HOA Line Privacy Policy
HOA Line ("HOA Line," "we," "us") provides the HOA Line mobile app, which lets verified residents of a participating homeowners' association (HOA) community ask questions about their community's governing documents and get answers with citations. This privacy policy explains what information we access, collect, use, and share, how we protect it, how long we keep it, and how you can delete it. It applies to:
- the HOA Line app for Android (package
com.hoaline.app) and iOS; - the HOA Line service at api.hoaline.com; and
- the HOA Line reviewer portal at admin.hoaline.com.
In short: we collect only what we need to confirm that you live in your community and to answer your questions. We don't sell your information, show ads, or track you across other apps and websites. The app does not access your location, contacts, camera, microphone, photos, files, or device identifiers.
1. Information we collect
Information you give us when you request access
Before you submit a request, the app explains what it will collect and asks you to agree to this policy. The request includes:
- first and last name;
- home address (street, unit, city, state, ZIP code);
- move-in date;
- email address; and
- mobile phone number (optional).
Your access code and sign-in
When your request is approved, we email you a personal access code. On our servers we store only a one-way hash of your code and of the sign-in token your device receives, never the code or token itself. The app keeps your sign-in token and profile in your device's encrypted secure storage until you sign out or delete your account.
Questions you ask
When you ask a question, the app sends it to our service, along with the last few messages of your current conversation so follow-up questions make sense. We use them only to produce the answer. We do not store a history of your conversations on our servers, and the conversation in the app is cleared when you close it. Question text can appear in our service's operational logs, which we use only to run and troubleshoot the service and which are deleted automatically on a rolling basis.
Questions you send to a reviewer
If the app can't answer a question and you choose Ask a reviewer, we store the question, any note you add, the app's answer, and your recent conversation for context, linked to your account, so that a reviewer can reply. You see the reply in the app and by email.
Technical information
Like most online services, our hosting provider records basic request data, such as IP address, time, and the address requested. We use it for security, abuse prevention (including rate limiting), and troubleshooting. The app contains no advertising, analytics, or tracking SDKs, and does not collect the Android Advertising ID, App Set ID, or persistent device identifiers such as IMEI.
Inquiries through our website
If you fill out the contact form on hoaline.com, we receive your name, email address, and role, your community's name, and anything else you choose to give us, such as a phone number, location, community size, management company, or message. We use it only to reply to your inquiry and discuss bringing HOA Line to your community. The form's contents are sent to our team by email and aren't stored in the HOA Line service.
Community documents
Participating HOAs or their management companies give us their governing documents (such as declarations, bylaws, rules, and newsletters) so the app can answer questions from them. These documents can contain the names of board members, managers, or others. They are available only to verified residents of that community.
2. How we use information
We use information only to provide the HOA Line service, as follows:
- to verify that the address you give is in the community you're requesting access to;
- to create your account, issue your access code, and email it to you;
- to answer your questions from your community's documents only;
- to route questions you send for review, and to email you when they're answered;
- to reply to inquiries sent through our website's contact form;
- to keep the service secure, prevent abuse, and fix problems; and
- to comply with the law.
When a reviewer answers a question you sent for review, they may add the question and answer to your community's frequently asked questions, so future residents get the answer directly. FAQ entries never include your name, address, or anything else that identifies you.
We don't use your information for advertising or to build profiles about you.
3. How we share information
We do not sell or rent your personal information, and we do not share it for advertising. We share it only as follows.
- HOA Line reviewers. Our authorized reviewers see access requests, to verify your address, and questions you send for review, to answer them.
- Service providers that process information for us to run the service, under terms that limit their use of it to providing their services to us:
| Provider | Purpose | Information processed |
|---|---|---|
| Render | Hosting the HOA Line service (United States) | All service traffic and operational logs |
| Supabase | Database and document storage (United States) | Account, access request, and review information; community documents |
| Google (Gemini API) | AI processing to answer questions and read scanned documents | Your question, recent conversation, and relevant document passages. We use Google's paid API service, under which Google does not use this data to train or improve its products. |
| Resend | Sending email | Your email address and the content of the emails we send you, including website inquiries forwarded to our team |
| Cloudflare | Hosting the hoaline.com website | Website visits (such as IP address and pages requested) |
- Legal reasons. We may share information when required by law, subpoena, or other valid government request, or to protect the rights, safety, or property of our users, the public, or HOA Line.
- Business transfers. If HOA Line is involved in a merger, acquisition, or sale of assets, your information may be transferred as part of it. We'll tell you before your information becomes subject to a different privacy policy.
We do not share your personal information with your HOA board or management company unless you ask us to or the law requires it.
4. How we protect information
- All connections to HOA Line are encrypted in transit with HTTPS (TLS).
- Access codes, sign-in tokens, and reviewer passwords are stored only as one-way hashes.
- Your sign-in token is kept in your device's encrypted secure storage.
- Community documents are kept in private storage. Each resident is answered only from their own community's documents.
- Reviewers need individual accounts, and their actions are recorded in an audit log.
No system is perfectly secure, but we work to protect your information and will notify you of a security breach as the law requires.
5. How long we keep information
| Information | How long we keep it |
|---|---|
| Account and profile | Until you delete your account, or until your access is ended and deleted. |
| Declined access requests | Up to 12 months, so we can answer questions about the decision, then deleted. |
| Questions sent for review | Until you delete your account. Anonymous FAQ entries made from them may remain. |
| Website inquiries | In our email for as long as needed to follow up, and deleted on request. |
| Operational logs | A short period, then deleted automatically. |
| Reviewer audit log | As long as needed for security and accountability. When you delete your account, entries about you are kept only with your personal details removed. |
6. Deleting your account and data
You can delete your HOA Line account and personal information at any time.
In the app
- Tap the account icon at the top right, then Profile.
- Tap Delete my account and confirm.
Your account is deleted immediately: your name, address, move-in date, email, phone number, access requests, and questions sent for review are permanently removed, your access code stops working, and the app signs you out.
Without the app
Follow the steps at HOA Line account deletion page, or email [email protected] from the email address you used with HOA Line. We'll delete your account and data within 30 days and confirm by email. This also works for an access request that hasn't been approved.
What remains after deletion: anonymous FAQ entries, and audit log entries with your personal details removed, as described above. Deletion is permanent; to use HOA Line again, you'll need to request access again.
7. Your privacy rights
You can ask to access, correct, or delete your personal information, or ask how we handle it, by emailing [email protected]. Because your address was verified, we correct profile details for you on request. Depending on where you live (for example, California, Virginia, Colorado, and other US states with privacy laws), you may have more rights, such as the right to know what we collect, to get a copy of it, and not to be treated differently for using your rights. We don't sell personal information or share it for cross-context behavioral advertising. We'll respond within the time the law requires and may need to confirm your identity first.
8. Children
HOA Line is intended for adult residents and is not directed to children under 13. We do not knowingly collect personal information from children under 13. If you believe a child has given us information, contact us and we'll delete it.
9. Where information is processed
HOA Line is offered to communities in the United States, and information is stored and processed in the United States.
10. Changes to this policy
We may update this policy as the service changes. We'll post the new version on this page with a new effective date and, for material changes, tell you in the app or by email before they take effect.
11. Contact us
HOA Line
Privacy questions and requests: [email protected]