Privacy
Welcome to HOA Simplified (“HOA Simplified,” “we,” “our,” or “us”). This Privacy & Disclosure Notice explains how we collect, use, disclose, and safeguard information when you visit our websites, interact with our staff, submit service requests, or use any online forms we host on behalf of your community association (the “Services”). This page also includes a comprehensive Definitions & Key Terms section to help homeowners, board members, real estate professionals, escrow teams, and service partners understand common HOA and property-management terminology. This Notice is designed for U.S. audiences and includes state-specific disclosures (e.g., California). If you are accessing a third-party portal or checkout page, that provider’s privacy policy will also apply (see Third-Party Services below). We may update this Notice periodically to reflect changes in our Services or applicable law. Material updates will be posted here with a new “Last updated” date, and your continued use of the Services constitutes acceptance of the revised Notice.
Scope
This Notice covers:Our public sites (including hoasimplified.com) and forms we host. Communications with us (email, phone, text/SMS where offered). Information we process to fulfill HOA management requests (e.g., maintenance, violations, assessment questions, resale/escrow inquiries). This Notice does not cover websites, portals, or apps operated by third parties (payment processors, resale disclosure vendors, homeowner/tenant portals, analytics tools). Please review their policies directly. If you access embedded or linked third-party tools (e.g., payment gateways, conferencing/telephony, or document-signing), your use of those tools is governed by the third party’s terms and privacy notices in addition to this Notice.
Information We Collect
1) Information you provide
- Contact and account details (name, email, phone, mailing address).
- Community/lot/unit information and role (owner, tenant, realtor, escrow officer, vendor).
- Service requests and attachments (photos, docs). Payment-related details you submit via a processor (we do not retain full card/bank numbers on our servers).
- Compliance/board interactions (IDR/ADR requests, hearings, architectural submissions). Escrow/resale requests (buyer/seller information, order details).
We may also collect communications metadata (e.g., time/date, duration, and routing information) when you call our office lines or join our web meetings, as needed to deliver support, quality assurance, and troubleshooting.
2) Information collected automatically
- Device/technical data (IP address, browser/OS, referring URLs, pages viewed, interactions).
- Non-precise geolocation derived from IP.Error logs, security events, and traffic data.
- Cookies and similar technologies used for site functionality, analytics, and fraud prevention.
We categorize cookies by function (strictly necessary, performance/analytics, and functional). You can manage non-essential cookies through your browser settings; disabling some cookies may impact site features.
3) Information from other sources
- Your association/management records relevant to your request.
- Vendors and processors (e.g., payment, document delivery, identity/fraud screening).
- Public records (property records, corporate registries).
- Real estate transaction stakeholders (escrow, lender, realtor) to fulfill resale/association document requests.
We may also receive limited account and usage information from third-party service providers to help us provision access, resolve support cases, and detect abuse (for example, to confirm that a portal login or payment attempt succeeded and when it occurred).
How We Use Information
We use information to:
1. Provide and improve Services, fulfill your requests, and support your association’s operations.
2. Verify account details, process payments through third-party processors, and deliver receipts.
3. Facilitate board/owner communications, compliance, maintenance, architectural review, and amenity scheduling.
4. Manage resale/escrow document orders and disclosures.
5. Protect our Services from fraud, abuse, and security threats.
6. Satisfy legal and contractual obligations with associations and vendors.
7. Analyze usage to improve user experience and site performance.
We may also use de-identified and/or aggregated information for analytics, quality assurance, and product/service improvement; we do not attempt to re-identify such data.
How We Disclose Information
We may disclose information to:
1. Your Association/Management Stakeholders to fulfill association business (e.g., board, community manager, approved vendors).
2. Service Providers/Processors under contract (hosting, payment processing, analytics, customer support, document generation, e-signature).
