This Privacy Policy explains how HOA AI ("we," "us," "our") collects, uses, stores, and protects your information when you use the HOA AI mobile application and related services (the "Service"). By using the Service, you agree to the practices described here. This Privacy Policy is incorporated by reference into our Terms of Service.
We collect the following categories of information:
(a) APPLE ID IDENTIFIER. When you Sign in with Apple, Apple provides us with a stable, unique identifier for your Apple ID. We use this identifier as the permanent primary key for your account. We do not receive your Apple password.
(b) NAME. On the very first time you sign in, Apple may transmit your full name to us. We store this as your initial "display name." You can edit your display name at any time from the Account screen, and your edits overwrite the originally received name. Apple does not re-send your name on subsequent sign-ins. IMPORTANT: your display name — both the original Apple-provided value AND any edits you make — is shown to the Admins, Managers, and Board Members of every HOA profile you belong to. The name visible to those roles is always whatever name is currently on your account at the moment they view the member list. There is no way to belong to an HOA profile and conceal your display name from those roles. (Property Owner role members cannot see the member list; see Section 5 below.) See Section 3(f) and 3(g) of the Terms of Service for the full description.
(c) NO EMAIL ADDRESS COLLECTED OR STORED. We do NOT collect, store, or display your email address. Even if Apple transmits an email value as part of the Sign in with Apple identity token, we ignore it and do not persist it. There is no email field on your account record, no email field in any in-app screen, and no email field returned by any API endpoint we expose. To be added to an HOA profile that another user manages, you generate a 6-digit invite code from your Account screen and share it with the inviter out-of-band; the Service performs no email lookup, no address-book scan, and no directory search of any kind. Codes are single-use, expire 1 hour after generation, and are rate-limited per inviter to deter brute-force guessing.
(d) HOA PROFILES, DOCUMENTS, AND IMAGES YOU UPLOAD. We store the HOA profiles you create, the documents (PDFs, Word, Excel, text files, images) you upload to those profiles, and any images you attach to AI conversations. Documents and images are stored in cloud object storage; metadata is stored in our database.
(e) AI CONVERSATIONS. We store your AI conversation messages — both your prompts and the AI-generated responses — so that you can revisit them and so that the AI assistant can reference recent conversation history when generating answers.
(f) SUBSCRIPTION AND PURCHASE METADATA. When you purchase a subscription or extra query credits through Apple In-App Purchase, RevenueCat (our subscription management provider) sends us metadata about your subscription state (tier, period, entitlements). We do NOT receive your payment card or banking information; Apple handles all payment data directly.
(g) USAGE DATA. We record query counters (how many AI queries you have used in the current period and lifetime), document counts, and timestamps necessary to enforce subscription limits and the lifetime free trial.
(h) DIAGNOSTIC AND CRASH DATA. We may collect basic diagnostic data (error messages, crash reports, request timestamps) for the purpose of debugging and maintaining service reliability. We do not collect device advertising identifiers and do not use third-party analytics that build cross-app advertising profiles.
We use the information we collect for the following purposes only:
(a) TO PROVIDE THE SERVICE — authenticating you, storing your HOA profiles and documents, generating AI responses, and enabling collaboration features.
(b) TO PROCESS PAYMENTS AND ENFORCE SUBSCRIPTION LIMITS — using subscription metadata from Apple/RevenueCat to grant or restrict access to paid features.
(c) TO ENFORCE THE LIFETIME FREE TRIAL — your Apple ID identifier and historical query counters are retained even after account deletion solely to prevent abuse of the 3-query lifetime free trial. See Section 7 below.
(d) TO PROVIDE SUPPORT — responding to your questions and reports of abuse or security issues.
(e) TO MAINTAIN SECURITY AND PREVENT ABUSE — detecting account sharing, fraudulent payments, or other violations of the Terms of Service.
(f) TO COMPLY WITH LEGAL OBLIGATIONS — responding to lawful requests from government authorities and complying with applicable law.
WE DO NOT SELL YOUR PERSONAL INFORMATION. WE DO NOT USE YOUR DATA TO TRAIN ARTIFICIAL INTELLIGENCE MODELS THAT WE OFFER TO OTHER CUSTOMERS, AND WE DO NOT MONETIZE YOUR DATA THROUGH ADVERTISING.
When you submit an AI query, the contents of your message — including any text you typed, image attachments, and the contents of HOA documents that the AI selector chooses as relevant — are sent to a third-party artificial intelligence provider (currently OpenAI) for processing. The AI provider returns a generated response, which we deliver back to you and store in your conversation history.
