Privacy Policy

This Privacy Policy explains how TextHOA (“we,” “us”) collects, uses, shares, and protects information in connection with the TextHOA platform (the “Service”). We act as a service provider to HOAs, condo associations, and other community organizations (“Customers”) who load member data into the Service. Members of those communities should direct privacy questions first to their HOA, who controls the data.

We collect three categories of information:

• Account information: name, email, phone, password hash, role, and the community you belong to.
• Customer Data: the member directory, unit records, messages, polls, violations, documents, and other data you load into the Service. We process this on your behalf as a service provider.
• Usage and device data: browser type, IP address, pages viewed, and timestamps. Used to operate, secure, and improve the Service.

• To provide and maintain the Service, including authentication, message delivery, and billing.
• To send you service-related communications (account, security, billing notifications).
• To monitor for abuse, debug issues, and improve product quality.
• To calculate and collect applicable sales, use, or similar taxes based on your account’s billing address, where we are required or authorized to do so.
• To comply with legal obligations, including TCPA consent recordkeeping and tax-related retention.

We share information only with vetted subprocessors that help us deliver the Service. As of the “Last updated” date above, our subprocessors include:

• Supabase — managed Postgres, authentication, storage, realtime.
• Twilio — SMS infrastructure and dedicated phone numbers.
• Stripe — payment processing for subscriptions and dues collection.
• Resend — transactional and announcement email delivery.
• Trigger.dev — background job processing (queues, scheduled reminders).
• OpenAI — AI features on Pro tier (auto-responder, smart FAQ).

We do not sell personal information. We do not share Customer Data with third parties for advertising purposes. We may disclose information if required by law, to enforce our Terms, or to protect rights, property, or safety.

Customer Data is stored in managed Postgres (Supabase) with encryption in transit (TLS) and at rest (AES-256). Passwords are hashed and salted; we never store plaintext passwords. Our infrastructure is hosted in the United States. International transfers from outside the United States are subject to applicable safeguards.

• Financial records (assessments, payments, invoices): retained for 7 years to meet IRS requirements.
• SMS consent log: retained for at least 5 years (TCPA recordkeeping).
• Active member data: retained while the customer subscription is active.
• After cancellation: Customer Data is purged 30 days after subscription ends, except where retention is required by law or covered by an active audit hold.
• Departed members: never hard-deleted; anonymized after the retention window.

Depending on where you live, you may have rights to access, correct, delete, or export your personal information, and to object to or restrict certain processing. If you are a member of a community using TextHOA, please direct these requests to your HOA first; we will assist them in fulfilling your request. Account holders can email privacy@texthoa.com.

We use a minimal set of first-party cookies for authentication and session management. We do not use third-party advertising trackers. We may use privacy-respecting analytics (e.g., self-hosted page-view counts) to understand product usage in aggregate.

The Service is not directed to children under 13 (or under 16 in some jurisdictions). We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, please contact us and we will delete it.

We may update this Privacy Policy from time to time. We will post the “Last updated” date at the top and, for material changes, notify customers via email or in-product notice.

For privacy questions, contact privacy@texthoa.com or use our contact page.