Privacy Policy
We know privacy is important to you. It is important to us, too. This Privacy Policy explains what information we collect, how we use it, who we share it with, and the rights you have over it. We have tried to write it in plain English and to keep it consistent with our Terms of Service. If anything here is unclear, please contact us at support@hoalife.com.
When we say "Company," "we," "our," or "us," we mean HOA Inc. d/b/a HOALife, a corporation formed in the State of Delaware.
When we say "Services," we mean any product, website, software, application, feature, integration, support service, or related service created, maintained, operated, or provided by the Company, including HOALife, the HOALife Inspector application, owner and resident portals, APIs, and any present or future products, whether delivered through a web browser, desktop application, mobile application, email, text message, mail service, or another format.
When we say "you" or "your," we mean the person or organization that accesses or uses the Services, including account owners, authorized users, board members, managers, owners, residents, tenants, and vendors.
"Personal Information" means information that identifies, relates to, or can reasonably be linked to an identified or identifiable individual.
"Application Data" means the data you enter into or generate through the Services, such as properties, owners, violations, inspections, photos, architectural requests, votes, communications, balances, and payment records.
This Privacy Policy is part of and incorporated into our Terms of Service. If there is a conflict between this Policy and a separately signed written agreement between you and the Company, the signed agreement controls to the extent of the conflict.
Information We Collect
Information you provide. When you sign up for or use the Services, you provide information such as your name, organization, mailing address, email address, phone number, login credentials, and billing information. You may also provide Application Data in the course of using the Services.
Information collected automatically. When you use the Services, we automatically collect technical information such as your IP address, browser type, operating system, device identifiers, platform, referring pages, and usage activity. We use cookies and similar technologies to keep you logged in, remember your preferences, secure your account, and understand aggregate usage of the Services. If you disable cookies, you may not be able to use the Services, because we rely on cookies to identify you after you log in.
Geo-location information. Precise GPS location from a mobile device is collected only with your permission, and is used to support location-based features such as inspections. WiFi and IP address information from your browser or device may be used to determine approximate location.
Email analytics. When we send you an email, we may detect when you open it or click a link within it, so we can measure and improve our communications.
Application Data. Authorized Company personnel can access the Application Data you enter, including photos, violations, inspections, and related records, for the limited purposes described in this Policy and our Terms of Service.
How We Use Information
We use Personal Information and Application Data to:
- Provide, maintain, secure, support, and improve the Services.
- Authenticate users, manage accounts, and administer permissions.
- Process billing and collect amounts owed for the Services.
- Communicate with you about your account, including outages, new features, security matters, and changes to this Policy.
- Provide customer support and obtain feedback.
- Aggregate and analyze non-identifiable information such as violation types and violation rates to create benchmarks and improve the Services.
- Send you information about the Services and, where permitted, related offerings. You may opt out of marketing communications at any time.
- Detect, investigate, and prevent errors, security incidents, fraud, abuse, and misuse.
- Comply with applicable law, legal process, tax obligations, audits, and valid governmental requests, and to enforce our Terms of Service or protect the rights, property, or safety of the Company, our customers, users, or others.
Your Application Data belongs to you. We will not share your Application Data with third parties except as described in this Policy or as required by law. We may share non-identifiable, aggregated information (such as violation types and rates) that does not identify you or any individual.
We do not sell your Personal Information or Application Data, and we do not share it for cross-context behavioral advertising.
How We Share Information
We share information only as follows:
Service providers. We use third-party vendors to run the Services, including hosting, storage, email and SMS delivery, payment processing, postal mail and print fulfillment, mapping, analytics, identity, and support providers. These providers may process information only to perform services for us and are bound by confidentiality and data-protection obligations. Our payment processor processes card and ACH payments and does not use your Personal Information for its own purposes.
Legal and safety. We may preserve or disclose information if required to comply with a legally binding order, subpoena, warrant, court order, or other valid legal process, or to protect the rights, property, or safety of the Company, our customers, users, or the public. If a non-U.S. authority requests assistance, our default position is to require the request to proceed through proper U.S. legal channels unless otherwise required by law.
Business transfers. If the Company is involved in a merger, acquisition, financing, reorganization, or sale of all or substantially all of its assets, information may be transferred as part of that transaction. Any acquirer will remain subject to the commitments in this Privacy Policy or will provide notice of any material change consistent with the "Changes to This Policy" section below.
We do not otherwise disclose your Personal Information or Application Data to third parties for their own marketing purposes.
Data Retention
We retain Personal Information and Application Data for as long as your account is active and as needed to provide the Services. Following cancellation or termination, we may delete account content from active systems within 30 days and from backups within 60 days, except where retention is required or permitted for legal, tax, billing, audit, security, fraud-prevention, compliance, backup, or dispute-resolution purposes. You may export your Application Data before your account is canceled or terminated. Once information is permanently deleted, it cannot be recovered.
Security
We take reasonable measures to protect information through access controls, encryption, backups, and redundancy, and we enforce encryption for data transmitted over the public Internet. No method of transmission or storage is completely secure, and we cannot guarantee absolute security. You are responsible for maintaining the security of your account credentials and for managing user access.
Your Privacy Rights
Depending on where you live, you may have rights over your Personal Information. Where these rights apply, we honor them regardless of your state of residence.
Access and portability. You may request a copy of the Personal Information we hold about you, and you may export your Application Data from within the Services at any time.
Correction. You may request that we correct inaccurate Personal Information.
Deletion. You may request that we delete your Personal Information, subject to the retention exceptions described above.
Opt out of marketing. You may opt out of marketing emails by using the unsubscribe link or by contacting us.
Opt out of sale or sharing. We do not sell your Personal Information or share it for cross-context behavioral advertising, so no opt-out is necessary.
Non-discrimination. We will not discriminate against you for exercising any of these rights.
How to exercise your rights. Contact us at support@hoalife.com. We will verify your request before acting on it and will respond within the time required by applicable law. You may use an authorized agent to submit a request on your behalf where the law permits.
Note on Application Data. Much of the Personal Information in the Services is submitted by an account owner (for example, an association or management company) about its owners, residents, or vendors. In those cases we act as a service provider or processor, and we will refer privacy requests to the relevant account owner and support them in responding.
Our Role and Your Responsibilities
To the extent applicable, the Company acts as a service provider or processor with respect to the Personal Information contained in Application Data. The account owner is the controller or business responsible for that data. You are responsible for obtaining any notices, permissions, consents, or legal bases required to submit Personal Information about owners, residents, tenants, board members, or vendors to the Services, and for using the Services in compliance with applicable privacy, consumer-protection, electronic-communication, housing, debt-collection, and association-governance laws.
Children's Privacy
The Services are intended for use by businesses, associations, and adults. We do not knowingly collect Personal Information from children under 13. If you believe a child has provided us Personal Information, please contact us so we can delete it.
International Users
The Services are operated in the United States and are intended for U.S. users. If you access the Services from outside the United States, you understand that your information will be processed in the United States, where privacy laws may differ from those in your location.
Changes to This Policy
We may update this Privacy Policy from time to time. When we make a material change, we will notify the account owner using the email address on file or by posting notice within the Services or on our website. Your continued use of the Services after an update takes effect means you agree to the updated Policy.
Contact Us
If you have any questions about our Privacy Policy, please contact us at:
HOA, Inc.
PO BOX 1785
Clemson, SC 29633