3. Real-estate transaction parties (escrow/title, buyer/seller agents) to fulfill authorized disclosure requests.
4. Government/Legal when required by law, court order, or to protect rights, safety, and property.
5. Business Transfers (e.g., merger/acquisition due diligence).
We require service providers to process information under written agreements that include confidentiality and security obligations. Where sub-processors are used by those providers, they must meet comparable protections.
Third-Party Services
We integrate with or link to services operated by others. Their privacy practices apply when you use them—please review their policies:Homeowner/Tenant/Owner portals for dues, maintenance requests, and documents.Resale/Disclosure vendors that handle escrow orders and delivery of association documents.Payment processors and checkout used for assessments, fees, or orders.Analytics and anti-abuse tools to help secure and improve our site.
We use CINC Systems as our core management platform. For details, see:
1.1 “CINC Services” means the association management software, homeowner portal, reporting tools, and related modules provided by CINC Systems, LLC for use by associations served by HOA Simplified.
1.2 “License Terms” means the standard terms and conditions under which CINC Systems and TresRE provide services to customers and are available at https://cincsystems.com/software-license-and-service-terms and https://cincsystems.com/tresre-services-agreement.
1.3 “Privacy Policy” means the policy describing how CINC Systems collects, uses, and shares information and is available at https://cincsystems.com/privacy-policy/.
1.4 “Portal Access” means an owner’s or director’s use of the CINC homeowner portal or mobile application. Portal Access is governed by the License Terms and the Privacy Policy in addition to the association’s management agreement with HOA Simplified.
1.5 “Payment Processing” means online assessment payments initiated through the CINC interface and settled by the applicable payment processor. Such transactions are governed by the processor’s terms in addition to the License Terms and the Privacy Policy.
1.6 “Separate Provider” means that CINC Systems and any payment processor are independent providers. HOA Simplified does not control the content of their websites or their policies and provides links solely for convenience.
If we enable voice or video meeting links for board or owner meetings, the conferencing provider’s terms will apply to your use of those tools; we may receive limited metadata (e.g., join/leave times, device type) to support attendance records or troubleshooting.
GTB Ventures, LLC DBA HOA Simplified may enter into agreements or affinity relationships with third-party providers to improve service quality, enable modern technology, and reduce overall costs for the associations we manage.
We also retain vendors for technology and website support, banking/treasury and payments, insurance and lending support, collections, reserve studies, resale/disclosure documents, inspections, and other operational needs.
Any financial or other benefits that HOA Simplified or its affiliates receive are not segregated among individual association clients.PARTICIPATION IS VOLUNTARY. Associations are free to select any qualified provider and to shop around for the best services and rates.
California law requires transparency when boards and managers evaluate or approve contracts:
2.1. Open Meeting Act (Civ. Code §§4900–4955). Contracts should be approved at properly noticed open board meetings (typically at least four days’ notice), and actions should be recorded in the minutes.
2.2 Interested-director transactions (Corp. Code §7233). If a director has a financial interest in a proposed contract, the interest must be disclosed; the interested director must abstain; approval must come from a disinterested majority (or the members); and the transaction must be just and reasonable to the association.
2.3 Director recusal (Civ. Code §5350). Directors must recuse themselves from specified matters where they have a personal stake (for example, discipline involving the director, assessments or liens on the director’s unit, and payment-plan requests for the director’s account).
2.4 Manager disclosures (Civ. Code §§5375, 5375.5). Before engagement, a prospective managing agent must provide required written disclosures. When presenting vendor bids, the manager must disclose any referral fee, rebate, ownership interest, or other monetary benefit related to the vendor.
Program-specific requirements.
3.1 Resale/Disclosure documents. Sellers must provide the statutory Civil Code §4525 package. The association may contract with a third party to assemble and deliver these documents, and the seller is generally responsible for the cost (Civ. Code §4530(b)(8)).
3.2 Reserve studies. Boards must conduct a visual inspection and prepare a reserve study at least once every three years, with annual reviews (Civ. Code §5550).
