Terms of Service

Last Updated: November 18, 2025

Version: 1.1

1. Acceptance of Terms

Welcome to PropFlow, a service provided by PROXYGIST LLC, doing business as PropFlow ("PropFlow," "we," "us," or "our"). These Terms of Service ("Terms") govern your access to and use of PropFlow's website, services, and applications (collectively, the "Service").

By accessing or using the Service, you agree to be bound by these Terms, our Privacy Policy, Cookie Policy, and Usage Policy. If you do not agree to these Terms, you may not access or use the Service.

We reserve the right to modify these Terms at any time, and your continued use of the Service constitutes acceptance of any changes. Material changes will be communicated via email and posted with an updated effective date.

These Terms constitute a legally binding agreement between you and PROXYGIST LLC. If you are using the Service on behalf of an organization, you represent and warrant that you have the authority to bind that organization to these Terms.

Related Policies:

All policies are incorporated into these Terms by reference and together constitute the complete agreement between you and PropFlow.

2. Service Description

PropFlow is a property management platform that automates tenant inquiries, maintenance requests, and administrative tasks using AI-powered responses via SMS, voice, and email.

Features include:

  • AI-driven tenant interaction via SMS, voice calls, and email
  • Automated maintenance request logging and routing
  • Payment reminders and renewal notifications
  • Multi-property and multi-unit management
  • Integrations with third-party property management tools (optional)

PropFlow does not replace professional property management or legal counsel. Users retain full responsibility for compliance with local, state, and federal regulations.

3. Eligibility

You must be at least 18 years old and legally capable of entering into binding contracts. By using PropFlow, you confirm that all information provided is accurate and up to date.

Organizations using PropFlow on behalf of clients must ensure their clients agree to these Terms.

4. Account Registration

To use the Service, you must create an account by providing accurate, current, and complete information. You may register using email and password, or by signing in with your Google account.

By Creating an Account, You Acknowledge and Agree:

Cookie and Analytics Consent:

You consent to our use of cookies and tracking technologies as described in our Cookie Policy and Privacy Policy, including:

  • Necessary cookies for authentication and security (always active)
  • Analytics cookies for product improvement (default ON, opt-out available in Settings → Privacy Choices)
  • Marketing cookies for campaign measurement (default ON, opt-out available in Settings → Privacy Choices)

You may adjust your cookie preferences at any time in your account settings. See our Cookie Policy at propflow.dev/legal/cookies for details.

Policy Acknowledgment:

By creating an account, you acknowledge that you have read, understood, and agree to be bound by:

Account Responsibilities:

You are responsible for:

  • Providing accurate and truthful information during registration
  • Maintaining and promptly updating your account information
  • Keeping your password secure and confidential (if using email/password authentication)
  • Notifying us immediately of any unauthorized access to your account
  • Accepting responsibility for all activities under your account
  • Complying with all applicable laws and our policies

Account Security:

PropFlow reserves the right to suspend or terminate accounts that:

  • Provide false information
  • Violate these Terms or our Usage Policy
  • Engage in fraudulent activity
  • Pose security or legal risks
  • Fail to maintain payment obligations

You may not transfer your account to another party without our prior written consent.

5. Subscription and Billing

5.1 Subscription Plans

PropFlow offers tiered subscription plans based on property count, features, and usage limits. Pricing details are available at propflow.dev/pricing.

5.2 Billing and Payments

  • Subscriptions are billed monthly or annually in advance
  • Payment methods include credit/debit cards and ACH transfers
  • Failed payments may result in service suspension after a grace period

5.3 Refunds

Refunds are not provided for partial billing periods. If you downgrade or cancel mid-cycle, your plan remains active until the end of the billing period.

5.4 Price Changes

PropFlow may adjust pricing with 30 days' notice. Existing subscribers will be grandfathered into their current plan for 90 days before new pricing applies.

6. User Responsibilities

As a user of PropFlow, you agree to:

  • Provide accurate property and tenant information
  • Ensure all automated communications comply with local housing laws
  • Monitor AI-generated responses and override them when necessary
  • Maintain proper consent records for SMS, email, and voice interactions
  • Secure your account and report any security breaches immediately

PropFlow is a tool to assist property management but does not replace human judgment or legal obligations.

7. Acceptable Use Policy

You agree NOT to use PropFlow in any way that violates our Usage Policy or applicable laws.

