Privacy Policy

1. Introduction

At KindHOA ("we," "our," or "us"), we respect your privacy and are committed to protecting the personal data of our users ("you" or "your"). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website (kindhoa.com) or use our application and services.

2. Information We Collect

We collect information that you provide directly to us or your HOA board, including:

• Personal Data: Name, email address, physical address, and phone number when you create an account or are added by an HOA admin.
• Financial Data: While you may pay HOA dues through our platform, all payment processing is handled securely by our third-party payment processor (Stripe). We do not store or process your full credit card details or bank account numbers.
• Communications: Any messages, announcements, violation notices, or maintenance requests you send through the platform.
• HOA Records: Documents, covenants, resident directories, and financial ledgers uploaded by HOA administrators.

We also automatically collect standard log and usage data when you access the Services, such as IP address, browser type, and interaction metrics.

3. How We Use Your Information

We use the collected information for the following purposes:

• To provide, operate, and maintain the KindHOA platform.
• To facilitate communication between you, your HOA board, and your neighbors.
• To process transactions and send related information, including payment confirmations and invoices.
• To send administrative notifications, such as password resets or community announcements.
• To monitor and analyze usage trends and improve the user experience.

We do not sell your personal data to third parties, data brokers, or advertisers under any circumstances.

4. How We Share Your Information

Your information may be shared in the following situations:

• Within Your HOA: Certain information (like your name and address) is visible to your HOA board members to facilitate community management. Depending on your HOA's settings, limited info may be visible in a resident directory.
• Service Providers: We may share data with trusted third-party vendors who perform services on our behalf, such as cloud hosting (Supabase), email delivery (Resend), and payment processing (Stripe). These providers are contractually obligated to protect your data.
• Legal Obligations: We may disclose your information where required by law, subpoena, or if we believe it is necessary to protect the rights, property, or safety of KindHOA, our users, or others.

4a. AI Features and Google Data Processing

KindHOA provides an optional AI document assistant powered by Google's Gemini API. When this feature is used, the following applies:

• What is sent to Google: When a document is enabled for AI indexing, the extracted text content of that document is transmitted to Google's Gemini API to generate vector embeddings. No original file binary (PDF, DOCX, etc.) is sent — only the text we extract from it.
• When you ask the AI Chatbot a question: Your question text is sent to Google's Gemini API to generate a response. KindHOA does not attach your name, email, or any personally identifiable information to these queries.
• What is not sent: Payment data, passwords, and resident personal data are never sent to Google. Only document text and user-typed chat questions are transmitted.
• Board member control: Board members can toggle AI indexing off for individual documents at any time from the Documents tab. Disabled documents are permanently excluded from Google processing.
• Google's own policies: Text sent to Google is subject to Google's Privacy Policy and the Gemini API Terms of Service. We recommend reviewing those policies if you have concerns about how Google handles submitted data.
• Opt-out: If your HOA does not wish to use AI features at all, board members may leave all documents with AI indexing disabled and simply not use the AI Chatbot. No data will be sent to Google in that case.

5. Data Security

We implement industry-standard administrative, technical, and physical security measures to help protect your personal information, including encryption in transit and at rest. However, no electronic transmission over the internet or information storage technology can be guaranteed to be 100% secure. You are responsible for keeping your login credentials confidential.

6. Your Data Rights and Portability

KindHOA acts as a data processor for the Homeowners Associations that use our platform, who act as the data controllers. If you wish to access, correct, or delete personal data held by your HOA, please contact your HOA board directly.

HOA Administrators retain full ownership of their community data. Administrators can export their resident list, financial records, and documents at any time. If an HOA terminates its account, its data will be securely deleted from our active systems in accordance with our retention policies.

7. Children's Privacy

The Services are not intended for or directed to children under the age of 13. We do not knowingly collect personal information from children. If you become aware that a child has provided us with personal data, please contact us so we can delete it.

8. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or for other operational, legal, or regulatory reasons. We will post the updated policy on this page with a revised "Last Updated" date.

9. Contact Us

If you have questions or comments about this Privacy Policy or how your data is handled, please contact us at:
Email: support@kindhoa.com