Privacy
Last updated: 2026-05-01
WAHOA is operated by NWHOAPORTAL LLC ("NWHOAPORTAL", "we", "us"). NWHOAPORTAL hosts portals for individual homeowners associations. This policy describes what we collect when you, as a resident or board member, use a WAHOA-hosted portal at {your-hoa}.wahoa.org.
Your homeowners association is the controller of its residents' personal data — it decides who has an account and what is posted. NWHOAPORTAL acts as the processor (service provider), handling that data only to operate the portal on your association's instructions. We are not the controller of your association's resident data.
What we collect
- Account information — your email address, display name, and the role assigned to you (resident, board member, or admin).
- Authentication metadata — hashed IP addresses and user-agent strings on each login, password reset, and document access. We use HMAC with a per-environment secret so a database snapshot cannot be reversed to your raw IP.
- Documents you or your board upload — files are stored in Cloudflare R2 with per-HOA access scoping.
- Audit log entries — every login, document view, and admin action is recorded against your user ID.
What we do not collect
- Raw IP addresses or device fingerprints retained beyond the hashed audit entry.
- Tracking cookies or third-party analytics.
- Payment card data — billing, if applicable, is handled by your management company or our billing processor (Stripe), not by us.
Who has access
Within a given HOA, residents see all-visibility documents; board members and admins see board-only documents. No data is shared across HOAs. NWHOAPORTAL staff access individual HOA data only when needed for support or in response to a documented request from the board.
When you contact us
If you submit our contact form (for example to request a demo), we store the name, email address, HOA name, and message you provide, along with a hashed IP address and user-agent for spam protection. We use this only to respond to your enquiry. We never sell it or share it with advertisers.
Retention
Account records persist for the duration of your residency. Audit log entries are retained for 24 months and pruned nightly. Documents persist until deleted by your board. Contact-form submissions are retained for up to 12 months and then deleted automatically, unless they lead to an active customer relationship. You can ask us to delete yours sooner at privacy@wahoa.org.
Your rights
If you live in California, Washington, or another state with a consumer privacy law, you may request access to or deletion of your data. Email privacy@wahoa.org with your HOA name and, as processor, we'll route the request to the responsible board — the controller of your data — within 30 days.
Contact
Privacy questions: NWHOAPORTAL LLC · privacy@wahoa.org