EZMeeting

Legal

Terms of Service

Effective Date: August 3, 2026

Last Updated: August 3, 2026

These Terms of Service ("Terms") govern access to and use of EZMeeting, a meeting management platform for neighborhood councils, HOAs, community boards, and similar organizations, provided by BATDEM LLC, a California limited liability company ("BATDEM," "we," "us," or "our"), through ezmeeting.app and related applications (the "Service").

By creating an account or using the Service, you agree to these Terms on behalf of yourself and, if applicable, the organization you represent. If you do not agree, do not use the Service.

1. Who May Use the Service

You must be at least 18 years old and have the authority to bind the organization you are signing up on behalf of (for example, as a board member, officer, or authorized staff member) to use the Service. By creating an account for an organization, you represent that you have that authority.

2. Accounts

You are responsible for maintaining the confidentiality of your login credentials and for all activity that occurs under your account. Notify us promptly at mgallagher@batdem.com if you suspect unauthorized access to your account.

Your organization's administrator(s) control which users have access to your organization's account and what permissions they have within it. BATDEM is not responsible for internal permission decisions your organization makes.

3. Plans and Billing

Free plan. EZMeeting offers a free plan with unlimited members. No credit card is required to start on the free plan, and the free plan does not expire on its own.

Paid plans. Premium tiers are available and billed monthly or annually through Stripe, our payment processor. By subscribing to a paid plan, you authorize us (via Stripe) to charge your payment method on a recurring basis until you cancel.

Cancellation. You may cancel a paid subscription at any time from within the app. Cancellation stops future billing; it does not retroactively refund amounts already charged for the current billing period unless we state otherwise or applicable law requires it.

Price changes. We may change our pricing for future billing periods. We will provide reasonable advance notice of any price increase to active paid subscribers before it takes effect.

Taxes. Prices do not include applicable taxes unless stated otherwise. You are responsible for any taxes associated with your use of the Service, other than taxes based on BATDEM's income.

4. Your Content

Ownership. You and your organization retain ownership of the meeting records, agendas, minutes, and other content you create or upload through the Service ("Your Content"). We do not claim ownership over Your Content.

License to us. You grant BATDEM a limited license to host, store, process, transmit, and display Your Content solely as necessary to provide, maintain, and support the Service, including publishing content your organization chooses to make public through the public portal or embeddable widgets.

Public publishing. A core feature of EZMeeting is publishing agendas, minutes, and related records that your organization designates for public posting, consistent with your organization's own legal obligations (such as the Brown Act). You are solely responsible for the accuracy and legal sufficiency of content your organization chooses to publish, and for ensuring it does not include personal or sensitive information that should not be made public. See our Privacy Policy for more on how published content is treated.

Export. You may export Your Content from the Service. If you cancel or close your account, see our Privacy Policy for how we handle data retention and export.

Your responsibility for compliance. EZMeeting provides tools intended to help with meeting-law compliance, such as Brown Act 72-hour posting deadline calculations and California Early Notification System integration. These tools are aids, not a substitute for your organization's own legal judgment. You and your organization remain solely responsible for complying with the Brown Act, your organization's bylaws, and any other applicable law. BATDEM is not a law firm and does not provide legal advice.

5. Acceptable Use

You agree not to:

  • Use the Service for any unlawful purpose or in violation of any applicable law or regulation;
  • Upload or publish content that is defamatory, harassing, or that infringes another party's intellectual property or privacy rights;
  • Attempt to gain unauthorized access to any part of the Service, other accounts, or our systems;
  • Interfere with or disrupt the integrity or performance of the Service;
  • Reverse engineer, decompile, or attempt to extract the source code of the Service, except where applicable law permits it; or
  • Use the Service to send spam or unsolicited communications.

We may suspend or terminate accounts that violate this section, consistent with Section 9 below.

6. Accessibility

We build EZMeeting with accessibility as a priority for the public-facing agendas, minutes, and portals it generates. As of the effective date of these Terms, EZMeeting targets conformance with the Web Content Accessibility Guidelines (WCAG) 2.1 Level AA for the Service's public-facing output, and we are working toward WCAG 2.2 Level AA as an ongoing goal. We do not currently represent or warrant conformance with PDF/UA or any accessibility standard beyond WCAG 2.1 Level AA. If you have specific accessibility needs or find an accessibility barrier, contact mgallagher@batdem.com and we will work with you.

7. Intellectual Property

Other than Your Content, the Service, including its software, design, branding, and documentation, is owned by BATDEM or our licensors and is protected by intellectual property laws. These Terms do not grant you any rights to BATDEM's trademarks, logos, or branding except as necessary to use the Service as intended.

8. Third-Party Services

The Service relies on third-party infrastructure providers, including Stripe (payments), Supabase (database and authentication), and Render (hosting). Your use of the Service is also subject to the applicable terms of those providers where relevant (for example, Stripe's terms govern the payment relationship for your card or bank details). We are not responsible for outages or issues caused by these third-party providers, though we will work to restore service as quickly as reasonably possible.

