Privacy Policy – HOA Community Links

Last updated: July 2026

PRIVACY POLICY

This Privacy Policy describes how HOA Community Links, LLC and all subsidiaries and affiliates (“we”, “us”, or “our”) handles personal information that we collect from users who have registered an account with us or otherwise interact with our website, the HOA Community Links mobile application, and any other sites or services on which a link to this Privacy Policy is displayed, through our marketing initiatives, and in connection with other interactions with you (collectively, the “Service” or “Services”).

This Privacy Policy does not apply to any information we collect pursuant to agreements to provide services to community associations we work with, including information about their board members, residents, tenants, and other users, collected through the software or services we make available to them. Our collection and processing of such information is governed by our agreements with those associations.

Our website and mobile application are built on the Vantaca Home platform, a community management technology provided by Vantaca, LLC. Vantaca acts as our technology service provider and processes certain personal information on our behalf, as described further below.

1. General

Personal information you provide

Identity and contact information, such as your first and last name, email address, username and password, address, and telephone numbers.
Payment and transaction information, including your account details, mailing address, past purchases, and other transactions. We or our third-party payment processors may collect your payment card information and billing information to process your transactions with us.
Feedback or correspondence, such as information you provide when you contact us with questions, feedback, or otherwise correspond with us online.
Marketing information, such as your preferences for receiving communications about our Services, and details about how you engage with our communications.
Other data not specifically listed here, which we will use as described in this Privacy Policy or as otherwise disclosed at the time of collection.

Information we obtain from third parties

Third-party login information. When you link, connect, or log in to our Services with a third-party service (e.g., Google, Apple), you may direct the service to send us information controlled by that service or as authorized by you via your privacy settings on that service.
Social media information. We may maintain pages on social media platforms. When you visit or interact with our pages on those platforms, the platform provider’s privacy policy will apply to your interactions and their collection, use, and processing of your personal information. You or the platforms may provide us with personal information about you through the platform, and we will treat such information in accordance with this Privacy Policy.
Other sources. We may obtain personal information from other third parties, such as marketing partners, publicly-available sources, and data providers.

Automatic data collection

We and our service providers may automatically log information about you, your computer or mobile device, and your interactions over time with our website, our application, our communications, and other online services, such as:

Your actions on the Services, such as pages or screens viewed, interactions with certain tools and features, how long was spent on a page or screen, browsing history, navigation paths between pages or screens, account and profile settings, information about activity on a page or screen, access times, and duration of access.
Device data, such as your computer’s or mobile device’s operating system type and version, manufacturer and model, browser type, screen resolution, RAM and disk size, CPU usage, device type (e.g., phone, tablet), IP address, unique identifiers, language settings, mobile device carrier, and radio/network information (e.g., WiFi, LTE, 4G).
Email open/click information. We may use pixels in our email campaigns that allow us to collect your email and IP address as well as the date and time you open an email or click on any links in the email that we may send to you.

We use the following tools for automatic data collection

Cookies, which are text files that websites store on a visitor’s device to uniquely identify the visitor’s browser or to store information or settings in the browser for the purpose of helping you navigate between pages efficiently, remembering your preferences, enabling functionality, and helping us understand website user activity and patterns. For example, Google Analytics collects information about how users use our website, which we then use to compile reports that disclose trends without identifying individual visitors, and help us improve our website. For more information on Google Analytics, click here.
Local storage technologies, like HTML5, that provide cookie-equivalent functionality but can store larger amounts of data, including on your device outside of your browser in connection with specific applications.
Web beacons, also known as pixel tags or clear GIFs, which are used to demonstrate that a webpage or email was accessed or opened, or that certain content was viewed or clicked.

2. How We Use Your Personal Information

Providing our Services

We use personal information to operate, provide, maintain, secure and improve our Services. This includes using your personal information to:

Create, maintain, and administer your account on the Services and manage your subscriptions and transactions.
Provide the features of the Services you use, including to allow you to pay HOA fees, submit work orders, and to facilitate interactions between homeowners and their community associations.
Communicate with you about our Services, including by sending you announcements, updates, security alerts, SMS/text messages, and support and administrative messages.
Respond to your requests, questions, and feedback.

To develop and improve the Services. We use personal information to monitor use of our Services, analyze the functioning of our Services, improve the Services, and develop new products and services, including by studying use of our Services. As part of these activities, we may use your information to troubleshoot, address errors and concerns, and confirm that the Services are functioning correctly. We may also create aggregated, de-identified, or anonymous data from personal information we collect, which we may use and share for our lawful business purposes, including to analyze and improve the Services, and promote our business.

For marketing and advertising. We and our advertising partners may collect and use certain personal information, such as device identifiers, browsing activity, and cookie data, for marketing and advertising purposes. We do not use mobile phone numbers or information collected through our text messaging program for interest-based advertising.

Direct marketing. We may send you direct marketing communications as permitted by law, including by email and, where you have opted in, by SMS/text message. You may opt out of our marketing communications as described in the “Opt-out of marketing communications” and “SMS/Text Messaging” sections.

