Privacy

Privacy Policy

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This Privacy Policy applies to users of HOA Reply services in the United States. HOA Reply ("we," "us," "our") provides an email management and request-tracking service for homeowner association managers and boards. This Privacy Policy explains what Google user data we access, why we access it, how we use it, where we store it, and how you can request deletion.

What data we access

Basic profile information (name, email) from Google Sign-In.
Gmail messages for mailboxes you connect (subject, body, attachment filenames and MIME types only - not file contents) - used only to classify and generate reply drafts.

What we do NOT do with Gmail data

We do not use Gmail data to train machine learning models outside your workflows.
We do not use Gmail data for advertising or marketing.
We do not access messages outside the inboxes you explicitly connect.
We do not share Gmail data with third parties unrelated to providing the service.

How we use Google user data

We use Gmail data to automatically classify incoming messages (example: maintenance, violations, billing) and to generate suggested reply drafts for your review. We do not send emails on your behalf without explicit approval, and every generated draft requires explicit human review and approval before sending. We only use Google data for the purposes described here and in the onboarding UI.

Sharing and third parties

By default, all message normalization, classification, and drafting stay inside HOA Reply. We do not export Gmail data to third-party systems unless you explicitly configure an integration. We do not sell Google user data. Third-party integrations you connect are governed by their own terms and privacy policies, and may not retain or reuse Gmail data for their own purposes.

Storage, retention, and security

We store only the data necessary to provide the service (mailbox identifiers; message metadata such as subject, sender, timestamp; classifications; and user-approved drafts). By default, message metadata and drafts are retained for 90 days unless you configure a different retention period. You can configure data retention in your account settings or request deletion by contacting us. Data is encrypted in transit and at rest; access is limited to automated systems required to provide the service; HOA Reply staff do not routinely access mailbox content.

Limited Use and Google Data

We adhere to Google's Limited Use requirements. Google account and Gmail data accessed through Google OAuth is used only to provide the features described above (classification, draft generation, and logging). All generated drafts require explicit human review and approval before sending. If you revoke access from your Google account, we will no longer access that mailbox and can remove associated stored data on request.

In-product privacy notifications

When you connect a Gmail account we display clear, contextual notices describing what data will be accessed and how it will be used. These notices appear during the connection flow and inside the app header so managers can review them anytime.

Your choices, deletion, and contact

You can disconnect Gmail accounts at any time from the app settings. To request data deletion, corrections, or export of your data, use the data request option in your account settings. We respond to verified requests within 5 business days and delete data within 30 days unless legal obligations require retention.

This Privacy Policy lives at https://hoareply.com/privacy.