MaintFolio Terms of Service

1. Who can use MaintFolio

You must be at least 18 and able to form a binding contract. If you accept these Terms for a business, you represent that you are authorized to bind that business, and "you" means that business.

2. Definitions

• Portfolio — a collection of properties, assets, tasks, records, and documents in one account.
• Asset — anything you track: a home, vehicle, appliance, system, tool, or piece of equipment.
• Content — anything you upload or enter, including documents, photos, floor plans, and records.
• Pro — an account used by a professional to create and gift Portfolios to clients.
• Gifted Portfolio — a Portfolio a Pro builds and sends to a client to claim.
• Owner — the individual who controls a Portfolio after claiming or creating it.
• Credit — a prepaid unit entitling a Pro to create one Gifted Portfolio.
• Service Directory — the list of service professionals and vendors surfaced within the product.

3. Your account

Keep your credentials secure and tell us promptly at support@maintfolio.com if you suspect unauthorized access. You are responsible for activity under your account. One person per account; do not share logins. Pro plans include a defined number of seats, and each seat is one named individual.

4. Plans, billing, and renewal

4.1 Free

Core homeowner features — assets, tasks, reminders, documents, backups, and full export — are free permanently. We will not move an existing free feature behind a paywall for accounts created before such a change without giving you the option to keep your current feature set or receive an equivalent.

4.2 Paid plans

Current plans and prices are at maintfolio.com/pricing. Fees are in U.S. dollars and exclude applicable taxes, which we will add where required.

4.3 Automatic renewal

Paid plans renew automatically — monthly plans each month, annual plans each year — at the then-current price, until you cancel. At checkout you will see the renewal interval, the renewal amount, and cancellation instructions, and you must separately consent to automatic renewal before we charge you. You authorize us to charge your payment method on each renewal. You may cancel at any time from Settings, in the same number of steps it took to subscribe. Cancellation takes effect at the end of the current billing period and you keep access until then.

4.4 Price changes

We may change prices. For existing subscribers, we will give at least 30 days’ notice by email before a change applies, and it will take effect at your next renewal. If you don’t want the new price, cancel before then.

4.5 Failed payments

If a charge fails, we will retry and email you. If it remains unpaid after 14 days, we may downgrade the account to the free tier. We will not delete your Content because of non-payment, and export remains available.

4.6 Refunds

Governed by our Refund Policy, which forms part of these Terms.

5. Credits

• Credits are prepaid and never expire.
• One Credit permits creation of one Gifted Portfolio. A Credit is consumed when the invitation is sent.
• If a client declines the invitation or it goes unclaimed for 30 days, the Credit is returned to your balance.
• Credits are tied to your account, are not transferable, and have no cash value except as stated in the Refund Policy.
• Credits are not a substitute for a subscription; features listed as subscription-only remain so.

6. Beta status

Parts of MaintFolio are in active development. Features may change, break, or be withdrawn. Where a feature is labeled beta, it is provided as-is and may not perform reliably. We will not withdraw the export capability described in §19.

7. Your Content

7.1 You own it

You retain all rights to your Content. We claim no ownership.

7.2 License to us

You grant us a limited, non-exclusive, worldwide, royalty-free license to host, store, copy, transmit, display, and process your Content solely to operate and provide the service to you — including generating schedules, running recall matching, producing exports, and creating backups. This license ends when you delete the Content or your account, except for copies in encrypted backups until they cycle out, and for anything you have shared with a third party who retains their own copy.

This license does not permit us to sell your Content, use it for advertising, disclose it to anyone except as described in the Privacy Policy, or use it to train artificial intelligence models.

7.3 Your responsibility

You represent that you have the right to upload your Content and that it does not infringe anyone’s rights or violate any law. Do not upload: content you lack rights to; malware; another person’s personal information without their permission; or government identification numbers, financial account numbers, or health records — MaintFolio is not designed to safeguard those categories.

8. Data, backups, and keeping your own copies

8.1 What we do

• Your Content is encrypted in transit and at rest.
• We maintain encrypted daily backups of the production database and file storage.
• A full export of your records and uploaded files is available from Settings at any time, on every plan, free. We will not place export behind a paywall, restrict it during a billing dispute, degrade it, or remove it.
• If your account lapses for non-payment, it reverts to the free plan with your Content intact and export still available.

