Companion Terms of Service

Last updated: October 29, 2026

The end-user license agreement for Companion (CompanionPMA), licensed by 214 Labs LLC.

Companion is a business application for property-management organizations. It runs alongside property-management software such as AppFolio, Buildium and Rentvine. An organization can subscribe by signing up online or by ordering through us. These Terms govern the use of Companion by subscribing organizations and by the people they authorize to use it.

Individual users may also be asked to accept a user agreement and acceptable use policy when they sign in. Where that agreement and these Terms both apply to a person, the stricter obligation applies. How we handle personal data, including data from QuickBooks Online, is described in our Companion Privacy Policy.

1. Definitions

• “Company,” “we,” “us” means 214 Labs LLC, a Texas limited liability company and the developer, owner and operator of Companion.
• “Companion” or the “Platform” means the Companion (CompanionPMA) software service at the web address we provide to the Customer, together with its documentation and any related tools we make available.
• “Customer” means a property-management organization that subscribes to Companion and for which we have provisioned an instance.
• “Authorized User” means a person the Customer has authorized to access its instance, such as staff, contractors, vendors or owners, and whose account has been created.
• “Customer Data” means the records a Customer or its Authorized Users put into Companion, or that Companion imports on the Customer's instruction (including from connected services such as QuickBooks Online), including records about residents, applicants, owners, vendors and properties.
• “Order” means the order form, quotation, subscription confirmation or invoice that records what a Customer has subscribed to.

2. Ordering and Provisioning

Access begins when we provision an instance of Companion for the Customer. What the Customer is entitled to, including the modules, the number of Authorized Users, the subscription term and the fees, is what the applicable Order says. If an Order conflicts with these Terms, the Order governs for that Customer.

The person who signs up or places an Order confirms that they are authorized to bind the organization to these Terms. After provisioning, the Customer's administrators create accounts for their own Authorized Users. A person who has not been granted access has no right to use Companion.

3. License to Use the Service

Subject to these Terms and the applicable Order, we grant each Customer a limited, non-exclusive, non-transferable, revocable right to access and use Companion for its own internal business purposes, and to permit its Authorized Users to do the same.

Accounts are personal and are not transferable. Access is role-based: an Authorized User sees only what their assigned role, areas and organization permit. We may suspend or revoke an individual account at any time, including at the request of the Customer whose instance it belongs to.

You must not, and must not permit anyone else to:

• resell, sublicense, rent or otherwise make Companion available to anyone who is not an Authorized User;
• copy, modify, translate, decompile or reverse engineer any part of Companion, or attempt to derive its source code;
• circumvent or test any authentication, permission, rate limit or other access control, or try to reach data outside the scope you were granted;
• extract data in bulk by scraping or automated means, except through features we provide for that purpose;
• introduce malicious code, interfere with the service's operation, or use Companion to send unlawful, harassing or deceptive communications; or
• use Companion in breach of applicable law, including fair-housing, telemarketing, debt-collection and consumer-reporting law.

4. Customer Data and Security

Companion holds confidential business records and personal information about real people. Treat everything you see in it as confidential, and use it only for the work you were given access for.

We maintain safeguards appropriate to that data. Those in place today include encrypted connections; hashed passwords; time-based one-time-password two-factor authentication; automatic lockout after repeated failed sign-in attempts; encryption of stored third-party integration credentials; role-, area- and organization-scoped access checks; audit logging of significant actions; hosting on a managed cloud platform; and routine backups.

No safeguard is perfect, and we do not claim any security certification or audit report. Customers and Authorized Users must keep credentials secret, must not share accounts or sessions, and must tell us immediately if they suspect an account has been compromised.

Companion's communication features can record and transcribe phone calls and voicemails, including calls handled by its AI phone agent, where the Customer's settings provide for it. The Customer decides whether to use those features and is responsible for giving any notice and obtaining any consent that call-recording, wiretap and similar laws require from the people on those calls, including notice that a caller may be speaking with an automated agent where the law requires it.

Usage analytics and session recording. To keep Companion working and to improve it, we monitor performance and errors with Microsoft Azure Application Insights, and we record how Authorized Users interact with Companion's screens, such as clicks, scrolling, mouse movement and pages viewed, using Microsoft Clarity. We configure Clarity to mask the text on screen and everything typed, so Customer Data is not sent to it, and we do not load Clarity on pages used by people who have not accepted these Terms. Microsoft receives Clarity data as an independent third party under its own terms, as described in our Privacy Policy. By accepting these Terms, each Authorized User consents, before using Companion, to this monitoring and recording of their use of Companion. An Authorized User can opt out of Clarity at any time as described in the Privacy Policy, without losing access to Companion.

The Customer will tell its Authorized Users, including its employees and contractors, that their use of Companion is monitored and recorded as described in this section, and will give any other notice and obtain any other consent that workplace-monitoring, wiretap or privacy laws require of it as their employer or principal. The Customer will not give access to anyone it knows has not accepted these Terms.

