Privacy Policy

1. Introduction

MyHOA ("we", "us", "our") operates the platform available at myhoa.ph. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you use our homeowners association management platform and related services.

This policy applies to all users of the MyHOA platform, including HOA administrators, board members, property owners, and residents whose information is managed through the platform. By using our services, you acknowledge that you have read and understood this Privacy Policy.

We are committed to protecting your personal data in accordance with the Philippine Data Privacy Act of 2012 (Republic Act No. 10173), its Implementing Rules and Regulations, and all relevant issuances of the National Privacy Commission (NPC). If you have questions about our privacy practices, please contact us at [email protected].

2. Information We Collect

We collect information in three broad categories depending on how you interact with our platform:

• Personal information. When you register for an account or when an HOA administrator creates a record on your behalf, we may collect your full name, email address, phone number, and property or mailing address. HOA administrators may also upload additional resident or member details as part of managing their community.
• Usage data. We automatically collect information about how you interact with the platform, including pages and features you visit, timestamps, session duration, device type, browser version, operating system, and IP address. This data is used in aggregate form to understand usage patterns and improve the product.
• Cookies and similar technologies. We use cookies, local storage, and similar browser-based technologies to maintain your session, remember your preferences, and collect aggregate analytics. See Section 8 for more details on our cookie practices.

We collect only the minimum information necessary to provide the services described in this policy. We do not collect sensitive personal information (as defined under RA 10173) unless you voluntarily provide it or it is strictly required for a specific service feature.

3. How We Use Your Information

We use the information we collect for the following purposes:

• Providing and maintaining the service. Your account information is used to authenticate you, display relevant HOA data, and enable platform features such as dues management, announcements, and resident records.
• Communications. We may send you transactional emails including account verification, password resets, billing notices, and important service updates. HOA administrators may also use the platform to send announcements to residents within their organization.
• Platform improvement. Aggregated usage data helps us understand which features are most valuable, identify performance issues, and prioritize future development.
• Security and fraud prevention. We monitor access patterns and log activity to detect unauthorized access, abuse, or other suspicious behavior that could harm users or compromise data integrity.
• Compliance with legal obligations. We may process or retain your information as required by applicable Philippine law, court orders, or directives from regulatory authorities including the National Privacy Commission.

We will not use your personal information for purposes incompatible with those stated above without obtaining your separate consent.

4. Data Sharing and Disclosure

We do not sell, rent, or trade your personal information to third parties for marketing or commercial purposes. We may share your information only in the limited circumstances described below:

• Service providers. We engage trusted third-party vendors to support platform operations, including cloud hosting and infrastructure, transactional email delivery, and privacy-focused analytics. These providers are contractually obligated to process your data solely on our behalf and in accordance with this policy.
• Within your HOA organization. HOA administrators and authorized board members can view the personal information of residents and members registered under their organization. This access is a core part of the platform's functionality and is governed by the terms agreed upon between MyHOA and the HOA administrator.
• Legal obligations. We may disclose your information if required by law, subpoena, court order, or government directive, or when we believe in good faith that disclosure is necessary to protect our rights, prevent fraud, or ensure the safety of users.
• Business transfers. In the event of a merger, acquisition, or sale of all or substantially all of our assets, your information may be transferred to the successor entity. We will notify you via email or a prominent notice on the platform before your data becomes subject to a materially different privacy policy.

5. Data Storage and Security

Your data is stored on secure servers operated by our cloud infrastructure provider. All data transmitted between your browser and our servers is encrypted using TLS (Transport Layer Security). Data stored at rest is encrypted using industry-standard encryption algorithms.

We implement access controls to ensure that only authorized personnel can access production systems and personal data. Access is granted on a need-to-know basis and is subject to audit logging and periodic review. Our infrastructure is monitored continuously for security events and anomalies.

While we take reasonable and appropriate technical and organizational measures to protect your personal information, no system connected to the internet can be guaranteed to be completely secure. In the event of a personal data breach that is likely to result in harm to affected individuals, we will notify the National Privacy Commission and affected data subjects as required under RA 10173 and its Implementing Rules and Regulations.

6. Your Rights Under RA 10173

The Philippine Data Privacy Act of 2012 grants you specific rights with respect to your personal information that we hold. You may exercise these rights by contacting us at [email protected].

• Right to be informed. You have the right to know whether we hold personal information about you and to receive details about how it is being processed.
• Right to access. You may request a copy of the personal information we hold about you, along with information about its sources and purposes.
• Right to object. You may object to the processing of your personal data in certain circumstances, including for direct marketing or where processing is based on legitimate interests.
• Right to erasure or blocking. You may request the deletion or suspension of your personal information when it is no longer necessary for the stated purpose, or when consent has been withdrawn.
• Right to damages. You are entitled to claim compensation if you have suffered damages as a result of inaccurate, incomplete, outdated, or unlawfully obtained personal information.
• Right to data portability. You may request a copy of your personal data in a structured, commonly used, and machine-readable format where technically feasible.
• Right to rectification. You may request correction of any inaccurate or incomplete personal information we hold about you.

We will respond to verified rights requests within a reasonable timeframe and in accordance with the requirements of RA 10173. We reserve the right to verify your identity before processing any request.

7. Data Retention

We retain your personal information for as long as your account remains active and as necessary to provide the services you have requested. If you close your account or request deletion, we will remove your personal data from our active systems within 30 days, subject to any overriding legal obligations that require us to retain certain records for a longer period.

Encrypted backups may retain your data for an additional period of up to 90 days following deletion from active systems, after which it is permanently purged from backup media. This backup retention period exists solely for business continuity and disaster recovery purposes.

Aggregated and anonymized data derived from your usage — which cannot reasonably be used to identify you — may be retained indefinitely for internal analytics, product research, and platform improvement purposes.

8. Cookies and Tracking Technologies

We use the following categories of cookies and similar technologies on the MyHOA platform:

• Essential cookies. These are strictly necessary for the platform to function. They manage your authentication session, maintain your organization context, and enable core security features. The platform cannot operate correctly without them.
• Analytics cookies. We use Plausible Analytics, a privacy-focused analytics tool that does not use cookies, does not collect personally identifiable information, and does not track users across websites. Aggregate visitor statistics help us understand how the platform is used.
• Preference cookies. These store your UI preferences such as theme selection and display settings so they persist across sessions.

You can manage or delete cookies through your browser settings at any time. Please note that disabling essential cookies will prevent you from logging in and using the platform. For guidance on managing cookies in your specific browser, refer to your browser's help documentation.

9. Children's Privacy

The MyHOA platform is not directed at individuals under the age of 18. We do not knowingly collect, store, or process personal information from minors. Account registration and use of the platform require the user to be at least 18 years of age or the age of majority in their jurisdiction.

If we become aware that we have inadvertently collected personal information from a person under 18 without verifiable parental or guardian consent, we will take immediate steps to delete that information from our systems. If you believe we may have collected data from a minor, please contact us at [email protected] so we can investigate and act promptly.

10. Changes to This Policy

We may update this Privacy Policy periodically to reflect changes in our practices, technology, legal requirements, or other factors. When we make material changes, we will notify you by sending an email to the address associated with your account and by posting a prominent notice within the platform at least 14 days before the changes take effect.

The "Last Updated" date at the top of this page indicates when the policy was most recently revised. We encourage you to review this policy periodically. Your continued use of the MyHOA platform after the effective date of any revised policy constitutes your acceptance of the updated terms.

If you do not agree with the changes to this policy, you may discontinue use of the platform and request deletion of your account by contacting us before the effective date of the revision.

11. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our handling of your personal data, please contact our privacy team:

• Email: [email protected]

We aim to respond to all privacy-related inquiries within 15 business days. For complex requests or those involving the exercise of data subject rights under RA 10173, we may require additional time and will keep you informed of our progress.

If you are not satisfied with our response or believe we are processing your personal data unlawfully, you have the right to lodge a complaint with the National Privacy Commission (NPC) of the Philippines. More information is available at www.privacy.gov.ph.