Last updated: August 9, 2026
This policy explains what Effortless HOA ("we," "us") collects, how it is used and shared, and the choices you have. It applies to our websites and the Effortless HOA platform (together, the "Service"), and should be read with our Terms of Service.
Effortless HOA is software used by homeowners associations ("Associations"). For records an Association keeps in the Service about its members — property ownership, dues and payment records, violations, communications, documents — the Association decides what is collected and how it is used, and we process that data on the Association's behalf and instructions. For your account credentials, our marketing websites, and our own billing, we are responsible for the data. If you are a resident with questions about information your Association keeps about you, your Association is usually the right first contact.
Account information: name, email address, password (stored as a cryptographic hash), and optional profile photo. Association records:data entered by boards and residents — property addresses and lot numbers, dues, fines, and assessment records, accounting entries, documents, posts, notices, maintenance and violation records, survey and election responses (votes are stored anonymously), and physical-mail recipient names and addresses. Payment information:handled by our payment processors; we never store full card or bank numbers. Usage and device data: log data, IP address, browser type, and pages visited, used for security, debugging, and analytics as described below.
We use information to provide and secure the Service; to process subscriptions and payments; to send transactional email (invites, dues notices, receipts, approval and trial emails); to print and mail letters an Association directs us to send; to respond to support requests; to monitor for errors, abuse, and outages; to improve the product; and to comply with legal obligations. We do not sell personal information, and we do not use Association records for advertising.
Within your community: information is visible according to the Service's roles — board members of your Association can see member and property records for that Association; residents can see what their board publishes (posts, events, documents) and, if you opt in, your contact details in the community directory (you can toggle directory visibility from your dashboard). Information is never shared across Associations. Service providers (subprocessors): we share only what each needs to do its job — Stripe (payment and subscription processing), Lob (printing and mailing letters: recipient name and address), Resend (email delivery), Neon (database hosting), Vercel (application hosting), Google Analytics and Vercel Analytics (marketing-site usage analytics), Microsoft Clarity (session replay and heatmaps used to find usability problems — see Section 6), Sentry (error monitoring), and Intuit QuickBooks Online (only if your Association connects its own QuickBooks account). Legal: we may disclose information when required by law or to protect the Service, our users, or others. Business transfers: information may transfer in a merger, acquisition, or sale of assets, subject to this policy.
The platform uses essential cookies for sign-in and session management — the Service can't function without them. Our marketing website uses Google Analytics and Vercel Analytics, which set identifiers to help us understand site traffic, and Microsoft Clarity (Section 6) sets its own cookies so repeat visits can be tied to the same anonymous session record. We do not use advertising cookies, and we do not use analytics to build profiles of individual residents. You can block cookies in your browser, though sign-in requires the essential ones. Where an analytics record is one we can trace back to you, we will delete it on request. Clarity is the exception, and we would rather say so than imply otherwise: we never send it your name, email, account id, or anything else that names you, so there is no way for us to pick your recordings out of everyone else's — nothing to look up, and nothing we could delete for you. What you can do is stop the recording being made in the first place; Section 6 explains how.
We use Microsoft Clarity to understand how pages are actually used: which pages are opened, where people click and tap, how far they scroll, and roughly where the pointer moves. Clarity records those events and plays them back as a reconstruction of the visit — it is a redrawing of the page and the interactions with it, not a video of you, and it captures nothing from your camera, your microphone, or anything outside the browser tab. Today it runs on our marketing website only. The same recording is built into the Effortless HOA portal but is switched off — the portal loads no Clarity script, makes no request to clarity.ms, and records nothing, on any page. If we turn it on we will update this section first, everything described here will apply, and it will not run on the sign-in, sign-up, password, or invitation pages.
What it is for: finding usability problems — a form people give up on, a button nobody notices, a page that breaks on a small screen. We use it to fix the product, not to identify, monitor, or evaluate individual people, and we do not use it to make decisions about anyone's account, dues, or standing with an Association. These recordings are not used for advertising and are not sold.
What it does not capture: we run Clarity with text masking on — the marketing site marks its whole page as masked, and the portal pages that show personal and financial detail carry the same instruction in their own markup, so masking does not rest on one dashboard setting staying where we put it. Text on the page and anything typed into a form — names, addresses, email addresses, balances, message and violation details — is replaced with placeholder blocks in your browser before a recording is sent, so what we see is the shape and layout of a page rather than its contents. Payment details are never entered on our pages at all: paying dues, a fine, or an assessment hands you off to Stripe's own checkout page, hosted on Stripe's domain, and you return to us only after Stripe has handled the payment. Clarity records our pages, not Stripe's, so card and bank numbers never come near a recording, and are never available to us or to Clarity.
Your choices: we show no cookie or consent banner, and there is no switch inside the product that turns recording off, so it is worth being plain about what a choice here actually looks like. On our marketing website, a content or script blocker — or a browser whose tracking protection blocks the domain clarity.ms — stops Clarity loading, and blocking it does not affect any part of the site. That is a real option on a website you chose to visit. It is a thin one for a resident who has to use the portal to pay dues or read a notice, which is why the portal ships with recording off, and why, if that ever changes, the protection has to come from what is never captured rather than from you blocking a script. Clarity is a Microsoft service, and Microsoft's handling of the data is described in the Microsoft Privacy Statement. You are welcome to write to us at the address in Section 13 with questions or concerns about any of this — though, for the reason in Section 5, we cannot locate or delete one person's past recordings.
We use encryption in transit (TLS), encrypted storage, hashed passwords, tenant isolation between Associations, role-based access controls, audit logging of sensitive board actions, and encrypted storage of third-party integration tokens. Payment details are handled by our payment processors and never touch our servers. No system is perfectly secure; we ask you to use a strong, unique password and to notify us at the address below about any suspected vulnerability or incident.
We retain data while an account or Association subscription is active. When a subscription ends, the Association may request an export within 30 days, after which we may delete its data; financial records may be retained longer where the law requires. You may request deletion of your individual account at any time — records your Association is required to keep (for example, payment history attached to a property) may be retained by the Association under its own obligations.
Depending on where you live, you may have rights to access, correct, delete, or receive a copy of your personal information, and to object to or restrict certain processing. You can exercise these rights by emailing privacy@effortlesshoa.com — for records controlled by your Association, we will refer the request to them and assist. You can opt out of non-essential email using the unsubscribe link in those messages or your notification preferences; transactional messages (like dues notices your board sends) are controlled by your Association. We do not discriminate against you for exercising privacy rights.
The Service is for adults managing and living in community associations and is not directed to children under 13. We do not knowingly collect personal information from children; if you believe a child has provided us information, contact us and we will delete it.
We are based in the United States and process and store data in the United States. If you use the Service from elsewhere, you understand your information is transferred to and processed in the U.S.
We may update this policy from time to time. For material changes we will notify you by email or in-product notice before the change takes effect. Continued use of the Service after the effective date constitutes acceptance.
Questions or requests about privacy: privacy@effortlesshoa.com.
Learn more about our platform on the home page, or contact us with any questions about your data and privacy.