Legal

Privacy Policy

How HOA Solutions collects, uses, and protects information from website visitors, homeowners, vendors, and board members.

Effective Date

June 1, 2026

HOA Solutions ("HOA Solutions," "we," "us," or "our") respects your privacy and is committed to protecting the personal information we collect and use in the course of providing community association management services. This Privacy Policy explains what information we collect, how we use and share it, the choices you have, and how to contact us with questions.

This Privacy Policy applies to our website at hoasolutions.info, to the management services we provide to the homeowner associations ("HOAs" or "Associations") we serve, and to our related business communications with homeowners, vendors, board members, and other contacts.

Our website is primarily informational. The personal information we collect from website visitors is limited to what you choose to submit through our contact and quote request forms. Most of the personal information we hold is provided to us through the management relationship with the HOAs we serve.

Contents

1. Information We Collect

We collect information from a number of sources connected to the management services we provide:

Information You Submit Through Our Website

When you submit our contact form or request a management quote, we collect:

  • Your name
  • Email address
  • Phone number
  • Community name and approximate number of units
  • Whether you are a board member or resident
  • The message and details you provide

Information We Receive Through Management Services

For HOAs we manage, we receive and maintain records that may include:

  • Homeowner account records — owner names, mailing addresses, property addresses, email addresses, phone numbers, account balances, payment history, assessment records, violation and architectural-review records, and related correspondence.
  • Tenant records — where homeowners or the association provide tenant contact information for community communications.
  • Board member records — names, contact information, positions held, terms served, and board correspondence.
  • Vendor records — business name, contact information for vendor representatives, services provided, insurance and licensing information, payment information needed to issue payment, and tax identification information required for reporting.
  • Service requests and inquiries — descriptions, photos, and other information homeowners or board members submit when reporting maintenance issues, rule concerns, architectural requests, or other matters.
  • Communication records — emails, voicemail, text messages, call logs, portal messages, and other correspondence with HOA Solutions staff.
  • Key fob, gate access, and amenity registration records — names, property addresses, and identifiers needed to issue and track fobs, keys, decals, or amenity reservations where the association uses these systems.
  • Payment information — bank account or card information when homeowners make payments through our authorized payment processors, which handle and store payment details under their own security controls.

Information Automatically Collected by Our Website

When you visit our website, our servers and hosting providers automatically receive standard log information such as IP address, browser type, device type, pages viewed, referring URL, and timestamps. We use this information to operate, secure, and improve the website.

2. How We Use Your Information

We use the information we collect for legitimate business and association management purposes, including to:

  • Respond to requests for a management quote, general questions, and other inquiries submitted through our website.
  • Provide management, administrative, financial, and compliance services to the HOAs we serve.
  • Send operational communications to homeowners, board members, and vendors — including assessment statements, delinquency notices, meeting notices, violation notices, architectural responses, vendor work orders, and other routine HOA correspondence.
  • Send service-related and emergency notifications by email, letter, phone call, or SMS text message.
  • Process and apply homeowner payments and pay association vendors.
  • Maintain association records as required by the HOA's governing documents and by law.
  • Detect, prevent, and respond to fraud, abuse, security incidents, and unauthorized activity.
  • Comply with subpoenas, court orders, government requests, audits, and other legal obligations.

3. SMS Text Messaging

HOA Solutions may send SMS text messages to homeowners, board members, vendors, and other individuals with an existing business relationship with HOA Solutions. Messages are sent individually by HOA Solutions staff in response to existing communications, service requests, account activity, or operational needs. The SMS program is not used for mass texting or marketing.

What SMS Messages Are Used For

HOA Solutions may send SMS text messages for customer care and account-related communications, including:

  • Customer care and homeowner inquiries
  • Maintenance coordination
  • Emergency notifications
  • Property management matters
  • Vendor communications and coordination
  • Board communications
  • Access device and key fob support
  • Architectural Review Committee (ARC) application follow-up
  • Other account-related communications

How Recipients Provide Their Phone Number

Recipients provide their phone number to HOA Solutions through homeowner account records, vendor records, board member records, service requests, homeowner inquiries, telephone conversations, email communications, key fob registration records, and other direct business interactions.

Program Details, Opt-Out, and Help

  • Message frequency varies.
  • Message and data rates may apply.
  • Reply STOP to any message to opt out of further SMS messages from HOA Solutions.
  • Reply HELP for assistance, or contact HOA Solutions using the information below.
  • SMS consent is not a condition of purchase or of any service we provide.

