1. About this notice and the responsible parties
This notice explains how NeighborEase handles information in its Texas association administration service, including its website and installable web app. The service is operated by [OPERATOR LEGAL NAME], [BUSINESS MAILING ADDRESS]. Privacy requests: [PRIVACY EMAIL]. General support: [SUPPORT EMAIL]. These marked fields are awaiting verified details; they are not working contact addresses. The publication status and effective date appear above this notice.
Your HOA, LOA or POA generally decides which association records to enter, why those records are needed and which members receive access. For that association-directed processing, the operator provides hosting and administration under the association’s instructions. The operator separately determines how account authentication, service security, billing administration and its own business records are handled. Legal roles depend on the activity and applicable law; this notice does not replace any required agreement between the association and the operator.
Ask your association about its membership, ownership, meeting and statutory records practices. Ask the operator about account, security and service processing, or if you need help identifying the appropriate recipient. The service is for Texas associations. Access by an administrator from another country does not establish that every user is subject to the same privacy law.
2. Where information comes from
We receive information you provide when creating an account, accepting an invitation, using association features or communicating with support. Authorized board users supply association, member, property and access information, which may concern someone who has not yet joined the app. Other authorized users supply content and references to you in their posts or documents. A member is not required to enter information in every optional field.
Browsers, devices and hosting systems also provide information necessary to deliver requests, such as IP addresses, requested addresses, request times and ordinary connection or error information. Authentication and service actions create security, invitation, subscription and audit records. We do not obtain data from advertising networks or data brokers through the current application.
3. Information handled by the service
Optional Finance records include active-property counts and pricing bands, reviewed simulated subscription selections, preferred intervals and private pricing requests, request messages and timestamps; explicit finance permissions and reasons; annual simulated charges with property/member snapshots, amounts and due dates; simulated partial payments, simulated receipt identifiers, reversal and void reasons, private reminder messages and read state, and related audit events. These records support the simulation ledger and handling of an Association’s pricing inquiry. No money is moved and no live card or bank credentials are collected.
The named Community Admin can later record or change board offices and hand over community administration. The association stores its designated administrator separately from office titles. These actions retain the acting account, affected memberships, previous and new access roles and offices, reason and server timestamp in the association audit. An office record does not independently establish a valid election or appointment. Personal copies include the subject’s own original organizer declaration; association copies include authorized governance audit records.
Community organizers provide their declared board office and an explicit declaration that they are authorized to create and administer the named association community. The creation audit retains the declaration text and version, chosen language, selected office, organizer identity, association details and server timestamp. This records the organizer’s statement; it is not independent verification of authority, office or property ownership.
Architectural-review records include application titles and descriptions, owner contact details, lot and postal-address snapshots, selected PDF and image files and their versions, committee appointments and recorded eligibility reasons, feedback and references, decisions, externally sent notice records, appeal and hearing records, and development-stage updates. These records support association review and a traceable application history. The service records human decisions; it does not determine statutory compliance or grant construction permits.
Account and security information: name, username, email address or technical account identity, account identifiers, salted password hashes, hashed session tokens, hashed invitation tokens, invitation recipients and expiry, hashed one-time recovery codes and whether they were used, session creation and expiry, authentication attempts, and rate-limit records. Authentication and registration rate-limit keys are derived from the username, email address and/or IP address; using a digest does not make a linkable record anonymous.
Association and property information: association name and type, selected Texas county, member names and contact information, roles, verification and suspension status, property or lot labels and addresses, ownership links, and configurable poll entitlements and weights. The county directory itself is reference information; choosing a county does not establish which legal rules apply.
Participation and content: proposals and review reasons, informal-poll eligibility and recorded choices, forum topics and replies, moderation actions and reasons, meeting times and links, agenda drafts and published agendas, minutes, announcements, text documents, author identifiers and timestamps. Audit history records the actor, action, affected item, time and relevant action details. Some action details can contain the submitted content.
Service administration also records data-request descriptions, statuses, review reasons, authorized copy snapshots and download events. When an effective service agreement is accepted, its receipt records representative identity, association, version, document hashes and timestamp. Current prepared publications cannot be accepted.
Notification records include association event identifiers and times, your personal per-association email preferences and language choice, and notices you marked as read. Frequency selections are stored preferences only: no email provider is connected and no emails are sent or queued for later delivery in this release.
Subscription and support information: association plan, billing interval, subscription and access status, simulated invoice identifiers, attempt counts and failure, retry or payment times, together with information you choose to provide in a support or privacy request. Current billing is a simulation: the app does not collect a payment-card number, bank account, card security code or a live Stripe payment. Do not enter those details into forum posts, documents or support messages.
4. Why information is used
We use account and security data to authenticate users, issue and revoke sessions, accept invitations, recover accounts, investigate misuse and prevent abusive requests. We use association and property data to establish permitted access, administer membership and ownership records, determine informal-poll eligibility and prevent duplicate votes for the same eligible property or lot.
We process participation and content to provide forums, proposal review, meeting preparation and publication, minutes, notices and document sharing, and to support moderation and a traceable administrative history. Subscription information administers the association’s plan and payment-related access state. Support and operational information helps investigate problems, respond to requests, maintain the service, make backups, restore records and meet applicable legal obligations.
We do not use the current service to sell personal data, display targeted advertising, train an artificial-intelligence model or make automated housing, lending, employment or other similarly significant eligibility decisions about people. An informal-poll tally or a subscription access restriction is not presented as such a decision. A materially different future use will be described before it begins, with any separately required consent.
5. Who can see association information
Finance is private. The named Community Admin and explicitly authorized active Board finance managers may access the Association’s simulation ledger; an office called Treasurer alone grants no such permission. An owner sees only charges and receipts authorized by current active property assignment and the saved member snapshot, not other owners’ balances. Ownership verification is additionally required for an owner to simulate payment. Reassignment does not disclose a former owner’s charge to either owner; managers retain its history. Private pricing-request details are available to the named Admin and authorized operator personnel handling the request, not the general community. Reminders enter only the authorized recipient’s in-app inbox, with access rechecked; no reminder or inquiry email is sent.
An initial architectural draft and its attachments are private to its applicant. After submission, the applicant, authorized board users and currently appointed committee reviewers can access the submitted application and submitted file history. New correction content and files remain private until resubmission. Other community members do not receive those applications. Authorized operational access and encrypted backups may include retained drafts, files and review history. File uploads share a 100 MiB association storage limit with the document library, including retained files; uploads are downloaded as attachments and are not malware-scanned by the current service.
Authorized board users can administer their association’s member and property records and view its audit history. Other active members receive the content their roles permit. The current ordinary-member workspace omits other members’ email addresses and redacts other owners’ exact property addresses and ownership links; it may still display member names, property labels, counties, weights and participation information. Your own relevant information remains visible to you. Information from one association is not made available merely because a person belongs to another association.
Personal notification preferences and read markers are not disclosed to the board through the notification feature or an association-wide copy. Notices require current association access and omit private agenda drafts and currently moderated content. Your personal data copy includes your own stored notification preferences and read markers.
Informal polls are transparent, identified and nonbinding. Recorded choices are linked to a member and property or lot; participants with permitted workspace access can receive those records. Do not assume your choice is anonymous, confidential from other participants or a secret ballot. The service does not provide official, secret or legally binding elections.
Agenda drafts and draft editing metadata are restricted to board users. A published agenda, minutes, forum content, announcements and shared documents are available to permitted association users while normal association access is available. Editing a replacement draft does not retract the previously published agenda. Authorized recipients can copy, download or capture information they can view; the service cannot prevent every onward disclosure.
When an association is disabled for nonpayment, members cannot use a read-only version of its content. Active board members retain the restricted billing recovery area. Suspension of an individual membership is separate. These restrictions do not cancel privacy rights or the association’s duties to provide records through an appropriate lawful process.
6. Service providers and other disclosures
Stripe is a planned provider for a future enabled payment flow, not a connected processor in this release. Before activation, the notice and agreements must identify the actual provider arrangements, data shared and relevant roles. The intended arrangement uses a secure processor interface for payment details, the Association’s own connected payment account and its verified bank destination. Payment references, amounts, fees and settlement or payout status may then be returned to NeighborEase for authorized tracking. Identity verification, fraud prevention, regulatory and bank processing may involve Stripe and its providers under their applicable notices. Current simulated records do not mean those disclosures or transfers have begun, and full card or bank credentials must not be submitted to ordinary app forms or messages.
The current deployment uses an OVHcloud server, a reverse proxy and the service’s application and database. The hosting provider, authorized infrastructure administrators and authorized development or support personnel may process the categories above when necessary to host, maintain, secure or restore the service. Development or support access may take place from Germany. Hosting contracting entity and server/backup country or region: [VERIFIED HOSTING ENTITY AND LOCATION]. No server location is inferred from an IP address or a brand name.
Association users receive information as described in section 5. A professional adviser, competent authority or other recipient may receive information where necessary for legal obligations, handling a claim, an authorized investigation or protecting people and the service, subject to applicable restrictions. If ownership of the service changes, any necessary transfer must respect applicable law and the commitments governing the data; this notice is not unrestricted permission to sell association records.
The current app has no advertising or analytics integration, live payment processor, automated email delivery or integrated meeting recording. Zoom, Teams, legal-source and other external links lead to independent services; opening one exposes the request to that service under its own notice. Storing a meeting link does not grant us access to that provider’s meeting recordings. New payment or communications providers will be identified, with the data involved, before their use.
7. Cookies, local storage and the PWA
The essential cvt_session cookie keeps you signed in for up to eight hours. It is HttpOnly and SameSite=Lax, with Secure on the public HTTPS installation. Signing out invalidates that session; changing or recovering a password revokes the account’s existing sessions. Expiry does not delete the underlying account or association records. Blocking this cookie prevents normal signed-in use.
The browser’s local storage remembers the selected language under cvt-language and the selected association identifier under cvt-tenant. These preferences do not replace a server authorization check. You can remove them in your browser’s site-data settings; the app may then return to its default language or association selection.
The PWA service worker caches only public app icons and the public manifest. It does not provide an offline copy of private pages, API responses or association records. Private responses use no-store instructions. Your device can still retain ordinary browser history, material you download and screenshots. The current app does not request camera, microphone or device-geolocation access and does not install advertising cookies.
8. Security and backups
Safeguards include HTTPS at the public address, salted password hashing, hashed bearer and recovery tokens, role and association access checks, protected session cookies, request-origin checks, request limits and restricted application deployment. Authorized server administrators can access stored data. The service is not end-to-end encrypted and does not claim that its live database is encrypted at rest. No technical or organizational measure can eliminate every security risk.
Daily scheduled backups are encrypted and restoration-checked. Fourteen scheduled encrypted snapshots are retained on the same server; failed backup runs can mean those snapshots cover more than fourteen calendar days. Separate snapshots taken before software updates are protected by server permissions and are not currently encrypted by that update process or included in the fourteen-snapshot rotation. Scheduled encrypted archives can contain account, authentication and association records. Plaintext temporary backup files are removed after the scheduled backup check.
There is currently no separate off-server backup. Loss or compromise of the server can affect the application, snapshots and encryption key. If an incident affects personal data, the responsible parties will assess and make notifications required by applicable law; this notice does not promise that every security event triggers a notice to every user. Report suspected misuse without sending passwords, recovery codes or unnecessary sensitive information.
9. Retention and deletion
Account, membership and association information is maintained for the authorized service, with removal reviewed after a verified closure or privacy request. The review considers the data’s purpose, association instructions, record-preservation duties, unresolved claims and the rights of other people. Current removal is an authorized manual process; there is no automatic deletion merely because a membership is suspended, a subscription is unpaid or a user signs out. Association-scoped personal and association copies can be requested through Account & service, reviewed and downloaded by the authorized requester as JSON snapshots. Whole-account deletion and a universal automatic purge deadline are not provided. This is not a promise of indefinite record storage.
