Privacy Policy

We are committed to protecting your personal information and your right to privacy. If you have any questions or concerns about this Privacy Policy or our practices regarding your personal information, please contact us at info@hoachatdesk.com. When you visit our website https://www.hoachatdesk.com (the "Website") and use any of our services (collectively, the "Services"), you are trusting us with your personal information. We take that responsibility seriously. This Privacy Policy explains what information we collect, how we use it, and what rights you have in relation to it. If you do not agree with any terms in this policy, please discontinue use of our Services immediately. This policy applies to all information collected through our Services, as well as any related services, sales, marketing, or events. Links to third-party sites within our Services are governed by those sites' own privacy policies — we encourage you to review them.

Information we collect falls into two categories: information you voluntarily provide and information automatically collected. Voluntarily Provided Information This is any information you knowingly and actively provide when using or participating in our services, including: • Name • Email address • Phone or mobile number • Company or HOA name • Role or title • Business address Automatically Collected Information When you visit our website, our servers may automatically log standard data from your browser, including: • IP address • Browser type and version • Pages visited and time spent • Date and time of your visit • Referring URLs and technical details about errors encountered • Marketing attribution parameters (e.g., utm_source, utm_medium, utm_campaign, utm_term, utm_content) from URLs While this data may not identify you on its own, it may be combined with other information to do so.

HOA ChatDesk processes data on behalf of property management companies and HOA boards ("Customers") to provide AI-powered resident communication services. In this context: • Resident personal information (names, addresses, contact details, and account records) is processed only as instructed by our Customers • Customers are responsible for obtaining appropriate consent from residents before using our platform to process resident data • We do not use resident data for any purpose outside of providing the agreed service to our Customers • Resident data is never sold, rented, or shared with third parties for advertising or marketing purposes • We apply strict access controls to ensure only authorized personnel can access resident data

HOA ChatDesk uses AI and large language models to power automated resident responses, document search, and ticket classification. Regarding how we handle data in this context: • When a resident submits a query, the text of that query may be processed by an AI model to generate a response • We use data from your HOA's knowledge base (documents, FAQs, policies) to contextualize AI responses — this data is not shared across different customer accounts • We do not use customer or resident data to train general-purpose AI or machine learning models without explicit written consent • AI-generated responses are assistance tools — property managers remain responsible for the accuracy of all resident communications • You may opt out of AI-powered features at any time by contacting us at info@hoachatdesk.com Google API Data: HOA ChatDesk's use and transfer of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. We do not use data obtained through Google Workspace APIs to develop, improve, or train generalized AI or ML models.

We collect and use personal information only when we have a legitimate reason to do so. We use your information to: • Provide our platform's core features and services • Set up and manage your account • Contact and communicate with you about your account or our services • Send transactional notifications (e.g., password resets, billing) • With your permission, send marketing and product updates • Conduct analytics and improve our platform • Maintain internal records and comply with legal obligations • Prevent fraud and ensure platform security • Respond to legal requests and prevent harm We may combine voluntarily provided and automatically collected information to improve your experience. For example, combining your location with language preferences to tailor our interface.

We protect your personal information using commercially reasonable security measures to prevent unauthorized access, disclosure, modification, or destruction. These include encryption in transit (TLS), access controls, and regular security assessments. However, no method of electronic transmission or storage is 100% secure. While we strive to protect your data, we cannot guarantee absolute security. You are responsible for maintaining the confidentiality of your account credentials. In the event of a data breach that affects your rights or freedoms, we will notify you and relevant authorities as required by applicable law.

We retain your personal information only for as long as necessary to fulfill the purposes outlined in this policy. For example: • Account information is retained for the duration your account is active • Communication history may be retained for up to 3 years for support and compliance purposes • Billing records are retained for 7 years as required by tax and accounting regulations If you delete your account, we will delete or anonymize your personal information within 30 days, unless we are required to retain it by law.

