Privacy Policy

1. Introduction

HOA TurnKey LLC (“we,” “us,” or “our”) operates the HOA TurnKey platform accessible at hoaturnkey.com. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our platform. Please read this policy carefully. If you disagree with its terms, please discontinue use of the platform.

2. Information We Collect

We collect information you provide directly, including:

• Account information: name and email address when you register; authentication credentials are handled by our authentication provider
• Billing information: payment details processed securely through our payment processor (we do not store full card numbers)
• Usage data: saved conversation content, generated or saved artifacts, attachment metadata, memory facts, token/usage counts, and platform interactions
• Community information: HOA names, project details, and other information you enter into the platform
• Resource requests: name, email address, and role when you request a checklist or another free resource
• Support and contact information: the name, email, subject, and message you send through our contact form

We also collect information automatically:

• Network and log data: IP address, request path, timestamps, status, and application diagnostics used for delivery, security, abuse prevention, and troubleshooting
• Device information: device type, operating system, and browser settings
• Cookies and similar technologies used by authentication, preferences, analytics, and, when configured, signup-conversion measurement

3. How We Use Your Information

We use your information to:

• Provide, operate, and maintain the HOA TurnKey platform
• Process your subscription and billing
• Improve and personalize your experience
• Respond to your support requests
• Deliver requested resources and, with your consent, occasional product or HOA project updates
• Send transactional emails (account confirmations, billing receipts)
• Comply with legal obligations

We do not sell personal information. HOA TurnKey does not train its own AI model on your conversations or generated documents. Our primary generative-AI provider states that content submitted through its commercial service is not used to train generative models unless the commercial customer explicitly opts in; HOA TurnKey has not built or enabled such an opt-in.

4. Data Storage and Security

The public platform uses HTTPS/TLS in transit. We also use authentication, tenant-scoped database queries, webhook-signature verification, rate limits, input bounds, and restricted administrative routes. We rely on the separate infrastructure and security controls of the service categories below; we do not represent that every provider, data type, backup, or log uses one identical encryption configuration. No method of transmission, storage, or access control is completely secure.

5. Data Retention

Saved chats, folders, extracted project-file text, artifacts, memory, and account-linked usage/events are generally retained while your account remains active, unless you delete an item or delete the account. Policy-acceptance records store your account identifier, the exact Terms and Privacy versions, the source, and the acceptance timestamp while your account remains active. One-time attachment bytes are sent to the AI provider for the request; HOA TurnKey saves the message text and attachment metadata, not the raw one-time file, unless you separately add extracted content to a project. Resource-lead records are retained after unsubscribe so we can honor the opt-out, until deletion is requested or an operational retention rule removes them. Short-lived abuse counters expire and are pruned.

Our primary generative-AI provider states that standard commercial-service inputs and outputs are deleted from its systems within 30 days, subject to legal, safety, and contractual exceptions. Other services may retain billing, delivery, security, backup, or legal records under their own terms. Retrieval queries sent to retrieval services are bounded and heuristically stripped of common identifiers first. Account deletion removes active application records, including policy-acceptance records, the account with our authentication service, and the linked customer or subscription with our payment processor where present, but it cannot require a service provider to erase records that it must retain by law or under its retention rules. You may request access or deletion by contacting us.

6. California Privacy Rights (CCPA)

If you are a California resident, you have the right to:

• Know what personal information we collect and how it is used
• Request deletion of your personal information
• Opt out of the sale of personal information (we do not sell personal information)
• Non-discrimination for exercising your privacy rights

To exercise these rights, contact us.

7. Third-Party Services

We use the following categories of service providers to operate the platform. We disclose the listed information for the stated business purposes, subject to applicable agreements, legal obligations, and provider security and retention practices.

8. Children's Privacy

Our platform is not directed to individuals under the age of 18. We do not knowingly collect personal information from minors.

9. Changes to This Policy

We may update this Privacy Policy as the Platform, our data practices, or applicable requirements change. Minor corrections, formatting changes, and clarifications that do not materially change how personal information is collected, used, disclosed, retained, or protected become effective when posted and will be identified by the Last updated date. For a material change, we will provide clear email or in-app notice and require signed-in users to affirmatively accept the new material version before continuing. We will not apply a materially more permissive data practice retroactively without the notice and consent required by applicable law.

10. Contact Us

For questions about this Privacy Policy or to exercise your privacy rights: