This policy explains what personal data HOA Portal collects through this website and through the portal itself, what we use it for and how long we keep it. “HOA Portal”, “we” and “us” mean the operator of the service.
On this website
- No tracking by default. The website sets no advertising or tracking cookies and loads no
third-party trackers. The only cookie is
hp_lang, which remembers the language you picked. The cookie policy lists everything the site stores in your browser. - Analytics, only with your consent. When privacy-friendly, cookieless analytics is enabled on this site, it loads only after you accept it in the consent banner. It counts visits without identifying you.
- The contact form. When you contact us, we store your name, email, phone number (optional), organization, the approximate number of units, your message, the page language, the page you sent it from, the time of your consent, and a one-way hash of your IP address (never the address itself). We use it only to answer you and to prepare an offer. We keep a request for 24 months and then delete it automatically, whatever its status.
- Server logs. Our hosting provider processes technical data such as IP addresses and browser details to deliver the pages and protect the site from abuse.
In the portal
The portal is used by homeowners associations and management companies. For the personal data of residents, owners and staff inside an organization, the organization is the controller and HOA Portal processes the data on its behalf. That data includes:
- Accounts: name, email, language, theme and time zone preferences, and a password stored only as a secure hash.
- Roles and memberships in organizations and complexes, and invitations.
- Property and contact data: units, ownership and occupancy, vehicles and parking, and residents’ contact details such as phone numbers, as entered by the organization.
- Sessions and security: the devices you are signed in on, sign-in times and, in the audit log, who did what and when, with the IP address and browser.
- Files and messages that users upload or send, and the emails and SMS the portal sends.
Signing up and trying a demo work the same way: we use the data you enter only to create and run the account or the demo, and a demo is deleted when it expires.
Who processes data for us
We use service providers (sub-processors) that process personal data only on our instructions:
- Website hosting and delivery, including protection against abuse and captcha checks on forms.
- Portal hosting: servers, the database and file storage.
- Email delivery for invitations, password resets, notifications and replies to your requests.
- SMS delivery for text-message notifications, when an organization turns them on.
- AI assistant provider, for the portal’s AI assistant when an organization uses it; it receives only what is needed to answer a request.
Some providers may process data outside Armenia. We choose providers that protect personal data under contract.
Your rights
You can ask us for a copy of your personal data, to correct it, to delete it or to stop processing it, and you can withdraw your consent at any time. For data inside an organization’s portal, contact that organization first; we help it answer. We never sell personal data.
Contact and changes
Write to us at contact@hoa.am for any question or request about your data. When this policy changes in substance, we update the date at the top of the page.