Service Description: Vantaca Property Management System 

Last updated December 2025

Service Description: Vantaca Property Management System 

This Service Description (the “Service Description”) is incorporated into and made a part of Vantaca’s Terms of Service (the “Vantaca Terms”). Capitalized terms not defined herein shall have the meanings set forth in the Vantaca Terms. Subject to the terms of this Agreement and the applicable Order, Vantaca shall provide Customer with access to and use of the Vantaca Property Management System and Services as specified in an applicable Order.  

Services
- (a) Overview. Subject to the terms of this Agreement and the applicable Order, Vantaca shall provide Customer’s authorized personnel (“Authorized Users”) with access to and use of the Vantaca Property Management System (the “System”) to collect, store, process, and manage information related to properties under Customer’s management (“Properties”). Customer shall ensure that all Authorized Users comply with the terms of this Agreement and shall be responsible for any breach or misuse of the System by its Authorized Users. Access to the System is granted solely for Customer’s internal business purposes and may not be sublicensed, transferred, or used for the benefit of any third party without Vantaca’s prior written consent.
- (b) Authorized Users. Customer is solely responsible for administering and maintaining the confidentiality of login credentials, including usernames and passwords, for its Authorized Users. Customer shall be liable for any unauthorized access, data loss, or compromise of system integrity resulting from lost, stolen, or misused credentials. Vantaca shall have no liability for any such incidents. Where pricing is based on the number of Authorized Users, Vantaca will determine the actual number of active Authorized Users through system usage data and invoice Customer monthly in accordance with the applicable Order. Customer agrees to pay all such fees and to ensure that its Authorized User count remains accurate and up to date.
- (c) User Categories.  Customer is responsible for assigning and managing user roles and permissions in accordance with the terms of this Agreement. Vantaca reserves the right to audit user classifications and access levels to ensure compliance with licensing terms and applicable usage restrictions. Authorized Users are categorized by access level within System as follows:
  - (i) “Primary Users”: Authorized Users granted full access to all available features and functionalities of the System, including administrative controls, configuration capabilities, and data management tools.
  - (ii) “Secondary Users”: Authorized Users with limited access, restricted to specific roles or functionalities as defined by Customer’s configuration and permissions within the System.
  - (iii) Other Users: Authorized Users who do not fall within the Primary or Secondary User classifications and whose access is limited to narrowly defined functions or view-only permissions, as determined by Customer and/or Vantaca.
- (d) The System and the Portal. The System enables Primary Users to perform a range of functions related relating to homeowners and other residents within a managed Property (“Residents”). In addition, the System provides access to a secure online portal (“Portal”) for Residents and, where applicable, members of the community association or other governing body of the Property (“Board”). The Portal facilitates communication, information sharing, and interaction between Residents, the Board, and Property management. Primary Users may provision login credentials for Portal access, which may only be issued to verified Residents of the applicable Property or authorized members of the Board. Customer is solely responsible for verifying eligibility and managing Portal access, and Vantaca shall have no liability for unauthorized access resulting from Customer’s failure to properly administer credentials.
- (e) Activation. Vantaca will make the System and associated Portals available to Customer in an inactive environment on a mutually agreed-upon date, which shall be no later than sixty (60) days prior to the scheduled Activation Date, unless otherwise agreed in writing. Vantaca reserves the right, in its sole discretion, to delay the Activation Date if it determines that Customer is not adequately prepared, including but not limited to incomplete data migration, insufficient user training, or failure to meet implementation milestones. Vantaca shall not be liable for any delays resulting from Customer’s failure to fulfill its onboarding obligations or provide timely access to required data or personnel.  
- (f) Door-Based Fees.Where pricing is based in whole or in part on the number of units, doors, or properties under Customer’s management (“Active Doors”), upon execution of the applicable Order, Vantaca shall measure the number of Active Doors. Vantaca may verify the number of Active Doors through system usage data or other reasonable means and shall invoice Customer in accordance with the applicable Order. Customer agrees to pay all fees associated with the actual number of Active Doors under management during each billing period.
