Terms of Service

Last updated October 29, 2026

1. 1. Who these Terms apply to

   Agents. Our customers are licensed real estate agents and teams who hire us to coordinate their transactions. Most of these Terms are written for you.

   Clients and other parties. To coordinate a file we also contact your buyers and sellers, the cooperating agent, lenders, title and closing companies, inspectors and other vendors. If you are one of these people and you use our client portal, sign documents through us, or receive our texts and calls, the sections on eligibility, the portals, texting, calling, acceptable use, disclaimers and disputes apply to you too.

   You must be at least 18 years old and able to form a binding contract to use the Services.

2. 2. Our services

   Arivana provides transaction coordination for residential real estate transactions in Tennessee. Depending on the plan and add-ons you choose, the Services can include:

   • Tracking contract dates and deadlines from binding agreement to closing.
   • Keeping your clients, the cooperating agent, the lender and title updated, and following up on documents that are due.
   • Drafting amendments, repair requests, listing agreements, disclosures, offers and other forms for your review.
   • Scheduling inspections, appraisals, photos, sign and lockbox installs, walkthroughs, closings and other vendors.
   • Preparing MLS listings and assembling your broker compliance file.
   • Electronic signature, the agent portal and the client portal.

   The scope of each plan and add-on is described on our pricing page or in the order you accept when you open a file. We may add, change or retire features over time.

3. 3. What we are not

   Arivana is not a real estate brokerage, and our transaction coordinators do not act as your clients’ agent. We do not negotiate price or terms, show property, advise buyers or sellers, interpret contracts, or perform any activity that requires a real estate license under Tennessee law. We are not a law firm, title company, lender, appraiser, inspector, or escrow agent, and we never hold earnest money or other client funds.

   You and your principal broker remain responsible for the transaction, for supervising it, and for every representation and decision made to your clients. Nothing we draft is sent to a client or another party as a binding document until you have reviewed and approved it.

4. 4. Your responsibilities

   As an agent using the Services, you agree to:

   • Hold an active real estate license and follow your brokerage’s policies, the rules of any MLS you use, and the laws and licensing rules that apply to you.
   • Send us a complete, fully executed contract and accurate contact details for the parties promptly, and tell us right away about any amendment, notice or change you agree to outside of our process.
   • Review and approve every document, deadline calculation, listing and message we prepare for you before you rely on it. Deadlines in the contract are yours to meet; our tracking is a backstop, not a substitute for your own diligence.
   • Respond to our requests for approvals and information in time for us to meet the deadlines in the file.

   We are not responsible for a missed deadline, rejected document or other problem caused by late, incomplete or inaccurate information, or by an approval we did not receive in time.

5. 5. Opening a file

   A file opens when you send us a contract or listing and we confirm we have accepted it. We may decline any file, including one outside our service area or one we cannot staff before its first deadline. Each file is a separate engagement under these Terms and the plan you chose for it.

6. 6. Fees and payment

   Fees are charged per file, at the rates shown on our pricing page or in the order for that file when it opens. Any setup fee, discount or promotion will be disclosed to you before it applies. There is no monthly fee unless we tell you otherwise in writing.

   • When you pay. You can pay at closing through the settlement statement, or by card. When you choose the settlement statement, you authorize us to submit our invoice to the closing company and you agree to tell your client and broker the fee will appear there. If the fee is not paid at closing, you remain responsible for paying it within 15 days.
   • If the deal dies. Whether a file is charged when the transaction terminates before closing depends on the plan, as stated on the pricing page. A deal has died when the contract is terminated in writing before closing. A file you cancel or move to another coordinator while the contract is still in effect is not a dead deal.
   • Add-ons are charged when the work is done, as stated for each add-on, even if the transaction never closes.
   • Card payments. Cards are charged through our payment processor. You authorize us to charge the card on file for fees as they become due.

   Fees are non-refundable once the work they cover has been performed, except where the law requires otherwise. Unpaid balances more than 30 days past due may lead us to pause work on your open files. We may change our prices for files opened after the change; the price of a file is fixed when it opens.

7. 7. Text messages

   We send text messages (SMS and MMS) to keep a transaction moving. By giving us a mobile number, whether on a form, in a contract you send us, or by texting us first, you agree to receive text messages from Arivana about your transaction at that number.

   If you are a client or other party to a transaction, your agent gave us your number for that transaction and engaged Arivana to coordinate it.

   • What we send. Messages about the files you are part of: deadline reminders, document and signature requests, scheduling and appointment confirmations, status updates, closing logistics, and replies to your questions. Arivana does not send marketing or promotional text messages.
   • Photos, files and group texts. Messages may include photos, files and group texts. In a group text, everyone in the group sees each message and reply. Large files are sent as a link. Anyone with the link can open the file.
   • How often. Message frequency varies with the activity on your file and is usually highest in the days before a deadline or closing.
   • Cost. Message and data rates may apply. Arivana does not charge for texts, but your carrier may.
   • Opting out. Reply STOP to any message to stop receiving texts from Arivana. Your number is opted out of every Arivana number, not just the one you replied to. We will send one message confirming you have opted out. Opting out of texts does not cancel your file; we will reach you by email or phone instead, which may slow things down. To start receiving texts again, reply START.
   • Help. Reply HELP for help, or email support@arivana.com.
   • Consent is not a condition of purchase. You do not have to agree to receive text messages to buy or use the Services.
   • Your number. Tell us if you change or give up your mobile number so we stop texting it. Carriers are not liable for delayed or undelivered messages, and delivery is not guaranteed.

   Your mobile number and text messaging consent are not shared with third parties or affiliates for marketing or promotional purposes. Our Privacy Policy explains how we handle the information in our messages.

   Texts are a convenience, not a formal notice channel. A contract notice, amendment or termination is effective only when given as the contract requires.

8. 8. Phone calls

   By giving us a phone number, you agree that Arivana and the people working on your file may call you at that number about your transaction, including calls to confirm appointments, collect missing information, and remind you of upcoming deadlines.

   • Automated and prerecorded calls. We place calls using an automated system or an artificial or prerecorded voice only to people who have given us their consent to receive them, and only about their transaction unless they have separately agreed to marketing calls. You can revoke this consent at any time by telling us on the call, replying STOP to our texts, or emailing legal@arivana.com.
   • Recording. Calls with Arivana may be recorded and transcribed for quality, training, and to keep an accurate record of the file. Voicemails left for Arivana are recorded and transcribed.
   • Do not call. Ask us to stop calling and we will add your number to our internal do-not-call list. We may still contact you by email about an open file.

9. 9. Contacting your clients and other parties

   When you give us a phone number or email for a client, cooperating agent, lender, title company or vendor, you represent that you have the right to share it with us and that the person expects to be contacted about the transaction. You authorize us to contact them by text, phone and email on your behalf for that purpose.

   Each person we text receives the opt-out instructions above and can stop our texts at any time. We honor every opt-out, including one you pass along to us for a client. You agree not to ask us to send messages that would violate the Telephone Consumer Protection Act, the CAN-SPAM Act, or any other law on calls, texts or email.

10. 10. The agent portal and client portal

    You may need an account to use the portals. Keep your login confidential, give us accurate information, and tell us at legal@arivana.com if you suspect someone else has used your account. You are responsible for activity under your account. A client portal is for the client it was created for and should not be shared.

    Documents you sign through our electronic signature tool are signed electronically, and you agree that your electronic signature has the same effect as a handwritten one.

11. 11. Documents and client information

    You keep all rights in the contracts, documents, photos and information you or your clients give us (“Your Content”). You grant Arivana a non-exclusive, royalty-free license to store, copy, format, display and send Your Content only as needed to provide the Services, keep records of the file, and comply with the law.

    We treat transaction documents and client information as confidential and share them only with the parties to the transaction, the service providers who help us run the Services, and others as you direct or the law requires. You are responsible for having a lawful basis to give us your clients’ information. We keep file records for as long as described in our Privacy Policy and as needed for brokerage and legal record-keeping.

12. 12. Drafts, automation and AI

    Some drafts, including listing descriptions, offers, repair requests from inspection reports and net proceeds estimates, are prepared with software and artificial intelligence and then reviewed by our team. They can still be wrong or incomplete. You are responsible for reviewing and approving them before use. Net proceeds figures and similar calculations are estimates, not appraisals, and are not legal, tax or financial advice.

13. 13. MLS and third-party services

    When we prepare or enter a listing in Realtracs or another MLS for you, we do so under your credentials or authorization and the listing remains yours. You are responsible for its accuracy and for following the MLS’s rules. The Services also rely on third parties such as e-signature, payment, messaging and calendar providers. Their services are governed by their own terms, and we are not responsible for their outages or errors.

14. 14. Acceptable use

    You agree not to use the Services to:

    • Violate any law, MLS rule, licensing requirement or brokerage policy, including fair housing laws.
    • Send us documents or information you have no right to share, or that are false or misleading.
    • Ask us to perform activities that require a real estate license, or to sign or send documents without the required party’s authorization.
    • Harass, threaten or abuse our team or anyone we contact on your behalf.
    • Interfere with the Services, access them without authorization, or copy or scrape them.

15. 15. Intellectual property

    The Services, including our software, portals, checklists, templates, website and content (excluding Your Content), belong to Arivana or its licensors. The Arivana name and logo are our trademarks and may not be used without our written permission. We grant you a limited, non-transferable right to use the Services for your own real estate business while you are a customer.

16. 16. Ending the relationship

    You may stop using the Services at any time. Fees for work already performed, and for open files under their plan’s terms, remain due. We may stop working on a file or suspend your access, with notice where practical, if you breach these Terms, do not pay, ask us to do something unlawful, or if continuing would expose us or others to harm. When we stop work on an open file, we will give you the file records we hold so you can continue it.

17. 17. Disclaimers

    The Services are provided “as is” and “as available.” To the fullest extent the law allows, Arivana disclaims all warranties, express or implied, including warranties of merchantability, fitness for a particular purpose and non-infringement. We do not guarantee that any transaction will close, close on time, or close on any particular terms, or that the Services will be uninterrupted or error-free.

18. 18. Limitation of liability

    To the fullest extent the law allows, Arivana and its members, managers, employees and contractors will not be liable for any indirect, incidental, special, consequential or punitive damages, or for lost commissions, profits, deals, data or goodwill, arising from the Services. Our total liability for any claim relating to a file is limited to the fees you paid us for that file, and our total liability for all other claims is limited to the fees you paid us in the 12 months before the claim arose, or $100 if greater.

19. 19. Indemnification

    You agree to indemnify and hold harmless Arivana and its members, managers, employees and contractors from claims, losses and expenses, including reasonable attorneys’ fees, arising from Your Content, your instructions to us, your professional conduct with your clients, the contact information you give us, or your breach of these Terms or the law.

20. 20. Governing law and disputes

    These Terms are governed by the laws of the State of Tennessee, without regard to its conflict of laws rules. Before filing a claim, you agree to contact us at legal@arivana.com and try to resolve the dispute informally for at least 30 days. Any dispute that is not resolved will be heard exclusively in the state or federal courts located in Davidson County, Tennessee, and you consent to their jurisdiction.

21. 21. Changes to these Terms

    We may update these Terms from time to time. When we make a material change, we will update the date at the top of this page and, where appropriate, tell you by email. Changes apply to files opened after the update. Continuing to use the Services after an update means you accept the revised Terms.

22. 22. General

    These Terms, our Privacy Policy and the order for each file are the entire agreement between you and Arivana about the Services. If any provision is unenforceable, the rest remain in effect. Not enforcing a provision is not a waiver. You may not assign these Terms without our consent; we may assign them in a merger, acquisition or sale of assets. Neither party is liable for delays caused by events beyond its reasonable control.

23. 23. Contact us

    Questions about these Terms can be sent to legal@arivana.com.
    Arivana Technologies LLC
    5100 Michigan Ave
    Nashville, TN 37209