At HOAS ("we," "our," or "us"), we respect your privacy and are committed to protecting your personal data. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our HOA management platform.
1. Information We Collect
1.1 Information You Provide
- Account Information: Name, email address, phone number, and organization details when you register
- HOA Data: Property information, homeowner details, financial records, and other data you input into the platform
- Payment Information: Billing details for subscription payments (processed securely through third-party payment processors)
- Communications: Messages sent through our contact forms or support channels
1.2 Information Collected Automatically
- Usage Data: Information about how you use our platform, including pages visited and features accessed
- Device Information: IP address, browser type, operating system, and device identifiers
- Cookies and Similar Technologies: We use cookies to enhance your experience and analyze platform usage
2. How We Use Your Information
We use the collected information for the following purposes:
- Providing and maintaining our HOA management services
- Processing transactions and managing subscriptions
- Sending important updates, security alerts, and support messages
- Improving our platform based on usage patterns and feedback
- Ensuring platform security and preventing fraud
- Complying with legal obligations and enforcing our Terms of Service
3. Data Sharing and Disclosure
We do not sell your personal information. We may share your data in the following circumstances:
- Service Providers: Third-party vendors who assist in operating our platform (hosting, payment processing, email services)
- Legal Requirements: When required by law or to protect our rights and the safety of our users
- Business Transfers: In connection with a merger, acquisition, or sale of assets
- With Your Consent: When you explicitly authorize us to share specific information
4. Data Security
We implement industry-standard security measures to protect your data:
- Encryption of data in transit and at rest
- Regular security audits and vulnerability assessments
- Access controls and authentication mechanisms
- Secure backup and disaster recovery procedures
While we strive to protect your information, no method of transmission over the internet is 100% secure. We cannot guarantee absolute security.
5. Data Retention
We retain your personal data only as long as necessary to provide our services and comply with legal obligations. HOA data is retained according to your subscription status:
- Active subscriptions: Data retained throughout subscription period
- Expired accounts: Data accessible in read-only mode for 7 days, then archived for 90 days
- Deleted accounts: Data permanently deleted within 30 days unless required by law
6. Your Rights and Choices
You have the following rights regarding your personal data:
- Access: Request a copy of your personal data
- Correction: Update or correct inaccurate information
- Deletion: Request deletion of your personal data (subject to legal obligations)
- Export: Download your data in a portable format
- Opt-Out: Unsubscribe from marketing communications
To exercise these rights, contact us at privacy@hoas.ph.
7. Cookies and Tracking
We use two categories of cookies and similar technologies:
- Essential cookies: Required for the site to function — session authentication, security, and remembering your preferences. These are always active.
- Analytics cookies: Used to understand how visitors interact with our site so we can improve it (e.g., live visitor tracking, usage patterns). These are only activated with your consent.
When you first visit our site, a cookie consent banner lets you accept or reject non-essential cookies. You can change your choice at any time by clearing your browser's site data for hoas.ph, which will cause the banner to reappear on your next visit. You may also control cookies through your browser settings, but disabling essential cookies may affect platform functionality.
8. Third-Party Services
Our platform may integrate with third-party services. We are not responsible for the privacy practices of these external services. We encourage you to review their privacy policies.
9. Children's Privacy
HOAS is not intended for individuals under 18 years of age. We do not knowingly collect personal information from children. If we become aware of such data, we will promptly delete it.
10. Data Hosting and International Transfers
HOAS.PH is hosted on Supabase, a SOC 2-compliant managed PostgreSQL platform built on AWS. Our production database resides in the Singapore (ap-southeast-1) region — the closest AWS region to the Philippines — providing low-latency access while keeping your data within ASEAN jurisdiction. Backups are encrypted at rest using AES-256 with AWS-managed keys.
If you access our platform from outside ASEAN, your data may be transferred internationally for the sole purpose of providing the service to you. We ensure appropriate safeguards are in place for such transfers, including encryption in transit (TLS 1.2+) and contractual data-processing terms with our infrastructure provider.
For HOAs with strict data-sovereignty requirements, our upcoming HOAS.PH Offline Edition (launching June 2026) keeps all data entirely on a local Windows PC with no cloud component.
11. Changes to This Policy
We may update this Privacy Policy periodically. We will notify you of significant changes via email or platform notification. Your continued use of HOAS after changes indicates acceptance of the updated policy.
12. Contact Us
If you have questions about this Privacy Policy or our data practices, please contact us:
Email: privacy@hoas.ph
Support: support@hoas.ph
Website: https://hoas.ph