Exterior elevated elements (SB 326). Condominium associations must complete inspections of balconies and other exterior elevated elements on the required cycle (Civ. Code §5551).
3.3 Records. Associations should maintain contracts, approvals, and minutes so members can inspect records as provided by law (Civ. Code §5200 et seq.).
Banking & treasury disclosure
3.4 To provide real-time visibility and strong internal controls, HOA Simplified may open and manage operating accounts with a designated banking partner, enabling daily reconciliations, Positive Pay, dual approvals, and board portal access. In some cases, banking or payment partners may reimburse or offset technology and processing costs. These arrangements do not increase fees to the Association and are intended to deliver lower net costs and better service. Reserve funds may remain at a financial institution of the Board’s choosing.
Current vendor directory
We maintain a directory of partners across Banking & Treasury/Payments, Collections, Resale/Disclosure Documents, Reserve Studies, Inspections, and Technology/Operations. This list is updated throughout the year and will continue to grow.
AD Magellan
One Structural (Balcony1)
Brian Berg Insurance Group
Socal enviormental
Baja roofing
Servpro of Burbank
Cleanoffice
T Bare Roofing
TarryTown Roofing
Brownstein Hyatt Farber Schreck
Lightspeed Restoration
Campany Roofing
Jenkins Bagley Sperry
ServiceMaster Restore
RoofMaxx
ADT
Insurance Services of the West
Smart Property / Barrera
G Fedale Roofing
Reserve Studies Inc
Village Reserves LLC
Greenstein Sellers
Von Briesen & Roper
Alliant Insurance Services
Justice Claims
Smith & Wamsley
North Law
The Mahoney Group
Belfor Property Restoration
Heritage Pro Roofing
Gibbs Giden
McCaffery Reserve Consulting
Building Reserves
Greyhawk Premier Insurance Solutions
Abbotts Restoration
SERVPRO Team Zubricki
RoofMaxx
The Judge Law Firm
Altitude Community Law
Groundworks
Anderson Ban Insurance
The McGowan Companies
The Partners Group
Beverly Hills Security
Atomic RFID
Mid-Atlantic Sewer LLC
Roseman Law APC
HOA Consultants
Mission Landscape Companies
Ureserveplanning
Covey Security
Customized Guard Services & Systems
Nesbit Agencies Carolinas
Red Hat Painting
Apple Roof
Overwatch Defense International
Triple Security Consulting
Global Gate Controls
Orange Coast Property Services
Secure Residential Services, LLC
Guard Armed Security
Precision Concrete Cutting
Community Association Insurance Agency/American Heritage Insurance Group
Community Risk Advisors
Ryan Construction Defect Law
Barsalou & Associates
0 West Circle Drive, LLC
Alera Group
Pacific Public Adjusters
Preferred Paving Company
Crank Waterproofing, Decking and Roofing
Pinnacle Security Access Solutions
Blackrock Asphalt Co.
FA Facilities Advisors
Key Security Services
Pacific Coastal Reserves
Fontaine Roofing
Superior Protection Services
Total Service Plumbing
Titanium Security
Platinum Security
UPSI Security Service
Best Exterior Cleaning
FHI Companies
uReserve Solution
Costa Roofing
1st Class Pressure Cleaning
Tejas Softwash
Pando Electric
Ascent Building Services
Protec Building Services Access Granted Systems, LLC
PuroClean National Response TeamEnvironmental Remedies, LLC
The HOA Election Guys, INnc.
Saddleback Roofing
Core Environmental Solutions, Inc.
Aeris Indoor Environmental Services
Trees & Grounds Care Services, Inc.
Brightview
Harker Lepore, LLC
Splash Plumbing
Partners Plumbing
Antis Roofing
Payless 4 Plumbing
Servpro Team SK
BMS CAT
California Deck Inspsection
EmpireWorks
Medro Engineering
North American Decks and Balconies
DrBalcony
Condocerts
Axela
Cris A Plus Cleaning Services
Freedom of choice. Boards are not required to use any specific vendor and may select alternatives at any time. HOA Simplified will disclose material financial relationships upon request and will cooperate with any vendor chosen by the Board.
