EZ Fill — Legal Review & Compliance Documentation

Platform Overview

What is EZ Fill?

EZ Fill is a supplier-agnostic propane management SaaS platform. EZ Fill does not sell, deliver, or handle propane. It is a software intermediary that manages compliance documentation, delivery scheduling, billing, and customer communication between RV parks, dispensers, their guests, and propane suppliers.

📋

Not a Propane Supplier

EZ Fill has no propane supply relationships. All propane delivery is between guests and their chosen suppliers.

🏕️

Supplier-Agnostic

Any approved propane supplier can operate on the platform. No exclusivity with any single supplier.

💳

Billing Intermediary

EZ Fill processes payments via Stripe and charges a $0.10/gal platform fee per gallon processed.

📱

Digital Compliance

All guest elections, agreements, and violations are documented with electronic signatures and timestamps.

🛡️

Liability Transfer

Digital records transfer liability from the park to guests and their suppliers through documented agreements.

📊

Audit Trail

Every action — signing, violation, remedy, delivery — is timestamped and stored with a complete audit log.

Platform Hierarchy

How the platform is structured

EZ Fill operates a five-level hierarchy. Each level has distinct permissions and responsibilities. No level can exceed its defined authority.

EZ Fill Admin → Full platform control, approves suppliers, sets platform fees, manages park configurations

Supplier Portal → Stripped-down view. Delivery routes and fill report upload only. No access to guest data, billing, or compliance.

Park Owner Portal → Manages guests, pricing, violations, approvals, branding, delivery scheduling

Guest Portal → Registration, election, delivery requests, billing, documents, prebuy gallons

Dispenser/Staff Portal → QR scan workflow, fill logging, schedule management

Attorney Note: The supplier portal is intentionally limited. Suburban Propane (current pilot supplier) has no access to guest personal data, pricing controls, or compliance records. This separation supports EZ Fill's supplier-agnostic positioning and limits any employment conflict of interest arguments.

Step 1 — Guest Registration

How guests enter the system

Guests register through their park's branded splash page — a unique URL generated by EZ Fill for each park. There is no generic EZ Fill registration page. Every registration is park-specific.

🔗

Park Splash Page

Guest visits park-specific URL. No generic EZ Fill signup exists.

→

📝

Account Creation

Name, email, phone, unit number. SMS consent collected separately.

→

⚠️

Violation Check

Pre-existing violations detected and shown before election.

→

🗳️

Propane Election

Guest chooses one of four options. Cannot proceed without electing.

→

✍️

Electronic Signature

Name-match validated. Legally binding e-signature captured.

→

📱

Dashboard Access

Guest accesses their portal. Welcome SMS sent on first login.

Step 1 — Account Creation & SMS Consent

Step 2 — Propane Election Selection

Attorney Note on SMS Consent: Two separate, optional SMS consent checkboxes are presented during registration — one for marketing messages and one for transactional/service messages. Both are unchecked by default. Account creation succeeds regardless of whether either box is checked. Guests may opt out at any time by replying STOP. This structure is designed to comply with TCPA requirements.

Attorney Note on Electronic Signatures: All signatures are captured with a name-match validation — the guest must type their registered legal name exactly as entered during account creation. The system blocks submission if the names do not match. Signature timestamp, IP address, and exact text signed are all stored in the executed document.

Step 2 — Propane Elections

The four election options

Every guest who uses propane at their site must make a formal election. The election determines their compliance obligations, pricing, and service model. Guests cannot use propane at their site without completing an election.

Park Program — Expanded Details

Park Program Election Agreement and Signature

Park Program — Agreement & Signature

Option A — Park Propane ProgramRecommended

What it means: Guest participates in the park's managed propane program. A standardized tank is installed at no charge. The park's approved supplier manages all fills. Guest is billed automatically per delivery at the park's tiered volume rate.

Key Terms

60-day written notice required to cancel or switch away
No refunds on gallons remaining in tank when switching away
No refunds on prebuy gallons when switching away
Tank monitoring available as optional add-on
Easy Pay automatic billing enabled by default

Attorney Note: The 60-day notice and no-refund provisions apply only to Park Program guests switching away. Guests switching TO the Park Program from any other election may do so immediately with no waiting period and receive an automatic waiver of all outstanding violations and fines.

