Privacy Policy

Effective: September 27, 2026 · Version: 1.0

HOA Nook (“HOA Nook”, “we”, “us”) is operated by CDS, LLC. HOA Nook is back-office software that helps volunteer boards run self-managed homeowners associations (“associations”). This policy explains what information we collect, how we use and protect it, who we share it with, how long we keep it, and the choices and rights you have.

In short: we use your information only to provide HOA Nook to your association. We never sell personal information, we don’t use it for advertising, and HOA Nook never holds, moves or has access to association funds.

1. Who this policy covers

• Board members and other users who create an HOA Nook account.
• Homeowners, tenants and contacts whose information an association’s board enters into HOA Nook to manage the association (for example owner records, dues balances and notices).
• Visitors to hoanook.com.

For homeowner information, the association decides what it enters and how it is used; HOA Nook processes that information on the association’s behalf and according to its instructions. If you are a homeowner, please contact your association’s board first with questions about your records — we will help them respond.

2. Information we collect

Account information. Your name, email address and password. Passwords are handled by our authentication provider; HOA Nook never stores or sees your password in readable form. If you turn on two-factor authentication, we store the information needed to verify your codes.

Association records entered by boards. Property addresses and lot numbers; owner, tenant and contact names, email addresses, phone numbers and mailing addresses; dues charges, payments and balances; vendor details and bills; documents, meeting records, letters and email notices; and the approvals and decisions boards record.

Bank account information (only if your association connects a bank). With an authorized board member’s consent, we use Plaid Inc. to access read-only information from the association’s bank accounts: account names and the last four digits of account numbers, balances, and transactions. We never receive or store bank usernames or passwords — you sign in to your bank directly through Plaid. We store a secure access token from Plaid (encrypted) so we can keep transactions up to date. HOA Nook cannot move money.

Mail and email delivery information. Recipient names and addresses for letters, and delivery and tracking events from our mail and email providers.

Security and usage information. IP addresses, sign-in times, and a record of important actions (an audit log) so associations can see who did what and so we can protect accounts. We use only essential cookies needed to keep you signed in; we do not use advertising or cross-site tracking cookies.

3. How we use information

• To provide HOA Nook: maintaining association records, dues, banking reconciliation, bills and approvals, mail, email notices, documents and meetings.
• To send service messages you or your board initiate (for example invitations, approval requests, password resets and notices to homeowners).
• To keep accounts and data secure, prevent fraud and abuse, and keep audit records.
• To provide support. HOA Nook staff access an association’s account only to help with setup or a reported issue; that access requires multi-factor authentication, is time-limited, and is recorded in the association’s own audit log.
• To comply with legal obligations.

We do not sell personal information, use it for advertising, or share it with data brokers.

4. How we share information

We share information only with service providers that help us run HOA Nook, under contracts that limit their use of it to providing their service to us:

Plaid. When a board member connects a bank, Plaid’s handling of the information it collects is governed by the Plaid End User Privacy Policy (https://plaid.com/legal/#end-user-privacy-policy). By connecting, the board member authorizes Plaid to share the association’s read-only account data with HOA Nook.

Within an association, information is visible to that association’s authorized board members based on their role (for example, bank information is limited to the President and Treasurer). One association can never see another association’s information.

We may also disclose information if required by law, to protect the rights and safety of our users or the public, or as part of a merger or acquisition (in which case this policy’s protections will continue to apply).

5. How long we keep information

• We keep an association’s information while its HOA Nook account is active, because it forms the association’s records.
• When an association closes its account, we provide an export on request and delete its information within 90 days, except where we must keep it longer by law. Backup copies expire on our providers’ backup schedules.
• When a board disconnects a bank, we revoke the Plaid connection and delete the stored access token immediately; transactions already imported remain part of the association’s records until the association’s data is deleted.
• Security logs are kept as long as needed to protect the service and the association’s audit history.

6. Your choices and rights

Depending on where you live, you may have the right to access, correct, export or delete your personal information, and to object to or restrict certain processing. You can:

• update your own account details in HOA Nook at any time;
• ask your association’s board to correct or remove homeowner records they maintain;
• contact us at [email protected] to make a request. We will verify your identity (and, for homeowner records, coordinate with the association) and respond within 30 days.

We will not discriminate against you for exercising your privacy rights.

7. Security

We protect information with encryption in transit (TLS 1.2 or higher) and at rest, role-based access, multi-factor authentication, isolation between associations enforced in the database, an audit log that cannot be edited, and regular security reviews and vulnerability scanning. No system is perfectly secure, but we work hard to protect your information and will notify affected associations promptly if a breach affects their data.

8. Children

HOA Nook is intended for adults managing associations. We do not knowingly collect information from children under 13.

9. Where information is stored

HOA Nook stores and processes information in the United States.

10. Changes to this policy

We may update this policy as HOA Nook changes. We will post the new version here with a new effective date and, for material changes, notify account holders by email or in the app before the change takes effect.

11. Contact us

CDS, LLC — HOA Nook Privacy questions and requests: [email protected] Security issues: [email protected]