE LIABILITY ARISING OUT OF OR RELATING TO THESE TERMS OR YOUR USE OF THE SERVICE SHALL NOT EXCEED THE LESSER OF:

  • The total amounts paid by you to Aldea HQ in the twelve (12) months preceding the claim; or
  • One hundred Canadian dollars ($100 CAD).

IN NO EVENT SHALL ALDEA HQ BE LIABLE FOR ANY INDIRECT, INCIDENTAL, CONSEQUENTIAL, PUNITIVE, OR SPECIAL DAMAGES, INCLUDING BUT NOT LIMITED TO LOSS OF PROFITS, DATA, OR GOODWILL, REGARDLESS OF THE CAUSE OF ACTION OR THE THEORY OF LIABILITY.

Without limiting the foregoing, Aldea HQ is not liable for: data loss, unauthorized access by third parties, service interruptions, third-party conduct, content posted by other users, or force majeure events.

12. Indemnification

You agree to indemnify, defend, and hold harmless Aldea HQ, its officers, directors, employees, agents, and affiliates from and against any and all claims, losses, damages, liabilities, and expenses (including reasonable legal fees) arising out of or related to:

  • Your User Content or any content you submit through the Service.
  • Your violation of these Terms.
  • Your violation of any applicable law or regulation.
  • Your violation of any third-party rights.
  • Your use of the Service in any manner not authorized by these Terms.

13. Dispute Resolution

Governing Law

These Terms are governed by and construed in accordance with the laws of the Province of Nova Scotia, Canada, without regard to conflict of law principles.

Informal Resolution

Before initiating formal dispute resolution, you agree to first attempt to resolve any dispute informally by contacting us at support@aldeahq.com. We will attempt to resolve the dispute within thirty (30) days of receiving your written notice.

Binding Arbitration

If a dispute cannot be resolved informally, all disputes arising out of or relating to these Terms or the Service shall be resolved through binding arbitration conducted in the Province of Nova Scotia, Canada. The arbitration shall be conducted on an individual basis only.

No Class Actions

You agree that all disputes will be resolved on an individual basis. You waive your right to participate in any class action, class arbitration, or representative proceeding.

Small Claims Exception

Notwithstanding the above, either party may bring qualifying claims in small claims court if the claim falls within the court's jurisdictional limits.

14. Termination

Termination by You

You may terminate your use of the Service at any time by cancelling your subscription and ceasing to use the Service. Cancellation of your subscription does not entitle you to a refund of any previously paid fees.

Termination by Aldea HQ

Aldea HQ may terminate or suspend your access to the Service, with or without notice, for any of the following reasons:

  • Breach of these Terms.
  • Non-payment of subscription fees.
  • Illegal activity or suspected fraud.
  • Extended inactivity, at our discretion and with prior notice.
  • At Aldea HQ's sole discretion, with reasonable notice provided when feasible.

Effect of Termination

Upon termination:

  • Your access to the Service will be revoked immediately or at the end of your billing period, as applicable.
  • Your data will be retained in accordance with our Privacy Policy data retention schedule.
  • Any outstanding fees remain owed and payable.

Surviving Provisions

The following sections survive termination of these Terms: Limitation of Liability, Indemnification, Dispute Resolution, and User Content & Intellectual Property.

15. Changes to Terms

Aldea HQ reserves the right to modify these Terms at any time. When we make material changes, we will notify you by email or by a prominent notice on the Service at least thirty (30) days before the changes take effect.

Your continued use of the Service after the effective date of revised Terms constitutes your acceptance of the changes. If you disagree with any changes, you should discontinue your use of the Service before the revised Terms take effect.

We will update the "Last Updated" date at the top of this page whenever changes are made.

16. General Provisions

Severability

If any provision of these Terms is held to be invalid or unenforceable by a court of competent jurisdiction, the remaining provisions shall continue in full force and effect.

Entire Agreement

These Terms, together with the Privacy Policy, constitute the entire agreement between you and Aldea HQ regarding the Service, superseding any prior agreements or understandings.

No Waiver

The failure of Aldea HQ to enforce any right or provision of these Terms shall not constitute a waiver of that right or provision.

Assignment

Aldea HQ may assign or transfer these Terms, in whole or in part, without restriction (for example, in connection with a merger, acquisition, or sale of assets). You may not assign or transfer your rights or obligations under these Terms without our prior written consent.

Force Majeure

Neither party shall be liable for any failure or delay in performing obligations under these Terms due to events beyond reasonable control, including but not limited to natural disasters, acts of government, internet outages, pandemics, war, or civil unrest.

Headings

The section headings in these Terms are for convenience only and do not affect the interpretation of any provision.

17. Contact Information

If you have any questions about these Terms of Use, please contact us: