Terms of Use and End User License Agreement

Last updated: November 4, 2026

These Terms govern every account on Filevia, the invite-only reexamination file-processing application operated by imHER Innovative Solutions, LLC, doing business as Filevia (formerly FILE READY) ("Filevia," "we," "us"). By signing in, you accept these Terms and the Privacy Policy. Agencies also sign an Agency Services Agreement and a Data Handling and No-PII Agreement, which control if they conflict with these Terms.

1. Accounts

Filevia is invite-only. There is no public registration. Your email address is your account identity and cannot be changed. Contact your agency admin if you signed up with the wrong address; the account will be replaced, not renamed. You must set up an authenticator app for two-factor sign-in. Access to work areas stays locked until it is on. Keep your password and authenticator private. You are responsible for activity under your account. Roles and permissions (Processor, QC Reviewer, Agency Owner, Platform Owner) are assigned inside the app. A QC grant is required to perform QC reviews, including for agency admins.

2. The no-PII rule

Filevia is built so participant personal information is never needed and never allowed. Use processor-chosen file labels only (for example, the Participant ID from your tracker system, with leading zeros kept). Never type, upload, or store participant names, Social Security numbers, dates of birth, addresses, phone numbers, or similar personal information anywhere in Filevia, including file labels, notes, messages to support, or uploads. Intake and typed fields are screened, and content that trips participant-record patterns is refused or flagged as reference-only material that is never used in processing or training spaces. If you believe personal information was entered by mistake, tell your agency owner or Filevia support immediately so it can be removed.

3. Acceptable use

You agree not to: share your account, sign-in link, team invite code, or takeover code with anyone else; try to access another agency's workspace, files, documents, or data (Filevia separates agencies server-side, and probing that separation is a violation of these Terms); upload unlawful, malicious, or misleading content, or content you do not have the right to use; interfere with the service, attempt to bypass sign-in or two-factor controls, or use automated tools against the app other than normal browser use; or use Filevia output as a substitute for your own determinations.

4. What Filevia is, and is not

Filevia is a checklist, tracking, and training tool. It does not make eligibility, rent, subsidy, or compliance determinations. Disclaimer: Filevia guides the processor. The processor and the housing authority remain responsible for every determination. Checklist guidance summarizes procedures; it does not replace HUD policy, your housing authority's policy, the current advisories, or your supervisor's direction. If guidance here and an official source disagree, the official source governs. Training mode and the practice file use fictional data only. Nothing entered in training touches production files, and nothing from production belongs in training.

5. Content

Your agency keeps ownership of the documents and content it uploads. You grant Filevia the right to store, process, and display that content inside your agency's workspace as needed to run the service. Filevia's checklists, training content, templates, and software belong to imHER Innovative Solutions, LLC. Your subscription gives you use of them inside the app, not ownership. Documents published by Filevia (advisories, guides, resources) are provided for processing guidance. Agency-specific documents stay inside that agency's scope.

6. Optional add-ons

Some features are optional add-ons an agency can choose to enable, including Contractors and Pay, the File Tracker, Request for Assistance, and white-label branding. Add-ons are enabled per agency and carry the price shown for them in the app when a price is set. With Contractors and Pay, the agency sets its own pay rates. Filevia tracks closed files and contractor invoices from that tracking; the agency and its contractors are responsible for the accuracy of amounts, for tax reporting including any required 1099 filings, and for making payment. Filevia does not pay contractors and is not an employer, a payroll provider, or a tax advisor.

7. Connected services

An agency may connect its own third-party accounts. Connecting is the agency's choice and the agency's authorization. A connected agency may link its own QuickBooks Online company: Filevia will create vendor records and bills in that company from invoices the agency approved, signing in through Intuit's own authorization flow. The agency can disconnect at any time inside the app, which ends the connection and deletes the stored connection tokens. A connected agency may also link a Microsoft Teams channel to receive operational notifications; notifications contain workflow summaries only, never participant information. QuickBooks and Intuit are trademarks of Intuit Inc., and Microsoft Teams is a trademark of Microsoft. Filevia is not affiliated with or endorsed by Intuit or Microsoft.

8. Billing

Paid plans, setup fees, trials, and add-on prices are as shown in the app at checkout. A first paid checkout may include a free trial as described there. Billing runs through Stripe; the subscription record in the app is the record of plan, seats, and status. The Agency Services Agreement carries the fuller billing terms for agencies.

9. Availability and changes

We may update, add, or remove features, including optional add-ons. We work to keep the service running and your data intact, but we do not promise uninterrupted availability. We may change these Terms; the dated version published in the app is the current one, and continued use after a change means acceptance.

10. Suspension and removal

We or your agency admin may suspend or deactivate accounts that violate these Terms or the data rules. Permanent removal deletes stored profile photos and uploaded documents for the removed account, under the departure rule in the Privacy Policy. Sign-ins and changes are written to an audit log so the work can be reviewed; use of the app means accepting that record-keeping.

11. Liability

To the fullest extent allowed by law, Filevia is provided "as is" without warranties, and the total liability of imHER Innovative Solutions, LLC under these Terms is limited to the amounts the agency paid in the 12 months before the claim. Nothing in these Terms limits liability that cannot be limited by law.

12. Contact

Questions about these Terms: Filevia support at filevia@imherstudio.com.