Your records are yours.

YOURHOA holds association records on behalf of the HOA and the company that manages it.

1 · WHAT WE COLLECT

Only what the HOA needs to run

Owner names, lot numbers, mailing and email addresses supplied by the association or management company; the records they publish (updates, minutes, financials, RFPs, bids, ballots, surveys, dues statements); sign-in details and basic usage logs. We do not collect data from owners beyond what they enter to vote, respond to a survey or pay dues.

2 · HOW WE USE IT

To deliver updates and keep the record

To publish updates to the HOA website, send emails and statements to verified owners, run elections and surveys, bill dues, and keep the association’s permanent record. Ballots and survey responses are reported as totals; individual responses are not shown to the board.

3 · WHO CAN SEE IT

Access follows role

Property managers, board members and owners each see only what their role allows. Board materials stay with the board. Owners see what the board publishes. Our staff access records only to provide support, at the customer’s request.

4 · WHERE IT LIVES

In the United States, encrypted

Data is stored with our cloud provider in the United States, encrypted in transit and at rest. Sign-in uses two-factor verification and every access is logged per user. Payments are processed by a PCI-compliant processor; we never store full card numbers.

5 · HOW LONG WE KEEP IT

For as long as you are a customer

Records are retained while the account is active. If you cancel, every record is packaged as a zip and returned to the HOA within 30 days, then permanently deleted from our systems and backups.

6 · YOUR CHOICES

Export, correct or delete

Owners can update their contact details and email preferences from the portal. Associations can export any record at any time and may request correction or deletion of personal data by emailing info@your-hoa.com. We respond within 30 days.

7 · CONTACT

Questions

YOURHOA · Boise, Idaho · info@your-hoa.com. We will post any change to this policy here and notify account holders by email at least 30 days before it takes effect.