HOA Base← Back to Home

Privacy Policy

Effective Date: April 20, 2026

1. Introduction

Tisacrest LLC, doing business as HOA Base ("we," "us," or "our"), operates the hoabase.io website and platform (the "Service"). This Privacy Policy describes how we collect, use, disclose, and protect your personal information when you use our Service. By accessing or using HOA Base, you agree to the practices described in this policy.

2. Information We Collect

2.1 Information You Provide

  • Account Information: Name, email address, phone number, and authentication credentials when you create an account or are invited by a community manager.
  • Profile Information: Profile pictures, household member details, and directory preferences.
  • Property Information: Home address, unit/lot number, property details (square footage, bedrooms, bathrooms).
  • Subscription Information: Community manager billing details processed through our third-party payment processor, Stripe. We do not store full credit card numbers on our servers. Note: HOA Base does not process resident HOA dues payments directly — community managers configure their own payment options for residents outside the platform.
  • Communications: Messages, threads, maintenance requests, ARC requests, records requests, and other communications submitted through the platform.
  • Vehicle & Pet Registrations: Vehicle make, model, color, license plate; pet type, breed, and name.
  • Guest Registrations: Guest names, visit dates, and duration.
  • Documents: Files you upload, including governance documents, meeting minutes, and attachments.

2.2 Information Collected Automatically

  • Usage Data: Pages visited, features used, timestamps, and interactions with the Service.
  • Device Information: Browser type, operating system, and device identifiers.
  • Log Data: IP addresses, access times, and referring URLs.

2.3 Information from Third Parties

  • Social Sign-In: If you sign in with Google or Apple, we receive your name and email address from those providers.
  • Community Managers: Your community manager may provide your name, email, and home assignment when inviting you to the platform.

3. Cookies and Local Storage

HOA Base does not use third-party advertising, marketing, or cross-site tracking cookies, and we do not sell or share your information for behavioral advertising. Because we do not use non-essential tracking technologies, we do not display a cookie consent banner. We rely only on the following browser storage, which is either strictly necessary to operate the Service or limited to anonymous, first-party analytics:

  • Authentication & Session (strictly necessary): We store your sign-in tokens and short-lived session state in your browser's local storage so you can stay securely logged in. The Service cannot function without this.
  • First-Party Analytics (anonymous): We record aggregate pageview data — such as which pages are visited, traffic sources, and landing pages — to understand how the Service is used. This uses a randomly generated, anonymous identifier kept in your browser to de-duplicate visits. It is first-party only, contains no personal information, is never shared with third parties, and does not track you across other websites. Account, invite, and other sensitive identifiers are removed before any analytics data is sent.

We do not use Google Analytics, advertising pixels, or similar third-party trackers. You can clear this browser storage at any time through your browser settings, though doing so will sign you out of the Service.

4. How We Use Your Information

We use your information to:

  • Provide, operate, and maintain the Service.
  • Process community manager subscription billing through Stripe.
  • Send transactional emails (invitations, magic links, payment confirmations, announcements, and notifications).
  • Enable community management features such as compliance tracking, violation management, and meeting scheduling.
  • Power AI-assisted features, including document summarization and Q&A, using Amazon Bedrock.
  • Generate reports, analytics, and financial summaries for community managers and administrators.
  • Maintain audit logs of significant actions for security and compliance purposes.
  • Respond to your inquiries and provide customer support.
  • Improve the Service and develop new features.
  • Comply with legal obligations, including state-specific HOA statutes.

5. How We Share Your Information

We do not sell your personal information. We may share your information in the following circumstances:

  • Within Your Community: Your name, contact information, and property details may be visible to your community manager, board members, and (if you opt in) other residents through the community directory.
  • Service Providers: We share data with third-party providers who assist in operating the Service, including:
    • Amazon Web Services (AWS): Cloud hosting, data storage (DynamoDB, S3), email delivery (SES), authentication (Cognito), and AI processing (Bedrock).
    • Stripe: Subscription billing for community managers.
    • Google & Apple: Social sign-in authentication.
  • Legal Requirements: We may disclose information if required by law, regulation, legal process, or governmental request.
  • Business Transfers: In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of the transaction.
  • With Your Consent: We may share information for other purposes with your explicit consent.

6. Data Storage and Security

Your data is stored on Amazon Web Services infrastructure in the United States. We employ industry-standard security measures, including:

  • HTTPS encryption for all data in transit.
  • Encryption at rest for stored data.
  • JWT-based authentication and role-based access controls.
  • Private S3 buckets with CloudFront Origin Access Control.
  • Presigned URLs for secure file uploads.
  • Automatic session timeouts after 20 minutes of inactivity.

While we take reasonable measures to protect your information, no method of transmission or storage is 100% secure. We cannot guarantee absolute security.

7. Data Retention

We retain your personal information for as long as your account is active or as needed to provide the Service. When you submit a move-out request, your account enters a 30-day deactivation period before data is scheduled for deletion. Certain data may be retained longer to comply with legal obligations, resolve disputes, or enforce our agreements.

Uploaded documents follow a lifecycle policy: after 30 days of inactivity, files transition to infrequent access storage, and after 90 days to intelligent tiering, to optimize costs while maintaining availability.

8. Your Rights and Choices

Depending on your jurisdiction, you may have the following rights:

  • Access: Request a copy of the personal information we hold about you.
  • Correction: Request correction of inaccurate or incomplete information.
  • Deletion: Request deletion of your personal information, subject to legal retention requirements.
  • Portability: Request your data in a portable format.
  • Opt-Out of Directory: You can control your visibility in the community directory through your account settings.
  • Communication Preferences: You can manage notification preferences in your account settings.

To exercise any of these rights, contact us at hello@hoabase.io.

8.1 Nevada Residents (NRS 603A)

Under Nevada's Privacy of Information Collected on the Internet from Consumers Act (NRS 603A.300 to 603A.360), Nevada consumers have the right to submit a verified request directing an operator not to make any sale of certain "covered information" collected about them. HOA Base does not sell your personal or covered information, and we have no plans to do so. If our practices ever change, we will update this policy and honor verified opt-out requests. To submit a request or ask about your Nevada privacy rights, email us at hello@hoabase.io.

9. Age Requirement

The Service is intended for users who are at least 18 years of age. We do not knowingly collect personal information from individuals under 18. If we learn that we have collected information from a person under 18, we will take steps to delete it promptly.

10. AI-Powered Features

Our Service uses artificial intelligence (Amazon Bedrock) to provide document summarization and question-answering features. When you use these features:

  • Document content is sent to Amazon Bedrock for processing.
  • AI-generated summaries and answers are provided for informational purposes only and should not be treated as legal or professional advice.
  • We do not use your documents to train AI models.

11. Third-Party Links

The Service may contain links to third-party websites or services. We are not responsible for the privacy practices of these third parties. We encourage you to review their privacy policies before providing them with your information.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on this page and updating the effective date. Your continued use of the Service after changes are posted constitutes acceptance of the revised policy.

13. Contact Us

If you have questions about this Privacy Policy or our data practices, contact us at:

Tisacrest LLC (d/b/a HOA Base)
Email: owner@tisacrest.com