Third Party — Expanded Details

Third Party — Agreement & Signature

Option B — Third Party SupplierOwn Supplier

What it means: Guest continues using their own propane supplier. Guest bears sole responsibility for NFPA 58 compliance. Guest must ensure their supplier executes a Supplier Compliance Agreement with the park. Annual affidavit required.

Key Terms

Guest assumes full personal liability for equipment compliance
Supplier must execute park compliance agreement before delivering
Annual affidavit renewal required
Subject to park inspections at any time
Violations and fines apply — $10/violation, 30-day grace period
All fines waived if guest switches to Park Propane Program
Can switch to Park Program immediately with no waiting period

Attorney Note: The waiver-upon-switch provision is intentional — it creates a meaningful incentive for Third Party guests to move to the managed Park Program, reducing the park's liability exposure over time. The waiver is automatic and does not require park approval.

Self Serve — Expanded Details

Self Serve Election Agreement and Signature

Self Serve — Agreement & Signature

Option C — Self ServeDispenser Use

What it means: Guest uses the park's self-fill dispenser for portable cylinder filling. Guest drops off tanks during designated windows, staff fills and returns them. Guest is billed automatically at the current dispenser rate.

Key Terms

Guest responsible for safe cylinder handling, transport, and storage
Drop-off and pick-up within designated time windows only
Late pick-up may incur retrieval fee
Billed via card on file at the guest’s applicable park rate (tier, promo, or prebuy) — identical for delivery and self-fill
Can switch to Park Propane Program immediately with no waiting period

No Propane — Agreement & Signature

$No Propane Guest Dashboard with Option D badge$

No Propane — Guest Dashboard (Option D)

Option D — No PropaneNo Service Required

What it means: Guest elects not to use propane at their site. No tank, no supplier, no service required. Small portable BBQ cylinders (20 lbs or less) are permitted for outdoor cooking only.

Key Terms

Election remains in effect until guest notifies park of a change
No annual renewal required
BBQ cylinders (20 lbs or less) permitted for outdoor cooking only
Can switch to Park Propane Program immediately with no waiting period

Document 1

Park Program Election Agreement

Signed by the guest when selecting Option A. This is the primary compliance document for Park Program guests.

Step 3 — Tank Setup & Replacement Acknowledgment

Park Program Guest Dashboard

[Park Name] Propane Safety Program — Executed AgreementGuest Signs

Document Sections

Park Propane Safety Requirements (NFPA 58 standards)
Program Election Options (all four options shown — selected option marked)
Park Program Terms: 60-day notice, tank monitoring, Easy Pay, delivery scheduling, no-refund policy on program switch
Legal Acknowledgment: "failure to maintain compliance with NFPA 58 §6 or [Park Name] Propane Policy may result in a service hold and monetary fines"
Electronic Signature block with name, option selected, site number, and timestamp

Attorney Note: The executed agreement PDF is generated at the moment of signing and stored with a timestamp. The guest's typed signature, IP address, and exact document version are all captured. The legal acknowledgment language explicitly references both NFPA 58 and the park's own propane policy, establishing dual compliance obligations.

📄 Download Executed Sample — Park Program Election (PDF)

Step 3 — Liability Acknowledgment Checkboxes

Step 4 — Supplier Agreement Download

Document 2

Third Party Supplier Election Agreement

Signed by the guest when selecting Option B. Contains liability acknowledgments, fine structure, common violations, and the waiver-upon-switch provision.

