Privacy Policy

1. Introduction

Open Book HOA LLC (“we,” “us,” or “our”) operates a homeowner association management and transparency platform. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our platform.

2. Our Data Roles

Open Book HOA LLC acts as both a Data Processor and an independent Data Controller, depending on the type of data involved:

• Data Processor — We process HOA data (documents, financial records, member information) on behalf of the homeowner association. The HOA remains the Data Controller for this data.
• Data Controller — We independently control data related to user accounts, authentication, platform analytics, and security monitoring.

3. Information We Collect

We collect information that you provide directly, including:

• Account information (name, email address, password)
• HOA membership details (unit number, ownership records)
• Documents you upload (invoices, bank statements, contracts, meeting minutes)
• Financial records (assessments, transactions, budgets)
• Communications through the platform

Important: Users should not upload highly sensitive personal information, including but not limited to Social Security numbers, full bank account numbers, credit card numbers, or passwords.

4. AI Processing of Your Data

We use artificial intelligence services to enhance your experience. Documents you upload may be processed by AI to extract text, classify content, and generate summaries. AI processing is performed by third-party providers including Anthropic (Claude) and OpenAI.

Your documents are sent to these providers solely for processing your requests. Neither Anthropic nor OpenAI uses your data to train their models when accessed through our platform's API.

AI-generated content is not legal, financial, or professional advice. AI outputs may be inaccurate or incomplete and should always be reviewed and verified by a qualified person before reliance. See our AI Disclosure for full details.

5. Third-Party Services

We use the following third-party services:

• Supabase — Authentication, database storage, and file storage
• Anthropic (Claude) / OpenAI — AI-powered document analysis and text extraction
• Vercel — Application hosting and deployment

Each of these providers maintains their own privacy practices. We encourage you to review their respective privacy policies. Data may be processed and stored in the United States and other jurisdictions where our service providers operate.

6. How We Use Your Information

• Providing and maintaining the platform
• Processing and managing HOA documents
• Facilitating transparency of HOA financial operations
• Generating AI-assisted document summaries and analyses
• Sending service-related notifications
• Security monitoring and fraud prevention
• Improving platform functionality and user experience

7. Data Accuracy

Open Book HOA LLC does not guarantee the accuracy, completeness, or legality of any documents or data uploaded by users or HOAs. Users and HOAs are responsible for ensuring that uploaded documents do not contain unauthorized or unlawfully obtained personal data.

8. Financial System Disclaimer

Open Book HOA LLC is not an accounting system and does not guarantee financial accuracy, reconciliation, or compliance with accounting standards. Financial data displayed on the platform is derived from user-uploaded documents and AI processing, both of which may contain errors. Users should rely on qualified accounting professionals for official financial reporting and compliance.

9. Data Retention

We retain your personal information for as long as your account is active or as needed to provide services. HOA records are retained in accordance with HOA-provided retention policies or applicable legal requirements. Upon account termination, data is deleted or returned as described in our Data Processing Agreement.

Residual copies of data may persist in encrypted backups for a limited period (up to 30 days) after deletion, after which they are permanently purged. Backup data is not accessible for regular operations and is retained solely for disaster recovery purposes.

10. Data Security

We implement industry-standard security measures including encryption in transit (TLS 1.2+) and at rest, role-based access controls with the principle of least privilege, row-level security policies for tenant data isolation, and audit logging of data access and modifications.

While we implement industry-standard security measures, no system is completely secure, and users acknowledge this risk. We cannot guarantee absolute security of data transmitted to or stored on the platform.

11. Data Processing Locations

Data may be processed and stored in the United States and other jurisdictions where our service providers operate. By using the platform, you consent to the transfer of your data to these locations.

12. Your Rights

Depending on your jurisdiction, you may have the right to access, correct, delete, or export your personal data. For data where Open Book HOA LLC acts as Data Processor, please contact your HOA administrator. For data where we act as Data Controller (account information), contact us directly.

13. HOA Responsibilities

The homeowner association (HOA) is solely responsible for compliance with applicable laws and regulations, including but not limited to record retention, disclosure requirements, and data accuracy. HOAs are responsible for determining the lawful basis for processing personal data of their members.

14. Service Availability

The Service is provided “as is” and “as available” without warranties of any kind, either express or implied. Open Book HOA LLC does not warrant that the platform will be uninterrupted, error-free, or secure at all times.

15. Limitation of Liability

To the maximum extent permitted by law, Open Book HOA LLC shall not be liable for any indirect, incidental, consequential, or special damages, including loss of data, financial loss, or disputes arising from HOA records stored or processed on the platform.

16. Indemnification

You agree to indemnify and hold harmless Open Book HOA LLC from any claims, damages, or legal actions arising from:

• Content you upload to the platform
• HOA compliance failures
• Misuse of the platform or violation of this Privacy Policy

17. 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 with a revised “Last Updated” date and, where appropriate, via email notification.

18. Contact Us

If you have questions about this Privacy Policy, please contact us at privacy@openbookhoa.com.