Privacy of SMS Consent and Mobile Information

  • No mobile opt-in data or SMS consent will be sold, rented, or shared with third parties.
  • SMS consent and mobile information are not shared with third parties or affiliates for marketing purposes.
  • Mobile information used to deliver SMS messages is shared only with the service providers HOA Solutions uses to send the messages, and only for that purpose.

SMS Contact and Program Documents

For SMS-related questions, or to request assistance other than by reply, contact HOA Solutions:

Program documents are available on our website:

4. How We Share Your Information

We share personal information only as necessary to provide management services and operate our business. We do not sell personal information. We may share information with:

  • The HOA board and authorized representatives of the association in which you own property or for which you serve, in connection with management services we provide to that association.
  • Vendors and service providers we engage on behalf of an association — such as landscapers, snow removal, reserve study providers, insurance, legal, accounting, collection agencies, payment processors, document hosting, email and SMS delivery providers, and IT and hosting providers — to the extent needed for them to perform their services.
  • Title and escrow companies, lenders, and closing agents in connection with HOA certifications, resale disclosures, and property transfers (often through HomewiseDocs or a similar closing platform).
  • Professional advisors such as attorneys, accountants, auditors, and reserve specialists engaged by the association or by HOA Solutions.
  • Government authorities when required by law, subpoena, court order, or to enforce legal rights or protect the safety of any person.
  • A successor in connection with a merger, acquisition, financing, reorganization, or sale of all or part of our business, subject to the protections of this Privacy Policy.

Certain HOA records — including owner names, mailing addresses, voting records, meeting minutes, financial statements, and other governance documents — may be available to other members of the association as required by the association's governing documents or by applicable community-association law. We follow the association's governing documents and applicable law when responding to member record requests.

5. Website Cookies and Analytics

Our website uses a limited set of cookies and similar technologies that are necessary for the site to function and to help us understand how visitors use it. We do not use our website to build advertising profiles or to track you across unrelated sites.

Most browsers allow you to refuse or delete cookies through your browser settings. Doing so may affect certain website functions. The third-party portals linked from our website (owner portal, HomewiseDocs, vendor registration) operate under their own privacy policies and may use additional cookies.

6. Third-Party Services and Links

We rely on third-party service providers to operate parts of our business — including the homeowner online portal, HomewiseDocs for HOA certifications and resale documents, Vived for vendor registration, our payment processors, our email and SMS delivery providers, and our website hosting provider. When you use these services or follow links to them from our website, your information is handled under the privacy policies of those providers. We encourage you to review their policies before submitting information.

We are not responsible for the privacy practices of websites or services we do not control.

7. Data Security

We use reasonable administrative, technical, and physical safeguards designed to protect personal information from unauthorized access, use, disclosure, alteration, and destruction. These measures include encrypted transmission of website form submissions, access controls on management systems, vendor due diligence, and staff training. No method of transmission or storage is completely secure, however, and we cannot guarantee absolute security.

8. Data Retention

We retain personal information for as long as needed to provide management services to the HOAs we serve, to comply with the records-retention requirements of the association's governing documents and applicable law, to resolve disputes, to enforce agreements, and to meet our tax, accounting, and other recordkeeping obligations. Association records — including financial, governance, ownership, and collection records — are generally retained for the period required by law and by the association's governing documents, which may extend well beyond the period an individual is actively associated with the community.

9. Your Rights and Choices

You may have rights under applicable law to access, correct, or request deletion of personal information we hold about you. Depending on the request and the records involved, we may need to verify your identity, refer the request to the association's board (where the information is part of association records), or retain records that are required to be kept by law or by the association's governing documents.

You can also make the following choices at any time:

  • SMS opt-out — reply STOP to any SMS message from us to stop further text messages. Reply HELP for assistance.
  • Email communications — follow the unsubscribe instructions in any marketing email or contact us to update your preferences. Note that operational, billing, and legally required HOA communications may continue.
  • Account information — homeowners can update contact information through the owner portal or by contacting us directly.
  • Access, correction, or deletion requests — contact us using the information in Section 12.

10. Children's Privacy

Our website and services are directed to property owners, board members, vendors, and other adults involved in HOA administration. We do not knowingly collect personal information from children under 13. If you believe we have collected information from a child under 13, please contact us so we can investigate and delete it.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, in the services we offer, or in applicable law. When we do, we will update the Effective Date at the top of this page. Material changes will be communicated through our website and, where appropriate, through other channels.