Third Party Supplier Election AgreementGuest Signs

Pre-Signature Acknowledgment Checkboxes (all required)

Full personal liability for injury, property damage, or regulatory violation from their equipment or supplier's work
Supplier must provide affidavit with license number, insurance certificate, and expiration date
Annual affidavit renewal required on any supplier change
Failure to comply with NFPA 58 §6 or [Park Name] Propane Policy may result in service hold and monetary fines
Park bears no liability for incidents involving non-park-supplied equipment

Document Sections

Third Party Supplier Terms: fine structure ($10/violation), 30-day grace period, monthly compounding, park waiver right
Waiver Upon Program Switch: all fines waived automatically upon switching to Park Program
Supplier Compliance Agreement requirement
Annual affidavit requirement
Common Violations section with all 5 violation types and descriptions
Electronic Signature block

Attorney Note: The five required pre-signature checkboxes must all be checked before the guest can proceed to the signature step. The system enforces this — the "Continue" button is disabled until all five are checked. Each checkbox is individually timestamped in the submission record.

Document 3

Third Party Supplier Compliance Agreement

Signed by the Third Party propane supplier — not the guest. The guest is responsible for obtaining the supplier's signature and uploading it to the platform.

[Park Name] Resident Third Party Propane Supplier AgreementSupplier Signs

Document Sections

Section 1 — Program Overview: supplier acknowledges this is a condition of property access
Section 2 — Park Protocol Standards: 10 specific NFPA 58 requirements with code references
Section 3 — Fine Acknowledgment: $10/violation, 30-day grace, monthly compounding, waiver-upon-switch
Section 4 — Rate Adjustment Policy: 15-day advance notice of rate changes
Section 5 — Common Violations: all 5 violation types with descriptions
Section 6 — Supplier Acknowledgment: compliance with NFPA 58 and [Park Name] Propane Policy
Section 7 — Signature Block: company name, license number, insurance certificate, authorized signatory, date

Upload & Approval Workflow

Guest downloads the unsigned agreement from their dashboard
Guest obtains supplier signature (physical document)
Guest uploads signed document through their EZ Fill dashboard
Park owner reviews in the Approvals tab
Park owner approves or declines — approval auto-clears the pending affidavit requirement

Attorney Note: The supplier agreement is a physical document requiring wet signature from the supplier. EZ Fill stores the uploaded scan. The park owner's approval constitutes acknowledgment that a compliant agreement is on file. No automated verification of license or insurance certificate numbers is performed — that review is the park owner's responsibility.

Registration Submitted — Pending Approval

Third Party Guest Dashboard

Document 4

Self-Fill Dispenser Liability Acknowledgment

Signed by guests selecting Option C — Self Serve. Covers liability for cylinder handling, billing authorization, and access to the dispenser.

Self-Fill Acknowledgment Checkboxes and Signature

Step 3 — Acknowledgment Checkboxes & Signature

Step 4 — Payment Method (Stripe)

Self-Fill Dispenser Liability AcknowledgmentGuest Signs

Key Acknowledgments

Guest is solely responsible for safe cylinder handling, transport, connections, and storage
Guest must drop off tank during designated dispenser hours and pick up within the posted window
Late retrieval may result in a retrieval fee
Guest authorizes automatic billing at the current dispenser rate at time of drop-off
Guest agrees to comply with all NFPA 58 cylinder handling regulations
Park reserves the right to suspend self-fill access for violations, unpaid balance, or rule violations
Only standard ACME-valve cylinders in good condition are accepted
Maximum fill is 80% of cylinder water capacity per NFPA 58

Attorney Note: This acknowledgment establishes that the guest assumes risk for improper cylinder handling. The 80% fill cap is a hard NFPA 58 requirement and is explicitly acknowledged by the guest. The billing authorization covers automatic card-on-file charging at the prevailing rate — no separate authorization is required per fill.

Self Serve Guest Dashboard — QR Code, Scheduling & Prebuy

📄 Download Executed Sample — Self-Fill Acknowledgment (PDF)

Document 5

No Propane Declaration

Signed by guests selecting Option D — No Propane. The declaration is executed as part of the guest’s Propane Safety Program agreement (a single executed document showing all four options with Option D selected), and includes the BBQ exception clause.