5. Data Processing

This section applies to personal information in Customer Data (“Customer Personal Information”). For that information, the Customer is the “business” or “controller” and we are its “service provider” or “processor” under the California Consumer Privacy Act as amended by the California Privacy Rights Act (“CCPA”) and comparable U.S. state privacy laws. We process Customer Personal Information for the limited and specified business purpose of providing, securing, supporting and maintaining Companion for the Customer, as described in these Terms and the Order.

We will:

• process Customer Personal Information only on the Customer's documented instructions, which these Terms, the Order and the Customer's use and configuration of Companion represent;
• not sell or share Customer Personal Information, as “sell” and “share” are defined in the CCPA, including for cross-context behavioral advertising;
• not retain, use or disclose it for any purpose other than the business purposes specified in these Terms, including any commercial purpose of our own, and not outside the direct business relationship between us and the Customer;
• not use it to train AI models, and not combine it with personal information we receive from or on behalf of anyone else or collect ourselves, except as the CCPA and its regulations permit for service providers;
• comply with the obligations that apply to us as a service provider or processor under the CCPA and comparable state laws, and give Customer Personal Information the same level of privacy protection those laws require;
• notify the Customer if we determine we can no longer meet those obligations;
• require each person who processes Customer Personal Information for us to be bound by a duty of confidentiality;
• engage subprocessors, such as our hosting provider, only under a written contract that imposes obligations at least as protective as this section, and remain responsible for them;
• maintain the safeguards described in section 4, and notify the Customer without undue delay after confirming a security breach affecting its Customer Personal Information;
• help the Customer respond to consumer requests to know, access, correct or delete personal information, or to appeal, taking into account the nature of the processing, and act on such requests only on the Customer's instruction;
• at the end of the subscription, delete or return Customer Personal Information as described in section 6 and our Privacy Policy, unless the law requires us to keep it; and
• make available information reasonably necessary to demonstrate our compliance with this section.

The Customer may take reasonable and appropriate steps to ensure that we use Customer Personal Information consistently with the Customer's obligations under the CCPA and comparable laws and, on notice, to stop and remediate any unauthorized use. The Customer is responsible for giving any notices and obtaining any consents the law requires for the personal information it puts into or connects to Companion.

The usage analytics described in section 4 concern how Authorized Users use Companion, which we handle as described in our Privacy Policy. They are configured so that Customer Personal Information shown or typed in Companion is masked and is not provided to Microsoft Clarity.

6. Term, Suspension and Termination

A Customer's subscription starts when we provision its instance and runs for the term stated in the applicable Order.

Subscriptions renew automatically for the same term unless cancelled. A monthly subscription may be cancelled at any time and ends at the end of the month already paid for; we do not give partial refunds for a monthly subscription. For a prepaid term of a year or more, we send a renewal notice at least 30 days before it renews. A Customer who cancels a prepaid term within 14 days of the charge receives a full refund of that charge; after 14 days there is no refund and access continues to the end of the term. If we end the service for a reason other than the Customer's breach, we refund the unused part of the current term.

Either party may terminate for material breach if the breach is not cured within the period stated in the Order, or otherwise within a reasonable period after written notice. We may suspend access immediately where continued access presents a security risk, where use is unlawful, or where fees are unpaid.

On termination, all rights to access Companion end. On request made before termination takes effect, we will help the Customer export its Customer Data. After termination, Customer Data is deleted as described in our Privacy Policy. Sections that by their nature should outlive the agreement, including confidentiality, proprietary rights, disclaimers, limitation of liability, indemnification and the miscellaneous terms, survive.

7. Proprietary Rights and Data

We own Companion: the software, its interfaces, its documentation and all intellectual property in them, including anything we develop while providing the service. Nothing in these Terms transfers any of that to the Customer or to any Authorized User.

As between the parties, the Customer retains its rights in Customer Data. The Customer grants us the right to host, process and display Customer Data only as needed to provide, secure and support Companion for that Customer. Customer Data, including data from QuickBooks Online, is never used to train AI models and is never sold or shared outside 214 Labs, except with the service providers that host and operate Companion on our behalf under confidentiality obligations, and where disclosure is required by law.

If you send us feedback, suggestions or bug reports, we may use them to improve Companion without owing you anything for them.

8. Confidentiality

Each party may learn the other's confidential information: information marked confidential, or that a reasonable person would understand to be confidential from the circumstances. Customer Data is the Customer's confidential information; Companion itself, and any non-public information about how it works, is ours.

Each party will use the other's confidential information only as these Terms permit, will protect it with at least reasonable care, and will not disclose it except to people who need it and are bound by comparable 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 had without a duty of confidence, that it develops independently, or that it lawfully receives from someone else without restriction. A party compelled by law to disclose confidential information may do so, giving the other party notice where lawful.

