Privacy Policy

Last Updated: October 2026

HOA Nexus, LLC ("HOA Nexus," "we," "our," or "us") is a California community association management company. This Privacy Policy explains how we collect, use, share, and protect personal information through:

• Our website (this site), and
• Foundation, our community management platform, including the Foundation resident portal and the Foundation mobile app for iOS (together, the "Portal").

We provide the Portal on behalf of the homeowners associations we manage ("Associations"). Much of the information in the Portal is an Association record that the Association is required to keep under California law, including the Davis-Stirling Common Interest Development Act. Where that is the case, this policy says so.

1. Information We Collect

Website visitors and prospective clients

• Contact information: name, email address, phone number, and association details
• Communication data: messages, inquiries, and correspondence with our team
• Usage data: information about how you interact with our website
• SMS marketing data: phone numbers and consent preferences for text message campaigns

Portal users (homeowners, board members, tenants, vendors, and staff)

Portal accounts are created by HOA Nexus for existing Association members, residents, vendors, and staff. Users do not create their own accounts. Depending on your role, the Portal may contain:

• Identity and contact details: name, email address, phone numbers, mailing address, unit or property address, and the Association you belong to
• Account and financial information: assessment balances, ledger transactions, payment history, and delinquency status as maintained by the Association. For vendors: business, insurance, tax, and payment-remittance details
• Association activity: maintenance and work orders, architectural requests, violations and related notices, homeowner requests, survey responses, nominations, and board votes
• Documents and photos: files and images you or our staff upload, including inspection photos. Photos may contain location (GPS) data, which we use to identify the property involved
• Communications: emails, text messages, and comments exchanged with our team or your board through the Portal
• Consents and preferences: your electronic-delivery consent under California Civil Code §4040, texting consent, and notification preferences
• Tenant and occupant information: tenant names, contact details, and lease dates that owners provide
• Technical data: login activity and basic device and browser information needed to keep your session secure

The Portal does not show advertising and does not track you across other companies' apps or websites.

2. How We Use Your Information

• Provide management services to your Association, including accounting, maintenance, violations, architectural review, meetings, elections, and required disclosures
• Send you notices, statements, and updates by email, text, mail, or in the Portal, according to your preferences and California law
• Respond to your requests and provide customer support
• Route requests and documents for board review and approval
• Send marketing messages by SMS or email, only with your consent
• Maintain the security of the Portal and prevent misuse
• Analyze and improve our website, Portal, and services
• Comply with legal obligations and protect our rights and those of the Associations we serve

3. Text Messages

Service messages

If you consent to texting, we may send Association-related texts such as notices, reminders, and replies to your messages. You can choose all messages, urgent messages only, or no texts at any time.

SMS marketing program

By opting in to our SMS marketing program, you consent to receive recurring automated marketing text messages from HOA Nexus at the phone number provided. Consent is not a condition of purchase. Message and data rates may apply. Message frequency varies.

You can opt out of any text program at any time by replying STOP. Reply HELP for assistance. We do not share mobile numbers or texting consent with third parties for their marketing purposes.

4. Artificial Intelligence (AI) Features

Foundation uses AI services to help our staff work faster and more accurately. Uses include reading and summarizing documents, organizing incoming email and messages, drafting responses for staff review, extracting information from invoices and financial reports, and assisting with meeting minutes. To do this, relevant content, which may include personal information such as names, unit addresses, and the content of messages or documents, is sent to third-party AI providers. These are Anthropic (Claude) and the AI models made available through our platform provider, Base44.

These providers process the information only to return results to us, under their business terms. AI output is a draft or aid for our staff. It does not make final decisions about violations, fines, approvals, or your account. If you have questions about how AI is used with your information, contact us using the details below.

5. How We Share Information

We do not sell or rent your personal information, and we do not share it for cross-context behavioral advertising. We share information only as follows:

• With your Association and its board: as needed to govern and operate the Association, and as required by the Association's governing documents and California law
• With service providers who help us operate: including platform hosting (Base44); Association accounting (FrontSteps, Caliber); email, calendar, documents, and collaboration (Google Workspace including Maps, Drive, Calendar, and Sheets; Microsoft 365; Slack; Missive); text messaging (Twilio, ClickSend, RingCentral, Beetexting); electronic signatures (BoldSign, SignatureAPI); video meetings (Zoom); task and relationship management (ClickUp, Pipedrive); and the AI providers described in Section 4. These providers may use the information only to provide services to us
• With vendors performing work for your Association: limited details, such as a unit address and contact name, needed to complete a work order
• With professional advisors: such as attorneys, auditors, and accountants
• When required by law: to comply with legal process, court orders, or requests from government or regulatory agencies, or to protect rights and safety

6. Association Records and Data Retention

Many Portal records, including the membership list, ledgers, violation and hearing records, architectural decisions, minutes, and election materials, belong to your Association. California law requires the Association to keep them. We keep these records for as long as we manage the Association and as required by law, and we return them to the Association if our management ends.

Under California Civil Code §5220, members may opt out of having their contact information shared with other members through the Association's membership list. To opt out, send a written request to your community manager or to support@hoanexus.com.

Information that is not an Association record, such as website inquiries and marketing preferences, is kept only as long as needed for the purposes described in this policy.

7. Your Portal Account

Portal access is managed by HOA Nexus. To remove your Portal access, contact your community manager or email support@hoanexus.com. Removing Portal access ends your login. It does not delete Association records or change your membership, account history, or the notices the Association is required to send you by mail or email.

8. Data Security

We use technical and organizational safeguards, including encrypted connections, role-based access controls, and restricted staff access, to protect personal information against unauthorized access, alteration, disclosure, or destruction. No system is completely secure, so please keep your login credentials private.

9. Your Rights and Choices

• Access and receive a copy of your personal information
• Request correction of inaccurate information
• Request deletion of your information, subject to the Association record and legal retention requirements described in Section 6
• Change your notification, texting, and electronic-delivery preferences in the Portal or by contacting us
• Opt out of marketing communications at any time
• Withdraw consent for SMS by texting STOP

California residents may have additional rights under California privacy law. These include the right to know what personal information we collect and how it is used and shared, and the right not to be discriminated against for exercising privacy rights. We do not sell or share personal information as those terms are defined under California law. To make a request, contact us using the details below. We may need to verify your identity before responding.

10. Children's Privacy

Our website and Portal are not directed to individuals under the age of 18, and we do not knowingly collect personal information from children. Tenant or occupant information provided by an owner is limited to what the Association needs to operate.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will post the updated policy on this page and update the "Last Updated" date. If we make material changes, we will also notify Portal users.

12. Contact Us

If you have questions about this Privacy Policy or our data practices, or want to make a privacy request, please contact us: