Mandatory End User Agreement & Privacy Statement
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Please Review and Accept Our End User Agreement & Privacy Statement

To view and use the ARKHMS website and customer portal, you must scroll down through the entire End User Agreement and Privacy Statement below and accept the terms.

Part I of II · End User Agreement (Terms of Service)

ARKHMS End User Agreement & Terms of Service

Effective 2026-10-28 · Version 1.3.0

1.End User Agreement

This End User Agreement and Terms of Service (“Agreement” or “Terms”) is a binding contract between you and ARKHMS LLC, a California limited liability company (“ARKHMS,” “we,” “us”). It governs your access to and use of the ARKHMS website at https://www.arkhms.com and the customer portal at https://app.arkhms.com (together, the “Services”).

Mandatory acceptance before viewing or using the Services. Before viewing the website or using the customer portal, you must scroll through the entirety of this End User Agreement and our Privacy Policy and click to accept. If you do not accept this Agreement, you are not permitted to view or use the Services. We record the timestamp, document version, and confirmation of full-document review when you accept.

2.Eligibility and accounts

  • You must be at least 18 years old and able to form a binding contract.
  • Accounts are created for you by ARKHMS or by self-registration through our identity provider. You are responsible for everything that happens under your account.
  • Keep your sign-in credentials confidential and notify us immediately at [email protected] if you believe your account has been accessed without authorization.
  • One account per person. Do not share credentials.

3.What the portal is

The portal is a record-keeping and communication tool. Through it you can view properties linked to your account, track projects and tasks, review the items and materials installed at your property, upload documents and photographs, and view invoices.

The portal is not the agreement for the work itself. Scope, price, schedule, warranty, and change orders for any physical services are governed by the separate written service agreement between you and ARKHMS. If these Terms conflict with that service agreement about the work, the service agreement controls.

4.Your content

“Your Content” means anything you submit to the portal — photographs, documents, notes, item details, and messages.

  • You keep ownership of Your Content.
  • You grant us a non-exclusive, worldwide, royalty-free license to host, store, reproduce, and display Your Content solely to operate the Services and perform the work you have asked us to do.
  • You represent that you have the right to submit Your Content and that it does not infringe anyone’s rights or violate any law.
  • Do not upload Social Security numbers, payment card numbers, bank account or routing numbers, government identification numbers, health records, or any other sensitive personal information. The portal is not designed to safeguard that category of data, and we do not want it. We may delete such content on discovery.
  • We may remove content that violates these Terms or the law.

4A.Customer-encrypted utility bill vault, no backups, ZIP export, and local malware scanning

Subscribed customers may upload utility statements (PDF) and energy monitor exports (ZIP) from any utility provider so the portal can parse, track, reconcile, and audit utility usage and rates. The following rules govern all customer utility uploads and encrypted vault storage:

  • Mandatory encryption password & default private encryption. Before uploading any utility bills or files to the secure system, you must configure your personal Vault Encryption Password. By default, all customer uploads are treated as private and encrypted using AES-256-GCM with a key derived via PBKDF2-HMAC-SHA256 from your personal Vault Encryption Password so that you are the only person with access to decrypt the stored file. ARKHMS stores only a zero-knowledge verifier token, never stores or logs your plaintext password, and cannot decrypt or recover your private encrypted files.
  • Customer-controlled Publish / Unpublish to Technician or Admin. If you wish to share a document with an ARKHMS technician or administrator, you may check the “Publish to Tech / Admin” option at upload time (or toggle any document between Published and Private at any time), which stores an unencrypted copy in your shared customer folder. Unpublishing a document re-encrypts it with your Vault Encryption Password and permanently deletes the unencrypted shared copy.
  • No backups for encrypted folders. ARKHMS does not provide backups for customer-encrypted vault folders. If you lose your Vault Passphrase or delete an encrypted file, we cannot restore it. You are solely responsible for maintaining your own backups.
  • Self-service ZIP archive export. You may export all of your uploaded files, encrypted bills, offline decryption script, and structured CSV/JSON utility audit records as a downloadable .zip archive at any time from your authenticated portal dashboard (/app/handyman or /app/guides).
  • Permanent deletion when a customer or tenant is removed. You may delete your own tenant workspace and data at any time through the portal. When your tenant or customer account is removed — whether initiated by you or upon termination of your account — all of your encrypted vault files, uploaded utility documents, and associated tenant utility records are permanently and irreversibly deleted.
  • Local-only virus and malware scanning. Every file uploaded to the Services is scanned locally on our own servers for viruses, malware, embedded PDF scripts, and archive exploits before processing or storage. Uploaded files and hashes are never uploaded to VirusTotal or any external third-party scanning service.

