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Terms of Service — THE FOUR AMBASSADORS ASSOCIATION, INC. Portal

Effective Date: March 8, 2026

1. Introduction and Parties

These Terms of Service ("Terms") govern your use of the online portal ("Portal") provided by THE FOUR AMBASSADORS ASSOCIATION, INC. ("Association," "we," "us," or "our") for the benefit of its members, residents, owners, staff, and authorized guests ("you" or "User").

The Portal is powered by RecordGuards, a compliance management platform operated by Valzero Inc. ("Platform Provider"). The Association provides this Portal as a tool for managing association records, communications, and compliance obligations. Valzero Inc. operates the underlying technology but is not a party to the relationship between you and the Association.

By accessing or using this Portal, you agree to be bound by these Terms. If you do not agree, you must not access or use the Portal.

2. Purpose of the Portal

THE FOUR AMBASSADORS ASSOCIATION, INC. provides this Portal to facilitate:

  • Document access — viewing and downloading association records, governing documents, meeting minutes, financial statements, and other official records as required by Florida law
  • Compliance tracking — monitoring the Association's compliance with Florida statutory obligations
  • Communication — receiving notices, updates, and announcements from the Association
  • Service requests — submitting maintenance requests, architectural review applications, estoppel certificate requests, and other forms
  • Electronic consent management — managing your preferences for receiving electronic notices from the Association
  • Record inspection — exercising your statutory right to inspect association records under Florida law

This Portal is a compliance and records management tool. It does not provide legal advice, and nothing on this Portal creates an attorney-client relationship.

3. Florida Statutory Context

The Association operates under Florida law, including:

  • Florida Statute Chapter 718 — Florida Condominium Act (for condominium associations)
  • Florida Statute Chapter 720 — Homeowners' Associations Act (for HOAs)
  • Florida Statute Chapter 719 — Cooperative Act (for cooperative associations)

These statutes establish rights and obligations regarding association records, including:

  • Right to inspect records — Unit owners and members have the right to inspect official association records upon written request (FL SS718.111(12), SS720.303(5), SS719.104(2))
  • Response timeline — The Association must make records available within 10 business days of a written request
  • No reason required — You do not need to state a reason for requesting to inspect records
  • Record retention — The Association is required to maintain official records for specified periods as defined by Florida statute
  • Website portal requirements — Associations with 25 or more units must maintain an online portal with specific documents available to owners (FL SS718.111(12)(g))

This Portal is designed to help the Association meet these statutory obligations. However, the Portal itself does not guarantee the Association's legal compliance. The compliance features, categories, and deadlines shown on the Portal reflect the Association's configured jurisdiction and may be customized by the Administrator with attorney acknowledgment. Users should consult a Florida-licensed attorney for legal questions regarding their rights.

4. User Roles and Access

The Portal supports the following user roles, each with different levels of access:

4.1 Administrator (Admin)

The property manager or Community Association Manager (CAM) with full Portal control, including document management, user management, compliance dashboards, configuration settings, and staff permissions. One Admin per association.

4.2 Staff

Association employees assigned to departments (e.g., Administration, Front Desk, Maintenance, Accounting, Security). Staff permissions are configured per person by the Admin based on department role. Staff access varies — not all Staff members see all features.

4.3 Owner

Unit owners on the deed with broad document access as provided by applicable state statute, including governing documents, financial records, meeting minutes, and compliance reports. Owners may manage their household and pet registrations.

4.4 Tenant (Resident/Renter)

Renters residing in a unit with limited document access as provided by applicable state statute. Tenants have access to notices, community information, and features relevant to daily residency but may not have the same statutory inspection rights as Owners.

4.5 Guest

No-account or limited-access visitors, such as prospective buyers, attorneys, or realtors, who may browse public portal content or access specific features (e.g., estoppel certificate requests) without full registration.

Your access level is determined by your role as assigned by the Association's administrator. The Association reserves the right to modify your access level at any time.

5. Account Responsibilities

5.1 Registration

You agree to provide accurate, current, and complete information when creating your account and to keep this information updated.

5.2 Security

You are responsible for maintaining the confidentiality of your login credentials. You must notify the Association immediately if you believe your account has been compromised. You are responsible for all activity that occurs under your account.

5.3 One Account Per Person

Each account is for a single individual. You may not share your login credentials with others or allow others to access the Portal using your account.

5.4 Accurate Identity

You must use your legal name as it appears in Association records. Accounts with false or misleading identity information may be suspended.