Prohibited Activities Include:

  • Using PropFlow for illegal activities, harassment, or discrimination
  • Sending unsolicited marketing messages (spam) via SMS, voice, or email
  • Violating prospect or tenant privacy rights or data protection laws
  • Violating fair housing laws or discriminating based on protected characteristics
  • Attempting to reverse-engineer, hack, or disrupt the Service
  • Reselling or redistributing PropFlow's services without authorization
  • Bypassing usage limits, security measures, or AI safety controls
  • Misusing prospect data or sharing it with unauthorized third parties
  • Impersonating others or providing false property information

Comprehensive Usage Policy:

For complete details on prohibited uses, enforcement procedures, and examples of violations, please review our full Usage Policy. The Usage Policy is incorporated into these Terms by reference, and violations may result in:

  • Warning and required corrective action
  • Temporary account suspension
  • Permanent account termination without refund
  • Legal action and cooperation with law enforcement
  • Reporting to regulatory authorities

Fair Housing Compliance:

PropFlow is used in the context of rental property management. You must comply with the Fair Housing Act and all applicable fair housing laws. This includes:

  • Not discriminating based on race, color, religion, sex, national origin, familial status, disability, or other protected characteristics
  • Ensuring all AI-generated responses comply with fair housing requirements
  • Providing equal access to property information for all prospects
  • Monitoring automated communications for discriminatory content

Violations of fair housing laws may result in immediate account termination and reporting to appropriate authorities.

8. SMS/Voice Services & Compliance

PropFlow provides SMS and voice communication services through third-party provider Twilio. By using these services, you acknowledge and agree to the following:

SMS Messaging: When prospects contact your properties via phone and receive SMS responses from PropFlow, standard message and data rates may apply to them. Message frequency varies based on inquiry volume, typically 1-10 messages per property inquiry. Prospects can opt out of receiving messages at any time by replying "STOP" to any message.

Consent and Compliance: You represent and warrant that you have obtained all necessary consents and comply with all applicable laws regarding SMS and voice communications, including but not limited to the Telephone Consumer Protection Act (TCPA), CAN-SPAM Act, and any state-level regulations. You are responsible for maintaining your own privacy policy and terms of service for your property listings.

A2P 10DLC Compliance: PropFlow maintains A2P (Application-to-Person) 10DLC registration with mobile carriers as required for business messaging. Our use of SMS messaging is strictly limited to:

  • Responding to inbound inquiries about rental properties
  • Providing property information and answering questions
  • Scheduling property tours and appointments
  • Maintaining conversation context for lead qualification

Prohibited Uses: You may not use PropFlow's SMS services for marketing campaigns, promotional messages, or mass communications unrelated to direct property inquiries. All SMS communications must be transactional and directly related to an active property inquiry.

Your Consent Obligations: By using PropFlow's SMS services, you represent, warrant, and agree that:

  • You have obtained prior express consent from all prospects to receive SMS messages about your rental properties, either through (a) an inbound call to your property's phone number, establishing an inquiry relationship, or (b) explicit written consent collected through your property listings, websites, or other marketing materials.
  • All consent obtained meets TCPA requirements, including clear and conspicuous disclosure of SMS terms at the point of contact collection.
  • You maintain adequate records and documentation of all consents obtained.
  • You will immediately honor all opt-out requests received through PropFlow or directly from prospects.
  • You will not use the Service to contact prospects who have not provided proper consent or who have opted out.
  • You display appropriate SMS disclosures on all property listings, websites, and materials where you collect phone numbers (e.g., "By providing your phone number, you consent to receive SMS messages about this property. Reply STOP to opt out. Msg & data rates may apply.").

You acknowledge that violations of TCPA and related regulations can result in significant penalties ($500-$1,500 per violation), and you agree to indemnify and hold harmless PropFlow from any claims, damages, fines, or penalties arising from your failure to obtain proper consent or comply with applicable messaging regulations.

For detailed information about how we collect and use phone numbers and conversation data, please refer to our Privacy Policy, specifically the SMS/Mobile Messaging section. For SMS-related questions or to opt out, contact support@propflow.dev.

9. AI-Generated Content Disclaimer

PropFlow uses AI to generate responses to tenant inquiries. While we strive for accuracy, AI-generated content may occasionally be incorrect, incomplete, or misinterpreted.

You agree that:

  • PropFlow is not liable for errors in AI-generated responses
  • You will review and approve critical communications (e.g., lease terms, legal notices)
  • AI responses should not be considered legal, financial, or professional advice

10. Third-Party Services and Integrations

PropFlow may integrate with third-party services (e.g., payment processors, maintenance platforms). These integrations are subject to the third party's own terms and privacy policies.

