Terms of Service

1. Who these terms are for

These Terms of Service (“Terms”) are an agreement between Affordable Housing Technologies LLC, operating as Applyfi (“Applyfi,” “we”), and the organization identified in the account application (“Customer,” “you”) — a housing authority, municipality, administrative agent, property management company, or other organization that administers affordable-housing programs. Applicants, their helpers, and third-party certifiers use the applicant portal under the terms and notices presented there.

2. What Applyfi does — and does not do

Applyfi provides tools to collect applicant information and source documents, check documents against configurable rules, cross-check information across documents, flag potential inconsistencies or signs of alteration, and manage communication with applicants.

Applyfi does not make eligibility determinations. All determinations of applicant eligibility, program compliance, and housing decisions are made solely by the Customer. Flags, checks, and AI-generated analysis are aids to your own review, and you are responsible for verifying any output before relying on it.

3. Account application and approval

Access is granted at Applyfi’s discretion. Organizations apply with accurate information; we may approve, reject, or later suspend access. The person accepting these Terms represents that they have authority to bind the organization, and their name, title, and time of acceptance are recorded.

4. Seats, credits, and billing

Staff seats are free and unlimited — there is no per-seat charge and no limit on the number of staff accounts an organization may add. Billing is based solely on submitted applications.

Credits are purchased through the service or granted by Applyfi. Creating an applicant invitation reserves one credit: it is set aside from your available balance, and it is consumed when the resulting application is first submitted. Payments are processed by Stripe — Applyfi does not receive or store card numbers.

A reserved credit is released back to your available balance, without being consumed, if the application is abandoned before it is submitted: when you cancel the invitation or close the application, when the applicant withdraws it, or when it goes fourteen days without activity. Activity means issuing the invitation, the applicant first opening it, the credit being reserved, or any change to the resulting application. An application whose credit was released cannot be submitted until you re-activate it, which reserves a credit again.

5. Data protection

Applicant data — including Social Security numbers, tax returns, and income documents — is processed on your behalf solely to provide the service. We encrypt data in transit and at rest, isolate each customer’s data from every other customer’s, restrict internal access under least privilege, and log key actions for audit.

We do not sell applicant data. We share it only with subprocessors necessary to provide the service (cloud hosting, email/SMS delivery, AI document analysis). Applicant data is never shared with our payment processor. AI services are configured not to retain applicant content for model training.

[PLACEHOLDER — pending counsel. T0-6 decided: retained indefinitely, never destroyed. See T0-1.]

6. Your responsibilities

• Comply with applicable law, including the Fair Housing Act and your program’s rules (e.g., UHAC, HOTMA, 24 CFR Part 5).
• Be responsible for your staff users’ actions and credentials. Seat access is organization-wide: every staff user can view all of your records.
• Have the legal right to collect the applicant information you request.
• Keep your organization information accurate and remove staff promptly when personnel change.

7. AI-assisted features

The service uses artificial intelligence to analyze documents, extract information, flag potential issues, and assist applicants and staff. AI outputs may be incomplete or incorrect; human review by your staff remains required before any action affecting an applicant. Applyfi does not warrant that AI analysis will detect every document defect or alteration.

8. Disclaimers and limits

The service is provided “as available” and, except as expressly stated, without warranties of any kind. Neither party is liable for indirect, incidental, special, consequential, or punitive damages, and Applyfi’s aggregate liability is capped at the fees you paid in the twelve months preceding the claim.

9. Term, termination, and your data

Either party may terminate on notice; Applyfi may suspend or terminate immediately for material breach, non-payment, or misuse. On termination you may export your records for a wind-down period, after which data is retained only as your program’s regulatory retention rules require and then disposed of.

10. Governing law and changes

These Terms are governed by the laws of the State of New Jersey. Revisions carry a new version identifier and effective date; for material changes we may require re-acceptance. Each acceptance — version, accepter name and title, and timestamp — is recorded.