HavenHOA

Legal

Privacy Policy

Effective date: July 23, 2026

HavenHOA ("we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains what information we collect, how we use it, and your rights regarding that information. It applies to all users of the HavenHOA platform — HOA administrators, board members, residents, and maintenance staff.

1. Information We Collect

Information you provide directly

  • Account information: Name, email address, and password when you create an account.
  • Community information: HOA name, subdomain, and property addresses provided during setup.
  • Resident profiles: Names, addresses, phone numbers, and vehicle information entered by board administrators or residents.
  • Financial records: Dues amounts, payment history, and ledger entries you create within the platform.
  • Communications: Messages, announcements, maintenance requests, and violation notices created in the platform.
  • Documents: Files you upload to the document storage feature.

Information collected automatically

  • Log data: IP address, browser type, pages visited, and timestamps when you use the platform.
  • Session data: A secure, httpOnly session cookie that keeps you logged in for up to 24 hours.
  • Usage data: Feature usage patterns to help us improve the product.

Information from third parties

  • Stripe: When your HOA connects a Stripe account, Stripe shares limited account status information (e.g., whether charges are enabled) with us. We never see or store your full bank account numbers or card numbers.
  • Intuit QuickBooks: When an authorized HOA administrator connects QuickBooks Online, we receive the QuickBooks company identifier and the Customer and Payment records selected for synchronization. This may include customer names, contact information, addresses, payment amounts, dates, and transaction references.
  • Google (if you sign in with Google): We receive your name and email address from Google's OAuth service.

2. How We Use Your Information

  • To create and manage your account and HOA portal.
  • To process dues payments through Stripe when your HOA enables online payments.
  • To synchronize authorized customer contact and payment records between HavenHOA and QuickBooks Online.
  • To send transactional emails such as welcome emails, password resets, and payment receipts.
  • To send optional text notifications you explicitly select in your account settings.
  • To provide AI-assisted drafting, search, triage, and document summaries when an authorized user invokes those features.
  • To provide customer support when you contact us.
  • To monitor for abuse, fraud, or security incidents.
  • To improve and develop new platform features.
  • To comply with legal obligations.

We do not sell your personal information to third parties. We do not use your data to serve you advertisements.

3. How We Share Your Information

We share information only in the following circumstances:

  • Stripe: Payment data is shared with Stripe to process transactions. Stripe's use of that data is governed by the Stripe Privacy Policy.
  • Intuit: If your HOA connects QuickBooks Online, we exchange authorized Customer and accounting Payment records with Intuit to provide synchronization. HavenHOA does not use Intuit to process resident card or bank payments.
  • SendGrid: We use SendGrid (Twilio) to deliver transactional emails. Your email address is shared with SendGrid solely for this purpose.
  • Twilio:If you enable text alerts, we share your phone number and notification content with Twilio solely to deliver those messages. All the above categories exclude text messaging originator opt-in data and consent; this information won't be shared with any third parties.
  • Google Gemini:When an authorized user invokes an AI feature, we send the user's prompt and the minimum relevant HOA content to Google's Gemini API to produce the requested response. For document summaries, this includes the selected document's contents. Google's processing is governed by the Gemini API Terms. Do not submit information through AI features unless you are authorized to share it for that purpose.
  • Infrastructure providers: We host the platform on cloud infrastructure (including Supabase for the database). These providers process data on our behalf under data processing agreements.
  • Legal requirements: We may disclose information if required by law, court order, or to protect the rights, property, or safety of HavenHOA, our users, or the public.
  • Business transfers: If HavenHOA is acquired or merges with another company, your information may be transferred as part of that transaction. We will notify affected users by email before any such transfer.

4. Data Retention

We retain your data for as long as your HOA portal is active. If you delete your account or request termination of your portal, we will retain your data for 30 days to allow for export, then permanently delete it from our systems.

Certain financial records may be retained for longer periods to comply with tax and accounting regulations.

Disconnecting QuickBooks immediately stops new access and synchronization. Records already imported into an HOA's resident directory or accounting ledger remain part of that HOA's business records and follow the retention periods described above.

5. Data Security

We use industry-standard security practices to protect your data:

  • All data is transmitted over HTTPS/TLS.
  • Password authentication is handled by Supabase Auth; passwords are never stored in plain text.
  • Session tokens are stored in httpOnly, Secure cookies — not accessible to JavaScript.
  • Each HOA's data is isolated at the database level; no cross-tenant queries are possible.
  • Payment card data is never transmitted through or stored on HavenHOA servers — it goes directly from your browser to Stripe for tokenization.

No method of transmission over the internet is 100% secure. We cannot guarantee absolute security, but we are committed to promptly notifying affected users in the event of a data breach as required by applicable law.

6. Cookies

We use a single, essential session cookie to keep you authenticated. We do not use advertising cookies, cross-site tracking cookies, or third-party analytics cookies. You can clear this cookie at any time by logging out.

7. Your Rights

Depending on your location, you may have the following rights:

  • Access: Request a copy of the personal data we hold about you.
  • Correction: Request correction of inaccurate or incomplete data.
  • Deletion: Request deletion of your personal data, subject to legal retention obligations.
  • Portability: Request your data in a machine-readable format.
  • Objection: Object to certain uses of your data.

To exercise any of these rights, email us at privacy@gethavenhoa.com. We will respond within 30 days.

California residents: Under the CCPA, you have the right to know what personal information we collect, to delete it, and to opt out of its sale. We do not sell personal information.

8. Children's Privacy

HavenHOA is not directed at children under 13. We do not knowingly collect personal information from children under 13. If you believe a child has provided us with personal information, please contact us and we will delete it promptly.

9. Changes to This Policy

We may update this Privacy Policy from time to time. We will post the updated policy on this page and, for material changes, notify registered HOA administrators by email at least 14 days before the changes take effect.

10. Contact

Questions or concerns about this Privacy Policy? Contact us at privacy@gethavenhoa.com.