Terms & Conditions

Please read these terms carefully before using RealPay.

Effective Date: April 1, 2026  |  Last Updated: April 15, 2026  |  Governing Entity: RealPay LLC

1. Acceptance of Terms

Access to and use of the RealPay accounts payable automation platform ("Service") is governed by the terms and conditions of each client's executed Software Services Agreement with RealPay LLC. These Terms & Conditions provide a general overview of RealPay's policies and practices. In the event of any conflict between these Terms and a client's executed services agreement, the services agreement shall control.

2. Description of Service

RealPay is an accounts payable automation platform purpose-built for private clubs and similar organizations. The Service includes:

  • Email-based invoice intake and AI-powered data extraction

  • GL coding, approval workflows, and multi-level signature support

  • Payment file generation (ACH/NACHA, check, positive pay)

  • Integration with club management systems including Jonas and Northstar

  • Reporting, audit trails, and document management

  • SMS and email notifications for designated workflow participants

3. Subscription and Payment

3.1 Fees

RealPay charges a flat monthly subscription fee as agreed upon in your service agreement. Fees are billed monthly in advance. All fees are non-refundable except as expressly stated herein.

3.2 Infrastructure Costs

Cloud infrastructure costs (Microsoft Azure hosting, database, storage) are billed to the client at actual cost, separate from the monthly subscription fee. RealPay will provide documentation of actual costs upon request.

3.3 Price Changes

RealPay reserves the right to modify pricing as specified in the client's services agreement.

4. Client Responsibilities

  • Clients are responsible for the accuracy of all data entered into the platform, including vendor information, invoice amounts, and GL coding.

  • Clients are responsible for all payment decisions. RealPay generates payment files; the client controls when and how those files are submitted to their financial institution.

  • Clients must designate authorized users and are responsible for managing user access within the platform.

  • Clients are responsible for ensuring compliance with their own internal controls, financial policies, and applicable regulations.

5. Data Ownership and Privacy

5.1 Your Data

All invoice data, vendor data, payment data, and financial records entered into RealPay remain the property of the client. RealPay does not claim ownership of client data.

5.2 Data Portability

Upon termination or expiration of a client's services agreement, RealPay will retain client data for 90 days. During this period, clients may request a full export of their data, including invoice PDFs, payment history, vendor records, and audit logs, in standard industry formats. RealPay will fulfill such requests within 15 business days. A nominal data export fee may apply as specified in the client's services agreement.

5.3 Data Security

RealPay employs industry-standard security practices including encrypted data transmission (TLS), encrypted storage, and access controls. Client financial data is stored in Microsoft Azure infrastructure within the United States.

5.4 No Data Selling

RealPay does not sell, rent, or share client data with third parties for marketing or commercial purposes. This includes all mobile information and opt-in data collected through the Service.

6. Payment Processing

RealPay does not process, hold, or transmit client funds. The Service generates payment files (ACH/NACHA, check registers, positive pay files) that clients upload directly to their financial institution. RealPay is not a payment processor, money transmitter, or financial institution. All payment liability remains with the client and their bank.

7. Intellectual Property

The RealPay platform, including its software, design, AI models, and documentation, is the intellectual property of RealPay LLC. Clients are granted a limited, non-exclusive, non-transferable license to use the Service during their subscription term.

8. Limitation of Liability

To the maximum extent permitted by applicable law, RealPay LLC shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including but not limited to loss of revenue, loss of data, or business interruption, arising from use of or inability to use the Service.

RealPay's total liability to any client shall not exceed the total fees paid by that client in the three months preceding the claim.

9. Service Availability

RealPay targets 99% uptime but does not guarantee uninterrupted service. Scheduled maintenance will be communicated in advance when possible. RealPay is not liable for downtime caused by third-party services (Microsoft Azure, internet providers, etc.).

10. Termination

Termination rights, notice periods, and data retention following termination are governed by the terms of each client's executed services agreement. RealPay reserves the right to terminate service immediately for material breach of these Terms or the applicable services agreement.

11. SMS Notifications

By providing a mobile phone number and enabling SMS notifications, designated users consent to receive transactional SMS messages from RealPay related to accounts payable workflow actions (e.g., payment batch signature requests). Message frequency varies based on activity. Standard message and data rates may apply. To opt out, reply STOP to any message or contact your system administrator.

No mobile information, including mobile opt-in data and consent, will be shared with or sold to third parties, affiliates, or lead generators for marketing or promotional purposes at any time.

See our SMS & Mobile Policy for full details.

12. Governing Law

These Terms are governed by the laws of the State of Florida, without regard to conflict of law principles. Any disputes shall be resolved in the courts of Collier County, Florida.

13. Contact

Questions about these Terms may be directed to:

RealPay LLC
Email: jeff@realpayap.com