DOC Vault Inc., doing business as HOA Doctor® (“HOA Doctor,” “we,” “us,” or “our”), values the privacy of homeowners, board members, community association professionals, sponsors, subscribers, visitors, and other users of our websites, applications, products, services, communications, software, and related digital offerings.
This Privacy Policy explains how we collect, use, disclose, retain, and protect personal information in connection with HOA Doctor’s community association trust, review, information, technology, and related services (collectively, the “HOA Doctor Services”).
Our Privacy Commitment
Transparency starts with us.
HOA Doctor does not sell personal information, including user email addresses, to third parties for their own marketing purposes.
Sponsorship does not give a sponsor access to protected homeowner identity information merely because the sponsor pays HOA Doctor.
Commercial relationships do not determine homeowner verification, review content, moderation standards,
Community Trust IndexTM calculations, Board ScoresTM, PMC ScoresTM, or other HOA Doctor ratings.
A sponsor may receive a user’s personal information only when the user affirmatively chooses to contact, request information from, or otherwise interact with that sponsor, or when disclosure is otherwise authorized by the user or permitted by law.
This Privacy Policy should be read together with our Terms of Service and any additional privacy notices provided
when particular information is collected.
We may update this Privacy Policy from time to time. When we do, we will post the revised version and update the effective date.
1. Definitions
For purposes of this Privacy Policy:
Account means an account or profile created to access or use the HOA Doctor Services.
Affiliate means an entity that controls, is controlled by, or is under common control with DOC Vault Inc.
Company means DOC Vault Inc., doing business as HOA Doctor®.
Device means a computer, mobile device, tablet, or other device used to access HOA Doctor Services.
Personal Information or Personal Data means information that identifies, relates to, describes, is reasonably capable of being associated with, or could reasonably be linked with an identifiable individual or household, as defined under applicable law.
Protected Identity refers to HOA Doctor functionality under which a verified user’s identity is not publicly displayed or disclosed to a rated board, management company, sponsor, or other party except as described in this Privacy Policy, our Terms of Service, or as required by law.
Service Provider means a third party that processes information for HOA Doctor to help operate, secure, support,
improve, analyze, or provide HOA Doctor Services.
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Sponsor means a business or organization that purchases sponsorship placement, visibility, or related commercial opportunities through HOA Doctor.
Subscription means a paid membership, product, service, access level, or commercial offering made available through HOA Doctor.
Usage Data means information collected automatically through use of HOA Doctor Services, including device information, browser information, interactions, diagnostic data, or similar technical information.
User, you, or your means the individual accessing or using HOA Doctor Services or the entity on whose behalf an individual does so.
2. How HOA Doctor Is Funded
HOA Doctor may generate revenue through:
• sponsorships;
• subscriptions;
• memberships;
• paid products or services;
• commercial reporting;
• technology services;
• other offerings that we clearly disclose as they are introduced.
HOA Doctor does not sell personal information as part of its revenue model.
We may generate value from aggregated, statistical, or properly de-identified information as described in this Privacy Policy.
Commercial relationships remain separate from HOA Doctor’s verification, review, moderation, and scoring processes.
3. Information We Collect
We may collect information directly from you, automatically through your use of HOA Doctor Services, from Service Providers, and from lawful public or third-party sources.
Depending on how you interact with HOA Doctor, this information may include:
Account and Identity Information. Your name, username, user ID, profile information, and other information associated with your Account.
Contact Information. Your email address, telephone number, mailing address, or other contact information you provide.
Property and Community Information. Your property address, neighborhood, homeowners association, condominium association, community association, property-management relationship, parcel information, ownership information, or other information associated with a property or community.
Verification Information. Information used to verify that you are legitimately associated with a property or community.
This may include information provided by you, public records, property databases, ownership records, licensed data providers, or other lawful sources.
Review and Survey Information. Structured ratings, survey responses, reviews, comments, feedback, and other information you submit through HOA Doctor.
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Payment and Transaction Information. Billing name, billing address, transaction history, subscription status, sponsorship information, or other information necessary to process transactions. Payment-card information may be processed directly by third-party payment processors. HOA Doctor may not receive or retain complete payment-card information.
Communications. Emails, customer-service communications, inquiries, survey responses, complaints, feedback, and other correspondence with HOA Doctor.
Usage and Interaction Information. Communities searched, pages viewed, links selected, features used, session activity, engagement data, and other interactions with HOA Doctor Services.
Device and Technical Information. IP address, browser type, operating system, device identifiers, diagnostic information, crash information, performance data, and similar technical information.
