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Privacy Policy

Last updated: May 25, 2026

This Privacy Policy describes how e-HOAPrime handles personal information when your HOA and its members use our platform.

1. Overview

This Privacy Policy explains how e-HOAPrime ("we", "us") collects, uses, and protects personal information when HOAs and their members use our platform.

We process data as a service provider to your HOA. Your HOA remains responsible for informing members about community data practices.

2. Information we collect

Depending on your role and HOA configuration, we may process:

  • Account details: name, email, phone, role, login activity.
  • Property and membership: unit, block, phase, ownership or tenancy status.
  • Billing and transactions: dues, payments, balances, and related notes entered by the HOA.
  • Operational records: visitor passes, facility bookings, complaints, document requests, marketplace listings, elections, and audit logs.
  • Communications: announcements, SMS or email content sent through the platform, and delivery status.
  • Technical data: IP address, browser type, device information, and cookies needed for security and session management.

3. How we use information

We use personal information to:

  • Provide, maintain, and secure the Service.
  • Authenticate users and enforce role-based access.
  • Enable HOA billing, reporting, and community operations.
  • Send service-related notices and support responses.
  • Improve performance, fix errors, and prevent fraud or abuse.
  • Comply with legal obligations.

4. Sharing of information

We do not sell personal information. We may share data with:

  • Your HOA's authorized administrators, staff, and board members, according to role permissions.
  • Service providers (e.g., hosting, SMS gateways, email delivery) bound by confidentiality and data-processing obligations.
  • Authorities when required by law or to protect rights, safety, and security.

5. Retention

We retain information while the HOA's account is active and as needed for legal, accounting, or dispute-resolution purposes. HOAs may request export or deletion subject to contractual terms and applicable law.

6. Security

We implement reasonable technical and organizational measures to protect data, including access controls and encrypted transport where supported. No system is completely secure; users must protect their credentials.

7. Your rights

Under the Data Privacy Act of 2012 (RA 10173), you may have rights to access, correct, or object to certain processing. Contact your HOA administrator first for records held on their behalf. You may also contact us at the details below.

8. Cookies

We use essential cookies and similar technologies for authentication and security. We do not use non-essential tracking cookies for advertising on the core HOA application.

9. Children

The Service is intended for HOA operations and adult members. We do not knowingly collect personal information from children under 13 without parental consent.

10. Changes

We may update this Privacy Policy from time to time. The revised version will be posted with an updated date.

11. Contact

Privacy inquiries: support@ehoaprime.local

Phone: +63 975 335 9558

Philippines — serving homeowner associations nationwide