Privacy Policy

1. Information We Collect

We may collect the following types of information:

Account Information

This may include names, email addresses, role assignments, language preferences, organization membership, login activity, and account status.

Community Information

Communities may upload or publish notices, maintenance updates, vendor entries, documents, attachments, emergency contacts, and related operational records.

Payment Information

If your community purchases a paid subscription, payment details may be collected and processed by our payment provider. HOA Notice Board does not store full credit card numbers on its own servers.

Technical Information

We may collect technical information such as IP address, browser type, device information, operating system, pages visited, timestamps, error logs, and security-related activity.

Communication Information

If you contact us for support, request a demo, submit a form, or communicate with us by email, we may keep a record of that communication.

2. How We Use Information

We use information to:

• provide and operate the HOA Notice Board service;
• create and manage user accounts;
• control access to private community workspaces;
• deliver official notices, invitations, and service emails;
• display community content to authorized users;
• process payments and manage subscriptions;
• provide customer support;
• improve reliability, security, and usability;
• troubleshoot errors and prevent misuse;
• comply with legal, security, and operational obligations.

3. Private Community Access

HOA Notice Board is designed as a private, community-controlled platform. Community content is intended to be visible only to authorized users within the applicable community workspace, subject to the roles and permissions configured by that community.

Community administrators, board members, or managers may have access to information within their community according to their assigned role.

4. How We Share Information

We do not sell personal information.

We may share information with trusted service providers that help us operate the platform, including providers for hosting, database storage, authentication, email delivery, file storage, payment processing, analytics, customer support, security monitoring, and translation.

We may also disclose information when required by law, legal process, security needs, enforcement of our Terms, protection of rights, or prevention of harm.

5. Third-Party Providers

HOA Notice Board may use third-party providers such as hosting platforms, database providers, email services, payment processors, storage providers, and artificial intelligence or translation services. These providers may process information only as needed to support the service.

Each third-party provider is responsible for its own systems, policies, and security practices.

6. Email and Notifications

The service may send emails related to invitations, account access, official notices, maintenance updates, vendor activity, subscription status, and administrative actions.

Some emails may contain both English and Spanish text, depending on the community settings and user preferences. Users may not be able to unsubscribe from certain service-related or official community communications if those communications are necessary to operate the platform or provide community access.

7. Files and Attachments

Communities may upload documents, images, PDFs, and other attachments. These files are stored for access by authorized users according to community permissions.

Communities are responsible for deciding what files are appropriate to upload and for avoiding unnecessary sensitive personal information.

8. Data Retention

We retain information for as long as reasonably necessary to provide the service, support community records, comply with legal obligations, resolve disputes, enforce agreements, maintain backups, and support legitimate operational needs.

Community records may be retained for historical continuity unless deleted by authorized users, removed according to product settings, or handled under an account closure process.

9. Security

We use reasonable administrative, technical, and organizational safeguards designed to protect information against unauthorized access, loss, misuse, or alteration.

No internet-based service can guarantee absolute security. Users and communities are responsible for using strong passwords, protecting account access, and limiting access to appropriate users.

10. User Choices and Access

Depending on your role and location, you may be able to request access to, correction of, or deletion of certain personal information. Some information may need to be retained for legitimate business, legal, security, backup, or community recordkeeping purposes.

Requests may be sent to the contact information below.

11. Children

HOA Notice Board is not intended for children under 13, and we do not knowingly collect personal information from children under 13.

12. International Users

HOA Notice Board may be used by communities with owners, residents, board members, managers, or administrators in different countries. By using the service, you understand that information may be processed and stored in countries where our service providers operate.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. When we make changes, we will update the “Last updated” date and may provide additional notice where appropriate.

14. Contact

Questions or requests about this Privacy Policy may be sent to:

support@hoanoticeboard.com

HOA Notice Board by MTB FL LLC