Approximate Location Information. General geographic information derived from an IP address, property, community, or device.
Professional Information. Information relating to your role as a board member, community association professional, attorney, Realtor®, sponsor, vendor, service provider, insurer, lender, or other business user.
4. How We Use Personal Information
HOA Doctor may use Personal Information to:
• create and administer Accounts;
• verify users;
• verify property and community relationships;
• provide HOA Doctor Services;
• enable verified homeowner reviews;
• calculate and publish HOA Doctor ratings and metrics;
• prevent duplicate, fraudulent, manipulated, or abusive reviews;
• personalize user experiences;
• provide customer support;
• respond to inquiries;
• communicate about Accounts, communities, products, or services;
• send security and transactional messages;
• send newsletters, surveys, promotions, or product updates where permitted;
• process purchases, sponsorships, subscriptions, or memberships;
• operate community alerts and related services;
• improve our technology and user experience;
• analyze engagement and performance;
• develop new products and features;
• detect and prevent fraud, misuse, manipulation, and security threats;
• enforce our Terms of Service and other agreements;
• protect HOA Doctor, users, and third parties;
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• comply with applicable law;
• respond to legal process;
• establish, exercise, or defend legal claims;
• support legitimate corporate transactions.
We may also use information for other purposes disclosed when the information is collected or with your consent.
5. Sponsorships and Review Independence
Sponsors may receive commercial visibility, advertising placement, brand exposure, or other benefits described in applicable sponsorship arrangements.
Sponsorship does not provide authority to:
• determine whether a homeowner is verified;
• select or alter review questions;
• modify a homeowner’s answers;
• purchase a favorable rating;
• change Community Trust IndexTM, Board ScoreTM, PMC ScoreTM, or other HOA Doctor metrics;
• dictate moderation standards;
• suppress legitimate reviews because of sponsorship status;
• obtain protected homeowner identities simply because they are sponsors;
• influence how HOA Doctor calculates or publishes scores.
A sponsor may receive Personal Information only when a user affirmatively chooses to interact with that sponsor or when disclosure is otherwise authorized by the user or permitted by law.
For example, if a homeowner expressly requests contact from a Realtor®, lender, insurer, vendor, or other sponsor,
HOA Doctor may provide information reasonably necessary to facilitate that requested interaction.
Sponsorship alone does not create access to protected homeowner identity information.
6. We Do Not Sell Personal Information
HOA Doctor does not sell Personal Information, including user email addresses, to third parties for their own marketing
purposes.
We do not provide sponsors with user contact information merely because those sponsors pay HOA Doctor.
This commitment does not prevent HOA Doctor from disclosing Personal Information:
• to Service Providers necessary to operate HOA Doctor Services;
• when you expressly request or authorize an interaction with another party;
• to process transactions;
• to verify users;
• to prevent fraud or abuse;
• to protect security or safety;
• to comply with law or legal process;
• in connection with a corporate transaction;
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• Otherwise as permitted by applicable law.
Certain privacy laws use specialized definitions of terms such as “sale,” “sharing,” “targeted advertising,” or “cross-context behavioral advertising.” If any HOA Doctor technology or data practice falls within such a statutory definition, we will provide applicable disclosures and opt-out rights as required by law.
7. Service Providers
HOA Doctor may disclose Personal Information to Service Providers that assist us with:
• hosting;
• cloud infrastructure;
• databases;
• cybersecurity;
• authentication;
• identity verification;
• property verification;
• analytics;
• email communications;
• SMS communications;
• payment processing;
• customer relationship management;
• fraud prevention;
• customer service;
• data enrichment;
• data quality;
• software development;
• artificial intelligence tools;
• professional services;
• accounting;
• insurance;
• legal services;
• other operational functions.
Service Providers may process Personal Information only as reasonably necessary to provide services to HOA Doctor and subject to contractual or legal obligations governing their use of that information.
We do not authorize Service Providers to use Personal Information for their own independent marketing merely because they provide services to HOA Doctor.
8. Artificial Intelligence and Automated Technologies
HOA Doctor may use artificial intelligence, machine learning, language models, automated classification, or similar technologies to support features such as:
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• document analysis;
• governing-document interpretation;
• search;
• summarization;
• community information;
• fraud detection;
• moderation assistance;
• data classification;
• benchmarking;
• customer support;
• analytics;
• product development.
Where Personal Information is processed through third-party AI or technology providers, HOA Doctor will seek to use providers under terms designed to limit processing to authorized business purposes.
