Privacy Policy

1. Introduction

This Privacy Policy covers how HOA Simplify, operated by Cramer Tech LLC, collects, uses, and protects your personal information when you use our platform.

We are committed to protecting your privacy and maintaining the security of your personal information. This policy explains what information we collect, how we use it, and what rights you have regarding your data.

2. Data We Collect

Account Information

• Name and email address
• Unit number and property address
• Phone number (if provided)
• Account credentials (encrypted passwords)
• Profile information and preferences

HOA Information

• HOA name and address
• Property management details
• Board member information
• Community rules and documents
• Financial information related to dues and assessments

Payment Data

• Payment processing is handled securely by Stripe
• We do not store complete credit card numbers
• We store payment history and transaction records
• Bank account information for HOA payment processing

Usage Data

• Activity logs and platform usage patterns
• IP addresses and device information
• Browser type and operating system
• Pages visited and features used
• Date and time of access

Cookies and Analytics

• Essential cookies for platform functionality
• Analytics cookies to improve our service (with your consent)
• Session cookies for authentication
• Preference cookies to remember your settings

3. How We Use Your Data

Platform Functionality

• Provide access to HOA management features
• Process dues payments and financial transactions
• Enable communication between residents and administrators
• Maintain accurate resident and property records
• Generate reports and analytics for HOA management

Billing and Communication

• Process subscription payments and billing
• Send payment confirmations and receipts
• Provide customer support and technical assistance
• Send important service updates and notifications
• Communicate HOA announcements and notices

Security and Service Improvement

• Detect and prevent fraud or unauthorized access
• Monitor platform security and performance
• Analyze usage patterns to improve our services
• Comply with legal obligations and regulatory requirements
• Resolve technical issues and provide support

4. Third-Party Data Sharing

We work with trusted third-party service providers to deliver our services. We never sell your personal data.

Our Service Providers

• Stripe: Payment processing and financial transactions
• Supabase: Database hosting and backend services
• Zapier: Workflow automation and integrations

These providers are contractually obligated to protect your data and use it only for the services they provide to us.

Legal Requirements

We may disclose your information if required by law, court order, or government request, or to protect our rights, property, or safety.

5. Your Rights

Data Access and Control

• Access: Request a copy of the personal data we hold about you
• Correction: Update or correct inaccurate information
• Deletion: Request deletion of your personal data (subject to legal requirements)
• Portability: Receive your data in a portable format
• Restriction: Limit how we process your data

Communication Preferences

• Opt out of non-essential marketing communications
• Manage notification preferences in your account settings
• Control which emails you receive from us
• Note: Essential service communications cannot be disabled

6. Security Measures

• End-to-end encryption for data transmission
• Encrypted data storage with industry-standard protocols
• Multi-factor authentication options
• Regular security audits and vulnerability assessments
• Access controls and employee security training
• Secure hosting infrastructure with backup systems
• Compliance with PCI DSS standards for payment data

7. Data Retention

We retain your personal data only as long as necessary to provide our services and comply with legal obligations.

• Account data: Retained while your account is active
• Financial records: Retained for 7 years for tax and legal compliance
• Usage logs: Retained for 2 years for security and analytics
• Marketing data: Deleted when you opt out or after 3 years of inactivity

8. Changes to This Policy

We may update this Privacy Policy from time to time. When we make changes, we will update the "Last Updated" date and notify you via email or through our platform. Your continued use of HOA Simplify after any changes constitutes acceptance of the updated policy.