Terms of Service

Version 2026-10-18-1. These terms take effect for you when you affirmatively accept them. Prepared October 18, 2026.

Square One Property Management Services ("Square One," "we," "us")
PO Box 2162, Los Angeles, CA 91396
vickie@squareonepm.com

1. Scope and separate agreements

Use the application only for lawful property recordkeeping, communications, maintenance coordination and related services that Square One makes available to you. The website does not advertise rental vacancies, accept rental applications, prepare or deliver renewal offers, or initiate lease-signing requests. Historical leasing and signing records may remain available. Lease records document agreements made outside this application; entering dates or recording a status does not negotiate, offer, renew or execute an agreement. Some public website features are available without an account. Creating an account does not grant access to any property, tenancy, owner account or staff workspace; Square One must authorize that access separately.

These terms do not create or amend a lease, property management agreement, employment contract, agency authority or payment authorization. A signed agreement governs the underlying relationship if there is a conflict with these application-use terms. Mandatory federal, California and applicable local laws control over conflicting language here. Nothing here waives habitability, fair housing, security-deposit, rent-control, consumer, employment or other nonwaivable protections.

2. Accounts and account security

Provide accurate information and use an email address you control and are authorized to use. Complete email verification and required access checks. You must be at least 18, otherwise legally able to enter an agreement, or an authorized representative acting within your authority. Contact Square One if you need another way to access services; account eligibility does not determine eligibility for housing.

Keep your password, authenticator, verification messages, signing invitations and download links private. Do not share an account or impersonate another person. Staff must use an authorized work account and the required authenticator-based multi-factor authentication. Follow any password confirmation requested for a sensitive action. Tell Square One promptly about suspected unauthorized access, an exposed link or a lost device. Use appropriate device security and sign out on shared devices.

3. Resident, owner and staff responsibilities

Residents: You may view the tenancy records and shared documents made available to your account, update permitted contact details and submit requests. A maintenance submission is a request for review; it does not confirm an appointment, spending approval or completed work. Access instructions or a request submitted through the portal do not waive applicable notice-of-entry requirements or authorize entry beyond your lawful consent.

Owners: Access is limited to the ownership accounts and units Square One authorizes for you. Joint owners share the unit's document allowance and may see documents made available to their ownership account. An owner approval records the decision shown in that workflow, within the owner's authority and the management agreement; it does not authorize access to another unit or override law, required notices or spending restrictions.

Staff: Use records only for legitimate company work within your assigned role and delegated authority. A visible control does not itself authorize spending, contracting, payments or disclosure. Check recipients, ownership and sharing scope before acting. Preserve records and correction history required by law or policy. Do not export company information to personal email, storage or unapproved services. Confidentiality duties survive access termination while information remains confidential, subject to lawful whistleblowing, protected workplace activity and other legally protected disclosures.

4. Acceptable use and uploads

Do not bypass permissions, access information without authorization, introduce malware, submit unlawful or discriminatory material, harass others, impersonate anyone, interfere with the service or conceal activity by altering records. Obtain written permission before conducting security testing. Report a suspected vulnerability privately to our contact email; do not access others' information to demonstrate it.

Upload only material you have the right to provide and that is necessary for the relevant work. Avoid unnecessary government identifiers, medical information, full payment-card details, credentials or other highly sensitive data. Do not upload information about someone else without an appropriate lawful basis. Remove unnecessary personal details from photographs and attachments.

Published file-size, shared unit storage and anti-abuse limits apply. Current owner document limits include 100 MiB per file and 2 GiB shared per unit, with additional file-count, pending-upload and request limits shown by the service. Selecting sharing makes the document available to the authorized recipients identified in that workflow. Check the setting before saving. Revoking a link or removing a shared file cannot recall copies already downloaded by an authorized recipient.

You retain rights in material you provide. You authorize Square One and its service providers to host, copy, process, display and transmit that material only as reasonably needed to provide, secure and administer the service, meet legal duties and resolve disputes. This permission does not authorize selling your personal information or using it for cross-context behavioral advertising. Keep your own copies of important documents; the portal is not a promise of permanent archival storage.