No Propane DeclarationGuest Signs

Key Terms

Guest elects not to use propane at their site
No tank or supplier is required under this election
Small portable BBQ cylinders (20 lbs or less) are permitted for outdoor cooking only
This election remains in effect until the guest notifies the park of a change
No annual renewal required
A card on file is collected at registration and used only if the guest purchases propane at the park dispenser

Attorney Note: The BBQ exception is deliberately narrow — 20 lbs or less, outdoor cooking only. This is consistent with NFPA 58 exemptions for small portable cylinders. The no-annual-renewal provision distinguishes this election from the Third Party election and reduces administrative burden for both the park and the guest.

📄 Download Executed Sample — No Propane Election (PDF)

Compliance Enforcement

Violations, Fines & Enforcement

EZ Fill documents and enforces NFPA 58 violations through a structured fine system. Each violation type is tracked independently, fined separately, and remediated individually.

Fine Timeline

Days 1–30

Grace Period

$0 charged

Day 31

First Fine

$10 per violation

Day 31+

Monthly Compounding

+$10/violation/month

Attorney Note: Fines are assessed per violation, not per inspection event. A tank with 3 violations = $30 in fines at Day 31. The park reserves the right to waive any fines at its sole discretion. All fines are automatically waived when a Third Party guest switches to the Park Propane Program.

The 5 Common Violations

⚠️Violation 1

Non-Approved Fill Valve

Tank must have an NFPA 58 compliant high-capacity filler valve with integral back-check. Non-approved valves require service disruption, triggering mandatory leak tests and pilot checks.

NFPA 58 §6.2.3 · $10.00 fine

⚠️Violation 2

Improper Foundation

Tank must rest on a firm, level, non-combustible surface. Tanks on soil, wood, gravel, or unstable surfaces are in violation.

NFPA 58 §6.2.2 · $10.00 fine

⚠️Violation 3

Missing Protective Collar

Tank valve must have an intact protective collar at all times. A missing or damaged collar is an immediate violation.

NFPA 58 §6.2.5 · $10.00 fine

⚠️Violation 4

Within 5ft of Opening or Vent

Tank must maintain minimum 5-foot clearance from all doors, windows, vents, and openings per NFPA 58 clearance requirements.

NFPA 58 §6.3.1 · $10.00 fine

⚠️Violation 5

Within 10ft of Ignition Source

Tank must maintain minimum 10-foot clearance from all ignition sources including AC units, electrical panels, and open flame appliances.

NFPA 58 §6.3.2 · $10.00 fine

Remedy Process

How violations are remediated

EZ Fill provides a structured digital remedy process. Each violation is remediated independently through photo submission and park approval.

Violation Notice on Dashboard

Guest sees each violation listed separately on their EZ Fill dashboard with the violation type, NFPA code, fine status, and grace period remaining.

View Remedy Instructions

Guest clicks "View Remedy Instructions" for each violation. A modal opens with step-by-step repair guidance and reference images showing correct vs. incorrect installation.

Guest Corrects the Violation

Guest performs the required repair per the instructions. One repair may resolve multiple violations — the guest can submit the same photo for multiple violations if applicable.

Photo Upload

Guest uploads a photo showing the violation has been corrected using the "Upload Remedy Photo" button on their dashboard. Each violation has its own upload workflow.

Park Staff Review

Park owner or staff reviews the submitted photo through the EZ Fill admin portal. They can approve or decline each remedy submission individually.

Violation Cleared

If approved: violation is cleared and its associated fine is removed from the guest's account. If declined: guest is notified with the reason and may resubmit a new photo.

Attorney Note: The remedy approval decision rests entirely with the park owner or designated staff. EZ Fill does not auto-approve remedies. The approval creates an audit record identifying which staff member approved which remedy and at what time. This provides documentation that the park actively reviewed and accepted the remedy rather than automatically clearing violations.

Master Document

Master Propane Safety & Compliance Policy

The umbrella policy document that governs all propane activity at the park, regardless of election type. Incorporated by reference into all election agreements.

