On this page
The short version
- Your association decides what goes into HOAhx and who can see it. We handle your community’s information on its behalf.
- We use personal information to run HOAhx for your community. We don’t sell it, and we don’t use it for advertising.
- Homeowner payments go to your association through our payment processing partner. We don’t store full card or bank account numbers.
- HOAhx Copilot answers only from your community’s approved documents and the records you’re allowed to see, and people make every decision.
- HOAhx support can see your community’s records only when your community allows it, and only for a set time.
- You can see and update much of your information in HOAhx, and you can ask for a copy, a correction, or deletion.
1Who we are and what this covers
HOAhx (“we” or “us”) provides the Home Experience Platform: software that homeowners associations, condominium associations, community boards, and the management companies that serve them use to run their communities, and that homeowners, residents, board members, and managers use every day.
This policy explains how we handle personal information when you:
- visit hoahx.com or contact us;
- sign up an association for a trial or a subscription; or
- use HOAhx as a homeowner, resident, tenant, household member, board or committee member, manager, staff member, or vendor.
It doesn’t cover how your association or its management company handles information outside HOAhx, or the practices of other sites and services you reach from HOAhx.
2Your association’s role and ours
Your association decides which community records to keep in HOAhx, who can see them, and how long they’re kept, under its governing documents and the law. For community information (the records about homes, residents, payments, requests, votes, and documents that your association and its members keep in HOAhx), your association is responsible, and HOAhx processes it on the association’s behalf and on its instructions, as its service provider.
HOAhx is responsible for the information we collect for our own purposes: visits to our website, inquiries, the account and security details we need to provide HOAhx, subscription billing, and support.
If you have a question about community information, such as a balance, a violation notice, or who can see your household’s details, your association is usually the fastest route to an answer, and we’ll help it respond. You can always contact us too (Section 15).
3Information we collect
What we collect depends on how you use HOAhx and which features your association turns on.
- Account and sign-in
Your name, email address, mobile number if you add one, password, passkeys, multifactor settings, recovery codes, and the roles your association gives you.
Why: to create your account, confirm who you are, sign you in securely, and show you what your role allows.
- Profile and household
Legal and preferred names, photo, mailing address, the homes you’re connected to and how (owner, co-owner, trustee or authorized representative, tenant, occupant, household member, or dependent), move-in and move-out dates, emergency contacts, preferred language, accessibility needs you choose to share, and your notification and directory preferences.
Why: to keep accurate records of each home and the people in it, reach the right person, and respect each person’s choices.
- Payments and balances
Balances, assessments, charges, credits, payment history, autopay settings, and payment plans, plus limited payment method details such as the type and last four digits.
Why: to show what’s due, take payments for your association, send receipts and statements, and keep an accurate ledger. Full card and bank account numbers are held by our payment processing partner, not by HOAhx.
- Requests, applications, and violations
Descriptions, photos, attachments, plans, comments, decisions, and the history of each item.
Why: to route each item to the right people, follow it to resolution, and keep a complete record.
- Messages and notifications
Announcements, direct messages, notification history, delivery and read status where it can be measured, and your communication preferences and consents.
Why: to deliver messages, honor your preferences and quiet hours, and show your association what was delivered.
- Surveys and votes
Survey responses, anonymous or named as each survey says, plus voting eligibility and ballots.
Why: to run surveys and votes the way your association sets them up, and to certify results. Secret ballots are kept apart from who voted.
- Documents and signatures
Documents you upload or can open, acknowledgments, and e-signature evidence: who signed, their intent, when, the exact version signed, and the signed copy.
Why: to keep community records, show the right version to the right people, and prove what was signed.
- Community services
Amenity reservations, event RSVPs, parking spaces and permits, vehicle details (make, model, year, color, and plate), pet details and registrations, visitor passes (a guest’s name and dates), and directory listings.
Why: to run reservations, events, parking, and guest access under your community’s rules, and the directory under your own privacy choices.
- Restricted records
Records your association keeps restricted, such as assistance-animal documentation.
Why: shown only to the people your association authorizes, and used only for the purpose they were provided.
- Support
What you tell us when you ask for help, and the technical details needed to fix a problem.
Why: to answer you and resolve the problem.
- Website inquiries
Your name, email address, community or company name, number of homes or communities, what you’re interested in, and your message.
Why: to reply and to follow up about HOAhx.
- Subscriptions
The names and contact details of your association’s account owner, billing administrator, and backup contact, plus the association’s name, number of homes, invoices, and subscription status.
Why: to run trials and subscriptions, bill the association, and send account notices.
- Device, usage, and security
IP address, browser and device type, pages and features used, dates and times, and sign-in and security events.
Why: to keep HOAhx secure, prevent fraud and abuse, fix problems, and learn how features are used so we can improve them.
- Audit history
A record of sensitive actions: who did what, when, the values before and after, and the reason given.
Why: to give your association a history it can trust and to look into problems. It’s protected from ordinary editing and deletion.
Where it comes from
- From you, when you use HOAhx or contact us.
- From your association or its management company, for example when it imports its list of homes and owners from a spreadsheet, adds a household member, or records a violation.
- From others in your household or community, for example when a household administrator invites you or a neighbor sends you a message.