8.2 What you should do

Our backups exist so we can restore the service, not as a backup service for you. MaintFolio should not be the only place an irreplaceable document exists. Keep your own copies of anything you cannot afford to lose — original receipts, warranty documents, permits, and insurance paperwork in particular. Run an export periodically and store it somewhere you control.

8.3 What we do not guarantee

While we take reasonable measures to prevent it, we do not warrant that Content will never be lost, corrupted, or made temporarily unavailable, and we are not liable for such loss except to the extent it results from our gross negligence or willful misconduct. Nothing in this section limits any right you have under applicable law.

9. Fair use limits

Unlimited plan features are subject to reasonable use so that no single account degrades the service for others. Unless your plan states otherwise:

If you approach a limit we will email you before taking any action, and we will offer an upgrade path or a reasonable accommodation. We will not suspend an account for exceeding a fair use guideline without first notifying you and giving you at least 14 days to adjust, except where usage is causing immediate harm to the service.

10. Additional terms for Pros

These apply in addition to everything above if you use a Pro account.

10.1 Client consent

You must have your client’s permission before entering their personal information into MaintFolio. You represent that you have it. You are responsible for the accuracy and lawfulness of client data you enter, and for complying with the privacy, marketing, and licensing laws that apply to your profession.

10.2 Your relationship with clients

MaintFolio is a tool you use. We are not a party to your client relationships, we make no representation about client retention, referral volume, or revenue, and any figures in our marketing are illustrative.

10.3 Branding

You grant us a license to display your name, logo, contact details, and photo within client Portfolios and in service emails relating to assets you originated, for as long as the association lasts. You represent that you hold the rights to those marks.

10.4 Ownership transfer

When a client claims a Gifted Portfolio, ownership passes to them. You retain an originator association with the assets you created and the reporting derived from it. You do not retain the right to access, export, or use the client’s Portfolio content thereafter.

10.5 Unlinking

A client may unlink you at any time. Your branding is removed from their view and you lose access to their activity signals; your originator record and historical reporting are preserved. You may not attempt to circumvent an unlink.

10.6 What you may not do

• Extract, export, scrape, or resell client data obtained through the platform
• Use the platform to send marketing unrelated to the client’s assets
• Create Portfolios for people who have not agreed to receive them
• Misrepresent your license status, qualifications, or affiliation with MaintFolio
• Represent that MaintFolio endorses or guarantees your work

10.7 Indemnity

You will indemnify us against claims arising from client data you entered without authorization, from your professional services, or from your breach of this §10.

11. Service Directory and third-party professionals

MaintFolio is a platform, not a contractor, employer, or agent of any service professional.

• Professionals listed in the Service Directory, saved in your vendor list, or shown as a Preferred Pro are independent third parties. We do not employ, supervise, dispatch, or control them.
• Listing is not endorsement. We do not verify licensing, insurance, bonding, certification, background, or quality of work unless we expressly state otherwise for a specific listing, and any such statement is limited to what it says.
• Any agreement for work is solely between you and that professional. We are not a party to it, we do not process payment for it, and we take no commission on it unless expressly disclosed.
• We are not liable for the acts, omissions, workmanship, pricing, timeliness, conduct, or damage caused by any professional, whether or not you found them through MaintFolio.
• Disputes are between you and the professional. We may, at our discretion, remove a listing, but we have no obligation to mediate, arbitrate, or resolve a dispute.
• Verify credentials, licensing, and insurance independently before hiring anyone.

12. Financial figures, cost tracking, and estimates

Total Cost of Ownership, Upgrades tracking, remaining-useful-life estimates, replacement cost figures, energy or savings projections, and any other number MaintFolio displays are basic estimators derived from the data you entered and general assumptions.

They are not financial, tax, accounting, investment, insurance, appraisal, or real estate valuation advice, and they are not a substitute for a professional. Do not rely on them for tax filings, insurance coverage decisions, loan applications, listing prices, or investment decisions. Consult a qualified professional. Figures may be inaccurate, out of date, or inapplicable to your circumstances, and we make no representation as to their accuracy.

