Privacy Policy

1. Introduction

Welcome to the HOA Financial Reporting System ("Service"). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Service.

2. Information We Collect

Personal Information

We collect information you provide directly, including:

• Name and contact information (email, phone)
• Account credentials
• Property association information
• Financial data you upload (GL trial balances, AR aging reports)

Automatically Collected Information

• IP address and browser information
• Usage data and access logs
• Device information

3. HOA-Specific Data

As an HOA financial reporting system, we collect and process specific categories of data related to homeowner associations. This section explains how we handle HOA-specific information.

Resident and Homeowner Information

We collect and process the following resident data:

• Names and contact information (address, email, phone)
• Unit/lot numbers and property addresses
• Assessment account information and payment history
• Communication preferences for HOA notices
• Architectural request submissions (if applicable)

Sharing with HOA Boards: Resident data may be shared with your HOA board members and property management company as necessary for association operations, including assessment collection, violation notices, and community communications.

Resident Directory: Your basic contact information may be included in a resident directory accessible to other homeowners, subject to your HOA's policies. You may opt out of directory inclusion through your privacy settings.

Meeting Records and Minutes

Board and membership meeting information includes:

• Meeting agendas, minutes, and attendance records
• Voting records for official HOA business
• Executive session notes (restricted access)
• Annual meeting documentation

Access: General meeting minutes are accessible to all association members. Executive session discussions involving personnel, litigation, or individual homeowner matters are kept confidential with restricted access.

Retention: Meeting records are retained for the duration required by your state's HOA regulations, typically 7 years or longer for financial records. Sensitive personal information discussed in meetings may be redacted in publicly available minutes.

Vendor and Contractor Information

We maintain information about HOA vendors and contractors:

• Business name and contact information
• Contract terms and service agreements
• Insurance and licensing documentation
• Payment and invoice history
• W-9 tax information for payments over $600

Vendor Access to Resident Data: Vendors may receive limited resident information necessary to perform contracted services (e.g., landscaping schedules, unit access for repairs). Vendors are contractually required to protect this information and use it only for authorized purposes.

Board Member Information

For HOA board members, we collect:

• Name, contact information, and unit/lot ownership
• Board position and term dates
• Meeting attendance and voting records
• Training and certification records (if applicable)

Public Information: Board member names and positions are considered public information and may be shared with homeowners. Personal contact information (phone, email) is only shared based on your communication preferences.

Historical Records: Records of past board service are maintained for governance continuity and audit purposes, typically for 7 years after the end of service.

Financial Records

HOA financial data we process includes:

• General ledger transactions and trial balances
• Assessment billing and payment records
• Reserve fund studies and balances
• Budget documents and financial reports
• Accounts payable and receivable aging reports
• Bank account information and reconciliations

Retention: Financial records are retained for a minimum of 7 years to comply with IRS requirements and state HOA regulations. Some records may be retained longer based on your association's governing documents.

4. How We Use Your Information

We use your information to:

• Provide and maintain the Service
• Process your financial reports
• Communicate with you about the Service
• Ensure security and prevent fraud
• Comply with legal obligations

5. Data Sharing

We do not sell your personal information. We may share data with:

• Your Property Management Company (as applicable)
• Service providers who assist our operations
• Legal authorities when required by law

6. Data Security

We implement industry-standard security measures including encryption, access controls, and regular security audits to protect your data.

7. Data Retention

We retain your data for as long as your account is active or as needed to provide services. Financial records may be retained longer to comply with regulatory requirements.

8. Your Rights

You have the right to:

• Access your personal data
• Request correction of inaccurate data
• Request deletion of your data
• Export your data in a portable format
• Withdraw consent for data processing

9. Cookies

We use essential cookies to operate the Service. For details, see our Cookie Policy.

10. Contact Us

For privacy-related inquiries, please contact us at:

Email: privacy@paseoplatform.com

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by email or through the Service.