OurHOA.Vote (“OurHOA.Vote,” “we,” “us,” or “our”) respects your privacy. This Privacy Policy explains how we collect, use, store, disclose, and protect information when you visit or use our website, platform, portals, voting tools, governance tools, communications features, and related services (collectively, the “Services”).
By using the Services, you agree to this Privacy Policy. If you do not agree, please do not use the Services.
1. Scope
This Privacy Policy applies to information collected through:
- the OurHOA.Vote public website,
- member portal and account areas,
- HOA admin and multi-HOA admin dashboards,
- ballots, proposals, notices, and related governance tools,
- support and contact forms, and
- related communications and service interactions.
This Privacy Policy does not govern third-party websites, wallets, payment services, blockchain networks, plugins, or tools that may be linked to or integrated with the Services.
2. Information We Collect
We may collect the following categories of information:
A. Information You Provide Directly
This may include:
- name,
- email address,
- phone number,
- mailing address,
- HOA or community name,
- unit or property details,
- account credentials,
- messages sent through forms or support channels,
- ballot, proposal, comment, or notice content,
- community governance settings,
- administrator-entered member records,
- billing or membership-related details,
- documents or files you upload.
B. Community and Membership Information
If you use the Services as part of an HOA, association, or residential community, we may collect and process information such as:
- membership rosters,
- ownership or residency status,
- role information,
- voting eligibility data,
- participation records,
- notices and communications history,
- proposal submissions,
- audit trail and reporting information.
C. Wallet and Blockchain-Related Information
If wallet-connected or blockchain-related features are used, we may collect or process:
- public wallet addresses,
- transaction identifiers,
- signatures used for authentication or verification,
- public on-chain metadata associated with platform activity,
- related technical logs.
We do not control public blockchains, and data written to public ledgers may be permanent or difficult to modify or delete.
D. Automatically Collected Information
When you use the Services, we may automatically collect:
- IP address,
- browser type,
- device type,
- operating system,
- referral source,
- pages viewed,
- timestamps,
- clickstream data,
- session data,
- cookies and similar technologies,
- security and diagnostic logs.
E. Information from Third Parties
We may receive information from third parties such as:
- payment processors,
- wallet providers,
- authentication providers,
- hosting and analytics vendors,
- community administrators,
- integrations you choose to connect.
3. How We Use Information
We may use information we collect to:
- provide, operate, and maintain the Services,
- create and manage accounts,
- verify access and permissions,
- enable member portal and admin dashboard functionality,
- support ballots, notices, proposals, governance workflows, and reporting,
- send confirmations, alerts, reminders, updates, and service notices,
- process memberships, subscriptions, and related transactions,
- respond to support requests and inquiries,
- improve usability, security, and performance,
- prevent fraud, abuse, unauthorized access, or manipulation,
- maintain logs, records, and audit trails,
- comply with legal obligations,
- enforce our Terms and other policies.
4. Community Administrators and Shared Governance Data
If you are part of an HOA or community using OurHOA.Vote, your information may be visible to or managed by authorized community administrators, board members, property managers, or operators based on the platform settings and your community’s configuration.
For example, depending on your community’s setup, authorized users may be able to view or manage:
- member names,
- contact details,
- eligibility status,
- participation status,
- notices,
- proposal content,
- voting records or voting confirmations,
- audit or reporting data.
Each community is responsible for its own governance rules, access permissions, internal privacy practices, and compliance obligations.
5. Voting, Ballots, and Participation Records
OurHOA.Vote may collect and maintain records relating to:
- whether a member accessed a ballot,
- whether a vote was submitted,
- timestamps,
- proposal or election identifiers,
- eligibility checks,
- confirmations or receipts,
- related administrative logs.
Depending on the configuration selected by the community, some voting information may be private, some may be visible only to authorized administrators, and some may be included in audit-style records or external verification flows.
6. Optional Blockchain, Ledger, and Verification Features
Some communities may choose to use optional blockchain, ledger, attestation, or verification features.
If these features are used:
- certain data or metadata may be stored on external systems or public networks,
- public wallet addresses and related transaction activity may be visible to others,
- records may be persistent and not fully erasable,
- third-party networks may have their own rules and privacy implications.
Please do not use optional public-record or blockchain features unless you understand the privacy consequences for your community and members.
7. Cookies and Similar Technologies
We may use cookies, local storage, session tokens, pixels, and similar technologies to:
- keep users signed in,
- remember settings,
- improve site functionality,
- understand usage patterns,
- secure accounts and sessions,
- support analytics and performance monitoring.
You may be able to control some cookies through your browser settings, but disabling them may affect functionality.
8. How We Share Information
We may share information:
- with service providers who help us operate the Services,
- with community administrators and authorized users within a community,
- with payment, hosting, analytics, communication, authentication, or infrastructure vendors,
- with blockchain networks or related service providers when optional external-record features are used,
- when required by law, legal process, subpoena, or governmental request,
- to protect rights, safety, security, users, communities, or the public,
- in connection with a merger, acquisition, financing, reorganization, or asset transfer,
- with your consent or at your direction.
We do not sell your personal information for cash in the ordinary sense of running this platform.
9. Data Retention
We retain information for as long as reasonably necessary to:
- provide the Services,
- maintain communities and account records,
- preserve audit trails and governance history,
- comply with legal obligations,
- resolve disputes,
- enforce agreements,
- protect the security and integrity of the Services.
Retention periods may vary depending on the type of information, community settings, applicable law, dispute risk, and whether external ledger or blockchain features were used.
Where deletion is requested, we may delete or de-identify information where reasonably possible, but some records may be retained for legal, security, audit, backup, or fraud-prevention reasons. Public blockchain or external ledger records may not be deletable.
10. Security
We use reasonable administrative, technical, and organizational measures designed to protect information. However, no method of transmission, storage, or online platform is completely secure, and we cannot guarantee absolute security.
You are responsible for maintaining the security of your account credentials, devices, wallet tools, and administrator access controls.
11. International Use
OurHOA.Vote may be accessed by users in multiple countries or territories. If you use the Services from outside the jurisdiction where our systems are operated, you understand that your information may be transferred to, stored in, or processed in jurisdictions that may have different data protection laws than your own.
By using the Services, you consent to such transfers to the extent permitted by law.
12. Children’s Privacy
The Services are intended for HOA and community governance use and are not directed to children. We do not knowingly design the Services for children to independently use as end users in the ordinary course of operation.
If you believe a child has provided personal information to us inappropriately, contact us and we will review the matter.
13. Your Choices and Rights
Depending on applicable law, you may have rights to:
- access certain personal information,
- correct inaccurate information,
- request deletion of certain information,
- request a copy of certain information,
- object to or limit certain processing,
- withdraw consent where processing is based on consent.
These rights are not absolute and may be limited by law, security needs, community governance requirements, ongoing disputes, fraud prevention, or record-retention obligations.
If your information was provided through an HOA, board, association, or administrator account, we may direct your request to the relevant community administrator where appropriate.
14. Third-Party Services
The Services may link to or rely on third-party services such as:
- wallets,
- payment providers,
- hosting providers,
- analytics services,
- authentication tools,
- plugins,
- messaging or email tools,
- blockchain infrastructure providers.
We are not responsible for the privacy or data practices of third parties. Your use of third-party services is governed by their own terms and privacy policies.
15. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. The updated version becomes effective when posted, unless otherwise stated. Your continued use of the Services after changes are posted means you accept the revised Privacy Policy.
16. Contact Us
If you have questions about this Privacy Policy or want to submit a privacy request, contact:
OurHOA.Vote
Email: support@ourhoa.vote
Website: https://ourhoa.vote