Privacy

Privacy Policy

Clear controls for managers and boards. Use the site header to navigate back to the app or homepage.

HOA Reply AI ("we," "us," "our") provides an AI-powered email assistant for homeowner association managers. This Privacy Policy explains what Google user data we access, why we access it, how we use it, where we store it, and how you can request deletion.

What data we access

Basic profile information (name, email) from Google Sign-In.
Gmail messages for mailboxes you connect (subject, body, attachments metadata) — used only to classify and generate reply drafts.

How we use Google user data

We use Gmail data to automatically classify incoming messages (example: maintenance, violations, billing) and to generate suggested reply drafts for your review. We do not send emails on your behalf without explicit approval. We only use Google data for the purposes described here and in the onboarding UI.

Sharing and third parties

We may send normalized message data and reply drafts to configured automation endpoints (for example your n8n webhook) to integrate with workflows. We do not sell Google user data. Any third-party integrations you connect are governed by their own terms and privacy policies.

Storage, retention, and security

We store only the data necessary to provide the service (mailbox identifiers, message metadata, classifications, and drafts). You can configure data retention in your account settings or request deletion by contacting us. Data is encrypted in transit and at rest; access is limited to authorized systems and personnel.

Limited Use and Google Data

We adhere to Google's Limited Use requirements. Google account and Gmail data accessed through Google OAuth is used only to provide the features described above (classification, draft generation, and logging). If you revoke access from your Google account, we will no longer access that mailbox and can remove associated stored data on request.

In-product privacy notifications

When you connect a Gmail account we display clear, contextual notices describing what data will be accessed and how it will be used. These notices appear during the connection flow and inside the app header so managers can review them anytime.

Your choices, deletion, and contact

You can disconnect Gmail accounts at any time from the app settings. To request data deletion, corrections, or export of your data, contact us at privacy@hoareply.ai. We respond to verified requests within 5 business days and delete data within 30 days unless legal obligations require retention.

This Privacy Policy lives at https://hoareply.com/privacy. Use the exact same link when configuring your Google Cloud OAuth consent screen and when referencing the policy in external listings.