5.Automated processing

When you upload a receipt, an equipment photograph, or a utility statement for auditing, we may transmit the document to our enterprise artificial intelligence service (Google Cloud Vertex AI) to extract structured details such as line items, meter reads, rate tiers, prices, brand, model, and serial number. See our Privacy Policy for how that provider handles the data.

Automated extraction is not guaranteed to be accurate. Review any extracted values before relying on them. We are not liable for decisions you make based on uncorrected automated output.

5A.Recording during service visits

Our technicians wear a recording device — camera glasses or a body-worn camera — that captures video and audio while work is performed at your property. The purposes, limits, retention period, and your rights are described in Section 3A of our Privacy Policy.

By scheduling a service visit you:

  • consent to being recorded as described there;
  • agree to tell other adults who will be present that the visit is recorded;
  • may ask the technician to pause or stop recording at any time, and understand that where we judge a recording necessary for safety or dispute prevention we may decline to continue the work without it.

Recordings are our business records. You may request a copy of footage from your own visit. We do not provide footage to third parties except as described in the Privacy Policy or as required by law.

6.Acceptable use

You may not:

  • Access data belonging to any property or account not linked to you, or attempt to do so by manipulating identifiers, URLs, or requests
  • Probe, scan, or test the vulnerability of the Services without our prior written permission
  • Interfere with or disrupt the Services or the infrastructure behind them
  • Reverse engineer, decompile, or attempt to extract source code
  • Use automated means to scrape or harvest data from the Services
  • Upload malware or any code intended to damage or gain unauthorized access
  • Use the Services to violate any law or infringe anyone’s rights
  • Impersonate any person or misrepresent your affiliation

7.Availability

We provide the Services on an as-available basis. We do not guarantee any level of uptime and we may modify, suspend, or discontinue any part of the Services at any time. We will give you reasonable notice before permanently discontinuing the portal, and a reasonable opportunity to export your records.

8.Fees

Access to the portal is provided at no separate charge as part of our services. Charges for physical work are governed by your service agreement and the invoices issued under it. Amounts shown in the portal are records of those invoices, not independent offers.

9.Termination and self-service tenant deletion

You may stop using the Services, export your uploaded records as a .zip archive, and delete your own tenant or account at any time directly inside the portal (/app/handyman or /app/guides) or by contacting [email protected]. We may suspend or terminate your access if you breach these Terms, if your business relationship with us ends, or if required by law.

When a customer or tenant is removed, all customer-encrypted vault folders and tenant utility files are permanently deleted immediately without backup. Other business records are retained only as described in Section 6 of the Privacy Policy, including records we are required to keep for tax, warranty, and legal purposes.

10.Disclaimers

EXCEPT AS EXPRESSLY STATED IN THESE TERMS OR IN YOUR SERVICE AGREEMENT, THE SERVICES ARE PROVIDED “AS IS” AND “AS AVAILABLE” WITHOUT WARRANTIES OF ANY KIND, EXPRESS OR IMPLIED, INCLUDING IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, AND NON-INFRINGEMENT. WE DO NOT WARRANT THAT THE SERVICES WILL BE UNINTERRUPTED, SECURE, OR ERROR-FREE, OR THAT ANY DATA WILL BE ACCURATE OR PRESERVED WITHOUT LOSS.

This section does not disclaim any warranty on physical work performed, which is governed by your service agreement and by California law. Nothing in these Terms limits rights that cannot be limited under California law.

