Privacy Policy

This Privacy Policy explains how UseHOA ("we", "us") collects, uses and protects personal information when you use our service. It applies to HOA board members and administrators ("Customers") and to residents invited by their HOA ("End Users").

1. Information We Collect

• Account data: name, email address, password (stored as a salted hash).
• Organization data: HOA name, units, addresses, dues, invoices, violations, architectural requests, documents and announcements entered by your HOA.
• Payment data: processed entirely by Stripe. We never see or store card or bank account numbers — only payment status, amounts and Stripe references.
• Usage data: product analytics events (pages visited during signup, feature usage) tied to a random identifier, and standard server logs.
• Emails: we log delivery status of transactional emails we send on your HOA's behalf.

2. How We Use Information

• To provide and operate the service (billing, invoicing, notifications, the resident portal).
• To send transactional emails (invoices, reminders, violation notices, meeting invitations).
• To improve the product using aggregated usage analytics.
• To respond to support requests.

We do not sell personal information and we do not use your data for third-party advertising.

3. Sharing

• Within your HOA: board members see organization data; residents see their own units, invoices, violations and shared documents, as described in the product.
• Service providers: Stripe (payments), Resend (email delivery), Cloudflare (hosting, storage, bot protection), DigitalOcean (servers). Each processes data only to provide their service to us.
• Legal: we may disclose information when required by law.

4. Data Retention

Organization data is retained while the subscription is active and for 30 days after termination, during which the Customer may request an export. Backups are rotated on a regular schedule. You may request deletion of your personal data at any time.

5. Security

Data is encrypted in transit (TLS) and at rest. Access to production systems is limited and logged. Passwords are hashed; payment credentials never touch our servers.

6. Your Rights

Depending on your jurisdiction you may have the right to access, correct, export or delete your personal information. Residents should direct requests about HOA records to their HOA board; we will assist the HOA in fulfilling them. For account-level requests contact us directly.

7. Cookies & Local Storage

We use browser local storage for authentication and an anonymous identifier for signup analytics. We do not use third-party advertising cookies.

8. Children

The service is not directed to children under 16 and we do not knowingly collect their data.

9. Changes

We will notify users of material changes to this policy by email before they take effect.

10. Contact

Privacy questions and requests: [email protected]