Terms of Service

Effective and last updated: October 28, 2026

These Terms of Service (the "Terms") are an agreement between SysDep LLC ("SysDep", "we", "our" or "us"), and the company or person that uses our Services ("Customer" or "you"). Please read them carefully. Our Privacy Policy explains how we handle personal information.

1. The agreement

By signing an order form that references these Terms, by clicking to accept them, or by accessing or using the Services, you agree to these Terms. If you accept on behalf of a company, you confirm that you have authority to bind that company, and "you" means that company.

If your company has signed an order form or master agreement with SysDep, that document and these Terms together form the agreement. If they conflict, the signed document controls.

Individuals who use the Services through a Customer's account, such as staff, tenants using the tenant portal or vendors using the vendor portal, must also follow these Terms, including section 10. Your relationship with the Customer, such as your lease or vendor agreement, is between you and that Customer.

2. Definitions

• "Services" means the SysDep property management platform and its modules, the tenant and vendor portals, the SysDep Move-In Inspection mobile application, related support and setup services, and the sysdep.ai website.
• "Order Form" means a quote, order form or other ordering document signed or accepted by you and SysDep that describes the Services, modules, fees and term you purchased.
• "Customer Data" means the data, records, files and content that you or your Users enter into, upload to, or receive through the Services.
• "Users" means the people you authorize to use the Services under your account, including your employees, agents and contractors, and the tenants, owners and vendors you invite to a portal.
• "AI Output" means content generated by the AI features of the Services.

3. Accounts and access

You are responsible for your account, for setting your Users' roles and permissions, and for all activity under your account. Each User must have their own login, keep their credentials confidential and not share them. Tell us promptly at support@sysdep.ai if you suspect unauthorized access. You must provide accurate account information and keep it current.

Subject to these Terms and your payment of fees, SysDep grants you a non-exclusive, non-transferable right during your subscription term for your Users to access and use the Services you purchased for your internal business operations.

4. Subscriptions, fees and payment

Fees, the modules included, the subscription term and any setup or data migration services are set out in your Order Form. Unless your Order Form says otherwise:

• Fees are invoiced in advance and are due within 30 days of the invoice date.
• Fees do not include taxes. You are responsible for sales, use and similar taxes, other than taxes on SysDep's income.
• Fees paid are non-refundable, except as these Terms or your Order Form expressly provide.
• Subscriptions renew for successive terms of the same length unless either party gives notice of non-renewal at least 30 days before the end of the current term.
• We may change fees for a renewal term by giving you notice at least 60 days before the renewal.

If an undisputed amount is more than 30 days overdue, we may suspend the Services after giving you at least 10 days' written notice.

5. Customer Data

You own your Customer Data. You grant SysDep a limited license to host, copy, process, transmit and display Customer Data only as needed to provide, secure and support the Services, to prevent or address technical or security problems, and as required by law. We handle personal information in Customer Data as your service provider, as described in our Privacy Policy.

We do not sell Customer Data, and we do not use it to market to your tenants, owners or vendors. We may use information about how the Services are used, in aggregated or de-identified form that does not identify you or any individual, to operate and improve the Services.

You are responsible for the accuracy and legality of Customer Data and for having the rights and consents needed to provide it to us.

6. Customer responsibilities

You remain responsible for running your business and for complying with the laws that apply to it. Depending on what you do, these may include real estate licensing and broker supervision rules, trust fund handling and recordkeeping requirements, landlord-tenant law, fair housing law, consumer reporting and tenant screening law, data privacy law, and laws on email, text messages and telephone calls. In particular, you are responsible for:

• obtaining any consent required before your office texts, emails or calls people through the Services, and honoring opt-outs;
• giving any notice and obtaining any consent that call recording laws require before you enable call recording, including California's all-party consent requirement;
• giving your tenants, owners, vendors and staff the privacy notices the law requires;
• reviewing the accuracy of the notices, leases, ledgers, reports and communications you generate, sign or send through the Services.

7. Compliance tools are not advice

The Services include tools that help you organize and check your work, such as the California DRE self-audit, trust accounting reports and reconciliations, tax forms, lease and notice templates, and the forms library. These tools support your own judgment and that of your professional advisors. They are not legal, tax, accounting or other professional advice, and they do not guarantee that you comply with any law, or that you will pass any audit or examination. The responsible broker remains responsible for compliance. Laws change, and we recommend that a qualified professional review your forms, notices and procedures.