11.Limitation of liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, ARKHMS WILL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, OR FOR LOST PROFITS, LOST DATA, OR BUSINESS INTERRUPTION, ARISING OUT OF YOUR USE OF THE SERVICES.

OUR TOTAL LIABILITY ARISING OUT OF OR RELATING TO THE PORTAL WILL NOT EXCEED USD $100, OR THE AMOUNT YOU PAID US FOR PORTAL ACCESS IN THE PRECEDING 12 MONTHS, WHICHEVER IS GREATER.

These limits do not apply to liability that cannot be limited under California law, including liability for fraud, gross negligence, willful misconduct, or personal injury caused by our negligence. Cal. Civ. Code § 1668 voids attempts to exempt a party from responsibility for fraud or willful injury — nothing here attempts that.

12.Indemnification

You will indemnify and hold ARKHMS harmless from claims arising out of Your Content or your violation of these Terms or applicable law, except to the extent the claim arises from our own negligence or misconduct.

13.Governing law and disputes

These Terms are governed by the laws of the State of California, without regard to its conflict-of-laws rules. You and ARKHMS agree that any dispute arising OUT OF or relating to the portal will be brought exclusively in the state or federal courts located in Placer County, California, and both parties consent to personal jurisdiction there.

Nothing in this section prevents either party from bringing an individual claim in small claims court, or from seeking injunctive relief to protect its intellectual property.

14.Changes to these Terms

We may update these Terms. We will post the updated version with a new effective date and, for material changes, notify you by email or through the portal at least 30 days before they take effect. When a new version is published, you will be prompted to scroll through and accept the updated End User Agreement before continuing to use the Services.

15.Miscellaneous

  • Entire agreement. These Terms and the Privacy Policy are the entire agreement between us about the portal, and supersede prior understandings about it.
  • Severability. If any provision is unenforceable, the rest remains in effect.
  • No waiver. Our failure to enforce a provision is not a waiver.
  • Assignment. You may not assign these Terms. We may assign them in connection with a merger, acquisition, or sale of assets.
  • Force majeure. Neither party is liable for delays caused by events beyond its reasonable control.

16.Contact

ARKHMS LLC · Lincoln, California · [email protected]

Part II of II · Privacy Statement & Policy

ARKHMS Privacy Statement & Policy

Effective 2026-10-28 · Version 1.4.0

1.Who we are

ARKHMS LLC, a California limited liability company (“ARKHMS,” “we,” “us”), operates the website at https://www.arkhms.com and the customer portal at https://app.arkhms.com (together, the “Services”).

This policy describes what personal information we collect through the Services, why we collect it, who we share it with, and the choices and rights you have.

2.Scope

This policy covers the Services only. It does not cover information you give us in person, by phone, or by email outside the portal, except where we later enter that information into the portal — in which case this policy governs how we handle it there.

3.Personal information we collect

We collect the categories below. The CCPA column maps each to the statutory categories in Cal. Civ. Code § 1798.140(v).

Categories of personal information ARKHMS collects
What we collectExamplesCCPA categorySource
IdentifiersName, email address, phone number, account ID, IP address, EUA visitor acceptance ID§ 1798.140(v)(1)(A)You; your identity provider
Customer recordsProperty street address, city, state, ZIP§ 1798.140(v)(1)(B)You; our intake process
Commercial informationWork orders, projects, tasks, purchased items, invoices, receipts, amounts paid, and utility/energy audit metrics§ 1798.140(v)(1)(D)You; our technicians
Internet activity & agreement acceptance recordsSign-in events, session records, pages accessed in the portal, End User Agreement & Privacy Statement acceptance timestamps and versions§ 1798.140(v)(1)(F)Automatically; your explicit acceptance
Geolocation (coarse)Property location, derived from the address you give us§ 1798.140(v)(1)(G)You
Visual informationPhotographs of your property, receipts, equipment, and documents you upload§ 1798.140(v)(1)(H)You; our technicians
Audio and video recordingsPoint-of-view video and audio captured by a technician-worn recording device during a service visit (Section 3A)§ 1798.140(v)(1)(H)Our technicians
InferencesService history and preferences derived from the above§ 1798.140(v)(1)(K)Derived

We do not intentionally collect sensitive personal information as defined in Cal. Civ. Code § 1798.140(ae) — no Social Security numbers, driver’s license numbers, financial account numbers, precise geolocation, health information, biometric data, or the contents of your mail, email, or messages.

Free-text fields. Task notes, item notes, and uploaded documents are free-form. Please do not enter Social Security numbers, payment card numbers, bank account numbers, health information, or government ID numbers into them. If you do, we will delete them on discovery or on your request.

Children. The Services are not directed to children and we do not knowingly collect personal information from anyone under 16. We do not sell or share the personal information of minors.

3A.Recording during service visits

Our technicians wear a recording device while performing work at your property. The device may take the form of glasses with a built-in camera or a chest-mounted body camera. It records point-of-view video and audio of the work area for the duration of the visit.

Why we record. We use visit recordings for these purposes only:

  • To document the condition of your property before, during, and after the work
  • To verify the work performed and support warranty claims
  • To resolve disputes about scope, quality, damage, or billing
  • To protect the safety of you, your household, and our technicians
  • To train our technicians on quality and safety, using footage internally only
  • To investigate a complaint, incident, or suspected theft or damage

We do not use visit recordings for marketing, do not publish them, do not sell or share them, do not transmit them to any artificial intelligence service, and do not run facial recognition or any other biometric processing on them.

What we do to limit recording. Technicians will tell you the device is recording when they arrive and will show you the device on request. Recording is paused in bathrooms, bedrooms, and any other area where you ask us to stop, and when you or a household member asks for a private conversation. You may ask the technician to stop recording at any time. Where we judge a recording necessary for safety or dispute prevention, we may decline to continue the work without it, and will tell you so before proceeding.

Consent. California (Cal. Penal Code § 632) and several other states require the consent of every party to record a confidential conversation. By scheduling a visit you consent to the recording described here, and you agree to inform other adults who will be present. Technicians will also give verbal notice on arrival. If you do not consent, tell us before the visit and we will discuss whether the work can proceed without a recording.

Retention. Visit recordings are kept for 90 days after the visit and then permanently deleted, unless a warranty claim, dispute, complaint, insurance matter, or legal hold arises. In that case we keep the relevant footage until the matter is closed and for 12 months afterward.

Storage and access. Recordings are encrypted in transit and at rest and stored with the hosting provider named in Section 5. Access is restricted to the technician who recorded the visit and to ARKHMS management, and every access is logged.

Your rights. You may request a copy of the footage from your own visit, or its early deletion, using the contact method in Section 8. We will honor deletion requests unless the footage is needed for an open matter listed under Retention above.

3B.Customer utility bill uploads, customer-only encryption, no backups, ZIP export, and deletion

Subscribed customers may upload utility bills (PDF) and energy usage exports (ZIP) to track, reconcile, and audit their utility expenses and consumption. We apply strict privacy and security controls to these uploads:

  • Local-only virus and malware scanning (never sent to VirusTotal). Every uploaded file is scanned locally on our servers for viruses, malware, active PDF scripts, and archive exploits. We never upload your files or file hashes to VirusTotal or any external third-party scanning service.
  • Mandatory encryption password, default private encryption, and Publish/Unpublish controls. Before you can upload utility bills or files to the secure system, you must set a personal Vault Encryption Password. By default, all stored uploads are private and encrypted with AES-256-GCM using a key derived from your Vault Encryption Password (PBKDF2-HMAC-SHA256, 210,000 iterations) so that only you can decrypt them. ARKHMS stores only a zero-knowledge verifier token and never stores your password. If you choose to share a document with a technician or administrator, you may mark it as “Published to Tech / Admin” (storing it in your shared customer folder), and you may switch any document between Published and Private (Encrypted) at any time.
  • No backups for encrypted customer folders. We do not back up customer-encrypted vault folders. If you lose your passphrase or delete your encrypted files, we cannot recover them.
  • Self-service ZIP archive export. You can export all of your uploaded information, encrypted bills, offline decryption tool, and CSV/JSON utility audit records as a .zip archive at any time from your portal dashboard.
  • Permanent deletion upon customer or tenant removal. You can delete your own tenant and data directly in the portal at any time. When a customer or tenant is removed, all of their encrypted vault files, uploaded documents, and tenant utility data are permanently deleted.

