Terms of Service

1. Service Agreement

Agreement Formation

This Service Agreement ("Agreement") is entered into between Executive Home Management, LLC ("Company," "we," "us," or "our") and the client ("you," "your," or "Client") upon:

• Completion of the property assessment
• Selection of a service tier (Guardian or Peace of Mind)
• Execution of the Service Agreement
• Payment of the first month's service fee

Service Commencement

Services begin on the first day of the month following agreement execution, unless otherwise specified in writing. The initial service month is prorated if service begins mid-month.

Service Territory

We provide services within the following geographic areas:

• Westchester County, NY (primary focus on Armonk, Bedford, Chappaqua, Mount Kisco, and surrounding areas)
• Fairfield County, CT (primary focus on Greenwich, New Canaan, Darien, and surrounding areas)
• Other areas by special arrangement and approval

2. Service Tiers & Pricing

Service Modifications

• Upgrades: Available immediately upon request with prorated billing
• Downgrades: Require 30 days written notice
• Temporary Upgrades: Available for extended travel or special circumstances
• Service Suspension: Available for extended absences of 90+ days with reduced holding fee

Pricing Terms

• Monthly fees are billed on the first of each month
• Prices are subject to annual review with 60 days written notice
• No setup fees or cancellation penalties
• Additional services quoted separately as needed

3. Client Responsibilities

Property Access

• Provide safe and legal access to your property
• Supply current alarm codes, gate codes, and access instructions
• Notify us immediately of any security system or access changes
• Ensure property is safe for our team to access and inspect

Communication

• Maintain current contact information with us
• Respond to urgent communications within 24 hours
• Provide emergency contact information for immediate family or authorized representatives
• Inform us of extended travel or absence periods

Property Maintenance

• Address safety hazards promptly when identified
• Maintain property in reasonable condition
• Provide access to utility shut-offs and important building systems
• Keep us informed of any known property issues or concerns

Legal and Insurance Compliance

• Maintain appropriate homeowner's insurance
• Comply with all local building codes and regulations
• Ensure all work performed meets necessary permits and approvals
• Provide accurate property ownership documentation if requested

4. Our Responsibilities

Service Delivery Standards

• Provide services with professional competence and care
• Maintain all required licenses, certifications, and insurance
• Employ only background-checked, bonded team members
• Follow established safety protocols and procedures

Guardian Service Commitments

• Bi-weekly exterior property inspections
• Monthly photo reports delivered by the 5th of following month
• Emergency response during business hours (8 AM - 6 PM, Monday-Friday)
• Coordination of up to 2 vendor service calls per month
• Seasonal maintenance reminders and basic scheduling

Peace of Mind Service Commitments

• Weekly property inspections (exterior and interior as authorized)
• 24/7 emergency response with 2-hour guarantee
• Unlimited vendor coordination and project oversight
• Detailed monthly reports with photos and recommendations
• Proactive maintenance scheduling and coordination
• Emergency contractor network access

Professional Standards

• Maintain strict confidentiality of all client information
• Use property access only for authorized service purposes
• Document all property visits with time, date, and purpose
• Provide transparent communication about all activities

5. Property Access & Security

Access Authorization

By engaging our services, you authorize Executive Home Management to:

• Enter your property for inspection and service purposes
• Coordinate with vendors and service providers on your behalf
• Take photographs for documentation and reporting
• Access utility systems for emergency shut-off if necessary

Security Protocols

• All access codes stored with military-grade encryption
• Keys secured in commercial-grade lockbox systems
• Complete audit trail of all property access
• Immediate notification of any security concerns
• Emergency lockout procedures in place

Access Limitations

• Access limited to areas necessary for service delivery
• No access to personal safes, private documents, or secured areas without specific authorization
• Advance notice for interior access unless emergency situation
• Respect for private areas and personal belongings

Security Incidents

In the event of any security incident:

• Immediate notification to client within 2 hours
• Full incident report within 24 hours
• Coordination with law enforcement if necessary
• Complete cooperation with insurance claims

6. Liability & Insurance

Our Insurance Coverage

• General Liability: $1M per occurrence, $2M aggregate
• Professional Liability: $2M coverage for errors and omissions
• Bonding: $100K surety bond through A-rated company
• Workers' Compensation: Full coverage for all employees
• Commercial Auto: Coverage for all company vehicles

Liability Limitations

Our liability is limited to the following scope:

• Direct damages resulting from our negligent acts or omissions
• Maximum liability not to exceed 12 months of service fees
• Coverage through our professional liability insurance
• Exclusion of consequential or indirect damages

Client Insurance Requirements

• Maintain current homeowner's or property insurance
• Ensure coverage for property management services
• Notify your insurer of our service relationship
• Provide proof of coverage if requested

Force Majeure

We are not liable for service delays or interruptions due to:

• Natural disasters, severe weather, or acts of God
• Government actions, regulations, or emergency orders
• Labor strikes, material shortages, or utility failures
• Circumstances beyond our reasonable control

7. Payment Terms

Monthly Billing

• Service fees billed monthly in advance on the 1st of each month
• Payment due within 10 days of invoice date
• Late fees of $25 applied after 15 days past due
• Service suspension after 30 days past due with written notice

Payment Methods

• Automatic credit card or ACH payment (preferred)
• Check payments accepted but subject to processing delays
• Wire transfers for large or special projects
• Payment plans available for major projects by arrangement

