Terms of Service

Version 2.0 · Last updated: October 29, 2026

What changed in v2.0: Added an equal opportunity and accommodations section, a clear statement that candidates never pay and that nothing we do guarantees an interview or job, a note that HOAHire's primer is not a licensing course, a section on where we operate (state by state), tokenized assessment links and consent records, optional voluntary self-identification kept separate from scoring, an assessment notice, and state-specific privacy rights. We no longer ask for school completion dates.

Part 1. Client Terms of Service (Employers)

Who this covers. Community association management companies, management firms, self-managed associations and their boards, and any other employer ("Client") that requests candidates from HOAHire.

Parties. These terms are between the Client and [HOAHire LLC — registration pending], a Florida limited liability company ("HOAHire", "we", "us").

1. What HOAHire does

1.1 HOAHire is a recruiting firm (a private personnel service) focused on community association management. We find, screen and introduce candidates (including career changers and graduates at any stage) for roles such as community manager, assistant community manager, portfolio manager, lifestyle and onsite staff, and administrative and accounting staff.

1.2 HOAHire does not manage community associations and does not provide community association management services. Trainee and assistant roles we recruit for involve clerical and support duties performed under the direct supervision of the Client's licensed community association manager. We introduce candidates; we do not employ them, supervise them, or act as the Client's agent, employer of record, or PEO. Nothing in these terms creates an employment, joint-employer, partnership, franchise or agency relationship between HOAHire and the Client or between HOAHire and any candidate.

1.3 We do not guarantee that we will find a candidate for any opening, or that any candidate will accept an offer.

2. Job Orders and electronic signature

2.1 Every opening is governed by a written Job Order that states the position, location (including the state or states where the work is done), pay range, employment type, fee and guarantee. The Job Order plus these terms form the agreement for that opening.

2.2 We present candidates for an opening only after an authorized person at the Client accepts its Job Order. Any change to an accepted Job Order creates a new version that must be accepted again.

2.3 Electronic signature. The Client agrees to do business electronically. Ticking the consent box and typing a full name on a Job Order is the Client's legally binding signature, with the same effect as a handwritten one, under the federal Electronic Signatures in Global and National Commerce Act (15 U.S.C. § 7001 et seq.) and the Florida Uniform Electronic Transaction Act (Fla. Stat. § 668.50). The person signing confirms they have authority to bind the Client. The Client may request a paper copy at no charge and may withdraw consent to electronic dealings for future Job Orders by written notice; withdrawal does not affect Job Orders already signed. HOAHire keeps a record of each acceptance: the Job Order version, a SHA-256 fingerprint of the Job Order and of these terms, the signer's name, title and email, the time, IP address and browser. That record is evidence of acceptance.

3. Fees

3.1 Placement fee. The placement fee is the flat amount stated in the Job Order (currently $5,000).

3.2 When the fee is earned. The fee is earned when any candidate Introduced by HOAHire is hired by the Client for any position, whether full-time, part-time, temporary, contract or as an independent contractor, within 12 months after the Introduction. It is earned regardless of how the hire happens: through HOAHire, directly, through a job board, another recruiter, a referral, a re-application, or otherwise.

3.3 Candidates already in the Client's process. No fee is owed for a candidate if the Client shows HOAHire, in writing and within 3 business days after the Introduction, that the candidate was already in the Client's active hiring process before the Introduction (for example, a dated application, interview invitation or interview record).

3.4 "Introduced" means HOAHire disclosed the candidate's identity to the Client by any means (client portal, email, phone, résumé, profile summary, or interview arrangement).

3.5 Invoicing and payment. Invoices are issued on the candidate's start date and are due on receipt. An invoice not paid within 15 days is past due and accrues interest at 1.5% per month simple interest (18% per year) or the highest lawful rate, whichever is lower, plus reasonable collection costs. Interest is never compounded.

3.6 Affiliates, associations and transfers. The fee also applies if, within the 12-month period, the candidate is hired by (a) a Client affiliate, parent, subsidiary or sister company, (b) a community association, board or property the Client manages, or (c) any person or company to which the Client referred the candidate. It applies to re-hires and to transfers between the Client and those parties within 12 months. In each case the fee is the Client's obligation.

3.7 Free to candidates. HOAHire never charges a candidate any fee. Our fees are paid by the employers we work with.

3.8 Taxes. Fees are exclusive of taxes. The Client pays any sales or use tax that applies.

3.9 Launch Partner Program. During HOAHire's launch, a Client that signs a Launch Partner Agreement giving HOAHire the first right to fill its entry-level openings pays no monthly fee. "First right" means the Client gives HOAHire the first opportunity to present candidates for each entry-level opening covered by the agreement, for the period stated in the agreement. The placement fee in Section 3.1 still applies to each hire. If no HOAHire candidate has been placed with the Client within 12 months after the Launch Partner Agreement is signed, the Client's account converts to the Subscription in Section 3.10 at the rate stated in the agreement (currently $199 per month). We will remind the Client in writing at least 30 days before the conversion, and the Client may cancel before the conversion date at no charge.