4.Why we collect it

  • To create and secure your portal account and authenticate you
  • To verify and record your acceptance of our End User Agreement and Privacy Statement
  • To schedule, perform, document, and invoice the services you request
  • To keep a record of the equipment, materials, and finishes installed at your property
  • To communicate with you about your projects, including email notifications when a task is assigned or updated
  • To respond to quote requests you submit through the public form
  • To keep records required for tax, warranty, insurance, and licensing purposes
  • To detect, investigate, and prevent security incidents, abuse, and fraud
  • To comply with legal obligations

We do not use your personal information for automated decision-making or profiling that produces legal or similarly significant effects.

5.Service providers we share information with

We share personal information only with the service providers below, only as needed to run the Services, and only under contracts that restrict their use of it. We do not sell your personal information, and we do not share it for cross-context behavioral advertising, as those terms are defined by the CCPA.

Service providers that receive personal information
ProviderWhat it receivesPurposeLocation
Hostinger International Ltd.All portal data at rest, including service-visit recordingsServer, database, and file hostingUnited States (Phoenix, Arizona)
Google LLC (Firebase Authentication / Identity Platform)Email address, name, authentication eventsSign-in and identityUnited States
Google LLC (Gemini on Google Cloud Vertex AI)Images of receipts and equipment you or we uploadAutomated extraction of line items, brand, model, and serial numbersUnited States
Google LLC (Workspace: Gmail SMTP, Drive, Sheets, Chat)Email address, name, notification content; quote-request details and photographsTransactional email delivery; storing and routing quote requests to our teamUnited States
Intuit Inc. (QuickBooks Online & QuickBooks Payments)Name, phone, email, billing and service address; estimates, invoices, and payment records (card/ACH details entered on QuickBooks’ payment page)Invoicing, bookkeeping, and online invoice payments (we never see or store your card or bank account number)United States
Cloudflare, Inc. (Turnstile)IP address and browser signals of visitors to the quote formBot and abuse preventionUnited States

About the Gemini image processing. When a receipt or equipment photograph is uploaded, the image is sent to Google’s Gemini model through Google Cloud Vertex AI to extract structured details. Under Google Cloud’s terms, Google does not use data sent to Vertex AI to train its models. A staff member reviews every result, and no data from QuickBooks is ever sent to Gemini or any other AI model.

About the QuickBooks connection. ARKHMS connects to QuickBooks Online through Intuit’s authorized API to create estimates and invoices and to record payments, and shows a read-only copy of your invoices in the portal. We use information from QuickBooks only to bill you and keep our books, never sell it, and delete it on request as described in Section 8, except where tax law requires us to keep records.

We may also disclose personal information when required by law, subpoena, or court order; to protect our rights, safety, or property; or in connection with a merger, acquisition, or sale of assets, in which case we will notify you.

6.How long we keep it

Retention periods by record type
DataRetention
Account and contact recordsFor as long as your account is active, then 24 months after closure
End User Agreement (EUA) & Privacy Statement acceptance audit records7 years, to document legal agreement acceptance and version history
Project, task, and invoice records7 years, to meet tax and warranty obligations
Uploaded photographs and documents7 years, retained alongside the project record they belong to
Customer-encrypted utility vault files & tenant utility uploadsOnly while your tenant/account is active; never backed up, and permanently deleted immediately when you delete your tenant or when your customer account is removed
Service-visit audio and video recordings90 days; longer only for an open warranty, dispute, insurance, or legal matter (Section 3A)
Quote requests that do not become projects24 months
Change and access logs12 months
Authentication session recordsUntil expiry or sign-out

We dispose of records containing personal information by shredding, erasing, or otherwise making them unreadable, as required by Cal. Civ. Code § 1798.81.

