Privacy Policy

Last Updated: July 11, 2025

Welcome to VirtualHOA.com! We are committed to protecting your privacy and ensuring you have a positive experience on our website. This Privacy Policy outlines how we collect, use, disclose, and safeguard your information when you visit our website and use our services.

By accessing or using VirtualHOA.com, you agree to be bound by the terms and conditions of this Privacy Policy. If you do not agree with the terms of this Privacy Policy, please do not access the site.

1. Information We Collect

We may collect personal information from you in a variety of ways, including, but not limited to, when you visit our site, register on the site, place an order, fill out a form, respond to a survey, and in connection with other activities, services, features, or resources we make available on our site.

a. Personal Information:

Contact Information: Name, email address, mailing address, phone number.
Account Information: Username, password (encrypted).
HOA-Related Information: Property address, homeowner status, community details, payment information (if applicable for dues or services).
Communications: Records of your correspondence with us.

b. Non-Personal Information:

Log Data: Information that your browser sends whenever you visit our site, such as your computer's Internet Protocol ("IP") address, browser type, browser version, the pages of our site that you visit, the time and date of your visit, the time spent on those pages, and other statistics.
Cookies and Tracking Technologies: We may use cookies, web beacons, and other tracking technologies to collect information about your browsing behavior and preferences.

2. How We Use Your Information

We use the information we collect for various purposes, including:

To Provide and Maintain Our Service: To operate and deliver the services you request, such as managing HOA communications, documents, and community features.
To Personalize User Experience: To understand how our users as a group use the services and resources provided on our site and to tailor content to your interests.
To Improve Our Site: We continually strive to improve our website offerings based on the information and feedback we receive from you.
To Process Transactions: To process payments for services or dues, if applicable.
To Send Periodic Emails: We may use the email address to send user information and updates pertaining to their HOA, respond to inquiries, questions, and/or other requests.
To Administer a Contest, Promotion, Survey, or Other Site Feature: To provide you with relevant information and opportunities.
For Security: To protect the security and integrity of our website and services.
For Legal Compliance: To comply with applicable laws and regulations.

3. How We Protect Your Information

We adopt appropriate data collection, storage, and processing practices and security measures to protect against unauthorized access, alteration, disclosure, or destruction of your personal information, username, password, transaction information, and data stored on our site.

Encryption: We use SSL (Secure Socket Layer) technology to encrypt data transmission.
Access Control: Access to your personal data is restricted to authorized personnel who need to know that information to process it on our behalf.
Regular Security Audits: We regularly review our information collection, storage, and processing practices, including physical security measures, to guard against unauthorized access to systems.

4. Sharing Your Personal Information

We do not sell, trade, or rent your personal identification information to others. We may share generic aggregated demographic information not linked to any personal identification information regarding visitors and users with our business partners, trusted affiliates, and advertisers for the purposes outlined above.

We may share your information with:

HOA Board Members and Management: Relevant information may be shared with your HOA's board members or property management company to facilitate the operation and management of your community.
Service Providers: We may use third-party service providers to help us operate our business and the site or administer activities on our behalf, such as sending out newsletters or surveys. We may share your information with these third parties for those limited purposes provided that you have given us your permission.
Legal Requirements: We may disclose your information if required to do so by law or in response to valid requests by public authorities (e.g., a court order or a government agency request).

5. Third-Party Websites

Users may find advertising or other content on our site that links to the sites and services of our partners, suppliers, advertisers, sponsors, licensors, and other third parties. We do not control the content or links that appear on these sites and are not responsible for the practices employed by websites linked to or from our site. These sites and services may have their own privacy policies and customer service policies. Browsing and interaction on any other website, including websites that have a link to our site, is subject to that website's own terms and policies.

6. Cookies

Our site may use "cookies" to enhance user experience. Your web browser places cookies on your hard drive for record-keeping purposes and sometimes to track information about them. You may choose to set your web browser to refuse cookies or to alert you when cookies are being sent. If you do so, note that some parts of the site may not function properly.

7. Your Choices and Rights

You have certain rights regarding your personal information:

Access and Correction: You have the right to access and update your personal information. You can usually do this through your account settings.
Deletion: You may request the deletion of your personal information, subject to certain legal obligations.
Opt-Out: You can opt-out of receiving promotional emails from us by following the unsubscribe instructions provided in those emails.

8. Changes to This Privacy Policy

VirtualHOA.com has the discretion to update this privacy policy at any time. When we do, we will revise the "last updated" date at the top of this page. We encourage users to frequently check this page for any changes to stay informed about how we are helping to protect the personal information we collect. You acknowledge and agree that it is your responsibility to review this privacy policy periodically and become aware of modifications.

9. Your Acceptance of These Terms

By using this Site, you signify your acceptance of this policy. If you do not agree to this policy, please do not use our Site. Your continued use of the Site following the posting of changes to this policy will be deemed your acceptance of those changes.

10. Contacting Us

If you have any questions about this Privacy Policy, the practices of this site, or your dealings with this site, please contact us at: info@virtualhoa.com or 833-989-4462.