Community Email Agreement
Applies when you purchase Community Email on KindHOA-hosted DNS (a KindHOA-registered Managed Domain or DNS Hosting on a name you already own, including as part of domain and board email). Mail is stored in KindHOA; Cloudflare Email Routing delivers inbound messages into Community Mail.
1. What you are buying
5 board emails included with Board Automation, more available as an add-on ($9.99/year per +5). On Board Automation, your community domain and those included addresses are part of the plan — not a separate Essentials pack. On the free Good Neighbor plan, Community Email is an optional paid add-on that creates role-tied addresses on your KindHOA-hosted domain (for example board@, president@, treasurer@, secretary@), delivers internet mail into the KindHOA Community Mailclient, and includes a separate 2 GB attachment allowance. Extra addresses beyond the included set are a paid add-on on either plan. It requires active KindHOA DNS — either a Managed Domain KindHOA registered for you, or DNS Hosting on a domain you already own (nameserver move). Free bring-your-own website connect (A/CNAME at your registrar) is not enough. Community Email cannot share apex MX with Google Workspace, Microsoft 365, or another mailbox host.
2. Storage and system of record
Message bodies and metadata are stored in KindHOA (Supabase). Attachments are stored under tenant-scoped paths and count toward the Community Email 2 GB allowance, not the documents/photos storage quota. Cloudflare Email Routing accepts inbound mail for your domain and hands it to KindHOA; Cloudflare is not the long-term archive.
3. Role aliases and access
Aliases may bind to board offices (president, treasurer, secretary) or a shared board address. When you change who holds an office in Neighbors, in-app access and optional personal copies follow the new assignee. Site admins may access all aliases for administration; that access may be recorded in Audit Logs.
4. Optional personal copies
Officers may receive a copy of inbound mail at their regular profile email (Gmail, Outlook, etc.). Those copies leave KindHOA and count toward your community's board-mail correspondence for the month. KindHOA remains the assignable system of record for role handoff. IMAP login to @yourhoa.org addresses is not included in this add-on.
5. Board mail (outbound correspondence)
Community Mail is for board correspondence—vendors, officials, counsel, and one-to-one owner mail. Community-wide updates belong in Announcements, not Community Mail. Each outbound recipient (to, cc, or bcc) counts toward included board mail for the month (500 recipient-sends on Community Email; more with Busy Board at 5,000 per pack / month, stackable up to 10 packs / 50,000 per month). Short-term pace limits also apply so one busy afternoon cannot exhaust the month unexpectedly. When included board mail is used up, KindHOA may refuse further sends until the next month, or until you add Busy Board.
6. Fees, renewals, and cancellation
The pack is charged annually to your HOA board billing card only (bank account / ACH is not accepted). Busy Board, if purchased, is billed monthly on card. Non-refundable after successful provisioning, except when KindHOA fails to provision after payment. Community Email (including domain and board email email) stays active only while the HOA has Board Automation Stripe billing. If Board Automation ends, KindHOA disables Email Routing so board@ turns off; the managed web address or DNS Hosting can continue. The unused email year is not refunded after successful provision. Cancelling (or a failed yearly card charge) stops renewal and disables Email Routing for your domain so service ends — KindHOA does not keep paying for mail on your behalf. Cancelling Community Email also ends Busy Board and Extra Addresses (addresses over the base five are turned off). Mail already stored may remain readable in-app for a limited retention period, then attachments may be purged as described in product documentation.
7. Acceptable use
You must not use Community Email for unlawful content, spam, harassment, or as a substitute for community-wide Announcements. KindHOA may suspend aliases that threaten platform stability or violate applicable law. You remain responsible for content sent as your HOA addresses.
8. Relationship to KindHOA Terms
This agreement supplements the KindHOA Terms of Service and the Domain Registration Agreement. Contact Us (neighbor inquiries) remains a separate product from Community Mail.