Privacy Policy
Effective October 22, 2026
Who we are
HOAOS is software that homeowners and condominium associations use to run their communities. It is operated by DomoDomu, Inc., 3343 Peachtree Rd NE, Ste 145 #1128, Atlanta, GA 30326 ("we"). Each association ("your association") decides what to record in HOAOS about its owners, residents and board. For that information, your association is in charge and we act on its behalf. For the information we need to run our own business, such as the account details of the board members who sign up and pay for HOAOS, we are in charge.
What we collect
| Kind of information | Examples | Where it comes from |
|---|---|---|
| Account | Name, email address, role, a password stored only as a one-way hash, the secret for 2-step sign-in stored encrypted | You or your board, when you're invited |
| Residents and units | Names, email addresses, phone numbers, mailing addresses, which unit you own or live in, move-in and move-out dates, whether you agreed to receive official notices by email | Your board, or you |
| Money | Dues, charges, payments, balances, payment plans, late fees. Card and bank details are held by Stripe, not by us | Your board, you, and Stripe |
| Community records | Documents, announcements, meetings and minutes, violations, architectural (ARC) and maintenance requests, disputes, amenity bookings, emergency contacts, insurance records | Your board, you, and other residents |
| Votes and surveys | Ballots, votes, proxies, survey answers | You |
| Usage and security | Sign-in times, the IP address and email recorded with actions in the audit log | Automatically, when you use HOAOS |
| AI records | Questions you ask, the answers and drafts produced, and how many AI credits each used | You and your board, when AI is turned on |
In a secret owner election, we store that your unit voted (and how: online, by proxy or on paper) separately from the votes themselves. Vote records carry no unit or name, only the day. Anonymous surveys work the same way.
How we use it
- To run HOAOS for your association: show your account, balance and community records, send notices and statements, take payments, count votes.
- To send email and, where your association uses them, text messages and printed letters.
- To keep HOAOS secure: sign-in checks, 2-step sign-in, rate limits, the audit log.
- To bill your association for its HOAOS subscription.
- To provide AI features your board has turned on (see "AI features").
We don't sell personal information, show advertising, or use analytics or advertising trackers.
AI features
HOAOS includes optional AI features, such as answering questions about the governing documents, drafting letters and notices, and reading uploaded documents. They are off until your board turns them on, and the board can turn them off at any time. Residents can use AI only if the board allows it.
When a feature runs, HOAOS sends the records that feature needs to Anthropic, which provides the Claude AI model, and gets the result back. For example, a question about the rules sends the question and the relevant pages of the documents. Under Anthropic's commercial terms, it does not use this information to train its models, and it deletes it within 30 days unless it must keep it longer to enforce its usage policies or by law.
We limit what goes to the AI:
- Before comparing a violation or ARC request with past ones, HOAOS removes owners' names, addresses, email addresses, phone numbers and unit numbers.
- We never send secret-ballot answers, who took part in a survey, or passwords, sign-in codes or payment details.
- AI drafts are shown to a person to review and edit before anything is sent. AI results can be wrong and are not legal advice.
We keep the question and answer or draft in HOAOS so your board can see what was produced and used. Our usage records hold how much each request cost, not its content.
A board member may also connect their own AI app (such as Claude) to HOAOS. That app then reads the association's records as that board member can see them, under the board member's own account with that AI provider (see the AI Apps Terms).
Who processes information for us
| Provider | What it does | In use |
|---|---|---|
| Amazon Web Services | Hosts HOAOS, its database and uploaded files, and sends email, in the United States | Yes |
| Stripe | Takes subscription payments from associations and dues payments from residents | Yes |
| Anthropic | Runs the AI features, when a board turns them on | Yes |
| Plaid | Connects an association's bank account to import transactions | Only if the association connects a bank |
| Lob | Prints and mails letters | Only if the association mails through HOAOS |
| Twilio | Sends text messages | Only if turned on |
We may also disclose information when the law requires it, to protect HOAOS or its users, or as part of a sale or merger of our business, under these same terms.
Cookies
HOAOS uses only the cookies it needs to work:
| Cookie | Purpose | How long |
|---|---|---|
| Sign-in | Keeps you signed in | 7 days from your last visit |
| 2-step sign-in | Remembers your password step while you enter your code | 5 minutes |
| Form protection | Stops other sites from submitting forms as you | Until you close the browser |
How long we keep it
We keep your association's records while it uses HOAOS, because associations must keep many of them (minutes, financial records, notices) for years. When an association stops using HOAOS, we keep its records for 90 days so it can export them, then delete them. Database backups are kept for 7 days. AI questions, answers and drafts are kept with the association's other records and deleted with them. Some records can't be deleted while others depend on them, such as payments recorded in the association's books and proof that a notice was delivered.
Security
All traffic is encrypted. Passwords are stored as one-way hashes and 2-step secrets are encrypted. Board members must use 2-step sign-in. Uploaded files are served only to people allowed to see them. Each association's data is kept separate from every other's.
Your choices and rights
- See and update your contact details and notification choices in HOAOS.
- Withdraw your consent to receive official notices by email; we'll mail them instead.
- To see, correct or delete other information about you, ask your association's board, since it decides what is recorded. You can also write to us at contact@domodomu.com and we'll pass the request to your board or answer it ourselves where we're in charge of the information.
- If the law where you live gives you further rights over your personal information, such as to know what we hold, to correct it or to delete it, write to us and we'll honor them as that law requires.
Children
HOAOS is for association owners, residents and boards. It is not meant for children under 13, and we don't knowingly collect their information.
Changes
We'll post any change here with a new effective date, and tell boards by email before a significant change takes effect.
Contact
DomoDomu, Inc., 3343 Peachtree Rd NE, Ste 145 #1128, Atlanta, GA 30326, contact@domodomu.com.