How we handle your information.

When you fill out our contact form, we receive your name, email address, an optional community name, and your message. When you sign up for a community newsletter, we receive your email address. When you email us at the addresses listed on our Contact page, we receive your email address and the contents of your message.

Our website is hosted by a service provider that keeps standard server logs (IP address, browser, requested URL, timestamp) for security, debugging, and aggregate usage measurement.

Our website is not directed at children under 13, and we don’t knowingly collect personal information from them.

We use information we collect to:

• Respond to inquiries from Boards or homeowners who contact us
• Send community newsletters to homeowners who signed up
• Operate and maintain our website and email infrastructure
• Comply with applicable tax and business regulations
• Defend our rights if we are involved in a dispute

We don’t send marketing communications to people who haven’t asked for them. We don’t run advertising on our website or anywhere else.

To operate this website, we share certain information with third-party service providers. Each is bound by their own privacy practices and a data-handling agreement with us. We don’t share personal information with third parties for advertising or marketing.

Our website doesn’t use first-party tracking cookies, and doesn’t respond to Do Not Track signals from your browser. We don’t build individual profiles or track your activity across sessions or other sites regardless of DNT setting.

Newsletter emails may contain tracking pixels and rewritten links to measure open and click rates. Every email contains an unsubscribe link.

We may disclose information when required by law, to protect rights or safety, or in connection with a business transaction such as a sale of the company.

We use commercially reasonable measures to protect personal information, but no method of internet transmission or storage is completely secure.

Different categories of information are kept for different lengths of time:

• Form submissions and inquiry correspondence: kept while we’re working with you, archived for up to three years afterwards as a business record.
• Newsletter subscriber lists: kept until you unsubscribe.
• Server logs: kept per our hosting provider’s policies, typically 30 to 90 days.

Records that are part of an active dispute or legal matter are retained until the matter is fully resolved. We delete information sooner if you ask, except where we’re legally required to retain it.

You can:

• Ask what information we hold about you
• Ask us to correct or delete information about you
• Unsubscribe from newsletters at any time using the link in every email
• Withdraw consent for any optional processing

Exercising any of these rights won’t affect the services we provide to you.

California residents have additional rights under California law. You may request a list of personal information we have collected, used, disclosed, or sold over the past twelve months, and you may request to opt out of the sale of personal information. We don’t sell personal information — we never have. The California “Shine the Light” law (Civil Code §1798.83) lets residents request a list of personal information we’ve shared with third parties for direct marketing; we don’t share for direct marketing, so this list would be empty.

To exercise any of these rights, email privacy@hoaqualitymgmt.com. We’ll respond within 30 days, or up to 45 days for complex requests.

We may update this policy as our practices change or as the law evolves. The “Last updated” date at the top reflects the most recent revision. For changes that materially affect how we handle information about current clients or newsletter subscribers, we’ll communicate the change directly via email before it takes effect.

Questions about this policy or how we handle information: email privacy@hoaqualitymgmt.com or write to HOA Quality Management, LLC, P.O. Box 269, Oakley, CA 94561. For other inquiries, see our Contact page.