Pimsware HOA Privacy Policy

This Privacy Policy explains how Pimsware, LLC ("Pimsware", "we", "us") handles personal information in Pimsware HOA (the "Service"): the manager app, the homeowner portal, the gate console, and the emails and text messages they send. It applies alongside our Terms of Service.

The homeowners association or management company that uses the Service (the "Customer") decides what information goes into it and who can see it. For that information, we act on the Customer's behalf. If you are a homeowner, resident or guest and have questions about your community's records, you can contact your community's manager or board, or us.

1. Information we collect

• Account information: name, email address, phone number, password (stored only as a one-way hash) and your role in each community.
• Home and community records: homes and addresses, owners, residents and tenants, vehicles and plates, violations and their photos, service and architectural requests, event RSVPs, survey answers, election ballots, amenity reservations, documents, announcements and messages.
• Gate records: guests residents add (name, and optionally plate, phone and visit times), gate arrivals and decisions, plate photos taken by gate staff, ban list entries and calls from the gate to residents (who, when, how long; calls are not recorded). We never collect photos of identity documents.
• Balance information: for communities that connect QuickBooks Online, the balances, invoices and payments of the homes linked to it. Payments are made on QuickBooks' own page; we never receive card or bank account numbers.
• Your choices: whether you agreed to emails and text messages, when and how, and your resident directory listing if you choose to have one.
• Sign-up information: when a Customer signs up: the association or company name, contact details, the number of homes, and when the Terms and this policy were accepted.
• Technical information: sign-in times, the browser used for sign-in and remembered browsers, IP addresses in server logs, and a record of important changes (such as role changes, money-related changes and gate decisions) for accountability.

2. How we use it

• to provide the Service: show each person what their role allows, send the notices and messages they asked for, and let gate staff check guests in;
• to keep the Service secure: sign-in, two-step codes, preventing misuse, and investigating problems;
• to support Customers and Users when they contact us;
• to bill Customers for the Service (we bill the association or company, never homeowners);
• to comply with the law.

We do not sell personal information, share it for advertising, or use it to build marketing profiles. We do not use Customer records to train AI models.

3. Who can see it

• Within a community: each role sees only what it needs. For example, only a home's owners see its balance; tenants see the guests they added; gate staff see the guest and resident details needed at the gate but not balances or the resident directory; violation notices go to the home's owners. The resident directory is off unless the community turns it on, and nobody is listed unless they add themselves and choose what to show.
• Across communities: one community never sees another community's records. A management company's admins can see the communities it manages.
• Pimsware staff: a small number of staff can access accounts to provide support, billing and security.
• Service providers who process information for us under contract, only to run the Service: Amazon Web Services (hosting, databases and file storage in the United States), Postmark (email delivery), Telnyx (text messages and calls), and Intuit (QuickBooks Online, only for communities that connect it).
• Legal reasons: when required by law or legal process, to protect the safety of any person, or to investigate fraud or violations of our Terms. If Pimsware is acquired or merged, information may move to the new owner under this policy, and we will notify Customers first.

4. Email and text messages

You choose whether to get email and text messages from your community, and can change this any time in the app (Messages in the portal, Profile in the manager app). The boxes start unchecked. Reply STOP to any text to stop texts, and START to turn them back on. We keep a record of when you agreed or opted out. Account messages such as invitations, password resets and sign-in codes are always sent by email. Text consent and phone numbers are not shared with third parties for their own marketing.

5. How long we keep it

• Community records are kept while the community uses the Service.
• Gate visitor records are cleared after the period the community sets (one year unless changed): names, plates, notes and plate photos are removed, keeping only the date, gate, home and decision. Ended guest passes are deleted on the same schedule.
• Data downloads are deleted after 7 days.
• When a community is cancelled, its records are kept for at least 90 days so it can be restored, then may be deleted permanently along with its files and any logins used only for it. A short record that it was deleted remains in the company's history.
• Backups are kept for a limited time and then overwritten.

6. Security

Information is encrypted in transit and stored with AWS in the United States. Files are kept in private storage and opened through short-lived links after an access check. Passwords are hashed, guest pass codes are encrypted, and secrets for connected services are kept in a secrets manager. Users can turn on two-step sign-in. No system is perfectly secure; if we learn of a breach affecting your information, we will notify the Customer and affected people as the law requires.

7. Your choices and rights

• You can update your name, phone and message choices in the app, add or remove yourself from the resident directory, and turn two-step sign-in on or off.
• To see, correct or delete records your community keeps about you, contact your community's manager or board; they control those records. You can also contact us and we will pass the request to the Customer and help them respond.
• Depending on where you live, you may have additional rights under privacy laws. We will honor them as those laws require.

8. Cookies

The Service uses only the cookies it needs to work: a session cookie that keeps you signed in, a security token that protects forms, and, if you choose "Remember this browser", a cookie that lets that browser skip the sign-in code for 30 days. We don't use advertising or cross-site tracking cookies in the Service. See our cookie policy for the Pimsware website.

9. Children

The Service is for adults managing or living in a community. Accounts are not intended for anyone under 18, and we don't knowingly collect information from children except as a guest name a resident adds.

10. Changes to this policy

We may update this policy. We will email Customers' admins about significant changes at least 30 days before they take effect and show the new date at the top of this page.

11. Contact

Pimsware, LLC · support@pimsware.com · 866 987 7467