Terms of Use

Adapted from the CertPilot terms for the EstoppelPilot service; under counsel review. Your signed service agreement controls where the two differ.

These terms govern use of the EstoppelPilot service and dashboard (“the Service”), operated by Taro Ventures, LLC (“we”, “us”), by the company that has signed a service agreement with us (“you”). Where a signed service agreement or order form exists, its specific terms (pricing, volumes, term length) control over anything here.

What the Service is — and is not

EstoppelPilot is software that helps your management company prepare estoppel certificates under Florida law: it reads estoppel requests arriving in the mailbox you designate, matches them against the associations and parcel ledgers you upload, fills the statutory certificate from your records, computes the fee and delivery deadline, and saves a draft reply for your licensed manager to review and sign.

• The Service never sends email. Every certificate is a draft until a person at your company reviews it and clicks send.
• The Service is not a community association manager, law firm, or title agent. It provides no legal advice, makes no determinations about amounts owed, and issues nothing. Certificates are prepared mechanically from the ledger data your company supplies.
• Your licensed personnel remain responsible for reviewing every draft for accuracy and appropriateness before it is sent, exactly as they would for a certificate prepared by hand.

Certificate data is extracted using AI-based tools, which may occasionally misread or omit details from a request. That is exactly why every draft requires review by your licensed personnel before it's sent, and the Service is not a substitute for your company's own quality controls.

Your responsibilities

• Keep your associations and parcel ledgers accurate and current — a certificate can only be as correct as the ledger behind it, including balances, violations, and scheduled assessments.
• Ensure a licensed member of your team reviews and approves every certificate before sending.
• Hold the Florida community association manager licensure required to issue estoppel certificates on behalf of the associations you manage.
• Keep dashboard credentials confidential; accounts are provisioned per person and may not be shared.
• Use the Service only for lawful purposes connected to your company's certificate operations.

Our responsibilities

• Operate the Service with reasonable skill and care, including monitoring that alerts us if your processing instance stops running.
• Draft only — we will never configure the Service to send email on your behalf.
• Handle your data as described in our Privacy Policy, including deletion when service ends.

The Service depends on third-party platforms (Google, Microsoft, hosting, and AI providers); we do not guarantee uninterrupted availability, and scheduled or emergency maintenance may cause short gaps in processing. Requests that arrive during a gap are processed when service resumes. We may suspend access if we reasonably believe an account poses a security risk, is being used unlawfully, or has fees more than 30 days past due, giving notice where practicable.

Security and incident notification

We maintain administrative, technical, and organizational safeguards appropriate to the sensitivity of your data, designed to protect it against unauthorized access, disclosure, alteration, and destruction. These include encryption in transit and at rest; mailbox credentials held server-side, scoped to the single mailbox you designate, and stored where no dashboard user of any agency can read them; a processing instance dedicated to your company rather than a shared pool; invitation-only dashboard accounts; and access to production data limited to named personnel with a business need. Our Privacy Policy describes what we hold and which providers process it.

We acknowledge that your company is subject to obligations governing the security of customer information — including the GLBA Safeguards Rule, state insurance data security laws adopted from the NAIC model law, and, for New York licensees, the NYDFS cybersecurity regulation — which require you to contractually bind your service providers. We accept those obligations with respect to the data you provide us, and will complete reasonable security questionnaires and enter a data processing addendum on request.

If we become aware of a security incident affecting your data, we will notify your designated security contact without undue delay, and in any event within 72 hours of confirming it. The notice will describe what we know, what we are doing about it, and the information you need for your own reporting obligations, including notice to your insurance regulator where one applies. You will name a security contact during onboarding and keep it current; absent one, we will notify your account's primary contact.

Restrictions

You will not, and will not permit others to: reverse-engineer or copy the Service's software; use the Service to build a competing product; resell or sublicense access without our consent; or use the Service in a way that violates applicable law, including the insurance regulations governing your company.

