Privacy Policy

Our Privacy Promise to Homeowners

We built HOA By Owners for communities—not for data brokers. Here is what every homeowner should know:

We do not share your data with third parties

We do not sell, rent, trade, or share your personal information or HOA data with anyone for marketing, advertising, research, or any unrelated purpose. Your information stays with HOA By Owners and is used only to run the service for your community. We never give your data to data brokers or other companies to use for their own purposes.

You can delete your record at any time

Every homeowner has the right to permanently delete their account whenever they choose—no questions asked. You do not need to email us or wait for approval. Delete your profile yourself, instantly, from inside the app.

How to delete your account:

1. Sign in to your HOA By Owners dashboard
2. Open Edit My Profile
3. Click Delete my account at the bottom of the page
4. Confirm deletion

We do not keep your data after you delete

When you delete your account, we permanently remove your personal profile and associated records from our systems. We do not retain your personal information for marketing, profiling, or resale. Your data is gone—not archived for our use.

1. Introduction

HOA By Owners ("we", "us", "our", or "Service") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our HOA management software platform.

2. Information We Collect

2.1 Information You Provide

We collect information that you voluntarily provide when you:

• Create an Account: Name, email address, phone number, password
• Complete Your Profile: Unit number, HOA name, HOA address, board role
• Use the Service: Documents you upload, messages you post, maintenance requests, payment information
• Contact Us: Information you provide when contacting support

2.2 Information Automatically Collected

When you use our Service, we automatically collect certain information, including:

• Device information (IP address, browser type, operating system)
• Usage data (pages visited, features used, time spent)
• Cookies and similar tracking technologies
• Log files and analytics data

2.3 Information from Third Parties

We may receive information from third-party services you connect to our platform, such as:

• Payment processors (for transaction information)
• Authentication providers (if you sign in with Google or other services)

3. How We Use Your Information

We use the information we collect to:

• Provide and Maintain the Service: Create and manage your account, process transactions, deliver features
• Communicate with You: Send service-related notifications, respond to inquiries, provide customer support
• Improve the Service: Analyze usage patterns, identify issues, develop new features
• Ensure Security: Detect and prevent fraud, unauthorized access, and other security threats
• Comply with Legal Obligations: Meet legal requirements, respond to legal requests
• Send Marketing Communications: With your consent, send promotional materials and updates

4. How We Share Your Information

4.1 Within Your HOA

Your information is shared with other members of your HOA based on their roles and permissions:

• Board members can see homeowner information and HOA data
• Homeowners can see public community information and their own data
• Property managers have access to information necessary for their role

4.2 Service Providers

We may share information with third-party service providers who perform services on our behalf, such as:

• Cloud hosting providers
• Payment processors
• Email service providers
• Analytics services

Important: These providers are contractually obligated to protect your information and use it only for the purposes we specify. They are not permitted to sell, rent, or use your information for their own marketing purposes. We only share the minimum information necessary for them to perform their services.

4.3 Legal Requirements

We may disclose your information if required by law or in response to:

• Court orders or legal processes
• Government requests
• Enforcement of our Terms of Service
• Protection of rights, property, or safety

4.4 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity.

5. Data Security and Privacy

Your data is private and secure. We implement industry-standard security measures to protect your information, including:

• Encryption: Data is encrypted in transit and at rest
• Access Controls: Role-based access controls limit who can view and modify data
• Regular Security Audits: We conduct regular security assessments
• Secure Infrastructure: We use reputable cloud providers with strong security practices
• Employee Training: Our team is trained on data protection best practices

However, no method of transmission over the Internet or electronic storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.

6. Your Privacy Rights

Depending on your location, you may also have certain rights regarding your personal information:

• Access: Request a copy of the personal information we hold about you
• Correction: Request correction of inaccurate or incomplete information
• Deletion: Delete your account at any time from Edit My Profile → Delete my account, or contact us if you need help
• Portability: Request transfer of your data to another service
• Opt-Out: Unsubscribe from marketing communications
• Objection: Object to certain processing of your information

To exercise any of these rights, use the self-service options in your profile or contact us using the information at the end of this policy.

7. Cookies and Tracking Technologies

We use cookies and similar technologies to:

• Remember your preferences and settings
• Authenticate your identity
• Analyze how you use our Service
• Improve user experience

You can control cookies through your browser settings. However, disabling cookies may limit your ability to use certain features of the Service.

8. Data Retention

If you keep your account, we retain your information only as long as needed to provide the Service, comply with law, resolve disputes, and enforce our agreements.

If you delete your account, we permanently delete your personal profile and associated personal data from our systems. We do not keep your personal information after you delete your account for marketing, profiling, analytics, or resale. Deletion is initiated by you from Edit My Profile → Delete my account and takes effect immediately.

9. Children's Privacy

Our Service is not intended for individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have collected information from a child, we will take steps to delete it promptly.

10. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. These countries may have different data protection laws. We take appropriate safeguards to ensure your information is protected in accordance with this Privacy Policy.

11. California Privacy Rights

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA), including:

• The right to know what personal information we collect, use, and disclose
• The right to delete personal information we have collected
• The right to opt-out of the sale of personal information (we do not and will never sell personal information)
• The right to non-discrimination for exercising your privacy rights

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by:

• Posting the updated policy on our website
• Sending an email notification
• Displaying a notice in the Service

Your continued use of the Service after such changes constitutes acceptance of the updated Privacy Policy.

13. Third-Party Links

Our Service may contain links to third-party websites or services. We are not responsible for the privacy practices of these third parties. We encourage you to review their privacy policies.

14. Contact Us

15. Consent

By using our Service, you consent to the collection and use of your information as described in this Privacy Policy. If you do not agree with this policy, please do not use our Service.