8. AI features

Some features use artificial intelligence to draft or summarize content. AI Output can be inaccurate, incomplete or inappropriate for your situation. You are responsible for reviewing AI Output before you use it, rely on it or send it to anyone. AI features in SysDep do not contact your tenants, owners or vendors on their own; your staff decide what is sent. As between you and SysDep, you own AI Output generated from your Customer Data, to the extent the law allows. You may turn optional AI features off.

9. Third-party services and partners

The Services can connect to products we do not provide, such as Microsoft 365 email, banks, e-signature, mail and messaging services, and our partners Lotly (tenant applications and screening) and Vosy (phone systems and AI voice assistants). Your use of those products is governed by your agreements with their providers. When you connect one, you authorize us to exchange Customer Data with it as needed for the integration. SysDep is not responsible for third-party products, and an integration may stop working if the provider changes or ends it.

10. Acceptable use

You and your Users must not, and must not help anyone else to:

• use the Services in violation of any law, or to discriminate unlawfully against any person;
• send spam, or texts, calls or emails without the consent the law requires;
• upload malware, or material that infringes or misappropriates anyone's rights;
• access accounts or data you are not authorized to access, or probe, scan or test the vulnerability of the Services without our written permission;
• interfere with or disrupt the Services, or place an unreasonable load on them;
• copy, modify, reverse engineer or create derivative works of the Services, except as the law expressly permits despite this restriction;
• resell, sublicense or provide the Services to third parties, or use them to build a competing product;
• scrape the Services, or remove any proprietary notice from them.

11. Ownership and license

SysDep and its licensors own the Services, including the software, designs, workflows, documentation, templates and all improvements, and all intellectual property rights in them. These Terms do not transfer any of those rights to you, and SysDep reserves all rights not expressly granted. If you send us feedback or suggestions, we may use them without restriction or obligation to you.

12. Copyright and trademarks

© 2026 SysDep LLC. All rights reserved.

The Services and the sysdep.ai website, including their text, software, graphics, page layouts, screenshots, logos and other content, are protected by United States and international copyright, trademark and other laws. You may view and print pages of the website for your own information. You may not copy, reproduce, republish, distribute, modify, create derivative works of, or publicly display any part of the Services or the website without SysDep's prior written permission, except as these Terms allow.

"SysDep", the SysDep logo and our product and feature names are trademarks of SysDep LLC. You may not use them without our written permission, including in domain names, advertising keywords or in any way that suggests endorsement or confuses customers. Other names and logos on the website, including those of partners and of products we compare SysDep with, belong to their respective owners and are used only to identify those products.

Copyright complaints. If you believe material on the Services infringes your copyright, send a notice to support@sysdep.ai or to our mailing address below. Include your contact information, a description of the copyrighted work, the location of the material you believe infringes it, a statement that you have a good-faith belief that the use is not authorized, a statement under penalty of perjury that your notice is accurate and that you are authorized to act for the copyright owner, and your physical or electronic signature. We will review the notice and remove or disable access to infringing material where appropriate.

13. Confidentiality

Each party may receive non-public information from the other that is marked confidential or that a reasonable person would understand to be confidential, including Customer Data, pricing and the non-public parts of the Services. The receiving party will use it only to perform under these Terms, protect it with at least reasonable care, and disclose it only to its personnel and advisors who need to know it and are bound by similar obligations. These obligations do not apply to information that is or becomes public through no fault of the receiving party, that the receiving party already knew or independently developed, or that it lawfully received from someone else. A party may disclose confidential information when the law requires, after giving the other party notice where lawful.

14. Availability, support and changes

We work to keep the Services available and to fix problems promptly, but we do not guarantee that they will be uninterrupted or error-free, unless your Order Form includes a service level commitment. We may perform scheduled and emergency maintenance. Support is provided by email at support@sysdep.ai and as described in your Order Form.

We improve the Services continually and may add, change or remove features. We will not materially reduce the core functionality of a module you have paid for during your current subscription term. Features we label as beta, preview or early access are provided as-is, may change or be withdrawn, and are excluded from any service commitment.

15. Term, suspension and termination

These Terms apply for as long as you use the Services. Your subscription term is set out in your Order Form.