13. Acceptable use

Do not: reverse engineer, decompile, or attempt to derive source code; probe, scan, or test the security of the service without written permission; circumvent rate limits, plan limits, or access controls; use automated means to scrape the service; resell or white-label the service without an agreement; upload malware; interfere with other users; or use the service for anything unlawful.

We may suspend or terminate accounts that violate this section. Where practical and lawful, we will warn you first.

14. Third-party data and services

MaintFolio incorporates data from NHTSA, CPSC, public property records, and other third parties, and integrates with services such as Stripe. We do not control that data or those services and do not warrant their accuracy, completeness, or availability. Third-party services are governed by their own terms. Neither NHTSA nor CPSC is affiliated with, sponsors, or endorses MaintFolio.

15. Important disclaimers about what MaintFolio is

15.1 Organizational tool, not a claim-ready ledger

MaintFolio helps you organize records. It is not an appraisal, an inventory certification, or a claim-ready ledger. You are responsible for the accuracy and completeness of what you enter.

15.2 Insurance outcomes

Exports, logbooks, and inventories are formatted to be useful in claims and appraisals. Whether any insurer, adjuster, appraiser, or lender accepts them is entirely outside our control, and we make no representation that they will. We are not liable for a denied, reduced, or delayed claim.

15.3 Maintenance schedules, Smart Tips, and DIY work

Schedules and suggestions are informational only, derived from general guidance, manufacturer intervals, and AI-generated suggestions. They are not engineering, mechanical, structural, electrical, plumbing, or other professional advice, and they are not a substitute for a qualified professional or the manufacturer’s documentation.

You assume all risk for any work you perform. Consult the manufacturer’s manual and a licensed professional before undertaking any maintenance or repair. Following a MaintFolio schedule does not guarantee that equipment will not fail, that damage will not occur, or that a warranty will remain valid.

15.4 Recall monitoring

Recall information is drawn from published NHTSA and CPSC data. Vehicle matching uses VIN or year/make/model. Appliance, tool, and equipment matching is probabilistic — it compares your asset details against recall notices and may produce false matches and, importantly, may fail to identify a recall that does apply to your asset.

MaintFolio is not a safety monitoring service, and recall alerts are provided as a convenience only. You must not rely on MaintFolio as your source of safety information. Always verify directly with the manufacturer or the issuing agency using your serial number, and register your products with their manufacturers. We are not liable for a recall we did not identify, identified late, or identified incorrectly.

15.5 AI output

AI features — including the Vision Scanner, Magic Inspection Upload, Smart Specs, Smart Tips, and recall adjudication — can produce incorrect, incomplete, or fabricated information. You must review and verify AI-generated data against the source document or the physical asset before saving or relying on it.

15.6 Valuation and resale

Seller’s reports, service histories, and Smart Transfer records are documentation, not appraisals, and do not guarantee any valuation, sale price, or transaction outcome.

16. Warranty disclaimer

THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE." TO THE MAXIMUM EXTENT PERMITTED BY LAW, WE DISCLAIM ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, AND NON-INFRINGEMENT. WE DO NOT WARRANT THAT THE SERVICE WILL BE UNINTERRUPTED, SECURE, OR ERROR-FREE, THAT REMINDERS, RECALL ALERTS, OR OTHER NOTIFICATIONS WILL BE GENERATED OR DELIVERED, OR THAT ANY DATA WILL BE ACCURATE.

Some jurisdictions do not allow certain disclaimers, so parts of this section may not apply to you.

17. Limitation of liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW:

We are not liable for indirect, incidental, special, consequential, exemplary, or punitive damages, or for lost profits, lost revenue, lost data, lost business, property damage, personal injury, equipment failure, missed maintenance, undelivered or missed reminders or recall alerts, work performed or not performed, or denied insurance claims — even if we were advised such damages were possible.

Our total aggregate liability for all claims is limited to the greater of (a) the amount you paid us in the 12 months before the event giving rise to the claim, or (b) $100.

