Legal
Privacy policy
Last updated September 24, 2026
OurHOA exists to help communities run themselves, and that only works if boards and residents can trust us with their records. This page explains, in plain English, what we collect and what we do with it.
What we collect
When you create an account we collect your name, email address, and the community you belong to. As your community uses OurHOA, we store the information your board and residents put into the product: member rosters, dues and payment records, announcements, documents, requests, messages between members, and similar community records. Our hosting and service providers may process technical request information needed to deliver and secure the service. Some public pages use Google Analytics and Microsoft Clarity, as described under Cookies and analytics below.
How we use it
We use your information to run the service: showing your community its own data, sending configured community emails, such as announcements, notification emails you choose, and invitations, processing payments, and keeping your account secure. We do not sell your personal information, and we do not use your community's private records for advertising.
Who we share it with
We use service providers to operate OurHOA: payment processing (Stripe), database and file hosting (Supabase), application hosting (DigitalOcean), and email delivery (Resend). When AI features are enabled, the resident helper sends your question, community name, and excerpts of community documents to OpenAI. Excerpts come from rule text the board adds and from PDFs and text files the board uploads, which OurHOA reads on its own server. When a board chooses to read a scanned PDF with AI, the file is sent to OpenAI for text recognition, and the transcribed text is stored as that document's helper text. Minutes drafting sends the transcript you submit. We may also disclose information when the law requires it.
Who in your community can see your information
Your board and authorized managers can access member and community records needed to administer the association. Some records, including household payment history and violations, are visible to active members assigned to that home. If you opt into the resident directory, other active community members can see your display name, home label, and community role. You can change that choice in the directory.
Private messages
A conversation between two neighbors can be read only by those two people while they are active members of the community. Your board and managers cannot read it. If someone reports a message, the board sees a copy of that one message and up to two messages before it, so it can look into the report. Messages you send to the board can be read by every active board member and manager. Members who leave or are removed from the community lose access to its conversations. You can turn off new conversations in your account settings, block a neighbor, and delete messages you sent; a deleted message shows as "Message deleted" and its text is removed. Messages are kept until the sender deletes them or the sender's account or the community is deleted, as described below. A report, with its copy of the message, stays with the board as a community record. Messages are not part of the community data download. Email notifications say that a message arrived but never include its text.
Notifications
OurHOA shows notifications in the app, such as a new message, a vote, a payment receipt, or an update on your request. You choose which of these also arrive by email, and every notification email links to that setting. We do not send text messages or phone push alerts. Read notifications are deleted after a year.
Public websites and documents
Published community website pages and documents marked public can be viewed without an account. Your board controls what it publishes. Do not include personal or confidential records in a public page or document. Making a document private later cannot recall copies that people already downloaded, and a previously issued download link can remain usable until it expires.
Your community's data belongs to the community
A board member can download all of the community's data as a ZIP of CSV files from Community settings at any time, on any plan. Documents are listed as download links that expire after 7 days. The dues ledger also exports to CSV from the Finances page. Residents can ask their board or OurHOA to correct or remove personal information. You can delete your OurHOA account yourself under Account settings, after typing DELETE and re-entering your password. That removes your membership in every community, the messages you sent, your conversations with the board, your notifications and settings, and your amenity bookings. The association keeps its own records with your name removed: the dues ledger and payments, votes (which count for the home), board decisions, minutes, requests, documents, and message reports. OurHOA shares its sign-in system with other apps from the same company, so self-service deletion keeps your sign-in (your email and password), signs you out everywhere, and deletes your OurHOA data. To remove the sign-in as well, email [email protected] and we will delete it after confirming no other app of ours still needs it. The only board member or manager of a community must make someone else a board member first, and the shared demo accounts cannot be deleted.
Your privacy rights
Depending on the state you live in, you may have the right to know what personal information we hold about you, get a copy of it, correct it, or ask us to delete it. We honor these requests from everyone, whatever state you live in. Email [email protected] from the address on your account, or have an authorized agent contact us. We will verify the request and respond within 45 days. If a record belongs to your association, such as a payment history, we may refer part of the request to your board. We will not treat you differently for making a request.
Security
Data is encrypted in transit and at rest. Row-level security in the database keeps each community's records separate, and access within a community depends on role, so residents cannot see board-only records. Our security page has more detail.
How long we keep data
We keep accounts and community records while the community is active on OurHOA. When we receive and verify a request to delete a personal account or a community, we delete that data within 90 days, except for records we must keep to meet legal, tax, or payment obligations. Payment records held by Stripe follow Stripe's own retention rules.
If there is a breach
If we learn that personal information in OurHOA was accessed without authorization, we will notify the affected community boards and people by email without unreasonable delay and within the time the law requires. The notice will say what happened, what information was involved, and what we are doing about it.
Cookies and analytics
We use cookies to keep you signed in. Our public marketing pages on joinourhoa.com (the homepage, guides, comparison pages, and legal pages) use Google Analytics to count visits and see which pages people find useful. The homepage, comparison, demo, and legal pages and the signup and community setup pages also use Microsoft Clarity, which records how visitors scroll and click as heatmaps and session replays so we can find where signup is confusing. Clarity masks what you type into form fields, numbers, and email addresses. Both tools set their own cookies and send page, device, and interaction information to Google and Microsoft. Neither runs inside the signed-in app, on the login page, in payment flows, or on community websites, and neither loads at all if your browser sends a Global Privacy Control signal. Services you visit separately, including Stripe's payment and onboarding pages, have their own privacy and cookie practices.
Contact us
Questions about this policy or your data? Email us at [email protected] for privacy questions.