Either party may terminate the agreement if the other party materially breaches it and does not cure the breach within 30 days after written notice. We may suspend access immediately, in whole or in part, if we reasonably believe that it is needed to prevent harm to the Services, to other customers or to anyone else, to stop a violation of section 10, or to comply with law. We will tell you about the suspension and restore access once the problem is resolved.

When the agreement ends, your right to use the Services ends and any unpaid fees become due. If you ask within 30 days after it ends, we will make your Customer Data available to you for export in a commonly used format. After that period we may delete Customer Data, as described in our Privacy Policy. Sections 5, 7, 8 and 11 to 23 survive termination, along with any other terms that by their nature should survive.

16. Disclaimers

Except as expressly stated in these Terms or your Order Form, the Services, AI Output and the website are provided "as is" and "as available". To the fullest extent the law allows, SysDep disclaims all warranties, express, implied or statutory, including warranties of merchantability, fitness for a particular purpose, title and non-infringement, and any warranty that the Services will be uninterrupted, error-free or secure, or that any content or AI Output will be accurate.

17. Limitation of liability

To the fullest extent the law allows, neither party will be liable for any indirect, incidental, special, consequential, exemplary or punitive damages, or for lost profits, revenue, goodwill or data, even if advised of their possibility. Each party's total liability arising out of or relating to these Terms will not exceed the fees you paid to SysDep for the Services in the 12 months before the event giving rise to the claim.

These limits do not apply to your payment obligations, to a party's breach of section 13, to your obligations under section 18, or to liability that cannot be limited under applicable law.

18. Indemnification

You will defend SysDep and its members, officers, employees and contractors against any third-party claim arising from your Customer Data, your or your Users' use of the Services in violation of these Terms or the law, or the communications you send through the Services, and you will pay any resulting damages, costs and reasonable attorneys' fees. SysDep will notify you promptly of the claim, give you control of its defense and settlement (you may not settle a claim in a way that imposes an obligation on SysDep without its consent), and provide reasonable cooperation at your expense.

19. Use of sysdep.ai

The website is provided for general information about SysDep. Feature descriptions, comparisons with other products and answers to frequently asked questions reflect our understanding at the time they were written. Other products change, so check with their providers before you rely on a comparison. Nothing on the website is an offer to sell; pricing is quoted per company. If you submit a demo request, you agree that we may contact you about it. Links to other websites are provided for convenience, and we are not responsible for their content.

20. Governing law and disputes

These Terms are governed by the laws of the State of California, without regard to its conflict of laws rules. The parties will first try in good faith to resolve any dispute informally by written notice and discussion for at least 30 days. If the dispute is not resolved, it will be heard exclusively in the state or federal courts located in Placer County, California, and each party consents to the jurisdiction of those courts. Either party may seek emergency injunctive relief in any court of competent jurisdiction to protect its intellectual property or confidential information.

21. Changes to these terms

We may update these Terms from time to time. When we do, we will change the date at the top of this page. If a change is material, we will tell customer administrators through the Services or by email at least 30 days before it takes effect, unless the change is required by law sooner. Changes do not apply to a dispute that arose before they took effect. If you do not agree to a change, you may decline to renew; if a material change adversely affects you during your current term, you may terminate the affected Services before the change takes effect and receive a refund of prepaid fees for the remaining term.

22. General

• Entire agreement. These Terms, your Order Form and any documents they incorporate are the entire agreement between the parties about the Services and supersede prior agreements and understandings on that subject. Terms in a purchase order or similar document from you do not apply.
• Assignment. Neither party may assign the agreement without the other's written consent, except that either party may assign it, without consent, to a successor in a merger, acquisition or sale of all or substantially all of its relevant business or assets.
• Force majeure. Neither party is liable for a delay or failure caused by events beyond its reasonable control, such as natural disasters, utility or internet failures, labor disputes, war or government action. This does not excuse payment obligations.
• Notices. We may send notices to the administrator email on your account or through the Services. You may send notices to support@sysdep.ai or to our mailing address below.
• Independent parties. The parties are independent contractors. Nothing in these Terms creates a partnership, joint venture, agency or employment relationship.
• Severability and waiver. If any provision is found unenforceable, it will be enforced to the maximum extent allowed and the rest of these Terms will remain in effect. A failure to enforce a provision is not a waiver.
• Export and sanctions. You will comply with U.S. export control and sanctions laws in your use of the Services.

23. Contact us

Questions about these Terms can be sent to: