Privacy
What HOA Desk collects, why, and who can see it. Written to be read.
Last updated August 24, 2026
Who this covers
Two different groups. Homeowners, board members, and committee members who use the application for their association, and visitors to this website, which collects almost nothing.
Where an association uses HOA Desk, that association decides what goes into its records. We hold and process that material on its behalf.
What the application holds
Your name and email address, from signing in.
What you put on an application: answers to your association’s own checklist, the plans, drawings, and color samples you upload, and the lot and address it concerns.
Correspondence about a project. Every project has its own email address, and messages sent to it are stored against that project, including the original message as it arrived.
What the committee recorded: verdicts against individual items, fees marked as received, and the decision with its reasoning.
The lot register: each lot’s owner of record, address, and history, as entered by the association.
Committee records: meeting dates, agendas, minutes, and meeting packets.
Documents the association uploads, including earlier versions of a document that has been replaced.
Dues records: the schedule each charging body sets, the ledger for each lot, and where each lot stands.
Questions put to the assistant, its answers, and the results of the checks run on them, kept as a history the committee can review.
A history of actions taken in the account, so an association can answer "who changed this, and when".
Who can see it
Your association’s board and committees can see the records belonging to that association, according to the permissions the association sets. Homeowners see only the projects they are named on and the documents shared with members.
One association can never see another’s records. That is enforced by the database, not by a setting: every record names the association it belongs to, and the structure makes a record belonging to two of them impossible.
HOA Desk staff can see how many projects an association has, how it is configured, and when it was last used. They cannot open a project, read correspondence, or see a decision. There is no screen for it and no query that would answer it. If that ever changes, it will be visible to the association and recorded, and this page will say so before it happens.
Companies that process it for us
Cloudflare hosts the application, stores its records and uploaded files, and routes its email.
WorkOS handles signing in. It holds your email address and, if you enroll it, a second authentication factor. It never sees an association’s records.
Anthropic provides the AI model behind the assistant and the routine drafting. It receives the text needed to answer, such as the relevant part of your governing document and the question asked, and returns the answer.
Microsoft provides our own company email, which is where a message to us arrives.
The full list, with what each company does and what it receives, is on the subprocessors page. We do not sell anything to anyone, and there is no advertising network involved in any part of this.
This website
No analytics, no advertising, and no cookies set by us. The font is served from this site rather than from a third party, so loading a page here does not tell anybody else that you did.
Cloudflare logs requests to keep the site up and defend it from attack, which includes IP addresses. That is the same for any site behind them.
If you send the contact form, the message is emailed to us and is not stored on this site.
How long it is kept
An association’s records are kept while its account is open, because the point of the product is that a decision from four years ago is still findable. A committee turns over; the record should not.
If an association closes its account, we will delete or return its records on request. We have not set a fixed period after which records are deleted automatically, and would rather say so than publish one we do not enforce.
Asking about your own information
If you are a homeowner or a committee member, your association controls its records, so start with them. If they cannot help, or if the question is about this website rather than an association, write to us and we will answer.
Changes
If this page changes in a way that affects what is collected or who can see it, the date above changes and associations are told. Wording fixes are not announced.