3.10 Subscription. Clients may also choose a standalone Subscription (currently $199 per month) for the services described in their order. The Subscription is billed monthly in advance and may be cancelled at any time, effective at the end of the current billing month. Partial months are not refunded. The placement fee in Section 3.1 applies to hires unless the order says otherwise.

3.11 Training. HOAHire is building training for the people it places and for Client teams. We will share our training roadmap with Launch Partners and Subscribers and make new training available to them at no extra charge as it is released. Roadmap dates are targets, not guarantees.

4. Replacement guarantee (90 days)

4.1 If a placed candidate's employment ends within 90 days after the start date, HOAHire will make reasonable efforts to present a replacement candidate for the same position at no additional placement fee.

4.2 Conditions. The guarantee applies only if (a) the fee was paid before it became past due, (b) the Client notifies HOAHire in writing within 10 days after the employment ends, and (c) the Client gives HOAHire a reasonable period, usually 60 days, to present a replacement.

4.3 Exclusions. The guarantee does not apply if employment ends because of: a reduction in force, restructuring, position elimination, or the loss of the management agreement or community the person was hired for; a material change in the duties, pay, schedule or location from the Job Order; the Client's breach of law or of these terms; or the candidate's death, disability, or protected leave.

4.4 Sole remedy; no refunds. The replacement is the Client's sole and exclusive remedy for a placement that does not work out. Fees are not refundable and no credit is given. One replacement per placement.

5. Confidentiality

5.1 Candidate information shared with the Client (names, contact details, résumés, profile summaries, interview notes, assessment summaries, and HOAHire training progress: modules passed, average best score, and earned badges) is HOAHire Confidential Information. The Client may use it only to evaluate the candidate for the opening in the Job Order.

5.2 The Client may not copy, forward, post, sell, or share candidate information with anyone outside its hiring team, including other management companies, association boards (other than board members directly involved in hiring for that community), or other recruiters, and may not enter it into its own databases for any other purpose without HOAHire's written consent.

5.3 The Client will protect the information with at least reasonable care, delete it on request or when it no longer needs it for the opening, and tell HOAHire promptly about any unauthorized disclosure.

5.4 Disclosure is an Introduction. If the Client passes a candidate's information to a third party who then hires the candidate within 12 months, the Client owes the fee as if the Client had hired the candidate.

5.5 HOAHire will keep Client business information it receives confidential (for example, compensation plans and portfolio details) and use it only to provide the service.

6. Non-circumvention and non-solicitation

6.1 No bypass. During the Job Order and for 12 months after an Introduction, the Client will not, directly or indirectly, recruit, interview, engage or hire an Introduced candidate except through HOAHire, or encourage a candidate to work around HOAHire.

6.2 No solicitation of HOAHire staff. During the relationship and for 12 months after, the Client will not solicit for employment any HOAHire employee or contractor who worked on its account (general job ads are not solicitation).

6.3 Fee for circumvention. If the Client breaches 6.1 or 5.4, the Client owes the full placement fee for each candidate involved, plus collection costs.

6.4 We will not recruit your hires away. HOAHire will not recruit a candidate it placed with the Client away from the Client unless the candidate contacts HOAHire first.

7. Client responsibilities as employer; HOAHire's commitments

7.1 The Client alone decides whom to interview, hire, pay, promote or dismiss, and on what terms. The Client is the sole employer of anyone it hires.

7.2 The Client is solely responsible for its own compliance with employment law, including equal employment opportunity and anti-discrimination laws (Title VII, ADA, ADEA, and state equivalents), wage and hour law, I-9 and E-Verify, background-check law (FCRA and state rules), drug testing, workers' compensation, and benefits.

7.3 CAM and state licensing. The Client is responsible for confirming that each hire holds, or obtains in time, any license required for the role and state, such as a Florida Community Association Manager (CAM) license or other state community-manager or real-estate licensing. HOAHire may report a candidate's stated license status but does not verify licenses unless the Job Order says so.

7.4 The Client will give accurate Job Order information and will not ask HOAHire to screen candidates on any protected characteristic.

7.5 Non-discrimination in referrals. HOAHire will not refer or decline to refer any candidate on the basis of a protected characteristic, and will not honor a request to do so.