Additional Services

Services beyond monthly fee structure:

• Billed separately with detailed itemization
• Client approval required for expenses over $250
• Emergency expenses may be incurred without prior approval
• Contractor payments made directly by client unless otherwise arranged

Refunds and Credits

• 30-day risk-free trial with full refund if unsatisfied
• Service credits for documented service failures
• Prorated refunds for mid-month service termination
• No refunds for services already rendered

8. Service Termination

Termination by Client

• 30 days written notice required
• Services continue through the end of the notice period
• Final inspection and report provided
• All property access materials returned or destroyed
• Final billing reconciliation within 10 business days

Termination by Company

We reserve the right to terminate service with 30 days notice for:

• Repeated non-payment despite written notice
• Unsafe property conditions that cannot be remediated
• Client behavior that threatens staff safety
• Violation of terms that cannot be cured
• Legal or regulatory compliance issues

Immediate Termination

Either party may terminate immediately for:

• Material breach of contract terms
• Fraudulent or illegal activities
• Threats or violence toward staff members
• Conviction of crimes related to the property

Post-Termination Obligations

• Return of all keys, access devices, and documentation
• Secure deletion of all access codes and security information
• Final report delivery within 5 business days
• Confidentiality obligations continue indefinitely
• Payment of all outstanding fees and expenses

9. Emergency Services

Emergency Response Definitions

Immediate Emergencies:

• Water leaks, flooding, or burst pipes
• Fire, smoke, or gas leaks
• Security breaches or break-ins
• Electrical hazards or power failures affecting safety systems
• HVAC failures during extreme weather
• Structural damage posing immediate danger

Urgent Issues:

• Equipment failures not posing immediate danger
• Minor leaks or plumbing issues
• Heating/cooling system malfunctions
• Electrical problems not posing safety risks
• Roof leaks or exterior damage

Response Time Guarantees

Emergency Authorization

Clients authorize us to take immediate action during emergencies:

• Contact emergency services (police, fire, ambulance)
• Coordinate with utility companies for shutoffs
• Engage emergency contractors to prevent further damage
• Secure property and coordinate temporary repairs
• Document all emergency actions with photos and reports

10. Vendor Coordination

Vendor Selection

• We maintain a network of licensed, insured contractors
• Priority given to your existing trusted vendors
• All vendors undergo background checks and verification
• Competitive bidding for projects over $1,000
• Client approval required for new vendor relationships

Service Coordination

Our vendor coordination includes:

• Scheduling appointments and ensuring property access
• Project oversight and quality control
• Communication relay between client and vendors
• Documentation of all work performed
• Warranty and follow-up coordination

Client-Vendor Relationships

• Contracts remain directly between client and vendor
• Client responsible for all vendor payments
• We provide coordination but are not liable for vendor performance
• Quality issues addressed through direct client-vendor relationship

Vendor Performance Standards

All vendors in our network must:

• Maintain current licensing and insurance
• Provide detailed estimates and clear timelines
• Clean up work areas and respect property
• Communicate professionally and promptly
• Stand behind their work with appropriate warranties

11. Confidentiality

Confidential Information

We consider the following information strictly confidential:

• Property access codes and security information
• Personal and financial information
• Travel schedules and absence periods
• Property conditions and maintenance issues
• Family circumstances and personal matters
• Vendor relationships and service history

Confidentiality Protections

• All staff sign comprehensive confidentiality agreements
• Information shared only on need-to-know basis
• Secure storage and encryption of all client data
• Regular training on privacy and confidentiality protocols
• Immediate reporting of any privacy breaches

Information Sharing Limitations

We will only share client information:

• With your explicit written consent
• When required by law or court order
• To emergency responders during genuine emergencies
• To authorized vendors for specific service purposes only

Post-Service Confidentiality

• Confidentiality obligations survive service termination
• Secure destruction of sensitive documents
• Permanent deletion of access codes and security information
• Ongoing protection of all client information

12. Legal Terms

Governing Law

This Agreement is governed by the laws of New York State, without regard to conflict of law principles. Any disputes will be resolved in the courts of Westchester County, New York.

Dispute Resolution

• Direct Resolution: Initial attempt through direct communication
• Mediation: Non-binding mediation for unresolved disputes
• Arbitration: Binding arbitration for disputes over $10,000
• Small Claims: Small claims court for disputes under $10,000

Indemnification

Each party agrees to indemnify the other against:

• Claims arising from their own negligent acts or omissions
• Breach of their obligations under this Agreement
• Violations of applicable laws or regulations
• Third-party claims related to their actions

Severability

If any provision of this Agreement is found invalid or unenforceable, the remainder continues in full effect. Invalid provisions will be replaced with enforceable terms that achieve the same intent.

Entire Agreement

• This Agreement constitutes the entire agreement between parties
• Supersedes all prior negotiations, representations, or agreements
• Modifications must be in writing and signed by both parties
• No oral modifications or waivers are valid

Assignment

• This Agreement is personal to the client and cannot be assigned
• We may assign our rights with 30 days notice to qualified successors
• Assignment does not modify terms or reduce service quality
• Client retains all rights to terminate upon assignment

Notices

All formal notices must be:

• In writing (email acceptable for routine communications)
• Delivered to the addresses specified in the Service Agreement
• Deemed received when delivered or 3 days after mailing
• Updated addresses provided within 10 days of change