9. Fees and Payment

Fees are those set out in the applicable Order or invoice. Unless the Order says otherwise, fees are stated in US dollars, are due on the terms stated on the invoice, and are non-refundable once the period they cover has begun, except as described in section 6.

Amounts are exclusive of sales, use and similar taxes, which are the Customer's responsibility except for taxes on our income. We may suspend access to an instance whose fees are unpaid after giving notice, and suspension does not relieve the Customer of amounts already owed.

10. Third-Party Integrations

Companion connects to third-party systems, such as property-management, accounting, email, telephone and messaging services, so that data does not have to be retyped. Each connection is made with credentials the Customer authorizes, and each third-party service remains governed by its own terms. We are not responsible for a third-party service's availability, accuracy or acts, and data we receive from one is only as accurate as its source. AppFolio, Buildium, Rentvine, QuickBooks and Intuit are trademarks of their respective owners; Companion is not affiliated with or endorsed by them.

QuickBooks Online. Our QuickBooks Online connection is read-only:

• it requests a single OAuth scope, com.intuit.quickbooks.accounting, and no other;
• every request it makes to the QuickBooks Accounting API is a read. The only other requests it makes to Intuit are to Intuit's OAuth endpoints, to obtain, refresh or revoke its access token;
• it never creates, edits or deletes anything in QuickBooks, and never initiates a payment, transfer or any other movement of money;
• access and refresh tokens are stored encrypted, are never displayed, and are used only to read the connected company's accounting data; and
• an administrator can disconnect the connection at any time, which revokes the token with Intuit and stops further reads.

We use what we read from QuickBooks only to produce financial and portfolio reporting inside Companion for the organization that connected it. Companion is not an accounting system of record and is not a substitute for professional accounting or tax advice.

11. Warranty and Disclaimers

Companion is provided “as is” and “as available.” To the fullest extent permitted by law, we disclaim all warranties, express or implied, including implied warranties of merchantability, fitness for a particular purpose, title and non-infringement. We do not warrant that Companion will be uninterrupted, timely, secure or error-free, that defects will be corrected, or that data drawn from third-party systems will be complete or current.

Some features use automated and AI-assisted processing to draft text, classify records, summarize calls or suggest actions. That output can be wrong. It is a starting point for a person's judgment, not a decision, and it is not legal, accounting, tax or professional advice. Do not rely on it for a decision affecting a resident, applicant, owner or vendor without a person reviewing it.

12. Limitation of Liability

To the fullest extent permitted by law, neither party is liable for indirect, incidental, special, consequential, exemplary or punitive damages, or for lost profits, revenue, goodwill or data, even if told such damages were possible. Except for amounts owed for fees, each party's total aggregate liability arising out of or relating to these Terms is limited to the fees the Customer paid us in the twelve months before the event giving rise to the claim. These limits apply however the claim arises and do not apply to liability that cannot be limited under applicable law.

13. Indemnification

We will defend the Customer against a third-party claim that Companion, used as these Terms permit, infringes that third party's intellectual property rights, and will pay damages finally awarded or amounts we agree in settlement. We may modify Companion or procure the right to keep using it, and if neither is reasonably available we may terminate the affected subscription and refund fees covering the unused portion of the term.

The Customer will defend us against a third-party claim arising from its Customer Data, from an Authorized User's use of Companion in breach of these Terms, or from the Customer's violation of law, and will pay damages finally awarded or amounts it agrees in settlement. The party seeking indemnity must give prompt notice, allow the other party to control the defense, and cooperate reasonably.

14. General Terms

• Governing law and venue. These Terms are governed by the laws of the State of Texas, without regard to its conflict-of-laws rules. Exclusive venue for any dispute is the state and federal courts located in Brazos County, Texas.
• Changes. We may update these Terms. We will post the updated version here with a new “last updated” date, and give notice of material changes.
• Assignment. Neither party may assign these Terms without the other's written consent, except to a successor in a merger, reorganization or sale of substantially all of its assets.
• Notices. Notices to a Customer go to the email address on its account. Notices to us go to Office@CompanionPMA.com.
• Relationship. The parties are independent contractors, and there are no third-party beneficiaries.
• Force majeure. Neither party is liable for delay or failure caused by events beyond its reasonable control, excluding the obligation to pay amounts due.
• Entire agreement. These Terms and the applicable Order are the entire agreement on their subject matter. If a provision is unenforceable, the rest stands. A failure to enforce a provision is not a waiver of it.
• Electronic acceptance. Each Authorized User is asked to accept these Terms and acknowledge our Privacy Policy, by clicking to agree, before first using Companion and again after material changes. Accepting these Terms electronically has the same effect as a signature.

Contact

214 Labs LLC, College Station, Texas. Email Office@CompanionPMA.com with any question about these Terms, a Companion account or an integration.