7.6 No background or reference checks. HOAHire does not obtain consumer reports or conduct reference checks for Clients.

8. Where HOAHire places candidates

8.1 Where we operate. HOAHire tracks the rules for each state (and, where relevant, county and city) where it recruits. Each jurisdiction is either enabled, pool-only, or not yet enabled. We accept Job Orders, publish listings, and introduce candidates only for positions in enabled jurisdictions. In a pool-only jurisdiction, candidates may take the assessment and primer and join our general talent pool, but we do not advertise specific openings or make introductions there. The current list is available on request.

8.2 Texas. Texas is pool-only. HOAHire does not advertise a Texas position, send Texas listing alerts, or refer candidates for a Texas opening unless the law allows it and a signed Job Order is on file.

8.3 South Carolina. HOAHire does not accept openings located in South Carolina and does not place candidates in South Carolina-based positions.

8.4 New York City. HOAHire does not fill positions located in New York City.

8.5 Listings. Every public listing is tied to a signed Job Order, shows a pay range, does not name the Client, and carries HOAHire's equal opportunity statement. We do not publish wording that states or implies a preference based on age or any other protected characteristic, and we will decline Client requests to do so.

8.6 If a state law sets a different fee rule or requires a disclosure for a position we fill, that law controls for that state only.

9. Work-style profile and use of technology in hiring

9.1 HOAHire's work-style profile and any fit band, axis score, or summary are advisory only. They are not a test of ability, not a clinical or personality diagnosis, and not a hiring determination. The Client may not use them as the sole or primary basis for any employment decision and may not use them to reject a candidate without individual review.

9.2 Human review. A HOAHire recruiter reviews every candidate. The profile never rejects anyone automatically, and people make every referral and hiring decision.

9.3 Accommodations. Candidates may request an accommodation or an accessible version of the profile at any time, with no penalty.

9.4 Disclosure. Candidates are told, before they take the profile, what it measures and how it is used.

9.5 The Client will not ask candidates to retake the profile or share detailed scores outside HOAHire. For HOAHire training, Clients see which modules a candidate has passed, the candidate's average best score, and earned badges; Clients do not see a candidate's individual answers or item-level responses, and will not share training results outside HOAHire.

10. Disclaimers

Except as expressly stated in a Job Order, the service and all candidate information are provided "as is". HOAHire makes no warranty about any candidate's qualifications, licensing, honesty, background, performance or how long they will stay, and disclaims all implied warranties, including merchantability and fitness for a particular purpose. Candidate-supplied information (including résumés read with AI assistance) may contain errors.

11. Limitation of liability

11.1 Neither party is liable for indirect, incidental, special, consequential or punitive damages, or lost profits, revenue or goodwill.

11.2 HOAHire's total liability arising out of these terms or any Job Order is limited to the fees the Client actually paid HOAHire for the placement giving rise to the claim, or if none, $1,000.

11.3 These limits do not apply to the Client's payment obligations, breaches of Sections 5 and 6, or indemnity obligations, or where the law does not allow a limit.

12. Indemnification

The Client will defend, indemnify and hold harmless HOAHire and its owners, managers, employees and contractors from any claim, loss or expense (including reasonable attorneys' fees) arising from: (a) the Client's employment decisions or treatment of any candidate or employee; (b) the Client's violation of law, including employment, licensing, privacy and anti-discrimination law; (c) the Client's breach of confidentiality; or (d) any injury, property damage or loss caused by a person the Client hires.

13. Intellectual property and trademarks

13.1 HOAHire owns the platform, the work-style assessment, its items, scoring, reports, content, and the HOAHire™ name and logo. The Client receives a limited, non-transferable right to use the client portal for its own hiring. The Client may not copy, reverse-engineer, or use the assessment or content to build a competing product.

13.2 HOAHire™ and the HOAHire logo are trademarks of HOAHire LLC.

13.3 HOAHire will list the Client as a client (by name or logo) only with the Client's prior written permission.

14. Term and termination

Either party may end a Job Order or the relationship by written notice. Fees for candidates Introduced before termination remain payable if hired within 12 months. HOAHire may suspend portal access for nonpayment or breach.

15. Governing law and disputes

15.1 Governing law. Florida law governs these terms and every Job Order, without regard to conflict-of-laws rules, except where a state's personnel-service law requires otherwise.

15.2 Courts. Any dispute is resolved in the state or federal courts located in Pinellas County, Florida. There is no arbitration.

15.3 Small claims. Either party may bring a claim that is within the small claims court's limits, including a claim for unpaid fees, in small claims court.

15.4 Jury waiver. Each party knowingly and voluntarily waives trial by jury in any dispute arising out of these terms or any Job Order.

15.5 Venue and jurisdiction. Venue lies exclusively in Pinellas County, Florida, and both parties consent to the personal jurisdiction of the state and federal courts there.

