Privacy Policy

1. Information We Collect

HOA Report may collect information you provide directly, including:

• HOA name, address, or location information
• Uploaded HOA documents
• Account or login information, if applicable
• Contact information, if you submit it
• Report generation activity
• Website usage and analytics data

Uploaded documents may include budgets, financial statements, reserve studies, insurance documents, meeting minutes, governing documents, notices, or other HOA-related materials.

2. Uploaded Documents

Uploaded documents are used to generate HOA Report analysis based on the documents provided.

You should avoid uploading personal, confidential, privileged, or sensitive information that you do not want processed or analyzed.

By uploading documents, you represent that you have the right or permission to provide those documents for analysis.

3. How We Use Information

HOA Report may use uploaded documents and related information to:

• Generate HOA reports and document analysis
• Extract and organize relevant HOA information
• Identify possible red flags, missing information, and follow-up questions
• Improve the website, upload flow, report generation, and user experience
• Maintain security, prevent abuse, and troubleshoot errors
• Communicate with users when support or contact information is provided

4. AI and Third-Party Processing

HOA Report may use third-party service providers, including AI, cloud storage, hosting, analytics, authentication, and infrastructure providers, to operate the website and process uploaded documents.

Uploaded documents may be processed by these providers only as needed to provide HOA Report functionality.

5. Public HOA Pages

Source documents are not publicly displayed on HOA profile pages.

Public HOA pages may show limited summary information, such as document count, last updated date, general document categories, report availability, or high-level HOA information when available.

HOA Report does not intentionally publish the full contents of uploaded source documents on public HOA profile pages.

6. Document Sensitivity

HOA documents may contain personal information, owner names, addresses, delinquency information, litigation details, financial information, insurance information, or other sensitive material.

Before uploading, review documents and remove or redact information you do not want processed.

Do not upload documents you are prohibited from sharing.

7. Data Retention and Deletion

HOA Report may retain uploaded documents, extracted information, generated reports, and related metadata as needed to provide the service, maintain records, improve functionality, prevent abuse, and support users.

You may contact HOA Report to ask about document handling, deletion, or privacy practices.

Deletion requests may be subject to technical, legal, operational, backup, or recordkeeping limitations.

8. Analytics

HOA Report may use analytics tools to understand how users find and use the website, improve the product, diagnose errors, and measure basic funnel performance.

Analytics may include pages viewed, buttons clicked, upload steps completed, report generation events, device/browser information, referring links, and similar usage data.

9. Security

HOA Report uses reasonable measures designed to protect uploaded documents and user information. However, no website, storage system, transmission method, or AI processing workflow can be guaranteed to be completely secure.

You should not upload highly sensitive information unless you are comfortable with it being processed for report generation.

10. Children

HOA Report is not intended for children. Users should not submit information through the website if they are not old enough to use the service under applicable law.

11. Changes to This Policy

HOA Report may update this Privacy Policy from time to time. The updated version will be posted on this page with a revised “Last updated” date.

12. Contact

For questions about document handling, deletion, or privacy practices, contact HOA Report at: info@hoareport.us