Privacy Policy

Last updated: November 3, 2026

This policy explains how HOAgenius, a small Texas business ("HOAgenius," "we," "us"), handles information collected through hoagenius.com and through the services we provide to homeowners' (property owners') associations ("associations").

1. Information we collect

• From you, through the contact form: your name, role, association name, approximate number of homes, email, phone (if you give it), and your message.
• From associations we serve: the documents the board sends us for its site (we ask boards to leave out owner names, account balances and violation records). When owner email tools launch (Coming), the owner email list the board provides for its notices. The association is the source of owner contact information, and it decides which owners its messages go to and how they're sent.
• From residents and board members using an association's site or portal (Coming, not available yet): maintenance requests and their photos, documents, and calendar entries. Before residents can post, we'll explain here who can see their posts.
• Calls and voicemails. If you call us, our phone provider records your phone number and the time and length of the call. If you leave a voicemail, we keep the recording so we can call you back. We use these only to respond to you, never for marketing, and we don't sell them. We delete voicemails within 12 months unless we're working with your association.
• If your association pays us: we keep billing records (the billing contact, plan, invoices and payment status) as long as we need them for taxes and accounting.
• Automatically, when you visit: Our website is hosted on Cloudflare Pages. Like most web hosts, Cloudflare automatically processes standard request information, such as your IP address, browser type, the page you asked for, and the date and time, to deliver the site and protect it from attacks and abuse. Cloudflare handles this information under its own privacy policy. We don't use analytics or advertising tools on this site, and our own code doesn't set cookies or store anything in your browser.

2. How we use information

• To respond to inquiries and schedule calls.
• To provide our services to an association: hosting its website and, as our board tools launch (Coming), helping the board prepare drafts, track deadlines and keep records of what was sent and when.
• To bill the association for services.
• To meet legal obligations.

We do not sell personal information. We do not use owners' information for marketing.

Owner email addresses. When a board member clicks send, our software delivers the association's message in the association's name, and keeps a record of what was sent and when (Coming). We don't send messages to owners ourselves, and we don't use owner contact information for our own marketing or for any other purpose. We don't sell or rent it, and we don't share it except as described in section 4. Messages go out from the association, in its name, and say how to contact the association. If an owner asks to change how they receive notices, we pass the request to the board. Notices that the law requires by mail still go by mail unless the owner has opted in to another method the association has adopted. When our service to an association ends, we return or delete owner contact information as the service agreement says, unless the law requires us to keep it.

3. What is published

An association's public website shows only what the association's board approves for publication, such as governing documents, adopted policies, meeting notices, and approved minutes. We do not publish owners' contact details, account balances, or violation history.

4. Who we share information with

• The association and its designated board members.
• Service providers. We use a small number of service providers, and only as needed to run the site and our services:
  • Cloudflare hosts this website.
  • We plan to use Stripe to process payments. When an association pays by card or bank (ACH) through Stripe, Stripe receives the billing contact's name, email, and payment details and handles them under Stripe's own privacy policy. We don't store card or bank account numbers.
  • Contact form messages are stored with Cloudflare, which hosts our site, so we can reply.
  • Quo (OpenPhone), for phone calls and voicemail.
  Before we use any other provider for association information (for example, for email delivery, file storage, transcription or AI drafting), we'll add it to this list.
• When required by law, such as in response to a valid subpoena.

Owner records requests. For association records, we act on the association's behalf. If you're an owner and want to inspect or copy association records, send your request to your association as Texas Property Code §209.005 describes. The association's board decides records requests; if we receive one, we pass it to the board promptly.

5. Automated and AI tools

We may use software, including AI drafting and transcription tools (Coming), to help the board prepare drafts such as meeting minutes and letters. The association's board reviews and approves every draft before it's used. We use these tools only under business settings or terms that say our data isn't used to train the vendor's AI models, and we don't put Social Security, driver's license, or bank or card account numbers into them.

6. How long we keep information

We keep association records for as long as we provide services and then return or delete them as described in the association's service agreement, unless the law requires us to keep them longer.

Association documents and site content. If an association stops using HOAgenius, we keep its site online for 60 days, tell the board in writing when that period starts and again at least 14 days before the site comes down, give the board a free copy of its documents on request, and delete its documents within 30 days after the site comes down, unless the board asks us to return them first. We keep records of board approvals (who approved what, and when) for 4 years, so there's a record of what the board approved.

If we don't end up working with your association, we delete your contact form message within 12 months.

7. Security

We use reasonable safeguards, such as encrypted (HTTPS) connections and limiting access to the people who need it. No method of transmission or storage is completely secure.

8. Your choices: access, correction and deletion

You can ask us to access, correct, or delete personal information you gave us by using the form on our home page. We'll do it unless we need to keep it to meet a legal obligation, or it's an association record the association controls. In that case, we'll pass your request to the association's board. If you're an owner in an association we serve, you can also contact your board directly.

9. Children

This site and our services are for HOA boards and adult residents. They're not directed to children under 13, and we don't knowingly collect personal information from children under 13. If you think a child has sent us information, use the form on our home page and we'll delete it.

10. Do Not Track

Some browsers send a "Do Not Track" signal. This site doesn't use analytics or advertising tools and doesn't track visitors across other websites, so we treat every visitor the same way whether or not that signal is sent.

11. Changes

We may update this policy. For a material change, we'll contact the associations we serve at least 30 days before it takes effect, and we'll post the new version here with its "Last updated" date.

12. Contact

HOAgenius, registered under an assumed name in Harris County, Texas
Contact us using the form on our home page.
Phone (calls only): (346) 683-2070.