Compliance and protection, including to comply with applicable laws, lawful requests, and legal process, such as to respond to subpoenas or requests from government authorities; to protect our, your, or others’ rights, privacy, safety, or property (including by making and defending legal claims), including by monitoring the safety and integrity of content on the Services; to audit our internal processes for compliance with legal and contractual requirements and internal policies; and to prevent, identify, investigate, and deter fraudulent, harmful, unauthorized, unethical, or illegal activity, including cyberattacks, identity theft, and illicit uses of the Services.

3. How We Share Personal Information

Affiliates. We may disclose your personal information to our parent company and any subsidiaries, joint venture partners, or other companies that we control or that are under common control with us.
Service providers. We share personal information with service providers that help us operate the Services, such as Vantaca, LLC (our community management technology platform), hosting services, cloud services, information technology services, email communication software and email newsletter services, advertising and marketing services, payment processors, AI services, customer relationship management and customer support services, and web analytics services.
Advertising partners. We may share certain information, such as device identifiers, browsing activity, and cookie data, with advertising partners to support interest-based advertising and other marketing efforts. These third parties may use such information to develop and improve their services, including to improve their ability to target ads on our and their other clients’ behalf. We do not share mobile phone numbers, SMS opt-in data, or any information collected through our text messaging program with advertising partners or any other third parties for marketing or promotional purposes. To learn about your choices, please see the “Your Privacy Rights and Choices” section below.
Professional advisors. We may disclose personal information to professional advisors, such as lawyers, bankers, auditors, and insurers, where necessary in the course of the professional services that they render to us.
For compliance, fraud prevention, and safety. We may share personal information for the compliance, fraud prevention, and safety purposes described above.
Business transfers. We may sell, transfer, or otherwise share some or all of our business or assets, including personal information, in connection with a business transaction (or potential business transaction) such as a corporate divestiture, merger, consolidation, acquisition, reorganization, or sale of assets, or in the event of bankruptcy or dissolution.
Other third parties at your direction or with your consent.

4. Your Privacy Rights and Choices

Personal information requests

In certain circumstances (including based on where you are located), you may have the following rights in relation to your personal information:

the right to learn more about what personal information of yours is being processed, how and why such information is processed, and the third parties who have access to such personal information. We have made this information available to you without having to request it by including it in this Privacy Policy;
the right to access your personal information;
the right to rectify/correct your personal information;
the right to restrict the use of your personal information where permitted under applicable law;
the right to request that your personal information is erased/deleted where permitted under applicable law;
the right to data portability (i.e., receive your personal information or have it transferred to another controller in a structured, commonly-used, machine-readable format) where permitted under applicable law; and
the right to object to processing of your personal information or to direct us not to share your personal information with a non-affiliated third party where permitted under applicable law.
Where we rely on your consent, you may withdraw your consent at any time.

To make a request, please contact us as provided in the “How to contact us” section below. We may ask for specific information from you to help us confirm your identity. We will require authorized agents to confirm their identity and authority, in accordance with applicable laws. You are entitled to exercise the rights described above free from discrimination.

Opt out of marketing communications

You may opt out of marketing-related emails by following the opt-out or unsubscribe instructions contained in the marketing communication we send you. You may opt out of text messages at any time by replying STOP to any text message you receive from us. For more information about our text messaging program, including how to opt out, please see Section 5 (SMS/Text Messaging). You may continue to receive service-related and other non-marketing communications.

Limits on your privacy rights and choices

In some instances, your choices may be limited, such as where fulfilling your request would impair the rights of others, our ability to provide a service you have requested, or our ability to comply with our legal obligations and enforce our legal rights. If you are not satisfied with how we address your request, you may submit a complaint by contacting us as provided in the “How to contact us” section below.

Limit online tracking

There are a number of ways to limit online tracking, which we have summarized below. Please note that these tools are not associated with us and we cannot guarantee that they work as their providers advertise them:

Blocking cookies in your browser. Most browsers let you remove or reject cookies. To do this, follow the instructions in your browser settings. Many browsers accept cookies by default until you change your settings. For more information about cookies, including how to see what cookies have been set on your device and how to manage and delete them, visit allaboutcookies.org.
Using privacy plug-ins or browsers. You can block our websites from setting cookies by using a browser with privacy features, or installing browser plugins, and configuring them to block third-party cookies/trackers. You can also opt out of Google Analytics by downloading and installing the browser plug-in available at: tools.google.com/dlpage/gaoptout.

Advertising industry opt-out tools. You can also use these opt-out options to limit use of your information for interest-based advertising by participating companies:

Digital Advertising Alliance for Websites: optout.aboutads.info and aboutads.info/appchoices (for mobile opt-outs);
Network Advertising Initiative: optout.networkadvertising.org

Note that because these opt-out mechanisms are specific to the device or browser on which they are exercised, you will need to opt out on every browser and device that you use.

Do Not Track. Some internet browsers may be configured to send “Do Not Track” signals to the online services that you visit. We currently do not respond to “Do Not Track” or similar signals. To find out more about “Do Not Track,” please visit allaboutdnt.com.