We may disclose personal information to: • Our employees, contractors, and service providers who assist in delivering the Services (e.g., cloud hosting, analytics, payment processing) • Courts, tribunals, regulatory authorities, and law enforcement as required by law • A successor entity in the event of a merger, acquisition, or sale of assets We do not sell your personal information. Text messaging opt-in data and consent will not be shared with any third parties. Current third-party service providers we use include: • Google Analytics — website analytics • Google Sheets — analytics and consent event logging • Stripe — payment processing • OpenAI / AI model providers — AI response generation • Cloud infrastructure providers for hosting and storage

If you or your HOA opt into SMS notifications or communications through our platform, the following applies: • We will only send text messages to numbers where express written consent has been obtained • Every message will include an opt-out option (e.g., "Reply STOP to unsubscribe") • Opt-out requests will be honored immediately • Message and data rates may apply We comply with the Telephone Consumer Protection Act (TCPA) and all applicable federal and state messaging regulations.

Our Services are not directed at children under the age of 13, and we do not knowingly collect personal information from children under 13. If you believe a child under 13 has provided us with personal information, please contact us at info@hoachatdesk.com and we will promptly delete it.

You have the following rights regarding your personal information: Access: You may request a copy of the personal information we hold about you. Correction: If your information is inaccurate or incomplete, contact us and we will correct it promptly. Deletion: You may request that we delete your personal information. We will comply unless we are required to retain it by law. Account deletion requests will be processed within 30 days. Opt-out of Marketing: You may unsubscribe from marketing emails at any time using the link in any marketing email or by contacting us directly. Data Portability: Where applicable, you may request your data in a machine-readable format. Non-discrimination: We will not discriminate against you for exercising any privacy right. To exercise any of these rights, contact us at info@hoachatdesk.com.

Texas (TDPSA) Texas residents have the right to access, correct, delete, and opt out of the sale or processing of their personal data. To submit a request, contact us at info@hoachatdesk.com. We will respond within 45 days (with one 45-day extension where permitted). California (CCPA / CPRA) California residents have the right to: • Know what personal information we collect, use, and share • Request deletion of their personal information • Opt out of the "sale" of personal information (we do not sell personal information) • Non-discrimination for exercising these rights To make a California privacy request, contact us at info@hoachatdesk.com with "California Privacy Request" in the subject line. We will respond within 45 days. Do Not Track Some browsers offer a "Do Not Track" signal. At this time, we do not respond to Do Not Track signals, but we do not track users across third-party sites for advertising purposes.

If you are located in the European Economic Area (EEA), HOA ChatDesk acts as the Data Controller for personal information you provide directly to us. Legal Bases for Processing We process personal data under the following lawful bases: • Consent — where you have given explicit consent (e.g., marketing emails) • Contract performance — to deliver the services you've subscribed to • Legitimate interests — to operate, improve, and communicate our services • Legal compliance — to meet applicable legal and regulatory obligations Your GDPR Rights include the right to access, rectify, erase, restrict processing, object to processing, and data portability. To exercise these rights, contact us at info@hoachatdesk.com. International Transfers Personal data transferred outside the EEA will be protected using appropriate safeguards, including standard contractual clauses approved by the European Commission.

We use cookies and similar tracking technologies to improve your experience on our website. You may decline cookies through your browser settings at any time, though this may affect some functionality. We use: • Essential cookies — required for the website to function • Analytics cookies (e.g., Google Analytics) — to understand usage patterns • Preference cookies — to remember your settings You can manage or withdraw cookie consent at any time via our cookie banner or browser settings.

If HOA ChatDesk or its assets are acquired, or in the unlikely event of bankruptcy, your personal information may be among the assets transferred to acquiring parties. We will notify you of any such change through a notice on our website or via email, and the acquiring party will be required to honor this Privacy Policy.

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. When we make significant changes, we will notify registered users via email and post an updated notice on our website. The "Last updated" date at the top of this page indicates when this policy was last revised. Continued use of our Services following any update constitutes your acceptance of the revised policy.