Privacy Policy

This policy explains what HOAxis (“we”, “us”) collects when an association (“the community”) uses our software, when a board member signs in, and when a resident uses their community’s portal. It goes with our Terms of Service.

The community owns its records and decides what to keep in the portal. We process those records on the community’s behalf to provide the service. Where the law distinguishes the two, the community is the controller of its members’ information and we are its processor.

We keep only what the service needs to work:

• Account details for board members and residents who sign in: name, email address, phone number, roles, a hashed password (never the password itself), and two-factor settings.
• Community records a board enters or imports: homes, owners and renters, contact details, dues and payments recorded by the board, violations, architectural (ARC) requests, ballots and votes, meetings, announcements, documents, vendors and work orders.
• What residents send through the portal: ARC requests and the files attached to them, violation reports, messages to the board, RSVPs, amenity reservations, and notification choices.
• Online dues payments: whether a payment was started, cleared or failed, and the amount. Card and bank details go to Stripe and are never stored by us.
• Technical records: sign-in times and IP addresses, browser type, and an audit trail of who changed what. These protect accounts and let a board see a home’s history.
• Cookies: only the cookies that keep you signed in. No advertising or cross-site tracking cookies.

We use the information to:

• run the portal for your community and show each person what they are allowed to see;
• send the emails and reminders a board or a resident asks for, such as ARC updates, meeting notices, event reminders and dues receipts;
• keep accounts secure: sign-in checks, lockouts after repeated wrong passwords, and the audit trail;
• answer support requests and fix problems;
• understand how the service is used, in aggregate, so we can improve it;
• meet legal obligations and enforce our Terms.

We do not sell personal information, we do not share it with advertisers, and we do not use residents’ information to market to them.

A small number of providers handle parts of the service under contract. Each receives only what its job needs:

• Hosting and the database: the service and its data run on cloud infrastructure in the United States, encrypted in transit and at rest.
• Email delivery: the emails your board and the portal send go out through an email delivery provider, which sees the recipient address and the message.
• Online dues: Stripe, Inc. processes payments on the association’s own Stripe account. Stripe’s privacy policy covers what it collects from a payer.
• Google: when a community connects its own Google Drive or Sheets, ARC files and submission rows are stored in that community’s Google account under Google’s terms. Communities that do not connect Google keep everything in HOAxis.
• AI features: only when a board switches them on, the documents, questions or transcripts a board submits to those features are sent to the AI provider to produce the answer. They are off by default.

We may also disclose information when the law requires it, to protect the rights and safety of users, or as part of a sale or merger of the service, in which case the same protections continue to apply.

Board members and committee members of a community see that community’s records, as their roles allow. Residents see their own details, their own requests, and the community information the board shares with homeowners. Nobody sees another community’s records.

HOAxis operators can reach a community’s data to provide support, investigate a problem, or keep the service running. That access is logged.

We keep a community’s records for as long as its account is active, because a board relies on the history of a home and of its own decisions. Audit records are kept with the community’s account.

When a community closes its account, we delete its records within 90 days, except copies in backups (which expire within a further 30 days) and records we must keep to meet legal or financial obligations, such as payment records. A resident who leaves a community stays in that community’s records until the board removes or archives them.

You can:

• Update your name, contact details and emergency contact, and choose which emails and texts you receive, in My account in your community’s portal.
• Ask your board to correct or remove information it holds about you. The board keeps the community’s records and is the right first stop.
• Export your community’s data (boards) at any time while the account is active.
• Ask us to delete a community’s data when the community closes its account, or ask us about information we hold about you personally, by writing to support@hoaxis.com.

Where state law gives you rights over your personal information, such as the right to know, correct or delete it or to opt out of its sale, you can exercise them through your board or by writing to us. We do not sell personal information, so there is nothing to opt out of on that count. We will not treat you differently for exercising your rights.

Connections are encrypted, passwords are stored only as salted hashes, board accounts can turn on two-factor sign-in, repeated wrong passwords lock an account for a while, and changes to records are logged. Access to production systems is limited to the people who run the service.

The service is in beta. No system is perfectly secure, and the Terms of Service describe the limits of our responsibility. If we learn of a breach that affects your information, we will tell the affected communities and, where the law requires, the affected people, without undue delay.

The portal is for adults who own or rent homes in a community and for the volunteers who run it. We do not knowingly collect information from anyone under 16. If a board learns that a child’s information was entered, it should remove it or ask us to.

When we change this policy we will post the new version here with a new effective date, and for changes that matter we will tell boards in their portal or by email. This page always shows the current version.

Write to support@hoaxis.com with questions about this policy, requests about your information, or to report a security concern. For questions about the records your association keeps, contact your board through your community’s portal.