Customer Information
- (a) Customer Data. The Services enable Authorized Users to input, upload, download, store, modify, analyze, update, and maintain data related to Customer’s managed Properties, Residents, and other associated information (“Customer Data”). As between the parties, Customer retains all right, title, and interest in and to the Customer Data. Vantaca does not acquire any ownership rights in Customer Data, except the limited rights necessary to host, process, transmit, and display such data solely for the purpose of providing the Services under this Agreement.  
- (b) Responsibility for Customer Data. Customer is solely responsible for the accuracy, completeness, and legality of all Customer Data submitted to the System. Customer shall ensure that all Customer Data complies with applicable laws, regulations, and industry standards, including those governing data privacy, data protection, consumer rights, and electronic communications. Customer is also solely responsible for the creation, publication, and enforcement of any privacy policies or disclosures required under applicable law in connection with its collection, storage, use, and disclosure of Customer Data. Vantaca shall have no liability for Customer’s failure to comply with such obligations, and Customer agrees to indemnify and hold Vantaca harmless from any claims, damages, or liabilities arising from Customer’s breach of this provision.
- (c) Anonymized Data. Vantaca may create, use, and disclose aggregated, de-identified, or anonymized data derived from Customer Data, provided such data does not contain any personally identifiable information of Residents or other individuals. Such anonymized data may be used by Vantaca for any lawful purpose, including but not limited to analytics, benchmarking, product development, and improvement of the Services. As between the parties, Vantaca shall own all right, title, and interest in and to any anonymized data it creates, including all intellectual property rights therein, and such data shall not be considered Customer Data or subject to any restrictions under this Agreement.  
- (d) Breach Notification. If Vantaca reasonably believes that the security, confidentiality, or integrity of any Customer Data stored within the System has been compromised, Vantaca shall promptly notify Customer and initiate an investigation to determine the nature, scope, and cause of the incident. Vantaca will take commercially reasonable steps to remediate the issue and restore the integrity of the System. Upon completion of its investigation, Vantaca will provide Customer with a summary of its findings and any corrective actions taken. Customer is solely responsible for complying with all applicable laws and regulations regarding the notification of Residents or other affected individuals, including any obligations under data protection, privacy, or consumer protection laws. Vantaca shall not be responsible for providing such notifications unless otherwise required by law or expressly agreed in writing.
System Maintenance and Support
- (a) Help Desk. Vantaca will maintain the System in a secure computing environment on a 24/7/365 basis. Vantaca will maintain a help desk (the “Help Desk”) accessible to Customer via telephone and email during normal business hours. The Help Desk will aim to resolve any errors in the System within the following times:  
- (b) Internal Help Desk.  The Customer will maintain an internal help desk to provide Level 1 support to its Authorized Users. Customer will designate no more than person for every fifteen Authorized Users (“Primary Contacts”) authorized to submit support requests to the Help Desk. Customer may adjust Primary Contacts upon 5 days’ prior written notice to Vantaca.
- (c) Update.  Vantaca may modify and update the System from time to time to modify the applicable software, update server operating systems and improve operations. 
- (d) Availability.     Vantaca will use commercially reasonable efforts to make the Services Available at least 99.00% of the time during each calendar month, excluding Excluded Downtime:  
  - (i) “Available” means the System is capable of performing capable of performing the core features and functions described in the System’s documentation, as measured and tracked by Vantaca’s availability reporting software.  
  - (ii) “Excluded Causes” means any time at which the System is not Available as a result of any of the following: (a) any malicious or hostile attack on the Customer’s network resources or Vantaca’s network resources by any third party, (b) any Force Majeure Event, (c) any error of an Authorized User or other party who was given  access to the System by Customer, (d) Customer loses Internet connectivity, (e) any error in software not provided by Vantaca or (f) scheduled maintenance windows communicated to Customer at least 48 hours in advance.