Privacy Policy
Last updated: February 28, 2026
This Privacy Policy explains how Small HOA collects, uses, and protects information when you use our platform. We are committed to safeguarding the privacy of HOA administrators, board members, and homeowners.
1. Information We Collect
We collect information you provide when creating an account (name, email address, phone number), information your HOA administrators enter about properties and members, financial records such as invoices and payment history, documents uploaded to the platform, communications sent through the platform, and usage data such as login times and feature interactions.
2. HOA Community Data
HOA administrators may enter information about community members, including names, addresses, contact details, and property information. This data is entered and managed by your HOA's authorized administrators. Small HOA processes this data on behalf of your HOA. Each HOA's data is strictly isolated and never shared with other organizations on the platform.
3. How We Use Your Information
We use your information to provide and operate the platform, process dues payments and financial transactions, send transactional emails (invoices, receipts, notifications), provide customer support, improve the platform's features and performance, and comply with legal obligations. We do not sell your personal information or use it for advertising.
4. Information Sharing
We do not sell, rent, or trade your personal information. We share data only with Stripe for payment processing, email delivery providers for transactional notifications, cloud hosting providers that store platform data, and as required by law or legal process. All third-party providers are bound by data processing agreements.
5. Payment Information
Payment processing is handled by Stripe. We do not store credit card numbers or bank account details on our servers. Stripe's handling of payment information is governed by their privacy policy and PCI DSS compliance. We store only transaction records (amounts, dates, status) for your financial reporting.
6. Data Security
We protect your data using encryption in transit (TLS) and at rest, strict multi-tenant isolation ensuring each HOA's data is completely separate, role-based access controls within each HOA, regular security reviews, and automated database backups. While no system is 100% secure, we take reasonable measures to protect your information.
7. Data Retention
We retain your data for as long as your account is active. Financial records are retained as required by applicable law. After account deletion, your data is permanently removed within 30 days. You may request data export at any time through your account settings.
8. Your Rights
You have the right to access, correct, or delete your personal information, export your data, opt out of non-essential communications, and request information about how your data is processed. HOA members should contact their HOA administrator for questions about community data. To exercise these rights, contact us at support@smallhoa.com.
9. Cookies and Tracking
We use essential cookies to maintain your login session and remember your preferences (such as language selection). We do not use third-party advertising or tracking cookies. Analytics data is collected in aggregate to improve the platform and is not used to identify individual users.
10. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of material changes via email or through the platform. The date at the top of this page indicates when the policy was last updated.
11. Contact Us
If you have questions about this Privacy Policy or how we handle your data, please contact us at: