Privacy Policy

We collect the following categories of information:

• Board & owner personal information. Names, mailing addresses, email addresses, phone numbers, unit/lot details, and roles you provide or upload for board members and unit owners.
• Financial information. Assessment and dues records, ledgers, and payment-related details. Card and bank account details are collected and processed by our payment processor, not stored by us directly.
• Documents. Governing documents, meeting materials, notices, correspondence, and other files you or your association upload to or generate within the Service.
• Usage data. Information about how you interact with the Service, such as pages and features used, actions taken, log data, device and browser information, and approximate location derived from IP address.
• AI conversation history. When you use AI-assisted chat features, your questions and the assistant’s responses are stored to maintain conversation continuity within a session.
• Electronic signature data. If you use the document-signing feature, we store the signature you draw or apply, together with an audit trail — including your IP address and browser information at the time you consent to electronic signing.
• Public scanner submissions. If you use our public compliance scanner without an account, we collect the email address and association name you enter and your IP address to return your results and manage usage limits.

We use information to:

• provide, operate, maintain, and secure the Service;
• perform core functions you request — compliance tracking, dues and assessment collection, owner communications by email and physical mail, document storage, and AI-assisted drafting and answers;
• process payments and Connect payouts through our payment processor;
• communicate with you about your account, transactions, and service updates;
• analyze usage to understand, troubleshoot, and improve the Service; and
• comply with legal obligations and enforce our Terms of Service.

When you or the Service uses AI-assisted features — including automated scheduled reports and text extraction from scanned documents — the relevant document text, your query, and the HOA operational context needed to respond (such as owner, lot, and payment records) may be sent to our AI providers to generate output for you. We do not sell personal information.

We share information with the service providers (“ sub-processors”) below so they can perform functions on our behalf. Each is bound to use the information only to provide its service to us. We may also disclose information to comply with law, to protect rights and safety, or in connection with a business transfer.

This list reflects the providers in use as of the effective date and may change as the Service evolves. Material changes will be reflected in an updated version of this policy.

We and our providers use cookies and similar technologies that are necessary to operate the Service (for example, to keep you signed in and to secure sessions) and, where applicable, to measure product usage through our analytics provider. You can control non-essential cookies through your browser settings; disabling essential cookies may prevent parts of the Service from working.

We retain Customer Data for as long as your account is active and as needed to provide the Service. After account termination, on written request we will make reasonable efforts to provide a copy of your Customer Data, and we retain data as needed to meet legal, accounting, or compliance obligations, after which we delete or anonymize it in the ordinary course. Some information may persist in backups for a limited time. Associations remain responsible for keeping their own independent records as their governing documents or applicable law require.

We use administrative, technical, and organizational safeguards designed to protect information, including encryption in transit, access controls, and tenant isolation so each association’s data is segregated. No method of transmission or storage is completely secure, and we cannot guarantee absolute security. If we become aware of a security incident affecting your information, we will notify affected parties as required by applicable law.

Depending on where you live, you may have rights regarding your personal information — such as the right to access, correct, delete, or obtain a copy of it, and to object to or restrict certain processing. Washington residents and residents of states with comprehensive privacy laws (for example, California’s CCPA/CPRA) may have additional rights. We do not sell personal information.

Note for finalization: the specific rights, response timelines, verification steps, and the list of applicable state-law (Washington/CCPA-style) provisions in this section are being finalized with legal counsel before this policy takes effect.

To exercise a right or ask a question, contact us at info@hoahandled.com. Much of the personal information in the Service is provided by an association on behalf of its owners; in those cases we may direct your request to the relevant association as the controller of that data.

The Service is intended for use by adults acting on behalf of an association and is not directed to children. We do not knowingly collect personal information from anyone under 13. If you believe a child has provided us personal information, contact us and we will delete it.

The Service is operated from, and intended for use in, the United States, and information is processed and stored in the United States. If you access the Service from outside the United States, you understand that your information will be transferred to and processed in the United States, where data-protection laws may differ from those in your jurisdiction.

We may update this Privacy Policy from time to time. If we make material changes, we will provide reasonable notice and update the “Last updated” date above. Your continued use of the Service after the changes take effect means you accept the updated policy.

Questions about this Privacy Policy or our data practices? Contact HOA Handled LLC at info@hoahandled.com.