Sessions cease to authorize access after eight hours and are removed on sign-out, password changes or recovery, or subsequent expired-session cleanup. Authentication failure counters use a fifteen-minute window and are removed through later authentication cleanup. Invitation links expire after seven days; reissuing or consuming a link invalidates it. Used invitation and recovery-code records can remain in the database until authorized maintenance; token expiry is not a guarantee of immediate physical erasure.
Scheduled encrypted snapshots rotate as described above. Separate pre-update snapshots have no automatic fourteen-snapshot retention limit. A verified deletion request must therefore be evaluated against live data, audit history and applicable snapshot retention. Backup restoration must not be used to reverse a deletion that is required to remain effective. Record-preservation duties, a legal hold, a dispute, fraud prevention or another person’s rights may require limited retention; a reason must be assessed for the particular request.
Associations should retain authoritative records independently. An authorized representative may request recovery of association records through the operator contact, including while subscription access is disabled, subject to identity, authority, confidentiality and preservation checks. Individual statutory association-records requests should also be directed to the association; paying the software subscription is not a condition for exercising a legal records right.
10. Submitting a privacy request
Send a request to [PRIVACY EMAIL], or mail it to the operator’s business address in section 1. Those marked contact fields must be completed and working before this notice is activated for customer use. Signed-in joined members may also use Account & service for association-scoped copy, correction and deletion requests and to follow the review history. Suspended members retain access to their own personal requests; full association copies require current active board authority. A review ticket does not itself correct or delete data. You do not have to buy a subscription or create a new account to submit a request.
Identify the account or association involved, the right or correction requested and a way to reply. Do not send a password, recovery code or full identification document with the initial request. We may seek proportionate information to verify identity, the affected records and any representative’s authority before disclosing or changing personal information. Requests about association-directed records may require coordination with the association; requests about the operator’s own processing are handled by the operator. A request must not be ignored simply because normal association access is restricted.
Depending on applicable law, rights may include confirmation and access, correction, deletion, a portable copy, and opting out of sale, targeted advertising or qualifying significant profiling. Current processing includes none of those three opt-out activities. Rights and exemptions depend on the person, activity and entity; this notice does not assume universal Texas Data Privacy and Security Act coverage or exemption.
Where the Texas Data Privacy and Security Act applies, requests are answered without undue delay and within 45 days, with one further 45-day extension when legally justified and explained within the initial period. A refusal includes reasons and appeal instructions. At least two qualifying requests annually are free; permitted exceptions require justification. Exercising applicable privacy rights does not itself result in retaliation.
11. Appeals and complaints
To appeal a refusal, reply to the privacy contact with “Privacy appeal”, the decision reference and why you disagree. Where the Texas Data Privacy and Security Act applies, an appeal receives a written explanation within 60 days. If denied, the response supplies the Texas Attorney General’s complaint mechanism. You may also consult the official Texas privacy guidance linked below; it includes a consumer complaint route.
Other applicable privacy laws may provide additional rights, deadlines or routes to an authority. Nothing in the service terms or this notice removes a nonwaivable right. This notice does not assert that the GDPR applies to every Texas resident solely because development support is in Germany, or that an exemption applicable to an association automatically applies to the operator.
12. Adults and sensitive information
The service is intended for association representatives and invited members who are at least 18. It is not directed to children. Do not invite children or intentionally enter their personal information. If you believe a child’s information has been submitted, contact the operator so that access, removal and any legally required preservation or consent can be assessed.
Do not submit Social Security numbers, identity scans, bank credentials, full payment-card details, health information, biometric identifiers, immigration information or other unnecessary sensitive personal data. Free-text fields are not automatically screened for every category of sensitive data. Do not use them as a privileged attorney-client repository. The absence of an intended sensitive-data feature does not make information pasted by a user harmless or remove the parties’ legal duties.
13. Changes, language and effective status
We will publish a dated version when the operator details, contacts and operational arrangements have been verified and this notice is activated. Material changes will be communicated through an appropriate available channel before a new use begins, with consent where required. The current notice is not a payment authorization or consent to an unrelated purpose.
English is the original text. Spanish is an unofficial convenience translation; both should be read consistently with nonwaivable rights. The version and review date identify the document and factual/source review, not a lawyer’s approval, a certification or a guarantee of legal compliance.