This Privacy Policy explains how [YOUR LEGAL ENTITY NAME] ("Company," "we," "us," or "our") collects, uses, discloses, and protects information in connection with HOA/COA Management (the "Service"). This Policy is incorporated into and should be read together with our Terms of Service.
Account information: username, password (hashed, never stored in plain text), email address, user type (homeowner, admin, master admin), and, for homeowners, HOA code and owner/unit number.
HOA and financial data: unit/property records, owner names and contact details, assessments and dues, payment records, bank register and reconciliation data, budgets, general ledger entries, and generated reports (e.g., balance sheets, income statements).
Payment information: if you make or receive payments through the Service, payment details are collected and processed by our third-party payment processor (e.g., Stripe). We do not store full card numbers or bank account credentials on our own servers.
Usage and security data: login/logout timestamps, IP addresses, and administrative actions are recorded in an audit log for security and accountability purposes.
Communications: information you submit through contact or support forms (name, email, phone, organization details) when requesting information about the Service.
We use collected information to provide, operate, and maintain the Service (e.g., authenticate users, generate financial reports, process payments); maintain security and an audit trail of account activity; communicate with you about your account, transactions, or support requests; comply with legal, tax, or regulatory obligations; and improve and troubleshoot the Service.
We do not sell personal information to third parties.
Where you have elected to receive HOA notices, statements, or documents electronically instead of by paper mail, we process and store your communications preference and deliver documents accordingly. You may update this preference at any time from your account/portal profile.
With your HOA/organization: data you submit is visible to authorized administrators of your HOA (e.g., board members, property managers) as part of normal HOA operations.
Service providers: we share information with third parties who perform services on our behalf, such as hosting (e.g., Supabase/PostgreSQL infrastructure, Vercel) and payment processing (e.g., Stripe, ACH processors). These providers are contractually restricted from using your data for any purpose other than providing services to us.
Legal requirements: we may disclose information if required by law, subpoena, or other legal process, or to protect the rights, property, or safety of the Company, our users, or others.
Business transfers: if the Company is involved in a merger, acquisition, or sale of assets, information may be transferred as part of that transaction, subject to standard confidentiality protections.
We retain account and financial data for as long as your HOA’s account is active, and thereafter as necessary to comply with legal, tax, or accounting recordkeeping obligations (which for HOA financial records may be several years under applicable law). Audit logs are retained for [RETENTION PERIOD] for security purposes.
We use reasonable administrative, technical, and physical safeguards to protect information, including password hashing, encrypted connections (HTTPS/TLS), and access controls tied to user roles (homeowner, admin, master admin). No method of transmission or storage is 100% secure, and we cannot guarantee absolute security.
Depending on your location, you may have rights to access, correct, or request deletion of your personal information. To exercise these rights, contact us at [CONTACT EMAIL]. Because financial and HOA records may need to be retained for legal/accounting reasons, deletion requests may be limited to the extent permitted by law.
If you are a homeowner and believe information in your HOA’s records is inaccurate, please contact your HOA administrator directly, as they control the underlying data; we act as a data processor/host on their behalf.
The Service is not directed to individuals under 18, and we do not knowingly collect personal information from children.
If you access the Service from outside [YOUR COUNTRY], your information will be transferred to and processed in [YOUR COUNTRY/HOSTING REGION]. By using the Service, you consent to this transfer.
We may update this Privacy Policy from time to time. Material changes will be communicated via email or in-app notice. Continued use of the Service after changes take effect constitutes acceptance of the revised Policy.
Questions about this Privacy Policy or your data can be sent to: [CONTACT EMAIL]
This is a starting template, not legal advice. Bracketed placeholders should be filled in, and depending on where your users/HOAs are located you may need additional disclosures (e.g., CCPA for California residents, GDPR for EU users). Have this reviewed by a licensed attorney before relying on it.