Privacy Policy

HOAHub is a software-as-a-service platform operated by HOAHub Technologies Inc., a company registered in the Philippines. We provide homeowners associations ("HOAs") with tools to manage billing, gate security, elections, accounting, and community engagement.

When your HOA uses HOAHub, we act as a Personal Information Processor on their behalf for homeowner data. Your HOA remains the Personal Information Controller. For our own users (platform accounts, prospects, marketing contacts) we act as Controller directly.

Depending on how you interact with HOAHub, we may collect the following categories of personal information:

• Identity data — full name, homeowner or officer role, lot/unit number.
• Contact data — email address, mobile number, mailing address inside the subdivision.
• Billing data — dues, payment history, receipts, payment channel references (we do not store card numbers).
• Access data — login timestamps, IP address, browser and device metadata for security and audit logs.
• Gate & security data — QR codes generated for visitors, vehicle plate numbers, patrol checkpoints scanned.
• Communications — announcements, service requests, forum posts, and support tickets you submit.

We only process personal information for legitimate, lawful purposes. Specifically:

• To deliver the HOAHub service to your association (billing, gate QR, elections, accounting).
• To secure your account and detect fraudulent access.
• To respond to support requests and communicate service updates.
• To comply with Philippine laws including RA 9904 (Magna Carta for Homeowners), RA 10173 (Data Privacy Act), and BIR rules on receipts and records.
• To improve HOAHub through aggregated, non-identifying usage metrics.

Under RA 10173, you have the right to be informed, to object, to access, to rectify, to erase, to damages, to data portability, and to file a complaint with the National Privacy Commission (NPC). To exercise any of these rights, email [email protected] from the address associated with your account.

We will acknowledge requests within 5 business days and respond substantively within 30 days.

HOAHub is hosted on SOC 2 Type II data centers with encryption in transit (TLS 1.2+) and encryption at rest for backups. Access to production systems is restricted to a minimum-necessary set of engineers under a documented access-review policy. All administrative actions are logged in an immutable audit trail.

We retain personal information for as long as your HOA maintains an active HOAHub subscription plus a 30-day grace period after cancellation, during which data can be exported. After the grace period, personal information is permanently deleted or fully anonymized, except where longer retention is required by Philippine law (e.g., BIR-mandated 10 years for accounting records).

We use a small number of vetted sub-processors to deliver HOAHub. These include cloud infrastructure (DigitalOcean, Cloudflare), payment gateways (PayMongo for GCash/Maya/card), and email delivery (Resend). A current list is available on request from [email protected].

HOAHub uses strictly-necessary cookies for authentication and session management. We do not use third-party advertising cookies. We use privacy-respecting analytics that measures aggregate page visits without tracking individuals.

We will notify HOA administrators by email at least 30 days before any material change takes effect, and we will update the "Last updated" date at the top of this page.