Privacy

What we collect

• Board members — name, email, phone (if provided), and the organizations you belong to.
• Homeowners — name, email, phone, property address, and the content of any requests they submit (including photos and PDFs).
• Audit data — every action taken in the app (who voted, who decided, when each notification was sent). This data is immutable by design.

What we don't do

• We do not sell your data.
• We do not use your data to train AI models.
• We do not show ads or track you across the web. There are no third-party analytics or marketing pixels on this site.

Who can see what

Each organization's data is visible only to that organization's members. Homeowners see only their own request via the private status link emailed to them. The HOA ARC team has access to your data only for the purpose of operating the service or when you ask us to help with a support issue.

Subprocessors

HOA ARC runs on a small number of vendors:

• Neon — Postgres hosting (US region).
• Cloudflare — application runtime, document storage (R2), and the AI embeddings model used by the pre-flight check (Workers AI).
• Resend — transactional email.
• Twilio — SMS alerts.
• Stripe — payments. We never see your card details.
• DeepSeek — the LLM behind the pre-flight check (deepseek-chat). Per DeepSeek's API terms, prompts sent via their paid API are not used for model training. (We may fall back to Anthropic's Claude Haiku if DeepSeek is unavailable; their API terms make the same no-training commitment.)

AI pre-flight check

When a homeowner uses the pre-flight check on the submission form, we send the following to our AI provider (DeepSeek, with Anthropic as fallback) for a single-turn synthesis:

• The draft project description and project type the homeowner has typed
• Up to 4 short excerpts from this HOA's past decided requests (selected by similarity search)
• Up to 4 short excerpts from this HOA's uploaded governing documents

We do not send homeowner phone numbers, email addresses, or attachments. Each pre-flight call is stateless: our AI providers do not retain the data for future calls or model training (per their API terms of service). The result you see in the UI is an advisory preview — it is not a decision, and your HOA board has full authority to issue any outcome they choose.

Image analysis (when enabled by your HOA). If your HOA has opted in to image review, the photos you upload with a pre-flight check are also sent to Anthropic for a single vision-model call. We send only up to 3 images per check, capped at 5 MB each. The model returns short text findings about photo clarity or relevance — it does not receive your name, address, or other identifying information beyond what you typed in the description. Anthropic does not retain prompts or images from API calls for model training (per their API terms). Image analysis is off by default and is only enabled per-HOA by the HOA ARC platform admin.

Data retention and deletion

You can request deletion of your organization's data at any time. We will delete operational data (members, requests, documents) within 30 days. The audit log is retained for a longer period only to satisfy legal-defensibility needs and can be exported on request.

Contact

Questions: privacy@hoa-arc.com.