Privacy policy

Effective 1 October 2026. This policy covers the KeepHOA application and the keephoa.com website.

1. Who we are

KeepHOA is software for volunteer treasurers of homeowners associations and similar small organisations. In this policy, "we" and "us" mean the operator of KeepHOA, and "you" means the person using the application or this website. You can reach us at support@keephoa.com.

2. Your association's financial data

The application is a program that runs inside your browser. It is not a hosted service that holds your records. When you record a payment, import a bank file or produce a report, all of that happens on your own device.

Your books are stored in two places, both of which you control:

• Your browser's local storage on your device. This is the working copy the application reads and writes as you use it.
• A file in your own Google Drive, if you choose that option. This is the durable copy that you share with your board and that survives a change of computer or treasurer.

If you prefer not to use Google Drive, you can keep the books only on your computer and save copies wherever you wish.

We do not receive, store, process or transmit your association's financial records. We could not produce a copy of your books if we were asked to, because we do not have one.

3. How KeepHOA uses Google Drive

Connecting Google Drive is optional. If you connect it, the application asks Google for a single, narrow permission, known as drive.file.

What this permission allows

• Creating the books file for your association, and any folder it needs.
• Reading and updating that file, and files you explicitly select using Google's own file picker.
• Reading who a file is shared with, so the application knows whether you have edit or view access.

What this permission does not allow

• Listing, searching, opening or reading any other file in your Google Drive.
• Access to Gmail, Google Contacts, Google Photos or any other Google service.
• Changing who your files are shared with. You do that yourself in Google Drive.

Where the data travels

The books file moves directly between your browser and Google's servers. It does not pass through any server operated by us. The access token Google issues is held in your browser for the duration of your session and is not transmitted to us.

Limited Use

KeepHOA's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. Specifically, we do not transfer, sell or share Google user data with third parties; we do not use it for advertising; we do not use it to build profiles; and no human at KeepHOA reads it. Because the data never reaches us, these commitments are a property of how the software is built rather than a promise about what we choose to do.

Disconnecting

You can revoke KeepHOA's access at any time from your Google Account's security settings, under third-party access. Your books file stays in your Drive and remains yours; the application simply stops being able to open it until you reconnect.

4. Attachments and documents

Receipts, invoices and other documents you attach are stored alongside your books — in your Google Drive folder, or on your own computer. The books file records only the file's name, type and size. We never receive the documents themselves.

5. What we do collect

Licence purchases

If you buy a licence, payment is handled by our payment provider. We receive the email address you used and a record that a licence was issued, so that we can send you the licence key and help you if it goes missing. We never see your card details. The licence key is verified by the application on your own device and does not require the application to contact us.

Email you give us

If you enter your email address on this site to hear about the product, we store that address and use it to write to you about KeepHOA. We do not sell it, rent it or pass it to anyone for their own use. Every email includes a way to unsubscribe, and you can ask us to delete your address at any time.

Support messages

If you email us, we keep the correspondence so we can help you and remember the context if you write again.

This website

This site sets no cookies, runs no advertising or analytics scripts, and makes no requests to third-party servers. Our hosting provider keeps standard server logs, which include IP addresses, for security and reliability.

6. Service providers

We use a small number of providers to run the business, and only for the purposes described above: website hosting, payment processing for licence purchases, and an email service for sending licence keys and product updates. None of them receives your association's financial records, because we do not have them.

7. Keeping data

We keep licence records for as long as the licence is valid, so that we can reissue a lost key, and afterwards as our tax and accounting obligations require. We keep email addresses until you unsubscribe or ask us to remove them. Your association's financial records are kept for exactly as long as you keep them, because they are in your hands and not ours.

8. Your rights

Depending on where you live, you may have the right to ask for a copy of the personal data we hold about you, to correct it, to have it deleted, or to object to our use of it. Write to support@keephoa.com and we will respond within 30 days. In practice the data we hold about any individual is limited to an email address and, if you have bought a licence, a purchase record.

9. Children

KeepHOA is intended for adults administering an association's finances. It is not directed at children, and we do not knowingly collect data from anyone under 16.

10. Security

The strongest security property of this product is structural: the data that would matter most in a breach is not in our possession. Beyond that, the site and application are served over HTTPS, the application makes no network requests other than to Google when you have connected Drive, and licence keys are verified using a cryptographic signature checked on your own device.

Because your books live in your Google Drive and on your computer, their security also depends on you: use a strong password and two-factor authentication on the Google account that owns the books, and be careful about who you share the file with.

11. Where we are

KeepHOA is operated from India and serves customers internationally. The limited personal data described in section 5 may be processed in the countries where our service providers operate.

12. Changes

If we change this policy we will update the effective date above, and for anything significant we will say so plainly on the website. We will not make a change that would allow us to collect your association's financial records without telling you clearly first.

13. Contact

Questions about this policy, or about anything else: support@keephoa.com.