9. Suspension and Termination

You may stop using the Service and close your account at any time.

We may suspend or terminate your access to the Service if you materially violate these Terms, including the Acceptable Use section, if required by law, or if your account is delinquent on payment after reasonable notice. Where practical, we will provide notice and an opportunity to resolve the issue before termination. Sections of these Terms that by their nature should survive termination (including Sections 4, 7, 10, 11, and 13) will survive.

We may also discontinue or modify features of the Service. We will provide reasonable notice before discontinuing a feature that materially affects paid subscribers.

10. Disclaimers

THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE," WITHOUT WARRANTIES OF ANY KIND, WHETHER EXPRESS, IMPLIED, OR STATUTORY, INCLUDING IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT. WE DO NOT WARRANT THAT THE SERVICE WILL BE UNINTERRUPTED, ERROR-FREE, OR COMPLETELY SECURE, OR THAT IT WILL MEET ALL LEGAL COMPLIANCE REQUIREMENTS APPLICABLE TO YOUR ORGANIZATION. YOU ARE RESPONSIBLE FOR VERIFYING THAT YOUR USE OF THE SERVICE SATISFIES YOUR ORGANIZATION'S LEGAL OBLIGATIONS, INCLUDING OPEN MEETING LAWS.

11. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, BATDEM LLC AND ITS OWNERS, EMPLOYEES, AND CONTRACTORS WILL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, OR ANY LOSS OF PROFITS, DATA, OR GOODWILL, ARISING FROM OR RELATED TO YOUR USE OF THE SERVICE, EVEN IF WE HAVE BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

TO THE MAXIMUM EXTENT PERMITTED BY LAW, BATDEM'S TOTAL LIABILITY FOR ANY CLAIM ARISING FROM THESE TERMS OR THE SERVICE WILL NOT EXCEED THE GREATER OF (A) THE AMOUNT YOU PAID BATDEM FOR THE SERVICE IN THE 12 MONTHS BEFORE THE CLAIM AROSE, OR (B) ONE HUNDRED DOLLARS ($100).

Some jurisdictions do not allow the exclusion or limitation of certain damages, so some of the above limitations may not apply to you.

12. Indemnification

You agree to indemnify and hold BATDEM harmless from any claims, damages, liabilities, and expenses (including reasonable attorneys' fees) arising from your violation of these Terms, your misuse of the Service, or Your Content, except to the extent caused by BATDEM's own breach of these Terms.

13. Dispute Resolution and Arbitration

Please read this section carefully. It affects your legal rights, including your right to file a lawsuit in court.

You and BATDEM agree that any dispute, claim, or controversy arising out of or relating to these Terms or the Service will be resolved by binding individual arbitration, rather than in court, except that either party may bring an individual claim in small claims court if it qualifies.

No class actions. You and BATDEM agree that any arbitration will be conducted on an individual basis only, and not as a class, collective, or representative action.

Arbitration provider and venue. Arbitration will be administered by a mutually agreed neutral arbitration provider under its rules then in effect, seated in Los Angeles County, California, unless you and BATDEM agree otherwise in writing.

Opt-out. You may opt out of this arbitration agreement by emailing mgallagher@batdem.com within 30 days of first accepting these Terms, stating your name, organization, and intent to opt out of arbitration. If you opt out, disputes will be resolved in the state or federal courts located in Los Angeles County, California, as described below.

14. Governing Law

These Terms are governed by the laws of the State of California, without regard to its conflict-of-laws principles. To the extent any dispute is not subject to arbitration under Section 13 (including if you validly opt out), you and BATDEM agree to the exclusive jurisdiction of the state and federal courts located in Los Angeles County, California.

15. Changes to These Terms

We may update these Terms from time to time. If we make material changes, we will notify account administrators by email and update the "Last Updated" date above. Continued use of the Service after a change takes effect constitutes acceptance of the updated Terms. If you do not agree to updated Terms, you should stop using the Service and may cancel your account.

16. General

Entire agreement. These Terms, together with our Privacy Policy, constitute the entire agreement between you and BATDEM regarding the Service and supersede any prior agreements on this subject.

Severability. If any provision of these Terms is found unenforceable, the remaining provisions will remain in full force and effect.

No waiver. Our failure to enforce any provision of these Terms is not a waiver of our right to do so later.

Assignment. You may not assign these Terms without our written consent. We may assign these Terms in connection with a merger, acquisition, or sale of assets.

Contact. Questions about these Terms, or organizations that need a signed or negotiated agreement before procurement approval, can reach us at mgallagher@batdem.com.

BATDEM LLC
Email: mgallagher@batdem.com

These Terms reflect EZMeeting's actual current practices (free/paid plans, Stripe billing, public-portal publishing, accessibility targets) rather than generic template language. If our practices change, these Terms will be updated to match.