We have entered into a commercial API agreement with our AI provider that, to the best of our knowledge based on that provider's published policies, prohibits the provider from using your prompts or document content to train its public models. However, the AI provider may temporarily retain your data for abuse-monitoring and service-reliability purposes per its own policies. We may change AI providers at any time without notice.
BY USING THE AI FEATURES OF THE SERVICE, YOU EXPRESSLY CONSENT TO THE TRANSMISSION OF YOUR PROMPTS, IMAGES, AND DOCUMENT CONTENT TO THIS THIRD-PARTY AI PROVIDER. IF YOU DO NOT CONSENT, DO NOT USE THE AI FEATURES OF THE SERVICE.
We rely on the following third-party providers to operate the Service. Each provider is a "subprocessor" that may receive limited categories of your data strictly as needed to perform its function:
(a) APPLE, INC. — authentication (Sign in with Apple), in-app purchases, App Store distribution, push notifications.
(b) OPENAI — AI-generated responses (see Section 3).
(c) REVENUECAT — subscription management, entitlement verification, webhook delivery.
(d) CLOUD HOSTING AND OBJECT STORAGE PROVIDERS — server hosting, PostgreSQL database, and document/image object storage.
We may add, remove, or replace subprocessors at any time without notice as we evolve the Service. Each subprocessor's own terms and privacy policy govern their handling of data they receive.
We share your information only in the following narrow circumstances:
(a) WITH SUBPROCESSORS — as described in Section 4, for the limited purposes of operating the Service.
(b) WITH OTHER MEMBERS OF SHARED HOA PROFILES — when you join an HOA profile, certain other members of that profile can see your display name and role (subject to the role-based visibility rules in Section 6 of the Terms of Service). SPECIFICALLY, ADMINS, MANAGERS, AND BOARD MEMBERS OF AN HOA PROFILE YOU BELONG TO CAN SEE YOUR DISPLAY NAME — both the original name Apple sent at sign-in (until you edit it) AND any edited value you later set. The name they see at any given moment is always whatever is currently stored on your account. Property Owner role members cannot see the member list at all and therefore cannot see your name. The role shown next to your name is your role in that profile, except that Admins may choose a cosmetic "displayed role" label (see Section 6 of the Terms of Service); a disguised Admin's actual role remains visible to members who hold member-management access. We do not collect or store your email address, so no email is ever shown to anyone. The documents you upload are visible to all members of the same HOA profile.
(c) FOR LEGAL COMPLIANCE — in response to a valid subpoena, court order, or other lawful request, or where we have a good-faith belief that disclosure is necessary to protect the rights, property, or safety of the Company, users, or the public.
(d) IN A CORPORATE TRANSACTION — if the Company is acquired, merged, or sells all or substantially all of its assets, your information may be transferred to the successor entity, subject to a commitment to honor the material terms of this Privacy Policy.
(e) WITH AUTHORIZED ADMINISTRATORS — a small number of authorized Company personnel have administrative access to the underlying database for the limited purposes of (i) operating, maintaining, and securing the Service; (ii) responding to support requests you initiate; (iii) investigating suspected violations of our Terms of Service, fraud, or abuse; (iv) complying with legal obligations; and (v) preventing imminent harm to users or third parties. Administrative access is logged, restricted to personnel with a legitimate operational need, and never used to monetize, sell, or share your information with third parties.
WE DO NOT SELL OR RENT PERSONAL INFORMATION TO ADVERTISERS, DATA BROKERS, OR ANY OTHER THIRD PARTY FOR THEIR INDEPENDENT MARKETING PURPOSES.
The Service is operated from the United States. Your information is stored on servers located in the United States. If you access the Service from outside the United States, your information will be transferred to and processed in the United States, which may have data-protection laws different from those of your country.
(a) WHILE YOUR ACCOUNT IS ACTIVE — we retain your account, profile, document, and conversation data for as long as your account exists.
(b) WHEN YOU DELETE YOUR ACCOUNT — from the Account screen, the following happens immediately: your conversations and messages are permanently deleted; you are removed from all shared HOA profiles; all of your active sessions are invalidated; HOA profiles you created are reassigned to a backup Admin if one exists, or otherwise to the most senior remaining member (Manager first, then Board Member, then Property Owner), who becomes the new profile owner — profiles with remaining members always continue to exist for those members; your display name, the original name Apple supplied at first sign-in, and your RevenueCat subscriber link are erased from our records; and any unused invite codes you generated are immediately and permanently invalidated so they can never be used. ORPHAN HOA PROFILES — DOCUMENTS PERMANENTLY DELETED: If, at the time you delete your account, you are the only remaining member of any HOA profile (i.e., no other user holds a membership in that profile and no other user is its owner), that HOA profile and every document belonging to it are permanently deleted from our object storage and database at the time of account deletion. There is no grace period, no backup of orphan-profile documents outside the standard encrypted database backups described in subsection (e), and no way to restore those documents after account deletion. HOA profiles in which other members remain are preserved for those remaining members, and their documents are not deleted.