5. Records, payments and decisions

Review information before relying on it. Ledgers, statements, reminders, approvals and reports reflect the records and status available at the time; they may not show pending adjustments or cleared funds. A recorded payment, submitted payment instruction or owner approval is not, by itself, proof of settlement. Report errors promptly so Square One can review and correct them through the appropriate process.

The Resident Portal does not collect rent or security deposits. Pay those directly to the landlord or association under your separate agreement and established payment arrangements. Owner Portal online payments are limited to Square One company invoices for its own services; they do not collect tenant rent or security deposits on behalf of an owner. Those invoice transactions are governed by the separate authorization and processor terms shown for that transaction. These terms do not authorize automatic debits, new fees or changes to rent. Where law requires an alternative payment method, the portal does not replace it. Templates, calculated dates and generated documents require appropriate review; they are not legal, tax or accounting advice.

The application does not obtain or process credit, background or tenant-screening reports and does not make automated housing-eligibility decisions. Separate notices and permissions required for a future screening or other regulated service would need to be provided before that service is introduced.

6. Messages, notices and electronic signatures

Routine portal and email messages may be delayed, misdirected or unavailable. Keep contact details current and follow up when receipt matters. The portal is not monitored as an emergency response service. For immediate danger, call 911 or the appropriate emergency service and use your property's established emergency contact procedure.

Agreement to these terms is limited to these application-use terms. It is not blanket consent to electronic delivery or service of eviction notices, rent changes, entry notices, deposit accountings, court documents or any other notice requiring a particular consent or method of service. Use the method required by law and the relevant agreement.

New lease-signing requests and signing links are disabled in this application. Previously completed documents and signature history may be retained. Any agreement signed outside the application has its own signing process and any required electronic-record disclosures and consent. Review that document separately. Creating an account, clicking a maintenance approval or accepting these terms does not sign a lease or another person's agreement. Contact Square One about paper copies or an alternative lawful process. You can print or save these terms and our Privacy Policy from your browser.

7. Privacy and service providers

The Privacy Policy describes collection, use, necessary disclosures, retention and privacy requests for website visitors, applicants, residents, owners, staff and other people whose information is handled in the application. Receipt of that notice is separate from consent to any optional use that legally requires consent.

Payment, signing, authentication and other providers may have their own terms and notices when you use their services. Square One remains responsible for its own legal obligations. A provider's certification or security report is not a certification of this application.

8. Availability, changes and ending access

We aim to maintain a useful, reasonably secure service, but do not promise uninterrupted availability, error-free outputs or immunity from all attacks. Contact Square One for assistance or an alternative way to conduct necessary business when the portal is unavailable or inaccessible. Use of the portal does not replace reasonable accommodations or legally required access to housing services and records.

We may restrict access to address misuse, a security concern, a change in employment or ownership, or the end of an authorized relationship. Restrictions must remain consistent with applicable law and do not extinguish a tenancy, ownership interest, money owed, required record access or another legal right. Contact Square One for required records or an alternative channel. Account closure does not automatically delete records that must be retained.

We may update features and published service limits prospectively, with reasonable notice of material changes where practicable. Updated terms will have a new version and be presented for renewed acceptance before we rely on a material change against you. Changes do not apply retroactively to an existing dispute. The then-published Privacy Policy identifies how we notify you about material privacy changes.

9. Intellectual property and responsibility

Square One and its licensors retain rights in their software, branding and materials. You may use them for the authorized purposes of the service and as otherwise allowed by law or agreement. These terms do not transfer ownership of your documents to Square One.

Each party remains responsible as applicable law provides. Nothing here excludes liability that cannot lawfully be excluded, requires a waiver of statutory remedies, or limits responsibility for fraud, willful misconduct, gross negligence or an unlawful disclosure. We do not impose mandatory arbitration, a class-action waiver or a shortened statutory claims period through these terms.

10. Questions and applicable law

Contact vickie@squareonepm.com or write to the mailing address above for help, a records request or a concern. California law governs these application-use terms, subject to controlling federal law and any mandatory rights or venue rules applicable to you or the property. A lawful court or other forum remains available as provided by law. If a provision is unenforceable, the remaining provisions apply to the extent legally permitted.