Cookies & Similar Technologies
We use necessary cookies for core site functions and may use analytics cookies to understand traffic and improve performance. You can adjust browser settings to limit cookies; note some features may not function properly if disabled.
We do not respond to “Do Not Track” signals at this time due to the lack of a common industry standard; however, you can manage most cookies through your browser settings or platform controls.
AI & Chat Features
If you interact with any AI-powered chat or assistants on our site, please don’t submit confidential or sensitive information. These tools are for general information and are subject to this Notice and any posted terms.
AI features (if offered) are optional. Please avoid sharing sensitive personal information in free-text fields. Inputs may be used to generate the requested output and for safety/abuse prevention. We do not use AI outputs to make decisions that produce legal or similarly significant effects about you without human involvement.
Security
We implement administrative, technical, and physical safeguards designed to protect information (access controls, encryption in transit where applicable, logging, least-privilege access). No method of transmission or storage is 100% secure. Security measures include access controls, encryption in transit for supported interfaces, logging/monitoring, and least-privilege access. While no method is 100% secure, we continuously review our controls and vendor safeguards to align with industry practices.
SMS Terms of Service
By opting into SMS from a web form or other medium, you are agreeing to receive SMS messages from HOA Simplified. This includes SMS messages for conversations (external). Message frequency varies. Message and data rates may apply. See privacy policy at https://www.hoasimplified.com/privacy-policy. Message HELP for help. Reply STOP to any message to opt out.
Data Retention
We retain information for as long as necessary to fulfill purposes described here, meet legal/contractual requirements, resolve disputes, and enforce agreements. Retention periods vary by record type (e.g., accounting, compliance, escrow/disclosure).
Children’s Information
Our Services are intended for adult homeowners, tenants, real-estate professionals, and vendors. We do not knowingly collect information from children under 18.
California & Other State Privacy Rights
Depending on where you reside, you may have rights to know/access, correct, delete, appeal, opt out of sale/share/targeted advertising, or limit the use of sensitive personal information. We do not sell personal information as that term is defined by applicable law. To exercise rights, see Contact Us below.
Requests to know/access, correct, or delete may require identity verification (e.g., match to existing records). You may authorize an agent to act for you, subject to proof of agent authority and identity verification. If we deny a request (for example, where an exception applies), you may appeal by replying to our response and noting “Privacy Appeal”— we will explain the result of the appeal and further options.
Your Choices
Access or update contact information by notifying us.Manage cookie settings in your browser. Opt out of non-essential marketing communications via provided unsubscribe links.
Definitions & Key Terms
1. Account Statement – A periodic summary of charges, payments, credits, and balances for your association account.
2. ADR / IDR (Alternative/Internal Dispute Resolution) – Informal processes for resolving owner-association disputes before or instead of litigation, often required by law and governing documents.
3. Annual Budget Report – A package delivered to owners each year including budgets, reserve funding disclosures, and certain policy statements required by law.
4. Architectural Review / ARC – Process and committee that review exterior modifications for compliance with the CC&Rs and architectural guidelines.
5. Assessment (Regular/Special) – Amounts levied by an association to fund operations (regular) or specific projects (special). Delinquent assessments may lead to liens and, in limited cases, non-judicial foreclosure after strict statutory steps.
6. Association (“HOA”) – A nonprofit corporation or unincorporated association that manages a common interest development.
7. Board of Directors – Owner-elected volunteers who govern the association per applicable law and the community’s governing documents.
8. Bylaws – Corporate governance rules for meetings, elections, and officers, subordinate to the CC&Rs and applicable law.
9. CC&Rs (Covenants, Conditions & Restrictions) – The recorded declaration setting use restrictions, maintenance responsibilities, assessments, and member rights/obligations.
10. Common Area / Exclusive Use Common Area – Property owned/maintained by the association, and areas reserved for one or a few owners’ exclusive use (e.g., balconies) per statute and governing documents.
11. Compliance (Rules Enforcement) – The process of educating, noticing, and (when necessary) imposing penalties for violations of rules/CC&Rs, often with due-process hearings and appeal rights.
12. Data Processor (Service Provider) – A third party that processes personal information for us under contract (hosting, payments, analytics, portals).
- Delinquency – Past-due assessments or amounts owed. Before an assessment lien may be recorded, the association typically must send a pre-lien notice in advance with required disclosures.
13. Disclosure (Resale/Refinance) – Documents provided to buyers/escrow during a sale (e.g., CC&Rs, bylaws, rules, budgets, minutes). Third-party vendors may facilitate ordering and delivery.
14. Executive Session – Non-public board meeting segment for privileged topics (e.g., legal, personnel, member discipline). Minutes are kept but not broadly distributed.
15. Governing Documents – The declaration (CC&Rs), bylaws, articles, and operating rules that collectively govern the community; they have a recognized hierarchy.
- Homeowner Portal / Resident Portal / Owner Portal – A secure website or app used to pay assessments, submit maintenance requests, and access documents.
16. Lien (Assessment Lien) – A legal claim recorded against a separate interest to secure payment of delinquent assessments after sending a compliant pre-lien notice; additional steps and board votes may be required before foreclosure is considered.
17. Maintenance Request / Work Order – An owner/resident request to repair or maintain association-responsibility items or common area.
18. Meeting Minutes – Official record of board actions. In certain collection actions, minutes may reference parcel numbers or similar identifiers to protect member privacy.
19. Member – Owner of a separate interest within the common interest development (CID).
20. Non-Judicial Foreclosure (NJF) – A statutory process that may be used to enforce an assessment lien in limited circumstances and after strict prerequisites (thresholds, notices, board vote, waiting periods).
21. Open Meeting – Board meeting where members can attend and observe, subject to notice and agenda rules.
22. Partial Payment – Payment that’s less than the total amount due. Associations and their counsel should handle partials consistent with policy and law to avoid waiver or re-start issues.
23. Reserves / Reserve Study – Long-term funding plan for major repairs/replacements of common-area components; disclosed annually.
24. Rules & Regulations (Operating Rules) – Adopted by the board to implement CC&Rs; must follow certain adoption and notice procedures.
25. Separate Interest – An owner’s unit/lot in a CID as defined by statute.
26. Sensitive Personal Information (Privacy) – Certain data types (e.g., precise geolocation, government IDs, financial account credentials) that receive enhanced protection or opt-out rights under some state laws.
27. Violation Notice / Hearing – Due-process steps providing notice and an opportunity to be heard before discipline is imposed under the governing documents and law.
28. Website Analytics – Tools that measure site usage (page views, clicks) to improve performance and detect abuse; may use cookies or device signals. Fair Processing for Escrow/Resale OrdersWhen you place a resale or lender questionnaire order, we’ll share required association documents and data with authorized transaction parties. When an order is processed through a third-party solution, that provider’s terms and privacy policy govern your use of their site.
29. Aggregated Data – Data that has been combined with other information and summarized so it does not reasonably identify an individual.
30. De-identified Data – Data that cannot reasonably be used to infer information about, or otherwise be linked to, an identifiable person.
31. Legitimate Interests – A lawful basis permitting processing where our interests are not overridden by your rights (e.g., fraud prevention, service improvement)
Do Not Sell/Share
We do not sell or share personal information for cross-context behavioral advertising as defined by applicable state law. If this changes, we will update this Notice and provide required opt-out mechanisms.
Third-Party Links & Social Media
Our site may link to other websites or social media. We are not responsible for their content or privacy practices—please review those notices.
Questions: hello@hoasimplified.com
Last updated: [Nov 10, 2025]
