Last updated 2026-10-20

Privacy & security

HOA Financial Management is a private tool run by our homeowners association's board to check the association's spending. This page explains what it stores, why, who it is shared with, and how it is protected.

What we collect

Bank account details: For the association's own accounts only: account name, type and the last four digits of the account number, received through Plaid.
Bank transactions: Every transaction in those accounts, money in and out, as Plaid provides it with read-only access: date, amount, description, payer or payee name, check number, category and, where the bank gives it, location. Incoming payments include homeowners' dues and assessments, with the payer's name as the bank shows it.
Board email: Every message in the board's mailbox except spam, trash, promotions and social mail: sender, recipients, subject, full text and attachment names. This can include homeowners' letters to the board. When a board member chooses to connect their own mailbox, only messages to, from or copied to the board's mailbox, from other board members or the association's vendors, or containing the association's name or words such as "HOA" or "condo association" are stored, in the same detail, again skipping spam, trash, promotions and social mail. That can include unrelated mail using those words, such as a real-estate listing that mentions HOA dues. Access is read-only.
Board records: Approvals, invoices and vendor details that board members enter.
Board members: Each board member's name, email address, role and term.

We do not collect bank passwords, and we never connect homeowners' own bank accounts.

How we use it

To check each payment for a board approval: an approved invoice linked to it, or a standing budget approval that covers it.
To flag payments for the treasurer and board: no such approval, possible duplicates, payees that aren't on the approved list or are related to a board member and, once invoices are recorded, payments made before the board saw the invoice or above the approved amount.
To help the board reconcile the association's books.

We never use the data for advertising or marketing, and we never sell it.

Google user data

HOA Financial Management's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. Gmail data is used only to find the approvals and invoices behind the association's payments, for the association's board. It is not used for advertising, not sold, and not used to train AI models.

How it is protected

All connections use encryption in transit (TLS), and the database is encrypted at rest.
Bank and email access tokens are kept in an encrypted vault and are never shown in the tool.
Access is limited to board members, enforced by database access rules, and to the board's administrator.
Bank access is read-only. The tool cannot move money.
Plaid handles the bank sign-in, so the tool never sees bank credentials.

How long we keep it

Financial records are kept as long as the association needs them for its books and audits. Disconnecting a bank deletes its access token immediately; past transactions stay in the association's records unless the board asks for them to be deleted. Disconnecting a mailbox withdraws the tool's access at Google and deletes its stored access token; stored email stays in the records unless the board asks for it to be deleted. You can also remove the tool's access yourself at any time on your Google account's third-party access page.

This website

This website has no sign-in, sets no cookies and collects nothing itself. It is hosted by Cloudflare and loads its fonts from Google Fonts, which, as with any web request, see your IP address.

Questions or requests

To ask about this policy, or to request access to or deletion of data, write to:

jessemoehling@gmail.com

If this policy changes, the date at the top of this page changes with it.