6. Acceptable Use

You agree to use the Portal only for its intended purposes related to Association business. You agree not to:

  • Access or attempt to access documents, data, or features not authorized for your role
  • Use automated tools (bots, scrapers, crawlers) to access the Portal unless expressly authorized
  • Upload content that contains malware, viruses, or other harmful code
  • Upload content unrelated to Association business
  • Interfere with or disrupt the Portal's operation or infrastructure
  • Reverse engineer, decompile, or attempt to extract the source code of the Portal
  • Use the Portal for any commercial purpose unrelated to Association operations
  • Reproduce, distribute, or publicly display Association documents except as permitted by Florida law
  • Harass, threaten, or abuse other Portal users through any Portal communication feature

Violation of these terms may result in immediate suspension or termination of your Portal access.

7. Documents and Content

7.1 Ownership of Association Documents

Documents uploaded to the Portal by or on behalf of the Association remain the property of THE FOUR AMBASSADORS ASSOCIATION, INC.. The Association retains all rights to its official records, governing documents, financial statements, and other materials.

7.2 User-Submitted Content

Content you submit through the Portal (e.g., service requests, forms, communications) becomes part of the Association's records and may be retained in accordance with Florida statutory retention requirements.

7.3 Document Accuracy

While the Association strives to maintain accurate and current records on the Portal, documents are provided "as is." The Association does not warrant that every document on the Portal is the most current version. For official or time-sensitive matters, contact the Association directly at 4amb@comcast.net.

7.4 Statutory Records Access

This Portal is one method of accessing Association records. It does not replace your right to request inspection of records through other means as provided by Florida law. If you cannot locate a record on the Portal, you may submit a written request to the Association.

8. Data Handling and Privacy

8.1 Data Controller and Processor

THE FOUR AMBASSADORS ASSOCIATION, INC. is the data controller for personal information collected through this Portal. Valzero Inc. (the Platform Provider) acts as a data processor, processing personal data solely on behalf of and under the instructions of the Association.

8.2 Personal Information

The Portal collects and processes personal information necessary for Association operations, including names, unit numbers, contact information, and Portal usage data. Your personal information is handled in accordance with our Privacy Policy, available at https://faa.recordguards.com/legal/privacy.

8.3 AI and Automated Processing

The Portal may use artificial intelligence for document classification and optical character recognition (OCR) for text extraction. These automated features are advisory tools only. AI classifications may contain errors and should not be relied upon without human review. The Association's administrator may disable AI classification features.

8.4 Third-Party Service Providers

The Platform Provider may use third-party services (including cloud hosting, AI providers, and payment processors) to operate the Portal. These providers process data under contractual obligations to protect your information. For details, refer to the Privacy Policy.

9. Electronic Communications and Consent

9.1 Electronic Notice Consent

Florida law permits associations to deliver official notices electronically to owners who have consented. If you provide electronic notice consent through the Portal, you agree to receive official Association notices (including meeting notices, budget notices, and other communications required by Florida statute) via email and Portal notifications.

9.2 Consent Requirements

Your electronic notice consent is given in compliance with the Florida Uniform Electronic Transaction Act (UETA, FL SS668.50) and the federal Electronic Signatures in Global and National Commerce Act (ESIGN, 15 U.S.C. SS7001 et seq.).

9.3 Revocation

You may revoke your electronic notice consent at any time through your Portal account settings or by contacting the Association at 4amb@comcast.net. Upon revocation, the Association will resume delivering required notices via postal mail or other methods permitted by law.

9.4 Electronic Signatures

Where the Portal collects electronic signatures (e.g., consent forms, architectural review applications), such signatures are intended to comply with UETA and ESIGN. By providing an electronic signature, you agree that it carries the same legal weight as a handwritten signature.

10. Fees and Payments

10.1 Portal Access

General Portal access for owners and residents is included as part of Association operations and is not charged separately to individual Users.

10.2 Service Fees

Certain services available through the Portal may incur fees, including but not limited to estoppel certificate requests (as permitted by Florida statute). All applicable fees will be disclosed before you complete a transaction.

10.3 Payment Processing

Payments made through the Portal are processed by Stripe, Inc. The Association and the Platform Provider do not store your credit card information on the Portal.

11. Intellectual Property

11.1 Portal Technology

The Portal technology, including its design, software, and branding, is the intellectual property of Valzero Inc. Nothing in these Terms grants you any rights to the Platform Provider's intellectual property.

11.2 Association Materials

The Association's name, logo, and official documents are the property of THE FOUR AMBASSADORS ASSOCIATION, INC.. Use of Association materials is limited to purposes authorized by the Association or permitted by Florida law.

12. Disclaimers

12.1 Not Legal Advice

This Portal is a technology tool for records management and compliance tracking. It is not a substitute for legal advice. The Association, the Platform Provider, and their respective employees and agents do not provide legal advice through this Portal. Consult a Florida-licensed attorney for legal guidance.

