Security
Association records, kept the way they should be
Records requests involve owners' names, addresses, account histories and sometimes worse. HOAChime is built so that each company's records stay that company's records.
Where your data lives
- Hosted on Microsoft Azure in data centers in the United States.
- Encrypted at rest and in transit over HTTPS.
- Each management company's data is kept apart from every other company's. One company can never see another's associations, requests or files.
- Documents are stored in private storage and delivered to owners only through links that expire.
- Daily backups of the database.
Who can see what
- Staff roles decide what each person can see and do. Not every employee needs every association.
- Sign in with Microsoft or Google, or with a password and two-step sign-in.
- Passwords must meet length and complexity rules, and repeated failed sign-ins lock the account.
- Owners see only their own requests, through a private link or their own account. Association records are never published on a public page.
A record that holds up
- Every step on a request is written to a history that cannot be edited or deleted from the app.
- A full copy of every email sent for your company is kept, with one-time links removed.
- Released copies are locked: blacked-out text is removed from the file, not just covered.
- Working files are cleared on the schedule you set after a request closes, each with a fingerprint receipt in the history. Request records, release copies and checklists are kept.
No AI guessing, no AI training
HOAChime's privacy scan uses fixed patterns, the same ones every time, so a document scanned twice gives the same result. Your records are never sent to an AI service and never used to train an AI model.
Your data stays yours
- Export your requests, history and released records at any time.
- We do not sell data or use it for advertising.
- HOAChime does not process payments, so no owner card or bank details are stored.
- The services we use to run HOAChime, and what each one does, are listed in the Privacy Policy.
Who runs HOAChime
HOAChime is a product of PALDAM LLC, a California company that also makes CivicRecordsOnline, records-request software for local governments. HOAChime runs on the same platform and the same security work.
Security questions or a vendor questionnaire: support@hoachime.com.