7.Security

We maintain reasonable security procedures and practices appropriate to the nature of the information, as required by Cal. Civ. Code § 1798.81.5. These currently include:

  • TLS encryption for all traffic in transit
  • Federated sign-in through Google Firebase Authentication — we never receive or store your password
  • Database-backed sessions using secure, HTTP-only, same-site cookies with CSRF protection
  • Per-account access control, so records are readable only by the accounts linked to them
  • Every uploaded file scanned 100% locally on our servers — magic-byte verification from the file’s actual bytes, local heuristic and antivirus rule scanning, active PDF script/exploit blocking, and image re-encoding — before it is processed or stored (files and hashes are never uploaded to VirusTotal or any external scanning service)
  • Customer-only AES-256-GCM encryption (PBKDF2-HMAC-SHA256) for stored customer utility bills in the unbacked-up Encrypted Vault, where only the customer holds the decryption passphrase
  • Cryptographically signed internal webhooks, per-IP rate limiting, and bot verification on the public quote form

No system is perfectly secure. If a breach of unencrypted personal information occurs, we will notify affected California residents in the most expedient time possible and without unreasonable delay, as required by Cal. Civ. Code § 1798.82. To report a suspected vulnerability or account compromise, email [email protected].

8.Your California privacy rights

If you are a California resident, you have the following rights. We honor these requests regardless of whether we currently meet the CCPA’s applicability thresholds.

  • Right to know — what personal information we have collected about you, the categories of sources, the business purpose, the categories of third parties we disclosed it to, and the specific pieces of information we hold.
  • Right to delete — request deletion of personal information we collected from you, subject to the exceptions in Cal. Civ. Code § 1798.105(d).
  • Right to correct — request correction of inaccurate personal information.
  • Right to opt out of sale or sharing — we do not sell or share personal information, so there is nothing to opt out of. We will update this policy if that ever changes.
  • Right to limit use of sensitive personal information — we do not collect sensitive personal information for any purpose requiring this right.
  • Right to non-discrimination — we will not deny you service, charge you a different price, or provide a different quality of service because you exercised any of these rights.

How to submit a request. Email [email protected]. We will confirm receipt within 10 business days and respond within 45 calendar days, extendable once by another 45 days if we notify you.

Verification. To protect your information, we will verify your identity before acting on a request — typically by confirming control of the email address on your portal account, and by matching two or more data points we already hold. We will not use information you provide for verification for any other purpose.

Authorized agents. You may designate an agent to submit requests on your behalf. We will require written permission signed by you and will verify your identity directly.

Shine the Light (Cal. Civ. Code § 1798.83). We do not disclose personal information to third parties for their own direct marketing purposes.

9.Other U.S. state privacy rights

If you are a resident of a state with a comprehensive consumer privacy law — including but not limited to Colorado, Connecticut, Virginia, Utah, Texas, Oregon, and Montana — you may have rights to access, correct, delete, and obtain a portable copy of your personal information, and to appeal a denied request. Use the same contact method in Section 8.

10.Cookies, EUA acceptance tracking, and bot detection

The Services use strictly necessary cookies to keep you signed in, to protect against cross-site request forgery, and to remember that you have scrolled through and accepted the current version of our End User Agreement and Privacy Statement (arkhms_eua_accepted and arkhms_eua_visitor). The public quote form loads Cloudflare Turnstile, which sets its own cookie for bot detection. We do not use analytics, advertising, or cross-site tracking technologies.

Because we do not sell or share personal information, there is no sale or sharing to opt out of, and we therefore do not treat Global Privacy Control signals as an opt-out of sale or sharing.

11.Changes to this policy

We will post any changes here and update the effective date above. If the changes are material, we will notify you by email or through the portal before they take effect. We review this policy at least once every 12 months.

12.Contact

Questions, requests, or complaints: ARKHMS LLC, Lincoln, California · [email protected]

See also our End User Agreement & Terms of Service.

End of End User Agreement (v1.3.0) & Privacy Statement (v1.4.0)

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