These limits apply regardless of legal theory and even if a limited remedy fails of its essential purpose. Nothing in these Terms limits liability for gross negligence, willful misconduct, fraud, or any liability that cannot be limited under applicable law. Some jurisdictions do not allow these limits, so they may not fully apply to you.

18. Indemnification

You will defend, indemnify, and hold harmless MaintFolio and its officers, employees, and agents from claims, damages, and reasonable legal fees arising from your Content, your use of the service, your engagement of any service professional, your violation of these Terms or any law, or your infringement of anyone’s rights.

19. Export, portability, and what happens if we shut down

We consider this section a commitment, not boilerplate.

Export. A full backup export — records and uploaded files — is available from Settings at any time, on every plan, free, as described in §8.1.

Deletion. You may delete your account and Content at any time. See Privacy Policy §11 for timelines.

If we discontinue the service. If we ever wind down MaintFolio, we will:

• Give at least 90 days’ notice by email to every account with data
• Keep the service and export functioning for that entire period
• Publish an offline archive format that remains readable without MaintFolio
• Not delete Content before the notice period ends
• Refund the unused portion of any prepaid subscription and the full value of unused Credits

If MaintFolio is acquired, the successor takes these obligations with it, or we give you the same 90 days’ notice and export window before your data becomes subject to different terms.

20. Suspension and termination

You may stop using MaintFolio and delete your account at any time.

We may suspend or terminate your account if you materially breach these Terms, if we are required to by law, or if your use creates risk or legal exposure for us or another user. Except where the breach is severe, unlawful, or immediate suspension is legally required, we will give you written notice describing the problem and at least 14 days to cure it. Exceeding a fair use guideline under §9 is handled under §9, not this section.

On termination, you retain export access for 30 days unless the termination arises from unlawful conduct.

Sections that by their nature should survive termination do — including §7.2, §8.3, §11, §12, §15, §16, §17, §18, §19, §22, and §23.

21. Changes to these Terms

We may update these Terms. For material changes we will give at least 30 days’ notice by email before they take effect. Each version is dated and numbered, and prior versions remain available on request. Continuing to use the service after the effective date constitutes acceptance. If you disagree, cancel and export your data before then.

22. Governing law and dispute resolution

Governing law. These Terms are governed by the laws of the State of Colorado, without regard to conflict-of-laws rules.

Informal resolution first. Before filing anything, email support@maintfolio.com describing the dispute. We will try in good faith to resolve it within 30 days. Most disputes end here.

Arbitration. If we cannot resolve it, any dispute will be settled by binding individual arbitration administered by the American Arbitration Association under its Consumer Arbitration Rules, seated in the county designated in our then-current arbitration notice in Colorado, or conducted remotely at your election. Judgment on the award may be entered in any court of competent jurisdiction.

Exceptions. Either party may bring an individual claim in small claims court, and either party may seek injunctive relief in court for infringement or misuse of intellectual property.

Class action waiver. YOU AND MAINTFOLIO AGREE THAT CLAIMS MAY BE BROUGHT ONLY IN AN INDIVIDUAL CAPACITY, NOT AS A PLAINTIFF OR CLASS MEMBER IN ANY CLASS OR REPRESENTATIVE PROCEEDING. IF THIS WAIVER IS FOUND UNENFORCEABLE, THE ARBITRATION AGREEMENT IN THIS SECTION IS VOID IN ITS ENTIRETY.

Opt out. You may opt out of arbitration and the class waiver by emailing legal@maintfolio.com with "Arbitration Opt-Out," your name, and your account email within 30 days of first accepting these Terms. Opting out does not affect any other part of these Terms and will not affect your service.

23. General

Entire agreement. These Terms, the Privacy Policy, and the Refund Policy are the whole agreement between us and supersede prior discussions.

Severability. If a provision is unenforceable, the rest remains in effect.

No waiver. Not enforcing a provision is not a waiver of it.

Assignment. You may not assign these Terms without our consent. We may assign them in connection with a merger, acquisition, or sale of assets, subject to §19.

Force majeure. Neither party is liable for delays caused by events beyond reasonable control.

Notices. We will contact you at your account email. Contact us at support@maintfolio.com.

No third-party beneficiaries.

24. Contact

support@maintfolio.com