1The agreement
These Terms of Service are an agreement between MindFile ("MindFile", "we", "us") and the association and members who use MindFile ("you"). If you use MindFile on behalf of a board or association, you confirm you are authorized to accept these Terms for it.
2The service
MindFile organizes the email and documents your board sends it into a searchable record — financials, spending, compliance, documents, vendors, projects and decisions — and lets members ask questions that are answered from your own material with citations. MindFile supports your board's work; it does not replace your board, your managing agent, or your professional advisors.
3Eligibility & access
MindFile is offered to condo, co-op and HOA associations, currently by invitation during an early-access period. We may grant, limit, suspend or withdraw access, and we may change or discontinue features, as we continue to develop the service.
4Accounts & roles
- Members are added by a workspace administrator and receive a role — administrator, board member, or read-only — that determines what they can see and do.
- You are responsible for keeping login credentials secure, for enabling required multi-factor authentication for administrators, and for the activity of the members you invite.
- Tell us promptly at hello@mindfile.ai if you believe an account has been compromised.
5Acceptable use
You agree to use MindFile only for legitimate association business, and you agree not to:
- Upload content you are not authorized to share, or that infringes someone else's rights.
- Send information that is not related to the operation of your condo, co-op or HOA — including sensitive personal information about an individual that the board has no proper business reason to hold.
- Attempt to access another workspace, breach security, or interfere with the service.
- Use MindFile to break the law or to harass, defame or harm others.
When you upload documents you confirm they relate to association business and do not create a confidentiality or privacy problem for the board — the same attestation shown at upload.
6Your content & ownership
Your content stays yours. You keep all rights to the email, documents and other material you put into MindFile. You grant MindFile the permission needed to host, process, index and display that content in order to provide the service to you — and for no other purpose. You can export your content and can ask us to delete it, as described in our Privacy Policy.
7AI outputs
MindFile uses AI to read your documents and answer questions from them. AI answers can be incomplete or wrong.
8Availability & fees
During early access MindFile is provided on an "as available" basis and we do not guarantee uninterrupted service. MindFile is currently offered without a published subscription fee; when we introduce pricing we will give workspace administrators advance notice, and continued use after a stated effective date means acceptance of the applicable fees.
9Disclaimers
Except where the law says otherwise, MindFile is provided "as is" and "as available", without warranties of any kind, whether express or implied, including merchantability, fitness for a particular purpose, and non-infringement. We do not warrant that the service will be error-free, or that AI answers or extracted data will be accurate or complete.
10Limitation of liability
To the fullest extent permitted by law, MindFile and its suppliers will not be liable for any indirect, incidental, special, consequential or punitive damages, or for lost profits, data or goodwill, arising out of or relating to your use of the service. Our total liability for any claim relating to the service will not exceed the greater of the amount you paid us for the service in the twelve months before the claim, or one hundred US dollars (US$100).
11Termination
You may stop using MindFile at any time and ask us to close your workspace. We may suspend or end access if these Terms are breached, if required by law, or if we discontinue the service, with reasonable notice where practical. On termination you may export your content before it is removed, as described in our Privacy Policy.
12Governing law
These Terms are governed by the laws of the State of New York, United States, without regard to its conflict-of-laws rules, and you and MindFile submit to the courts located there for any dispute, except where mandatory local law provides otherwise.
13Changes to these Terms
We may update these Terms as MindFile evolves. When we make material changes we will update the date above and, where appropriate, notify workspace administrators. Continuing to use MindFile after an update means you accept the revised Terms.
14Contact us
Questions about these Terms? Email hello@mindfile.ai. See also our Privacy Policy.