Privacy Policy

1. Information We Collect

When you use HOAproxy, we collect the following information:

• Account information: email address and display name when you register
• HOA membership claims: the HOA you claim to belong to and your unit number
• Proxy assignments: proxy forms you create, sign, or receive
• Follow subscriptions: an email address you provide to follow an HOA and receive activity digests — no account is required for this, and every digest includes an unsubscribe link
• Community proposals: proposal text you create and the display names of co-signers — published proposals are visible to other users
• Uploaded documents: HOA governing documents you upload, and an optional contact email if you upload without an account
• Participation records: HOA meeting attendance and voting data you submit
• Usage data: standard web server logs (IP address, browser, pages visited), and analytics data collected by Google Analytics (pages visited, product events such as searches and sign-ups, and approximate device and location information), which uses cookies

2. How We Use Your Information

We use the information we collect to:

• Operate the HOAproxy proxy voting coordination service
• Authenticate your account and maintain your session
• Send transactional emails related to proxy assignments (signing, delivery, revocation)
• Send HOA activity digest emails to follow subscribers (each includes an unsubscribe link)
• Understand how the service is used, via Google Analytics, so we can improve it
• Improve the reliability and performance of the service

3. Data Sharing

We do not sell your personal data to third parties. We do not share your personal information with advertisers or data brokers.

We may share data only in the following limited circumstances:

• With other HOA members in your HOA, to the extent necessary to operate the proxy coordination service (e.g., delegate profiles visible to HOA members)
• With service providers that help us operate the platform (hosting, email delivery, and Google Analytics for usage measurement), under confidentiality obligations
• When required by law or to protect our legal rights

4. Data Retention

We retain your account information as long as your account is active. Proxy assignment records are retained for 90 days after their expiry date, after which they are soft-deleted from active systems. You may request deletion of your account by contacting us.

5. Security

We use industry-standard security measures including encrypted passwords, HTTPS, and JWT-based authentication. No system is perfectly secure; please use a strong, unique password.

6. Your Rights

You may request access to, correction of, or deletion of your personal data by contacting us at [email protected].

7. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify registered users of material changes by email or by a notice on the platform.

8. Contact

Privacy questions: [email protected]