HOAPOST FORMS

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30-Day Data Retention Notice

Important: 30-Day Limit

All forms and conversations are automatically deleted 30 days after closure or expiration. This deletion is permanent and cannot be undone.

What Gets Deleted

After 30 days, the following will be permanently removed:

  • Your form submissions
  • All messages and responses
  • File attachments
  • Complete conversation history

Save Your Records

Before your forms expire, make sure to:

  • Download as PDF – Use the "Download PDF" button on any form
  • Print important documents – For your personal records
  • Save screenshots – Of any critical communications

No Recovery Option

Once deleted, your data cannot be recovered by anyone—including HOAPOST Forms support. Please save anything important before the 30-day window closes.

Terms of Service

Effective Date: January 1, 2026

1. Acceptance of Terms

By accessing or using HOAPOST FORMS ("the Service"), you agree to be bound by these Terms of Service. If you do not agree to these terms, please do not use the Service.

2. Description of Service

HOAPOST FORMS provides a communication platform for homeowners to submit forms and communicate with their Homeowners Association (HOA) management. The Service facilitates form submission, response tracking, and automated reminder notifications.

3. User Accounts

You must create an account to use certain features of the Service. You are responsible for:

  • Providing accurate and complete registration information
  • Maintaining the security of your account credentials
  • All activities that occur under your account
  • Notifying us immediately of any unauthorized access

4. Acceptable Use

You agree not to:

  • Use the Service for any unlawful purpose
  • Submit false or misleading information
  • Impersonate any person or entity
  • Interfere with or disrupt the Service
  • Attempt to gain unauthorized access to any portion of the Service

5. Content Ownership

You retain ownership of all content you submit through the Service. By submitting content, you grant HOAPOST FORMS a non-exclusive license to store, process, and transmit your content as necessary to provide the Service.

6. Data Retention

Forms and communications are retained for a period of thirty (30) days from the date of form closure or expiration. After this period, all form data and conversations are automatically and permanently deleted.

Important Notice: Users are responsible for saving or printing any forms or conversations they wish to retain beyond the 30-day automatic retention period.

7. Service Availability

We strive to maintain high availability of the Service but do not guarantee uninterrupted access. The Service may be temporarily unavailable for maintenance or updates.

8. Limitation of Liability

HOAPOST FORMS shall not be liable for any indirect, incidental, special, consequential, or punitive damages resulting from your use of or inability to use the Service.

9. Changes to Terms

We reserve the right to modify these Terms at any time. Continued use of the Service after changes constitutes acceptance of the new Terms.

Privacy Policy

Effective Date: January 1, 2026

1. Information We Collect

We collect information you provide directly to us, including:

  • Account Information: Name, email address, username, and password
  • Profile Information: Home address and HOA/community name
  • Form Content: Information you submit through forms
  • Communications: Messages exchanged through the platform

2. How We Use Your Information

We use the information we collect to:

  • Provide, maintain, and improve the Service
  • Process and deliver form submissions
  • Send automated reminder notifications
  • Respond to your requests and inquiries
  • Protect the security and integrity of the Service

3. Information Sharing

We do not sell your personal information. We may share your information:

  • With HOA management as necessary to process your forms
  • With service providers who assist in operating the platform
  • When required by law or to protect rights and safety

4. Data Security

We implement appropriate technical and organizational measures to protect your personal information, including:

  • Encryption of data in transit and at rest
  • Secure password hashing
  • Regular security assessments
  • Access controls and authentication

5. Data Retention

We implement a tiered data retention policy based on data type and purpose:

  • Form Data: Form submissions and conversations are retained for thirty (30) days after form expiration or closure, whichever occurs first
  • Personal Information: Account data is retained while your account remains active
  • Email Addresses: Recipient email addresses are retained for two (2) years from first contact for compliance purposes
  • System Logs: Email delivery and analytics logs are retained for ninety (90) days
  • Security Events: Authentication and security logs are retained for one (1) year

Important: Form data is permanently deleted after 30 days. If you need long-term records, please download or print forms before expiration.

6. Your Rights

You have the right to:

  • Access your personal information
  • Correct inaccurate information
  • Request deletion of your data
  • Export your data in a portable format
  • Opt out of non-essential communications

7. Cookies and Tracking

We use essential cookies for authentication and session management. We do not use third-party tracking or advertising cookies.

8. Children's Privacy

The Service is not intended for users under 18 years of age. We do not knowingly collect information from children.

9. Changes to Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes via email or through the Service.