Privacy Notice

1. Who we are

DATAQ is a service of HOAPOST, LLC, P.O. Box 53, Fairburn, GA 30213 ("we", "us"). This notice explains what information DATAQ handles at dataq.hoapost.com and what we do with it. HOAPOST's other services have their own notices. Terms not defined here have the meaning given in the Terms of Service.

2. Whose information it is

The documents an HOA sends, and everything read from them, belong to the HOA. The HOA decides what to send, who on its board and beyond can see it, and how long to keep its account. For that information we act as a service provider to the HOA: we process it on the HOA's behalf and under its instructions, and not for our own purposes.

If you are a homeowner with a question about your own account with your HOA — what it shows you owe, or what information it holds about you — please contact your HOA's board or management company. We will help the HOA answer.

3. What we collect

About the people who sign in: name, email address, phone number and unit number if given, role, and a scrambled (hashed) form of the password — never the password itself.

About the HOA: its name, address, number of homes, fiscal year, management company and billing status.

From the HOA's documents: whatever is printed on them. This usually includes homeowners' names, property addresses and account or reference numbers, what each home was charged, paid and owes; vendors' names and invoice details; bank transactions and check numbers; and budget figures. When pages show homeowners' names, the board sees them; people who open the books with a share code see homes by address only.

Payment: Stripe collects the HOA's bank details for the subscription. We receive the Stripe customer and subscription references and whether payments succeeded — not the full bank account number.

When you agree to the Terms: the version, the date and time, your IP address and your browser's description of itself, as the record of the agreement.

Use and security: when each person last signed in; how many times a share code was used and when; and the IP addresses of requests, kept for a short time to stop abuse and fix problems.

Support: what you choose to send in a support ticket, including any screenshot you attach.

4. How we use it

We use this information to provide DATAQ to the HOA: to read its documents and keep its books, to let the right people sign in, to bill the subscription, to answer support tickets, to send the emails the Service needs (invitations, password resets, billing notices, and monthly reminders to upload documents, which each person can switch off), to keep the Service secure and working, and to meet our legal obligations. We do not sell personal information, share it for targeted advertising, send marketing email, or use one HOA's information for another HOA. Documents are read on our own systems and are not sent to outside artificial-intelligence services.

5. Who can see it

• The HOA's board and the people it invites see what their role allows. The President decides who is invited and what role each person has.
• People with a share code see the read-only books the board shared — homes by address, never owner names, and no home's own page.
• DATAQ staff use a separate dashboard whose database sign-in is refused every HOA's books. It shows the HOA's name and address, the billing contact's email, the billing status, and how many people sign in — not who they are, and not the HOA's figures. Staff see a support ticket only because someone chose to send it. If DATAQ sets up an HOA's account before the HOA takes it over, staff work in that account until it is handed over.

6. Who we share it with

We share information only with the service providers that help us run DATAQ, and only what each needs:

• Stripe, to bill the subscription;
• our email delivery provider, to send the Service's emails;
• Amazon Web Services, which stores our backups — encrypted before they leave our server, so AWS cannot read them;
• Google Fonts and cdnjs (Cloudflare), which supply the page fonts and icons and so receive your IP address when a page loads.

We may also disclose information when the law requires it — for example, to answer a valid subpoena or court order, which we will tell the HOA about where we are allowed to — to protect the rights and safety of others, or to a buyer of our business, which would remain bound by this notice.

7. How long we keep it

• Documents: deleted as soon as every page has been read. A document that is refused or cannot be read is not kept at all. Pages are shown from what was read off them, never from the document itself.
• The HOA's books: kept while the HOA has an account, including after it cancels, so a restart picks up where it left off. The President can ask for the account to be deleted on the Billing page; after a 7-day waiting period in which the request can be withdrawn, its data is deleted from the live Service and its encryption key erased — always within 30 days of the request. We keep a record that the deletion was asked for and done.
• Backups: the database is backed up every night, encrypted, to archive storage, for recovery from a disaster. Backups are never used for anything else, and data deleted from the live Service is not restored from them except to recover from a disaster.
• Billing records and agreement records: kept as long as tax, accounting and legal rules require.
• Sign-ins of people removed from an HOA: switched off by the President and kept with the HOA's account.

8. How we protect it

Each HOA's stored files are encrypted with a key unique to that HOA, and each HOA's records are kept in a separate part of our database that other HOAs' sign-ins cannot reach. Connections are encrypted, passwords are stored only in hashed form, and our staff dashboard cannot read any HOA's books. No system is perfectly secure; if a breach affects your information, we will notify the HOA and others as the law requires.

9. Cookies

DATAQ sets one cookie, which keeps you signed in (or keeps the shared books open) and protects forms from forgery. It is strictly necessary, ends when you sign out and lasts no more than 12 hours, and is never used to track you elsewhere. DATAQ uses no advertising or analytics cookies. Your browser may remember small settings, such as a chosen tab, on your own device.

10. Your choices and rights

You can see and correct your own name, phone and unit number on your profile page. Your President can switch off your sign-in. Depending on where you live, the law may give you rights to know what personal information is held about you, to correct it or to have it deleted. Because the HOA controls its books, requests about information in them are handled by the HOA, and we will help it respond. For information we hold about you for our own purposes — your sign-in, agreement records and support tickets — send a request through the support page or to the address below. We will not treat you differently for making a request.

11. Children

DATAQ is for HOA boards and is not meant for anyone under 18. We do not knowingly collect information from children, apart from what an HOA's own documents may happen to show.

12. Changes and contact

If we change this notice in an important way, everyone is asked to agree to the new version at their next sign-in, and the date at the top changes. Questions: use the support page in DATAQ, or write to HOAPOST, LLC — DATAQ, P.O. Box 53, Fairburn, GA 30213.