Privacy Policy
Last Updated: August 4, 2026
At AskHOA.ai, we take your privacy seriously. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our AI-powered document analysis platform for homeowner associations.
Information We Collect
Personal Information
We collect information you provide directly to us, including:
- •Name, email address, and contact information
- •HOA organization details
- •Payment and billing information
- •Account credentials
Document Data
When you upload documents for analysis, we collect and process:
- •HOA documents, including bylaws, CC&Rs, meeting minutes, and financial statements
- •Metadata associated with uploaded files
- •Analysis results and AI-generated insights
Usage Information
We automatically collect certain information about your device and how you interact with our platform:
- •IP address, browser type, and device information
- •Usage patterns and feature interactions
- •Performance data and error logs
How We Use Your Information
We use the information we collect to:
- ✓Provide, maintain, and improve our AI-powered document analysis services
- ✓Process and analyze your HOA documents using our AI algorithms
- ✓Send you technical notices, updates, and support messages
- ✓Respond to your comments and questions
- ✓Improve our service quality — your documents and personal data are never used to train AI models
- ✓Detect, prevent, and address technical issues and security threats
Data Security
We implement industry-standard security measures to protect your information:
- Encryption for data in transit
- Restricted access controls and authentication
- Documents are private to your account and never shared with other users
- We continuously work to improve our security practices as the service grows
Information Sharing
We do not sell your personal information. We may share your information only in the following circumstances:
- •With your consent: When you explicitly authorize us to share information
- •Service providers: With trusted third-party vendors who help us operate our platform: OpenAI (AI document analysis — your documents are processed via the OpenAI API, which does not use API data to train models), Stripe (payment processing), Resend (transactional email), Google (sign-in and, with your consent, analytics), and our cloud hosting provider
- •Legal requirements: When required by law or to protect rights and safety
- •Business transfers: In connection with a merger, sale, or acquisition
Cookies and Analytics
We use a small number of cookies to run the service and, with your consent, to understand how it is used:
- •Essential cookies: Used to keep you signed in (authentication sessions) and to remember your cookie-consent choice. These are required for the service to work.
- •Analytics cookies (optional): With your consent via the cookie banner, we use Google Analytics to understand aggregate site usage. Analytics is not loaded unless you accept, and you can decline without losing any functionality.
Data Retention
We retain your information for as long as your account is active or as needed to provide you services. You may request deletion of your account and associated data at any time. We will retain and use your information as necessary to comply with legal obligations, resolve disputes, and enforce our agreements.
Your Privacy Rights
Depending on your location, you may have the following rights:
- →Access: Request a copy of your personal information
- →Correction: Request correction of inaccurate information
- →Deletion: Request deletion of your personal information
- →Portability: Request transfer of your data to another service
- →Objection: Object to certain processing activities
To exercise these rights, please contact us at [email protected]
Questions About Privacy?
If you have any questions about this Privacy Policy or our data practices, please contact us:
Email: [email protected]
Support: [email protected]