Privacy Policy

Effective: June 6, 2026 · Last updated: June 6, 2026

YourHOAVote ("YourHOAVote," "we," "us," or "our") provides a verified online voting platform for homeowner associations and their members. This Privacy Policy explains what personal information we collect when you use the platform, why we collect it, who we share it with, and the choices you have. By using YourHOAVote, you agree to this policy.

1. What we collect

We collect only what we need to confirm voting eligibility, deliver ballots, record votes, and produce a defensible audit trail:

• Account information — your email address, mobile phone number, and your association membership status, supplied by you or by your association's board.
• Identity-verification data — your legal first and last name, residential address, date of birth, and government-issued ID images. ID images are submitted to and retained by Stripe Identity (our identity-verification subprocessor); we receive only the verified outputs, not the raw images.
• Voting data — your ballot selections, the lot or unit you are voting on behalf of, the timestamp of each vote, and the receipt code we issue.
• Communications — records of email and SMS messages we send to you, including delivery status returned by our messaging providers.
• Technical data — IP address, device type, browser, and pages accessed, used to detect fraud and maintain security.

2. Why we collect it

We process this information to:

• Confirm you are a verified member of a participating homeowner association and are eligible to vote on a particular ballot.
• Send you ballot notices and reminders, and a statutory receipt after each vote you cast.
• Generate a tamper-evident audit packet so the result of each ballot can withstand legal challenge.
• Comply with state HOA recordkeeping requirements, including Pennsylvania's Uniform Planned Community Act and Act 115 of 2022.
• Detect and prevent fraud, abuse, and unauthorized access.

3. Who we share it with

We do not sell your personal information or share it with third parties for marketing. We share data with subprocessors only as needed to operate the platform:

• Stripe, Inc. — identity verification (Stripe Identity).
• Resend, Inc. — transactional email delivery.
• Microsoft Corporation — application hosting (Azure) and SMS delivery (Azure Communication Services).
• Supabase, Inc. — database, authentication, and storage hosting.
• Your association's board and management company — receive eligibility, vote, and certification data for their own recordkeeping. Vote rolls are attributable under Pennsylvania law; your board can see how each lot voted.
• Government and legal authorities — when required by law, court order, or to respond to a legal challenge to a certified vote.

4. SMS notifications

If you opt in, we send transactional SMS messages tied to specific voting actions: a one-time verification code during signup, a notice when a ballot opens, a reminder before a ballot closes, a receipt when a vote is recorded, and a notice when results are certified.

• How you opt in — by checking a labeled consent checkbox on the signup screen and entering your mobile number.
• Frequency — varies with your association's ballot schedule. A typical ballot generates two to five messages.
• Costs — message and data rates may apply, depending on your mobile carrier and plan.
• How to opt out — reply STOP to any message, or visit the account settings page in the voting app. Replying STOP unsubscribes you from all further SMS, and you will receive a confirmation reply.
• How to get help — reply HELP to any message or email support@yourhoavote.com.
• What we never do — we never sell, rent, lease, or share your phone number with any third party for marketing purposes. Your number is used only for transactional voting notifications.

5. How long we keep it

We retain identity-verification data, ballot data, and audit packets for seven (7) years after the certifying date of each ballot, consistent with Pennsylvania HOA recordkeeping practice and the typical statute of limitations for challenging a corporate action. We retain SMS opt-in records for as long as you remain opted in, plus three (3) years after withdrawal for compliance evidence. We delete account data within thirty (30) days of receiving a verified deletion request, except where retention is required by law.

6. Your rights

You can:

• Access the data we hold about you by emailing privacy@yourhoavote.com.
• Correct information that's wrong.
• Withdraw consent for electronic notices at any time from the account settings page. After withdrawal, your association is required to deliver ballots by US Mail.
• Withdraw SMS consent at any time by replying STOP. Other notice channels (email, mail) are unaffected.
• Request deletion, subject to the retention requirements above.

7. Security

Data is encrypted at rest and in transit. Access to personal information is restricted to the small set of YourHOAVote staff and association board members who need it to operate the platform. We log all administrative access. Stripe Identity raw ID images are never accessible to YourHOAVote staff or board members.

8. Children's privacy

YourHOAVote is intended for use by association members eighteen (18) years of age or older. We do not knowingly collect information from anyone under eighteen.

9. Changes to this policy

We may update this policy. Material changes will be announced via email and SMS (if you've opted in) at least thirty (30) days before they take effect. The current version is always at this URL.

10. Governing law

This Privacy Policy is governed by the laws of the Commonwealth of Pennsylvania, without regard to its conflict-of-law principles. Any dispute arising under this policy will be resolved in the state or federal courts located in Allegheny County, Pennsylvania.

11. Contact

For privacy questions, data requests, or concerns:

• Email: privacy@yourhoavote.com
• Support: support@yourhoavote.com