HOAsk — Privacy Policy

This Policy applies to the organizations and individuals who create accounts and use the Service (“Customers,” “you”), and to the personal information contained in the account and in the documents you upload. If you are using the Service on behalf of an organization, you are responsible for ensuring you have the authority and any necessary permissions to provide the information and documents you submit.

Account and contact information. When you sign up, we collect your name, email address, phone number, company or organization name, and account credentials.

Governing Documents and content you upload. We collect and store the homeowners association and community association governing documents and other content you upload (“Customer Content”), and we generate derived data from them, such as text embeddings and search indexes, to operate the Service.

Questions and usage data. We collect the questions you submit, the answers generated, and usage information such as the number of questions asked, documents uploaded, communities managed, log-in activity, and feature usage. We use this to operate, secure, meter, and improve the Service.

Payment information. When you purchase a subscription, payment is processed by our third-party payment processor. We do not store your full payment card details on our systems; we receive limited billing information such as subscription status and the results of transactions.

Technical and device information. We automatically collect certain technical information such as IP address, browser type, device information, and log data, including through cookies and similar technologies used to keep you signed in, secure the Service, and understand usage.

We use the information we collect to:

• provide, operate, and maintain the Service, including generating cited answers from your uploaded documents;
• create and manage your account, authenticate users, and enforce plan, trial, and usage limits;
• process payments, manage subscriptions, and send billing-related communications;
• provide customer support and respond to your requests;
• secure the Service, prevent fraud and abuse, and enforce our Terms;
• monitor, analyze, and improve the Service and develop new features;
• analyze usage trends and aggregated data internally to understand how the Service is used and to inform our own product and marketing decisions; and
• send you service-related communications, including verification, notices, and updates.

We do not sell your personal information. We share information only as described below.

Service providers (sub-processors). We share information with third-party providers who process data on our behalf solely to deliver the Service. These providers fall into the following categories:

• cloud hosting and infrastructure providers;
• database, file storage, and authentication providers;
• artificial intelligence providers used to generate answers and create text embeddings;
• document-processing providers, including optical character recognition (OCR) for scanned documents;
• email delivery providers;
• rate-limiting and security-monitoring providers; and
• payment-processing providers.

These providers are authorized to use your information only as necessary to perform services for us and are subject to their own terms and privacy practices. We are not responsible for the independent practices of these providers. A list of the specific sub-processors we use is available to contracting customers upon written request to contact@hoask.org.

Legal and safety. We may disclose information if required by law, subpoena, or legal process, or if we believe in good faith that disclosure is necessary to protect our rights, your safety or the safety of others, investigate fraud, or respond to a government request.

Business transfers. If we are involved in a merger, acquisition, financing, or sale of assets, your information may be transferred as part of that transaction, subject to this Policy.

Aggregated or de-identified data. We may create and use aggregated or de-identified data that does not identify you for any purpose, including improving and marketing the Service.

To generate answers, your uploaded documents and the questions you submit are processed by third-party artificial intelligence providers, including providers that perform AI generation, text embedding, and optical character recognition. This processing is performed solely to provide the Service to you. The accuracy and handling of answers are further described in our Terms of Service, including that answers are AI-generated, may be wrong, and are not legal advice.

We use cookies and similar technologies to keep you signed in, maintain session security, remember preferences, and understand how the Service is used. Some cookies are essential for the Service to function. You can control cookies through your browser settings, but disabling certain cookies may affect your ability to use the Service.

We retain your account information and Customer Content for as long as your account is active and as needed to provide the Service. Following cancellation or termination, we may retain and then delete Customer Content consistent with our data practices and the Terms of Service. We may retain certain information as required to comply with legal obligations, resolve disputes, enforce our agreements, and maintain business records. You are responsible for maintaining your own backup copies of your Governing Documents.

We implement reasonable administrative, technical, and organizational measures designed to protect information, including access controls that isolate each customer’s data and encryption of data in transit. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security. You are responsible for safeguarding your account credentials and for all activity under your account.

Depending on your jurisdiction, you may have rights regarding your personal information, including the right to access, correct, update, or delete it, and to request information about how it is processed. To exercise these rights, contact us at contact@hoask.org. We will respond consistent with applicable law. We may need to verify your identity before fulfilling certain requests. Note that some information may be retained as permitted or required by law, and that Customer Content is controlled by the account organization.

California residents. We do not sell personal information. If you are a California resident, you may have additional rights under the California Consumer Privacy Act, including the right to know, delete, and correct personal information, and the right not to be discriminated against for exercising those rights. Requests may be submitted to contact@hoask.org.

The Service is intended for business use by individuals who are at least 18 years old. We do not knowingly collect personal information from anyone under 18. If we learn that we have collected such information, we will delete it.

The Service is operated in the United States. If you access the Service from outside the United States, you understand that your information will be processed and stored in the United States, where data protection laws may differ from those in your jurisdiction.

We may update this Policy from time to time. If we make material changes, we will provide reasonable notice, for example by email or through the Service. Your continued use of the Service after changes take effect constitutes acceptance of the revised Policy.

If you have questions about this Policy or our privacy practices, contact us at:

HOAsk, LLC
Columbia, South Carolina
contact@hoask.org