PropFlow is not responsible for third-party service failures, data breaches, or policy changes.

11. Intellectual Property

All content, features, and functionality of PropFlow (including software, text, graphics, and logos) are owned by PropFlow or its licensors and are protected by copyright, trademark, and other intellectual property laws.

You may not copy, modify, distribute, or reverse-engineer any part of the Service without written permission.

12. Data Ownership and Portability

You retain ownership of all data you input into PropFlow (e.g., property details, tenant information, communication logs).

Upon account termination, you may request a data export within 30 days. After 30 days, PropFlow may permanently delete your data in accordance with our Privacy Policy.

13. Service Modifications and Downtime

PropFlow reserves the right to modify, suspend, or discontinue any feature at any time with reasonable notice.

We strive for 99.9% uptime but are not liable for service interruptions due to maintenance, technical failures, or force majeure events.

14. Termination

14.1 Termination by You

You may cancel your subscription at any time via your account settings. Cancellations take effect at the end of the billing period.

14.2 Termination by PropFlow

We may suspend or terminate your account immediately if:

  • You violate these Terms
  • Your payment method fails after multiple attempts
  • Your use of the Service poses a security or legal risk

14.3 Effect of Termination

  • Access to the Service will cease immediately
  • Outstanding balances remain due
  • Data export must be requested within 30 days

15. Limitation of Liability

TO THE FULLEST EXTENT PERMITTED BY LAW, PROPFLOW SHALL NOT BE LIABLE FOR:

  • Indirect, incidental, or consequential damages
  • Loss of profits, revenue, or data
  • Errors in AI-generated responses or automated communications
  • Third-party service failures or data breaches

OUR TOTAL LIABILITY SHALL NOT EXCEED THE AMOUNT YOU PAID IN THE LAST 12 MONTHS.

16. Indemnification

You agree to indemnify and hold harmless PropFlow from any claims, damages, or expenses (including legal fees) arising from:

  • Your use of the Service
  • Violation of these Terms
  • Violation of tenant rights, privacy laws, or telecommunications regulations

17. Governing Law and Dispute Resolution

These Terms shall be governed by and construed in accordance with the laws of the State of Missouri, United States, without regard to its conflict of law provisions. Any legal action or proceeding arising out of or relating to these Terms or the Service shall be brought exclusively in the state or federal courts located in Missouri, and you consent to the personal jurisdiction of such courts.

Informal Resolution:

Before filing a claim, you agree to contact us at legal@propflow.dev and attempt to resolve the dispute informally. We will attempt to resolve the dispute informally by contacting you via email. If the dispute is not resolved within sixty (60) days, either party may pursue formal legal action.

Binding Arbitration:

If informal resolution fails, you and PropFlow agree that any dispute, claim, or controversy arising out of or relating to these Terms or the Service shall be settled by binding arbitration administered by the American Arbitration Association (AAA) under its Commercial Arbitration Rules. The arbitration will be conducted in Missouri, and judgment on the arbitration award may be entered in any court having jurisdiction.

Class Action Waiver:

You and PropFlow agree that any dispute resolution proceedings will be conducted only on an individual basis and not in a class, consolidated, or representative action. You and PropFlow expressly waive any right to file a class action or seek relief on a class basis.

Exceptions:

Either party may seek equitable relief (such as injunctive relief or specific performance) in court without first engaging in arbitration. Nothing in this section prevents either party from seeking relief from a court for intellectual property infringement or misappropriation.

18. Severability and Entire Agreement

If any provision of these Terms is found to be unenforceable or invalid by a court of competent jurisdiction, that provision will be limited or eliminated to the minimum extent necessary so that these Terms will otherwise remain in full force and effect and enforceable.

The failure of PropFlow to enforce any right or provision of these Terms will not be deemed a waiver of such right or provision. No waiver of any term of these Terms shall be deemed a further or continuing waiver of such term or any other term.

Complete Agreement:

These Terms, together with our Privacy Policy, Cookie Policy, and Usage Policy, constitute the entire agreement between you and PROXYGIST LLC regarding the use of the Service and supersede all prior and contemporaneous written or oral agreements between you and PropFlow.

You may not assign or transfer these Terms or your rights hereunder without our prior written consent. We may assign these Terms without restriction.

19. Contact Information

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

PROXYGIST LLC (D.B.A. PropFlow)

For Legal Matters:

Email: legal@propflow.dev
Subject Line: Terms of Service Inquiry

For Privacy Questions:

Email: privacy@propflow.dev

For General Support:

Email: support@propflow.dev

Website: propflow.dev

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