12.2 Compliance Tool Only

Compliance scorecards, deadline tracking, document classifications, and other Portal features are informational tools. They do not constitute a determination of the Association's actual legal compliance status. The Association retains full responsibility for its statutory compliance.

12.3 No Warranty

THE PORTAL IS PROVIDED "AS IS" AND "AS AVAILABLE." THE FOUR AMBASSADORS ASSOCIATION, INC. AND THE PLATFORM PROVIDER DISCLAIM ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT.

NEITHER THE ASSOCIATION NOR THE PLATFORM PROVIDER WARRANTS THAT:

  • THE PORTAL WILL BE UNINTERRUPTED, SECURE, OR ERROR-FREE
  • DOCUMENTS ON THE PORTAL ARE COMPLETE, CURRENT, OR ACCURATE
  • AI CLASSIFICATIONS OR OCR RESULTS WILL BE FREE OF ERRORS
  • THE PORTAL WILL MEET YOUR SPECIFIC REQUIREMENTS

13. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY FLORIDA LAW, NEITHER THE FOUR AMBASSADORS ASSOCIATION, INC. NOR VALZERO INC. SHALL BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES ARISING FROM YOUR USE OF THE PORTAL, INCLUDING BUT NOT LIMITED TO:

  • LOSS OF DATA OR DOCUMENTS
  • RELIANCE ON PORTAL INFORMATION FOR LEGAL OR FINANCIAL DECISIONS
  • ERRORS IN AI CLASSIFICATION OR OCR PROCESSING
  • UNAUTHORIZED ACCESS TO YOUR ACCOUNT DUE TO YOUR FAILURE TO PROTECT CREDENTIALS
  • SERVICE INTERRUPTIONS OR TECHNICAL FAILURES

THE TOTAL LIABILITY OF THE FOUR AMBASSADORS ASSOCIATION, INC. AND VALZERO INC. FOR ALL CLAIMS ARISING UNDER THESE TERMS SHALL NOT EXCEED ONE HUNDRED DOLLARS ($100.00).

14. Indemnification

You agree to indemnify and hold harmless THE FOUR AMBASSADORS ASSOCIATION, INC., Valzero Inc., and their respective officers, directors, employees, and agents from any claims, damages, or expenses (including reasonable attorneys' fees) arising from:

  • Your violation of these Terms
  • Your misuse of the Portal
  • Your violation of any applicable law
  • Content you upload or submit through the Portal

15. Termination of Access

15.1 By the Association

The Association may suspend or terminate your Portal access at any time if:

  • You violate these Terms
  • You are no longer a member, owner, resident, or authorized user of the Association
  • Your access is revoked by an Association administrator
  • The Association's subscription to the Platform is terminated

15.2 By You

You may deactivate your account by contacting the Association at 4amb@comcast.net. Deactivating your account does not affect your rights under Florida law to inspect Association records through other means.

15.3 Effect of Termination

Upon termination, your right to access the Portal ceases immediately. Content you submitted as part of Association records (e.g., service requests, forms) may be retained by the Association as required by Florida law.

16. Modifications to These Terms

The Association may update these Terms from time to time. When material changes are made, you will be notified via email or through a notice on the Portal. Your continued use of the Portal after the effective date of updated Terms constitutes your acceptance of the changes.

17. Governing Law and Disputes

17.1 Governing Law

These Terms are governed by the laws of the State of Florida, without regard to conflict of laws principles.

17.2 Dispute Resolution

Before initiating any legal proceeding, you and the Association agree to attempt to resolve disputes through good-faith negotiation for a period of thirty (30) days after written notice of the dispute.

17.3 Venue

Any legal action arising under these Terms shall be brought exclusively in the state or federal courts located in the county where THE FOUR AMBASSADORS ASSOCIATION, INC. is situated, and the parties consent to the personal jurisdiction of such courts.

18. Miscellaneous

18.1 Entire Agreement

These Terms, together with the Privacy Policy at https://faa.recordguards.com/legal/privacy and any applicable Association rules, constitute the entire agreement between you and THE FOUR AMBASSADORS ASSOCIATION, INC. regarding use of this Portal.

18.2 Severability

If any provision of these Terms is found to be unenforceable, the remaining provisions remain in full force and effect.

18.3 Waiver

The failure of the Association to enforce any provision of these Terms does not constitute a waiver of that provision.

18.4 Assignment

You may not assign your rights under these Terms. The Association may assign its rights and obligations under these Terms in connection with a change in management or governance.

18.5 Contact

For questions about these Terms or your Portal access, contact:

THE FOUR AMBASSADORS ASSOCIATION, INC. Email: 4amb@comcast.net

This Portal is powered by RecordGuards, a compliance management platform operated by Valzero Inc. RecordGuards is not a law firm and does not provide legal advice.