Privacy
What information HOA Desk collects, how it is used, and who can see it.
Last updated September 26, 2026
Who this covers
This policy applies to homeowners, board members, and committee members who use HOA Desk. It also applies to visitors to this website.
Each association decides what information is included in its records. HOA Desk stores and processes that information for the association.
What the application holds
Your name and email address are collected when you sign in. You or the association may also add a phone number and directory information.
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.
Project correspondence. Each project has an email address, and messages sent to that address are stored with the original message.
Committee records, including findings on checklist items, fees received, decisions, and the reasons for those decisions.
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.
Meeting recordings or transcripts uploaded for draft minutes. The source file is stored with the association’s documents.
Documents the association uploads, including earlier versions of a document that has been replaced.
Financial records: assessment schedules, unit ledgers, payments, credits, bills, budgets, bank reconciliations, journal entries, financial statements, and the PDF statement or board packet from which a statement was transcribed.
Utility records: providers, tariffs, invoices, meter identifiers, meter readings, usage, and each unit’s share of a charge.
Project tasks, including their assignee, due date, status, and anything the committee asks an applicant to provide.
Questions put to the assistant, its answers, and the results of the checks run on them, kept as a history the committee can review.
An account activity history that identifies who made a change and when it was made.
Who can see it
Your association controls access for its board and committees. Homeowners can view only the projects they are named on and documents shared with members.
Associations cannot see one another’s records. The database assigns every record to one association and prevents a record from belonging to more than one.
HOA Desk staff can see how many projects an association has, how it is configured, and when it was last used. They cannot open projects, read correspondence, or view decisions. The staff console has no screen or query for customer content. We will update this policy and notify associations before making any change to that access.
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, minutes drafting, and financial statement transcription. It receives the material required for the task, such as the relevant part of a governing document, a meeting transcript, or the financial PDF being transcribed.
Zego and REPAY take dues payments from homeowners online. Each receives the lot, the amount due, and your contact details. Your card or bank details are entered on their pages, not ours, and we never receive or store them.
Microsoft provides our own company email, which is where a message to us arrives.
The subprocessors page lists what each company does and what information it receives. HOA Desk does not sell personal information or use an advertising network.
Connected services your association chooses
An association can connect Google Workspace. HOA Desk then copies documents and project correspondence into the association’s Shared Drive. HOA Desk does not read, move, edit, or delete files in the drive.
An association with a Badger Meter account can connect BEACON. HOA Desk retrieves the association’s meters and flow readings and matches them to units by service address or the identifier the association chooses.
The association controls these connections. Disconnecting a service stops future copies or imports. It does not delete records already stored by HOA Desk or the connected service.
This website
This site uses no analytics, runs no advertising, and sets no cookies of its own. The font is hosted here and does not make a request to a font provider.
Cloudflare logs requests, including IP addresses, to operate and protect the site.
If you send the contact form, the message is emailed to us and is not stored on this site.
How long it is kept
Association records are kept while the account is open. This allows future board and committee members to find earlier decisions and supporting records.
If an association closes its account, we will delete or return its records on request. HOA Desk does not currently delete closed-account records on a fixed automatic schedule.
Asking about your own information
If you are a homeowner or a committee member, your association controls its records. Contact the association first. You can write to us if the association cannot help or if your question concerns this website.
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.