[Park Name] Master Propane Safety & Compliance PolicyPark Document

Document Sections

Section 1 — Purpose and Scope
Section 2 — NFPA 58 Compliance Requirements (foundation, collar, fill valve, clearances, service disruption protocol)
Section 3 — Propane Election Options (all four)
Section 4 — Changing Your Election (60-day notice for Park Program, immediate for all others)
Section 5 — Third Party Supplier Requirements (compliance agreement, annual affidavit, inspection rights)
Section 6 — Violation Detection, Fines & Enforcement (fine structure, grace period, compounding, waiver)
Section 7 — Violation Remedy Process
Section 8 — Guest Responsibilities
Section 9 — Park Rights & Enforcement Authority
Section 10 — Emergency Procedures
Section 11 — Guest Acknowledgment

Attorney Note: This document is dynamically generated with the park's name, address, and contact information. It is available for download directly from the park owner's portal. The document is incorporated by reference into all four election agreements, establishing it as the authoritative governing policy for all propane activity at the park. Attorney review and customization per park is recommended before finalizing.

📄 Download Generated Sample — Pinewoodes RV Park Master Policy (PDF)

Dispenser-Only Park

How dispenser-only parks work

Parks designated as Dispenser Only by EZ Fill Admin skip the propane election step entirely. Guests register through the park splash page and go directly to the self-fill experience.

🔗

Park Splash Page

Guest visits park-specific URL. No unit number required.

→

📝

Account Creation

Name, email, phone. SMS consent collected separately.

→

📄

Self-Fill Disclaimer

Guest signs the self-fill liability acknowledgment.

→

📱

Dispenser Dashboard

Guest gets QR code, tier pricing, fill scheduling, and prebuy access.

Key distinction: Dispenser-only parks have no tank-set propane program, no election flow, and no Third Party supplier compliance requirements. The only document signed is the self-fill liability acknowledgment. The guest experience mirrors a standalone dispenser customer.

Attorney Note: The dispenser-only designation is set exclusively by EZ Fill Admin — the park operator cannot self-designate. This controls which legal framework applies to the park's guests and ensures the appropriate documentation is collected.

Standalone Dispenser

How standalone dispensers work

Gas stations, propane retailers, and other standalone dispensers use EZ Fill as a customer loyalty and management platform. No park affiliation required.

📲

QR Code Scan

Customer scans QR code at the dispenser location.

→

📝

Rewards Signup

Name, email, phone, password. Joins dispenser rewards program.

→

🏷️

Tier Assigned

Customer starts at Tier 1. Volume purchases unlock better rates.

→

📱

Customer Dashboard

QR code, current rate, tier progress, fill scheduling, prebuy gallons.

Billing options: Dispensers can choose to bill through Stripe (automated card-on-file charging) or bypass Stripe for cash/in-store POS transactions. When bypass is enabled, EZ Fill still tracks the fill and applies it to tier progress — only the payment processing is handled outside the platform. The $0.10/gal platform fee accrues regardless of payment method and is billed to the dispenser separately.

Attorney Note: Standalone dispensers have no election flow and no NFPA 58 compliance enforcement framework — that is a park-specific feature. The dispenser relationship is purely commercial: loyalty program, fill scheduling, billing, and marketing. No safety election agreements are signed in this context.

No Propane Park

How no-propane parks work

Parks with no propane offering can still register guests through EZ Fill and connect them with nearby partner dispensers. Guests register at the park and select a dispenser to use.

🔗

Park Splash Page

Guest registers through the park. No propane election required.

→

📝

Account Creation

Basic registration. No propane safety election or disclaimer required.

→

⛽

Select a Dispenser

Guest selects from up to 3 EZ Fill partner dispensers linked by EZ Fill Admin.

→

📱

Dispenser Dashboard

Guest gets dispenser customer experience at their chosen location.

Dispenser linking: EZ Fill Admin controls which dispensers appear as options for each no-propane park. Parks cannot self-select their partner dispensers. Up to 3 dispensers can be linked per park. Each dispenser card shows current pricing, active promos, and location info.

Attorney Note: No-propane parks have no NFPA 58 compliance obligations through EZ Fill — the park is not managing any propane infrastructure. The guest relationship shifts to the selected dispenser once a dispenser is chosen. A formal partnership agreement between no-propane parks and partner dispensers is recommended and is noted as a future document to be developed.