Privacy Policy

1. Scope

This Privacy Policy applies to:

• Visitors to the appHOA website;
• Organizations subscribing to the Service, including condominium associations, homeowners' associations, community associations, and property management companies ("Clients");
• Authorized Users designated by Clients; and
• Individuals who communicate with appHOA regarding the Service.

This Privacy Policy does not apply to third-party websites or services that may be linked from the Service.

2. Information We Collect

Depending upon how the Service is used, we may collect the following categories of information.

A. Account Information

When an account is created, we may collect:

• Name
• Association name
• Company name
• Mailing address
• Email address
• Telephone number
• Username
• Password (stored in encrypted or hashed form)
• Job title or position

B. Association Information

Clients may upload or maintain:

• Governing documents
• Articles of Incorporation
• Bylaws
• Declarations
• Rules and regulations
• Board meeting notices
• Agendas
• Minutes
• Financial reports
• Budgets
• Newsletters
• Forms
• Architectural review documents
• Committee documents
• Other association records

C. Resident and Member Information

Clients may choose to store information relating to owners, residents, tenants, directors, officers, committee members, and management personnel, including:

• Names
• Unit or property addresses
• Mailing addresses
• Email addresses
• Telephone numbers
• Usernames
• User roles
• Login history

The Client—not appHOA—determines what information is uploaded to the Service.

D. Payment Information

Subscription payments are processed through third-party payment processors.

appHOA does not store complete credit card numbers.

We may receive limited billing information, including:

• Billing contact
• Payment status
• Transaction identifiers
• Partial payment card information (such as last four digits)

Payment processing is governed by the privacy policies of the applicable payment processor.

E. Automatically Collected Information

When users access the Service, we may automatically collect:

• IP address
• Browser type
• Device information
• Operating system
• Date and time of access
• Pages visited
• Referring website
• Login activity
• Cookies
• Session identifiers
• Diagnostic information
• Error logs

This information helps us maintain the security, availability, and performance of the Service.

3. How We Use Information

We may use collected information to:

• Provide the Service;
• Create and administer accounts;
• Authenticate users;
• Host association websites;
• Store Client documents;
• Deliver requested features;
• Process subscription payments;
• Provide customer support;
• Improve the Service;
• Maintain system security;
• Detect fraud or unauthorized access;
• Respond to legal requests;
• Communicate with Clients and Authorized Users;
• Enforce our Terms and Conditions.

We do not sell personal information.

4. Client Data

Information uploaded by Clients remains the property of the applicable Client.

appHOA processes Client Data solely for the purpose of providing the Service.

The Client is solely responsible for:

• determining what information is uploaded;
• determining who may access information;
• assigning user permissions;
• complying with applicable laws;
• obtaining any legally required consents.

5. Cookies

The Service may use:

• session cookies;
• authentication cookies;
• security cookies;
• analytics cookies; and
• preference cookies.

Cookies improve functionality, maintain user sessions, and enhance security.

Users may disable cookies through browser settings; however, portions of the Service may not function properly.

6. How We Share Information

We may disclose information as follows:

Service Providers

To companies that assist in operating the Service, including:

• cloud hosting providers;
• payment processors;
• email providers;
• technical support providers;
• security providers; and
• analytics providers.

These providers receive only the information reasonably necessary to perform their services.

Legal Requirements

We may disclose information when required by law or when reasonably necessary to:

• comply with legal process;
• respond to subpoenas;
• comply with court orders;
• cooperate with law enforcement;
• protect legal rights;
• prevent fraud;
• protect public safety.

Business Transactions

Information may be transferred as part of:

• mergers;
• acquisitions;
• reorganizations;
• sale of assets; or
• bankruptcy proceedings.

7. Security

appHOA uses commercially reasonable administrative, technical, and physical safeguards designed to protect information from unauthorized access, disclosure, alteration, or destruction.

These measures may include:

• encrypted communications (SSL/TLS);
• firewalls;
• access controls;
• role-based permissions;
• password protection;
• data backups;
• monitoring;
• multi-factor authentication (where available).

No Internet-based system can guarantee absolute security.

8. User Responsibilities

Clients are responsible for:

• maintaining secure passwords;
• approving Authorized Users;
• configuring access permissions;
• protecting account credentials;
• reviewing uploaded information;
• determining which documents should be public or private.

Unauthorized disclosure resulting from Client-configured permissions is the responsibility of the Client.

9. Data Retention

We retain information only for as long as reasonably necessary to:

• provide the Service;
• comply with legal obligations;
• resolve disputes;
• enforce agreements.

Following termination of a subscription, Client Data may be retained for a limited period to permit data recovery before permanent deletion in accordance with our retention practices.

10. Children’s Privacy

The Service is intended for adults.

We do not knowingly collect personal information from children under the age of thirteen (13).

11. Your Choices

Clients may:

• update account information;
• modify user permissions;
• change passwords;
• remove Authorized Users;
• cancel subscriptions.

Authorized Users should contact their Client administrator regarding corrections or removal of account information.

12. Florida Associations

appHOA provides technology designed to assist Florida community associations.

appHOA is not a law firm and does not provide legal advice.

Clients remain solely responsible for compliance with all applicable federal, state, and local laws, including Florida statutes governing condominium and homeowners’ associations.

13. Third-Party Links

The Service may contain links to third-party websites.

appHOA is not responsible for the privacy practices or content of third-party websites.

14. International Users

The Service is intended primarily for organizations located within the United States.

Users accessing the Service from outside the United States acknowledge that information may be transferred to and processed within the United States.

15. Changes to this Privacy Policy

We may update this Privacy Policy from time to time.

Material changes will be posted on the appHOA website and, where appropriate, communicated to Clients through the Service or by email.

The Effective Date at the top of this Privacy Policy indicates when it was last revised.

16. Contact Us

Questions regarding this Privacy Policy may be directed to:

WWDB Integrated Marketing Corp. d/b/a appHOA™

Mail: 300 SW 1st Avenue, Fort Lauderdale, FL 33301

Email: Privacy@appHOA.com

Telephone: (954) 922-4332