5. SMS/Text Messaging

We may offer the ability to send and receive SMS or text messages as part of our Services. By providing your mobile phone number and opting in to receive text messages from us, you consent to receive recurring automated text messages from or on behalf of HOA Community Links, LLC at the phone number you provide. Your consent to receive text messages is not a condition of purchasing any goods or services from us.

Types of Messages

We may send you text messages relating to:

Account notifications and alerts, including payment reminders, work order updates, and community announcements.
Service-related communications, including verification codes, security alerts, and transactional confirmations.
Marketing and promotional messages, if you have separately opted in to receive such messages.

Message Frequency

Message frequency varies based on your account activity and the Services you use. You may receive multiple messages per week. Message and data rates may apply. Please contact your wireless carrier for details about your messaging plan.

Consent and Opt-In

By providing your phone number and checking the applicable consent box or otherwise affirmatively opting in, you expressly consent to receive text messages from us. You may be asked to confirm your opt-in by responding to a confirmation message. Your consent is documented and maintained in our records.

Opt-Out

You may opt out of receiving text messages at any time by replying STOP to any text message you receive from us. After you opt out, you will receive a one-time confirmation message, and no further text messages will be sent to you unless you re-subscribe. Opting out of text messages will not affect your ability to receive emails or other communications from us, and will not affect any other aspect of your account or use of the Services.

Help

For help or information regarding our text messaging program, reply HELP to any text message you receive from us, or contact us as described in the “How to contact us” section below.

Data Sharing for Text Messaging

To deliver text messages, we share your phone number and message content with our technology platform provider, Vantaca, LLC, and its third-party messaging service providers, including Twilio, Inc. These service providers are contractually obligated to use your information only to deliver messages on our behalf and as otherwise described in this Privacy Policy. We do not sell, rent, or share your phone number or opt-in data with third parties or affiliates for their own marketing purposes.

Messages Sent on Behalf of Community Associations

As part of our platform, we send text messages on behalf of the homeowners associations (HOAs) and community association management firms we work with (collectively, “Community Associations”), to facilitate communications between Community Associations and their homeowners, residents, board members, and other community stakeholders.

When you receive a text message sent through our platform on behalf of a Community Association, HOA Community Links, LLC is acting as the technology provider and messaging platform. The Community Association determines the content and recipients of such messages.
Your consent to receive text messages from a Community Association through our platform may be obtained as part of your relationship with that association (e.g., when you register an account, provide your phone number to your HOA, or agree to the association’s communication preferences).
You may opt out of text messages sent on behalf of a Community Association by replying STOP to any such message. You may also contact the Community Association directly to update your communication preferences.
We do not use phone numbers or messaging data collected on behalf of Community Associations for our own marketing purposes or share such information with third parties for their marketing purposes.

Carriers

Text messaging services are provided on supported carriers. Carriers are not liable for delayed or undelivered messages. You acknowledge that message delivery is subject to effective transmission by your wireless carrier.

6. Other Sites, Mobile Applications and Services

Our website may contain links to other websites, mobile applications, and other online services operated by third parties. These links are not an endorsement of, or representation that we are affiliated with, any third party. In addition, our content may be included on web pages or in mobile applications or online services that are not associated with us. We do not control third-party websites, mobile applications, or online services, and we are not responsible for their actions. Other websites and services follow different rules regarding the collection, use, and disclosure of your personal information. We encourage you to read the privacy policies of the other websites, mobile applications, and online services you use.

7. Data Retention

We retain your personal information to fulfill the purposes for which we collected it, including for the purposes of satisfying any legal, accounting, or reporting requirements, to establish or defend legal claims, or for fraud prevention purposes. To determine the appropriate retention period for personal information, we consider the amount, nature, and sensitivity of such information, the potential risk of harm from unauthorized use or disclosure of such information, the purposes for which we process it, and the applicable legal requirements.

8. Security

We employ a number of technical, organizational, and physical safeguards designed to protect the personal information we collect. However, no security measures are failsafe, and we cannot guarantee the security of your personal information. In the event that we are required to notify you about a situation involving your data, we may do so by email or telephone to the extent permitted by law.

9. Children

The Services are not directed to children, and you must be over 18 years old to use our Services. If we learn that we have collected personal information from a child without the consent of the child’s parent or guardian as required by law, we will delete it.

10. Changes to this Privacy Policy

We reserve the right to modify this Privacy Policy at any time. If we make material changes to this Privacy Policy, we will notify you by updating the date of this Privacy Policy and posting it on our website. Any modifications to this Privacy Policy will be effective upon our posting the new terms and/or upon implementation of the new changes on our Services (or as otherwise indicated at the time of posting). In all cases, your continued use of the Services after the posting of any modified Privacy Policy indicates your acceptance of the terms of the modified Privacy Policy.

11. How to Contact Us

Please direct any questions or comments about this Policy or our privacy practices to us via our contact page.

You can also contact us at:
HOA Community Links, LLC
4630 Lisborn Drive
Carmel, IN 46033