GetHOADocs Privacy Policy

1. Scope

This Privacy Policy applies to personal information processed by us, including on our website, mobile applications, and other online or offline offerings. To make this Privacy Policy easier to read, our websites and other offerings are collectively called the "Services."

This Privacy Policy ("Policy") is part of and incorporated into our Terms of Service. Capitalized terms used but not defined in this Policy are as defined in our Terms of Service.

2. Personal Information We Collect

We collect personal information from our users to facilitate HOA document requests and delivery. The categories of personal information we collect depend on how you interact with us, our Services, and applicable law. This includes:

Information You Provide to Us Directly

• Account Information: When you create an account, we collect your name, email address, phone number, and login credentials.
• Property Information: To fulfill document requests, we collect property addresses, HOA names (if known), and other details about the properties for which you're requesting documents.
• Business Information: For business accounts, we may collect company name, address, tax identification numbers, and contact information for authorized users.
• Order Information: When you place an order, we collect details about the specific documents requested, delivery timeframes, and special instructions.
• Payment Information: We collect payment details necessary to process your transactions. This may include credit card information, billing addresses, and other financial information. Payment processing is handled by secure third-party payment processors.
• Communications: When you contact our support team, we record your communication history to assist with your inquiries and improve our services.

Information Collected Automatically

• Usage Data: We collect information about how you interact with our Services, including pages visited, features used, and actions taken.
• Device Information: We collect information about the devices you use to access our Services, including IP address, browser type, operating system, and device identifiers.
• Cookies and Similar Technologies: We use cookies, pixel tags, and similar technologies to collect information about your browsing behavior and preferences.

3. How We Use Your Information

We use your information for the following purposes:

• Providing Our Services: We use your information to process document requests, communicate with HOAs and management companies, deliver documents, and manage your account.
• Customer Support: We use your information to provide customer support, respond to inquiries, and resolve issues.
• Processing Payments: We use your payment information to process transactions and manage billing.
• Improving Our Services: We analyze usage patterns to enhance our platform, develop new features, and optimize user experience.
• Communications: We use your contact information to send service-related notifications, updates about your orders, and marketing communications (subject to your preferences).
• Security and Fraud Prevention: We use your information to protect our Services from unauthorized access, fraud, and other illegal activities.
• Legal Compliance: We use your information to comply with applicable laws, regulations, and legal processes.

4. How We Share Your Information

We may share your information with the following categories of recipients:

• HOAs and Management Companies: To fulfill your document requests, we share relevant property information and requester details with the appropriate HOAs and management companies.
• Service Providers: We engage third-party service providers to perform functions on our behalf, such as payment processing, data storage, customer support, and marketing.
• Business Partners: If you're referred to our Services by a business partner (e.g., a real estate agency or title company), we may share information about your orders with that partner as necessary to fulfill our agreements.
• Corporate Affiliates: We may share information with our corporate affiliates for business purposes consistent with this Privacy Policy.
• Legal Requirements: We may disclose your information if required by law, regulation, legal process, or governmental request.
• Business Transfers: If we undergo a merger, acquisition, or sale of all or part of our assets, your information may be transferred as part of that transaction.
• With Your Consent: We may share your information with third parties when you have given us your consent to do so.

5. Data Retention

We retain your personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. When determining how long to retain information, we consider the amount, nature, and sensitivity of the information, the potential risk of harm from unauthorized use or disclosure, the purposes for which we process the information, whether we can achieve those purposes through other means, and applicable legal requirements.

For document order information, we typically maintain records for at least seven years to comply with tax and accounting regulations and to assist with potential customer inquiries about past orders.

6. Your Privacy Rights

Depending on your location, you may have certain rights regarding your personal information:

• Access: You may request access to your personal information.
• Correction: You may request that we correct inaccurate or incomplete information.
• Deletion: You may request that we delete your personal information, subject to certain exceptions.
• Portability: You may request a copy of your personal information in a structured, commonly used, and machine-readable format.
• Objection: You may object to our processing of your personal information.
• Withdrawal of Consent: You may withdraw consent previously given for the processing of your personal information.

To exercise these rights, please contact us at [email protected]. We will respond to your request within the timeframe required by applicable law.

7. Data Security

We implement reasonable administrative, technical, and physical safeguards designed to protect your personal information from unauthorized access, disclosure, use, and modification. These measures include encryption of sensitive data, regular security assessments, access controls, and employee training. However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to protect your personal information, we cannot guarantee absolute security.

8. Children's Privacy

Our Services are not directed to children under 18 years of age, and we do not knowingly collect personal information from children under 18. If we learn that we have collected personal information from a child under 18, we will promptly delete that information. If you believe we might have any information from or about a child under 18, please contact us at [email protected].

9. International Data Transfers

Our Services are primarily operated and managed in the United States. If you access our Services from outside the United States, your information may be transferred to, stored, and processed in the United States or other countries where our service providers maintain facilities. These countries may have data protection laws that are different from those in your country. By using our Services, you consent to the transfer of your information to the United States and other countries.

10. California Privacy Rights

If you are a California resident, the California Consumer Privacy Act (CCPA) provides you with specific rights regarding your personal information. These include the right to know what personal information we collect, the right to request deletion of your personal information, and the right to opt-out of the sale of your personal information. GetHOADocs does not sell personal information as defined by the CCPA.

To submit a request under the CCPA, please contact us at [email protected]. We will respond to verifiable consumer requests within the timeframe required by the CCPA.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or for other operational, legal, or regulatory reasons. If we make material changes, we will notify you by email (if we have your email address) or by posting a notice on our website prior to the changes becoming effective. We encourage you to periodically review this page for the latest information on our privacy practices.

12. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us at:

GetHOADocs Inc.
Attn: Privacy Officer
Email: [email protected]