15.6 Attorneys' fees. The prevailing party in any dispute is entitled to its reasonable attorneys' fees and costs, whichever party prevails.

16. General

16.1 Force majeure. Neither party is liable for delay caused by events beyond its reasonable control (for example, hurricanes, natural disasters, outages, or government action), except for payment obligations.

16.2 Assignment. The Client may not assign these terms without HOAHire's written consent. HOAHire may assign them to an affiliate or a successor in a merger or sale.

16.3 Survival. Sections 3, 4.4, 5, 6, 7.5, and 9 to 16 survive termination.

16.4 Entire agreement and order of precedence. These terms, the Job Order(s) and any signed Launch Partner Agreement or order are the entire agreement. A signed Job Order may change any of these terms for that opening (for example, payment terms); if they conflict, the signed Job Order controls for that opening, then these terms. Client purchase orders or vendor terms do not apply even if accepted.

16.5 Changes. HOAHire may update these terms; changes apply to Job Orders signed after the new version is posted. Each Job Order is bound to the version it was signed under.

16.6 Severability; no waiver; notices. If a clause is unenforceable it will be narrowed to the minimum extent and the rest continues. Not enforcing a clause is not a waiver. Notices go by email to the addresses on the Job Order, and to [email protected] for HOAHire. HOAHire's mailing address: HOAHire, 2672 Third Ave S, Clearwater, FL 33759.

Part 2. Candidate Terms and Site Terms of Use

17. Candidate terms

17.1 What we offer candidates. HOAHire offers a free work-style assessment, a free introductory primer on community association management, coaching, and, when there is a fit and you agree, introductions to employers.

17.2 Free to candidates. HOAHire never charges candidates a fee. Our fees are paid by the employers we work with.

17.3 No guarantee. Creating an account, taking the assessment or primer, being coached, or being introduced does not guarantee an interview, offer, or job. Employers make all hiring decisions.

17.4 No employment relationship. HOAHire is not your employer and does not act as your agent. Any job offer is between you and the employer.

17.5 Equal opportunity and accommodations. HOAHire considers candidates without regard to race, color, religion, sex (including pregnancy, sexual orientation, and gender identity), national origin, age, disability, genetic information, marital status, veteran status, or any other characteristic protected by law, and does not honor employer requests to do otherwise. If you need an accommodation to use the site or take the assessment, email [email protected]. Asking never counts against you.

17.6 The assessment. The work-style assessment is one input HOAHire uses to suggest roles and coaching. It is not a clinical, medical, or psychological test, and it is never the only reason for a decision; a person reviews every candidate. You will see a short notice before you start, and we record that you agreed (time, version, and how you accessed it). Assessment links we send expire (usually within 7 days) and work once.

17.7 The primer. HOAHire's primer is general background on community association work. It is not a DBPR-approved course and does not satisfy Florida CAM licensing requirements, or any other state's licensing requirements.

17.8 Accurate information. You agree to give truthful information, including about licenses (such as a CAM license) and work history. You authorize us to share your information with employers as described in the Privacy Policy and your sharing settings. Your HOAHire training progress and earned badges are visible to any employer you are introduced to.

17.9 Résumé reader. If you choose, an AI service reads your résumé file to suggest profile details. Suggestions can be wrong; you review and confirm everything before it is saved.

17.10 Working with employers directly. If an employer contacts you about a role after HOAHire introduced you, please let us know. You are free to accept any job; this request does not limit your right to work.

18. Site Terms of Use (everyone)

18.1 Accounts. Keep your login private. You are responsible for activity under your account. We may suspend accounts for misuse.

18.2 Acceptable use. Do not scrape, probe or overload the site, upload malware, impersonate anyone, or use the site to discriminate, harass, or collect others' personal information.

18.2a Acceptable use (candidates). Please take the assessment yourself, without help from another person or tool, and do not copy or share its items.

18.3 Content you upload. You keep ownership of your résumé, photo and messages, and give HOAHire a license to host and use them to provide the service.

18.4 IP. The site, assessment, content, and HOAHire™ marks belong to HOAHire.

18.5 Disclaimers and liability. The site is provided "as is". To the extent the law allows, HOAHire is not liable for indirect damages, and its total liability to a site user who has not paid HOAHire is limited to $100.

18.6 Disputes. Florida law governs (subject to confirmation once HOAHire's registration is complete). Any dispute is heard in the state or federal courts located in Pinellas County, Florida, or in small claims court. There is no arbitration.

18.7 Age. You must be at least 18 to use the site.

18.8 Contact. [email protected] · [email protected] · HOAHire, 2672 Third Ave S, Clearwater, FL 33759.