Privacy Policy

BoardStack ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our HOA management platform and related services (collectively, the "Service").

By using BoardStack, you agree to the collection and use of information in accordance with this policy. If you do not agree with this policy, please do not use our Service.

2.1 Account Information

When you create an account, we collect:

• Name and email address
• Password (encrypted)
• Phone number
• Property address
• Role within your HOA (resident, board member, etc.)

2.2 HOA and Community Data

To provide our services, we collect and store:

• HOA organizational information (name, address, governing documents)
• Architectural review requests and related documentation
• Violation records and correspondence
• Meeting minutes and board decisions
• Community announcements and discussions
• Resident directory information

2.3 Financial Information

For payment processing, we may collect:

• Assessment and fee payment history
• Account balances
• Payment method information (processed securely through third-party payment processors)

2.4 Documents and Files

We store documents you upload, including:

• CC&Rs, bylaws, and governing documents
• Architectural request photos and plans
• Financial reports and tax documents
• Meeting agendas and minutes

2.5 Automatically Collected Information

When you use our Service, we automatically collect:

• Device information (browser type, operating system)
• IP address and general location
• Usage data (pages visited, features used, timestamps)
• Cookies and similar tracking technologies

We use the information we collect to:

• Provide, maintain, and improve our Service
• Process transactions and send related notifications
• Facilitate communication between HOA members and boards
• Send administrative messages, updates, and security alerts
• Respond to your comments, questions, and support requests
• Monitor and analyze usage patterns to improve user experience
• Detect, prevent, and address technical issues and fraud
• Comply with legal obligations

4.1 Within Your HOA

Certain information is shared within your HOA community as necessary for HOA operations. Board members may have access to member information, requests, and records relevant to their duties. Residents may see community announcements and directory information based on your HOA's settings.

4.2 Service Providers

We share information with third-party service providers who perform services on our behalf:

• Cloud database and authentication services
• Website hosting and content delivery services
• Payment processing services
• Analytics and performance monitoring

4.3 Legal Requirements

We may disclose your information if required by law, court order, or governmental request, or when we believe disclosure is necessary to protect our rights, your safety, or the safety of others.

4.4 Business Transfers

If BoardStack is involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify you of any such change and any choices you may have.

We use cookies and similar technologies to:

• Keep you logged in to your account
• Remember your preferences and settings
• Understand how you use our Service
• Improve our Service based on usage patterns

You can control cookies through your browser settings. However, disabling cookies may limit your ability to use certain features of our Service.

We implement industry-standard security measures to protect your information:

• AES-256 bit encryption for data at rest
• TLS/SSL encryption for data in transit
• Regular security audits and vulnerability assessments
• Access controls and authentication requirements
• Automatic backups and disaster recovery procedures

While we strive to protect your information, no method of transmission over the Internet or electronic storage is 100% secure. We cannot guarantee absolute security.

We retain your information for as long as your account is active or as needed to provide you services. We also retain information as necessary to comply with legal obligations, resolve disputes, and enforce our agreements.

HOA records may be retained for extended periods as required by state law or your HOA's governing documents. Upon account deletion, we will delete or anonymize your personal information within 90 days, except where retention is required by law.

If you are located in the European Economic Area (EEA), you have certain rights under the General Data Protection Regulation (GDPR):

• Right of Access: Request a copy of your personal data
• Right to Rectification: Request correction of inaccurate data
• Right to Erasure: Request deletion of your personal data ("right to be forgotten")
• Right to Data Portability: Receive your data in a machine-readable format
• Right to Restrict Processing: Request limitation of how we use your data
• Right to Object: Object to processing of your personal data
• Right to Withdraw Consent: Withdraw consent at any time where we rely on consent

To exercise these rights, please contact us at privacy@hoaboardstack.com. We will respond to your request within 30 days.

If you are a California resident, the California Consumer Privacy Act (CCPA) provides you with specific rights:

• Right to Know: Request information about what personal data we collect, use, disclose, and sell
• Right to Delete: Request deletion of your personal information
• Right to Opt-Out: Opt out of the sale of your personal information (Note: We do not sell personal information)
• Right to Non-Discrimination: Not receive discriminatory treatment for exercising your rights

To exercise these rights, please contact us at privacy@hoaboardstack.com. We will verify your identity before processing your request.

Categories of Personal Information Collected: Identifiers, commercial information, internet activity, geolocation data, and professional information as described in Section 2 above.

Our Service is not intended for individuals under the age of 13. We do not knowingly collect personal information from children under 13. If we learn that we have collected information from a child under 13, we will delete that information promptly. If you believe we may have information from a child under 13, please contact us.

Your information may be transferred to and processed in countries other than your country of residence. These countries may have different data protection laws. When we transfer your information, we take appropriate safeguards to ensure your information remains protected in accordance with this Privacy Policy.

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new policy on this page and updating the "Last updated" date. We encourage you to review this Privacy Policy periodically.

For significant changes, we will provide additional notice, such as an email notification or a prominent notice within our Service.