Terms of Service

1. Agreement to Terms

These Terms of Service ("Terms") are an agreement between you and Hotlist AI LLC ("Hotlist," "we," "us," or "our"). They govern your access to and use of hotlistengine.com, our forms, booking flows, reports, communications, and related services (collectively, the "Services").

By accessing the site, booking a call, submitting information, requesting an audit, or using our Services, you agree to these Terms. If you do not agree, do not use the Services.

Paid client work may also be governed by a proposal, statement of work, order form, invoice, master services agreement, or other written agreement. If there is a conflict, the signed written agreement controls for that specific engagement.

2. What Hotlist Provides

Hotlist provides CRM follow-up audits, lead-flow diagnostics, business process review, stale-lead recovery planning, routing and accountability recommendations, workflow implementation, automation support, reporting, and related consulting or technical services.

Unless a written agreement says otherwise, Hotlist is not a CRM provider, real-estate brokerage, advertising platform, payment processor, law firm, accounting firm, or financial advisor. Our work is designed to improve operational clarity and execution, not to guarantee sales, appointments, closings, revenue, rankings, or specific business outcomes.

3. Eligibility and Authority

You must be at least 18 years old to use the Services. If you use the Services on behalf of a company, team, brokerage, or organization, you represent that you have authority to do so and to share the information, access, and materials you provide.

4. Client Responsibilities

You agree to:

• Provide accurate, current, and complete information
• Make sure you have permission to share CRM, lead, client, agent, or business data with us
• Maintain appropriate access controls and permissions inside your own systems
• Review recommendations, reports, automations, and changes before relying on them operationally
• Comply with applicable laws, platform rules, brokerage policies, MLS rules, privacy duties, and communication laws
• Back up important data before authorizing imports, cleanup, configuration changes, or workflow changes

5. CRM Access, Data, and Third-Party Platforms

Many Hotlist services depend on third-party tools, including CRMs, lead sources, calendars, email systems, analytics tools, automation tools, communication platforms, and payment providers. You are responsible for your accounts with those providers and for complying with their terms.

If you authorize us to access or configure a third-party system, you remain responsible for the accuracy, legality, backup, retention, and use of your data. We are not responsible for outages, changes, limitations, billing issues, API restrictions, data loss, or policy decisions made by third-party platforms.

6. Acceptable Use

You may not use the Services to:

• Violate laws, regulations, platform rules, intellectual property rights, or privacy rights
• Send spam, unlawful marketing, deceptive messages, or communications without proper consent
• Upload malicious code, interfere with systems, or attempt unauthorized access
• Misrepresent your identity, authority, brokerage affiliation, or relationship with another party
• Provide data you are not authorized to provide
• Use the Services to harass, discriminate, defraud, or harm others
• Scrape, copy, reverse engineer, or misuse the site or our materials without permission

7. Audits, Reports, and Recommendations

Audits, scorecards, reports, implementation plans, scripts, workflow diagrams, and recommendations are based on information available at the time of review. They may be incomplete if information is missing, inaccurate, stale, or inaccessible.

You are responsible for reviewing deliverables before acting on them. Hotlist does not guarantee that every follow-up gap, compliance issue, CRM problem, or business risk will be discovered.

8. AI and Automation

We may use AI-assisted tools and automation to analyze workflows, summarize data, draft content, generate recommendations, support implementation, or improve internal operations. AI-assisted output may contain errors and should be reviewed by a human before use.

You are responsible for approving outbound communications, automations, audience selections, compliance language, and operational changes before they are used in your business.

9. Fees and Payment

Fees, payment timing, deposits, subscriptions, implementation costs, expenses, cancellation terms, and refund rules will be described in the applicable proposal, invoice, checkout flow, or written agreement. Unless stated otherwise in writing, fees are due when invoiced and are non-refundable once work has begun.

Late or failed payment may result in paused work, suspended access, delayed deliverables, or termination of Services.

10. Intellectual Property

Our materials: The website, brand, copy, frameworks, templates, designs, code, reports, processes, and other materials we create or provide are owned by Hotlist or its licensors unless a written agreement says otherwise.

Your materials: You retain ownership of data, content, exports, screenshots, documents, and materials you provide to us. You grant us the rights needed to use those materials to provide, support, secure, and improve the Services.

Client deliverables: Your right to use deliverables from a paid engagement is governed by the applicable written agreement. If no written agreement says otherwise, you may use final deliverables internally for your business after full payment.

Feedback: We may use feedback, suggestions, and ideas you provide without restriction or obligation.

11. Confidentiality

We understand that CRM data, lead records, sales processes, and internal workflows may be confidential. We will use reasonable care to protect non-public client information and use it only for the purposes of providing Services, unless disclosure is required by law or authorized by you. Additional confidentiality terms may be included in a written agreement.

12. No Guarantees

We do not guarantee specific outcomes, including revenue, appointments, response rates, lead conversion, search rankings, ad performance, CRM adoption, compliance results, or platform uptime. Business outcomes depend on many factors outside our control, including your team, market, database quality, offer, response behavior, lead sources, platform limitations, and follow-through.

13. Disclaimer of Warranties

THE SERVICES ARE PROVIDED "AS IS" AND "AS AVAILABLE." TO THE MAXIMUM EXTENT PERMITTED BY LAW, HOTLISTAI DISCLAIMS ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, NON-INFRINGEMENT, ACCURACY, AVAILABILITY, AND RELIABILITY.

14. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, HOTLISTAI WILL NOT BE LIABLE FOR INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, EXEMPLARY, OR PUNITIVE DAMAGES, OR FOR LOST PROFITS, LOST REVENUE, LOST DATA, LOST GOODWILL, BUSINESS INTERRUPTION, OR COSTS OF SUBSTITUTE SERVICES.

TO THE MAXIMUM EXTENT PERMITTED BY LAW, OUR TOTAL LIABILITY FOR ANY CLAIM RELATED TO THE SERVICES WILL NOT EXCEED THE AMOUNT YOU PAID HOTLISTAI FOR THE SERVICES GIVING RISE TO THE CLAIM DURING THE THREE (3) MONTHS BEFORE THE EVENT GIVING RISE TO LIABILITY, OR ONE HUNDRED DOLLARS ($100), WHICHEVER IS GREATER.

15. Indemnification

You agree to defend, indemnify, and hold harmless Hotlist and its owners, officers, contractors, employees, agents, and affiliates from claims, damages, liabilities, losses, costs, and expenses arising from your use of the Services, your data or materials, your violation of these Terms, your violation of law or third-party rights, or your use of third-party platforms.

16. Termination

We may suspend or terminate access to the Services if you violate these Terms, fail to pay, misuse the Services, create security risk, or if continued service is impractical or unlawful. Sections that by their nature should survive termination will survive, including payment obligations, intellectual property, confidentiality, disclaimers, limitations of liability, and indemnity.

17. Governing Law

Unless a written agreement says otherwise, these Terms are governed by the laws of the State of Texas, without regard to conflict-of-law rules. You and Hotlist agree to resolve disputes in the state or federal courts located in Texas, unless another venue is required by law or agreed in writing.

18. Changes to Terms

We may update these Terms from time to time. The updated version will be posted on this page with a new "Last updated" date. Continued use of the site or Services after an update means you accept the updated Terms.

19. Contact Us

Questions about these Terms can be sent to legal@hotlistai.com.

Hotlist AI LLC
Website: hotlistengine.com
General inquiries: info@hotlistai.com