Fees

Fees are set out in your service agreement: an implementation fee, a monthly service fee covering an included volume of standard requests, and a per-request charge beyond that volume. A “standard request” is a certificate request for which the Service produced a reviewable draft. Invoices are payable as stated on the invoice. Fees are non-refundable except as required by law or as expressly stated in your service agreement. You are responsible for applicable taxes, excluding taxes on our net income.

Your data

Your agency owns its data — the book of business, agency details, and activity records. You grant us the limited right to process that data solely to provide the Service. We claim no other rights to it. On termination you receive it back and we delete it, on the schedule set out below and in the Privacy Policy.

Confidentiality

Each party will keep the other's non-public business and technical information confidential and use it only to perform under these terms, except as required by law or with the disclosing party's consent.

Ownership

We (or our licensors) own all rights in the Service, including its software, design, and documentation. These terms give you only the limited right to use the Service as described here; nothing transfers ownership of the Service to you. If you send us feedback or suggestions, we may use them without restriction or compensation to you.

Indemnification

You will defend, indemnify, and hold us harmless from third-party claims, damages, and expenses (including reasonable attorneys' fees) arising from: (a) your breach of these terms; (b) your company's use of the Service in violation of applicable law or your applicable law; (c) the accuracy of data you provide us, including your book of business; or (d) a certificate sent by your team without the review these terms require.

We will defend and indemnify you against a third-party claim that the Service, used as provided by us and in accordance with these terms, infringes that party's U.S. intellectual property rights — excluding any claim arising from your data or your modifications to the Service.

Disclaimers and limitation of liability

Except as expressly stated in these terms or your service agreement, the Service is provided “as is.” To the maximum extent permitted by law: (a) we disclaim implied warranties of merchantability, fitness for a particular purpose, and non-infringement; (b) neither party is liable for indirect, incidental, special, or consequential damages; and (c) our total liability arising out of the Service is limited to the fees you paid us in the twelve months before the event giving rise to the claim. Nothing here limits liability that cannot be limited by law. These limits do not apply to your indemnification obligations under these terms, your payment obligations, or either party's breach of the confidentiality obligations above.

Term and termination

The Service runs for the term in your service agreement and may be terminated as provided there. Either party may also terminate for the other's uncured material breach on 30 days' written notice, or immediately if the other party becomes insolvent. You may revoke the Service's mailbox access at any time — via your Google Admin console or the mailbox account's Microsoft security settings — which suspends processing immediately. On termination, mailbox access and credentials are terminated within one business day and dashboard access ends. Within 10 business days we provide a machine-readable export of your book of business and your complete activity log, available for 30 days. At the end of that window your book of business, agency details, credentials, and dashboard accounts are permanently deleted. Your activity log is retained for the period stated in your service agreement — it is the audit record evidencing that your licensed personnel reviewed and sent each certificate — and is then permanently deleted, after which we keep only de-identified monthly volume counts as our own financial records. You may request deletion of the activity log earlier in writing. Sections addressing fees owed, confidentiality, ownership, indemnification, and limitation of liability survive termination.

Governing law and disputes

These terms are governed by the laws of the State of Delaware, without regard to conflict-of-law rules. Any dispute arising out of these terms or the Service will be brought exclusively in the state or federal courts located in Florida, and each party consents to that jurisdiction and venue.

Assignment

You may not assign these terms without our prior written consent, except to a successor in a merger, acquisition, or sale of substantially all your assets. We may assign these terms in connection with a similar transaction. These terms bind and benefit each party's permitted successors.

Force majeure

Neither party is liable for delay or failure to perform caused by events beyond its reasonable control, including outages of internet, utility, or third-party platforms (Google, Microsoft, hosting, or AI providers), natural disasters, or government action.

Entire agreement; severability

These terms, your service agreement, and our Privacy Policy are the entire agreement between us regarding the Service and replace any prior discussions on the subject. If a provision is found unenforceable, the rest remains in effect, and the unenforceable part will be interpreted to accomplish its intent as closely as the law allows. Our failure to enforce a provision at any time is not a waiver of it.

Changes and contact

We may update these terms; material changes will be notified to account holders by email at least 30 days before taking effect, and continued use after the effective date constitutes acceptance. Questions: [email protected].