(c) MINIMAL POST-DELETION RECORD — we retain only your Apple ID identifier, your historical query counters, and the deletion timestamp. This minimal record is necessary and sufficient to enforce the lifetime 3-query free trial and to prevent users from circumventing usage limits by repeatedly deleting and recreating accounts. It contains no name, no documents, no conversations, and no payment information; it is never visible to any other user, never used for marketing, and never used for any other purpose. If you sign back in with the same Apple ID after deletion, Apple's identity token will (on the very first re-sign-in only) supply a fresh name, which we will capture into your new account record.
(d) IF YOU SIGN BACK IN — using the same Apple ID after deletion creates a new account linked to the existing minimal record. Your prior conversations, documents, and memberships are NOT restored.
(e) BACKUPS — encrypted backups of our databases may retain your data for up to 30 days after deletion before they are themselves rotated out. Backups are access-controlled and used only for disaster recovery.
(f) APPLE SUBSCRIPTION — deleting your HOA AI account does NOT cancel your Apple subscription. Apple manages all billing independently. To cancel your subscription and stop being billed, use your Apple ID account settings on your device.
Depending on where you live, you may have the following rights with respect to your personal information:
(a) ACCESS — request a copy of the personal information we hold about you.
(b) CORRECTION — correct inaccurate information. You can directly correct your display name at any time from the Account screen.
(c) DELETION — request deletion of your account and associated data. You can do this directly from the Account screen.
(d) PORTABILITY — receive your data in a portable format (where applicable under your local law).
(e) OPT-OUT OF SALE — we do not sell personal information; this right is therefore inapplicable, but we honor it by default.
(f) NONDISCRIMINATION — we will not retaliate against you for exercising any of these rights.
To exercise any right that cannot be exercised directly in the app, contact us at hoa.ai.app@gmail.com. We will respond within the time required by applicable law.
If you are a California resident, you have the rights described in Section 8 above under the California Consumer Privacy Act ("CCPA") as amended by the California Privacy Rights Act ("CPRA"), including the right to know what personal information we collect, the right to delete it, the right to correct it, the right to opt out of "sale" or "sharing" of personal information, and the right to limit use of "sensitive personal information." We do not "sell" or "share" personal information as those terms are defined under the CCPA. Categories of personal information we collect are described in Section 1 above.
If you are located in the European Economic Area, the United Kingdom, or Switzerland, you have additional rights under the General Data Protection Regulation ("GDPR") and equivalent local laws, including the rights of access, rectification, erasure, restriction of processing, data portability, and objection. Our legal bases for processing are: (i) performance of the contract (Terms of Service) for service delivery, (ii) legitimate interests for security and abuse prevention, (iii) your consent for AI processing of your inputs, and (iv) compliance with legal obligations. You may lodge a complaint with your local data-protection authority.
The Service is not directed to, and we do not knowingly collect personal information from, anyone under the age of 18. The Terms of Service require all users to be at least 18 years old. If we learn that we have collected information from a person under 18, we will delete that information promptly. If you believe a minor has used the Service, contact us at hoa.ai.app@gmail.com.
We use commercially reasonable technical and organizational safeguards to protect your information, including TLS encryption in transit, access-controlled cloud infrastructure, hashed authentication tokens, and the principle of least privilege for internal access. However, no system is completely secure, and we cannot guarantee that your information will never be subject to unauthorized access. See Section 21 of the Terms of Service for the full security disclaimer and incident- notification commitment.
The Service is designed for HOA-related materials. You agree not to upload categories of sensitive data described in Section 22 of the Terms of Service, including Social Security numbers, payment card data, driver's-license numbers, protected health information, login credentials for other systems, biometric data, or any data subject to specialized regulatory regimes such as HIPAA, GLBA, PCI-DSS, FERPA, or COPPA. The Service is not certified for processing such data.
The mobile app stores authentication tokens and minor preferences in the device's secure local storage. We do not use third-party advertising cookies or tracking pixels. We do not engage in cross-app tracking and we do not request the iOS App Tracking Transparency permission.
We may update this Privacy Policy from time to time. If we make material changes, we will notify you through the Service or by reasonable means before the change takes effect, and we will update the Effective Date at the top of this document. Your continued use of the Service after the Effective Date of any update constitutes your acceptance of the revised Privacy Policy.
If you have questions about this Privacy Policy or our data practices, please contact us at: hoa.ai.app@gmail.com