- From our service providers, such as a payment’s status from our payment processing partner.
- Automatically, from your device, when you use HOAhx or visit our website.
When you draft a note on our website to suggest HOAhx to your board, the note opens in your own email app. HOAhx doesn’t receive it.
4How we use information
- To provide HOAhx to your community: payments and ledgers, communication and voting, requests and reviews, homes and residents, community services, documents and signatures, board and management tools, and HOAhx Copilot.
- To keep HOAhx secure: confirming identity, enforcing permissions on our servers, keeping the audit history, and detecting and preventing fraud and abuse.
- To support you: answering questions and fixing problems.
- To communicate with you: account, security, and service notices, and the messages your association sends through HOAhx, based on your role and preferences.
- To improve HOAhx: learning how features are used, mostly from aggregated or de-identified information.
- To follow up with business contacts: when a board member, manager, or other contact asks about HOAhx, we may send information about it. You can opt out at any time. We don’t use community information to market to residents.
- To meet legal obligations: following the law, enforcing our Terms of Service, and protecting the rights and safety of our users and others.
5HOAhx Copilot and other AI features
- Copilot answers questions using your community’s approved documents and the records the person asking is allowed to see, and it cites its sources.
- It follows the same permissions as the rest of HOAhx. It won’t answer from records you can’t open, and when the information isn’t there, it hands the question to a person.
- It can’t make payments, issue fines, cast votes, change access, or decide applications. People make every decision.
- When a community moves to HOAhx, AI-assisted mapping suggests how its spreadsheet’s columns match HOAhx fields. Nothing is imported until an administrator reviews and approves it.
- We use AI service providers to run these features. They process information only on our behalf, under contracts that limit how they can use it, and they may not use your community’s information to train AI models for anyone else.
7Payments
- Homeowner payments are deposited to your association’s own account. HOAhx provides the software.
- When you pay by card or bank transfer, your payment details go to our payment processing partner. We receive what we need to show and reconcile the payment, such as the amount, date, status, payment type, and last four digits.
- Any processing fee is shown before you confirm a payment.
- Your association can see your balance and payment history.
8How we protect information
HOAhx is built to protect community information:
- Verified sign-in through secure invitations, with multifactor authentication available to everyone and required for administrators, staff, and financial roles, plus passkey support and a way to review and end sessions.
- Permissions enforced on our servers for every record, file, export, and action, with each community and property kept separate.
- A protected audit history of sensitive changes, explicit authority for sensitive actions, and a second approval wherever your community requires one.
- Encryption in transit, protected secrets, rate limits, and checks on uploads, with monitoring, backups, and tested restoration.
- Logs that leave out passwords, full payment details, and secret-ballot choices.
No system is perfectly secure. If a security incident affects your information, we’ll notify your association and you as the law requires, and we’ll work with your association to respond.
9How long we keep information
- Community information stays as long as your association uses HOAhx and as its retention settings and legal holds require. Associations often have to keep records, such as financial records, minutes, and votes, for periods set by law and their governing documents.
- When you leave a community, for example after a sale or when a lease ends, your access ends, but your association may keep the home’s history and its records.
- When an association’s subscription ends, its account owner can export its records for 60 days. After that, we delete or de-identify its community information within 90 days, unless the law requires us to keep it. Copies in backups are deleted on their regular schedule.
- Website inquiries are kept as long as we need them to reply and follow up, and no longer than 24 months after our last contact.
- Security logs and the audit history are kept as long as they’re needed to protect HOAhx and your association’s records.
10Your choices and rights
- See and update your information in your profile and household settings.
- Choose how HOAhx reaches you, set quiet hours, and turn off notifications you don’t need. Some messages, such as security and account notices, can’t be turned off.
- Control the directory. Choose what it shows about you, with separate settings for phone and email.
- Unsubscribe from HOAhx marketing emails with the link in any of them.
Depending on where you live, you may have the right to access, correct, delete, or get a copy of your personal information, and to object to or limit some uses. For community information, ask your association, and we’ll support its response; or contact us, and we’ll work with your association. We’ll confirm your identity before acting on a request, and we won’t treat you differently for making one.
Some records can’t be deleted while your association needs to keep them, such as payment records, certified votes, and the audit history.
HOAhx doesn’t send text messages or push notifications yet. When it does, we’ll ask for your consent first, and you’ll be able to opt out at any time.
12Children
HOAhx isn’t meant for children under 13, and they can’t have accounts. A household’s records may include information about minors, such as a dependent’s name, added by a parent, a guardian, or the association, and we treat it as community information. If you believe a child under 13 has given us personal information, contact us and we’ll delete it.
13Where information is stored
HOAhx and its service providers store and process information in the United States and may do so in other countries. Wherever it’s processed, it’s protected as this policy describes.
14Changes to this policy
We’ll post any changes here and update the date at the top. If a change is significant, we’ll tell associations and users in HOAhx or by email before it takes effect.
15Contact us
For questions or requests about privacy, email hello@hoahx.com with “Privacy” in the subject line. We’ll confirm we received your request and respond within the time the law requires.
If you’re not satisfied with our answer, you may be able to contact your local data protection or consumer protection authority.
