Privacy Policy
We keep your HOA notices focused on your community while minimizing the data we store.
What we collect
- Inputs you provide when drafting a notice (letter details, names, dates).
- Community profile data you save in a secure database (guideline text/URLs, letterhead, optional logos).
- Payment details are handled by Stripe; we do not store card data.
- Emails sent through the app use a secure email server and include the draft content.
- When you choose Mail via USPS, recipient and return addresses plus the mailed PDF are shared with Click2Mail.
Your permission to provide data
You are responsible for ensuring you have authority to upload HOA documents, homeowner names, contact information, and any resident details you store in the product. Only include personal data that is necessary for your notice, and confirm your board or management company has approved sharing it with us and our processors.
Storage & retention
Drafts generated in the editor stay in your browser unless you save or send them. Saved community profiles and branding assets live in a secure database. Uploaded logos are stored in the "logos" bucket. Prompt text sent to the AI model may be logged for quality and abuse prevention; we keep requests minimal and avoid long-term retention when not required. Mailed letters are stored temporarily to fulfill USPS delivery and then purged. You can delete community records in the secure database if you need them removed.
Your rights
You may request access or deletion of your stored community data and branding assets at any time. Contact us at support@hoa-letter-ai.com and we will respond within two business days.
Data security
We use a secure database for managed storage, Stripe for payments, and a secure email server for delivery. Access to service keys is restricted via environment variables. For additional security practices, see our security page.