HOA Doctor does not intend to provide protected homeowner identities to third-party AI providers for those providers’ independent advertising or marketing.
We may use de-identified, aggregated, or non-personal information to improve products, analytics, algorithms, or models.
If HOA Doctor later uses identifiable Personal Information for model training beyond what is reasonably necessary to provide a requested service, we will provide additional notice or obtain consent where required by law.
9. Aggregated and De-Identified Information
HOA Doctor may create aggregated, statistical, anonymized, or de-identified information from Personal Information
and platform activity.
We may use such information for:
• benchmarking;
• research;
• analytics;
• market intelligence;
• community-level insights;
• industry reporting;
• product development;
• trend analysis;
• sponsorship analytics;
• commercial reporting;
• other lawful business purposes.
We may retain, disclose, license, or commercially use properly de-identified or aggregated information.
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HOA Doctor will not knowingly use de-identified information to reasonably infer or reconstruct the identity of an individual except where permitted by law for security, testing, fraud prevention, compliance, or similar legitimate purposes.
Where required by applicable law, HOA Doctor will maintain de-identified information in de-identified form and will not attempt to re-identify it.
10. Verified Reviews and Protected Identities
HOA Doctor may verify that a reviewer has a legitimate relationship to a property or community before allowing that review to affect HOA Doctor ratings.
Verification may involve HOA Doctor, public data, licensed property information, or trusted Service Providers.
Protected Identity means the reviewer’s identity is not publicly displayed or automatically disclosed to the rated board,
management company, sponsor, or other commercial party.
Protected Identity does not mean HOA Doctor cannot identify the reviewer.
HOA Doctor may retain sufficient information to:
• verify eligibility;
• prevent duplicate reviews;
• prevent manipulation;
• detect fraud;
• enforce review limits;
• enforce platform rules;
• investigate abuse;
• comply with law;
• preserve scoring integrity.
HOA Doctor may disclose identifying information where required by valid legal process or otherwise permitted by law.
11. Third-Party Products, Services, and Links
HOA Doctor may display, link to, integrate with, or make available third-party sponsors, vendors, service providers, benefits, offers, products, websites, applications, or other services.
These third parties operate under their own privacy practices.
When you affirmatively choose to interact with a third party, information you provide directly to that third party will be governed by that third party’s policies.
HOA Doctor is not responsible for the privacy practices of independent third parties.
12. User-Initiated Business Interactions
Certain HOA Doctor features may allow you to request information, contact a sponsor, connect with a vendor, request services, or otherwise engage with another business.
When you initiate such an interaction, HOA Doctor may provide the recipient with information reasonably necessary to respond to your request.
We will not treat general use of HOA Doctor as consent to provide your protected identity to a sponsor.
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Where practical, HOA Doctor will clearly indicate when clicking, submitting, or selecting a feature will send information to another party.
13. Cookies and Similar Technologies
HOA Doctor and Service Providers may use cookies, pixels, local storage, software development kits, analytics tools, session technologies, and similar technologies.
These may be used to authenticate users, maintain sessions, remember preferences, secure the platform, measure performance, understand usage, improve functionality, detect fraud, diagnose errors, and measure communications or
marketing effectiveness.
Where required by law, HOA Doctor will obtain consent before using non-essential technologies.
You may also be able to manage certain technologies through browser or device settings.
14. Global Privacy Control and Universal Opt-Out Signals
Where required by applicable law, HOA Doctor will recognize legally valid browser-based universal opt-out mechanisms, including Global Privacy Control or similar signals.
If HOA Doctor engages in processing that constitutes targeted advertising, sale, or sharing under applicable state law, we will honor applicable universal opt-out signals as required.
Because technology and legal requirements evolve, the effect of these signals may depend on the jurisdiction and the nature of the processing.
15. Email Communications
HOA Doctor may use your email address to send verification emails, Account notices, security notifications, transaction confirmations, community communications, service notifications, product updates, newsletters, surveys, and promotional communications where permitted.
You may unsubscribe from marketing emails using the unsubscribe link in the communication.
Even after opting out of marketing messages, you may continue receiving transactional, security, legal, or Account-related communications.
HOA Doctor does not sell user email addresses to third parties for their own marketing.
16. SMS Communications
Where HOA Doctor offers SMS services, users may opt in to receive text messages. Message and data rates may apply. Message frequency may vary.
You may opt out by replying STOP where supported. You may request help by replying HELP where supported.
HOA Doctor does not sell mobile telephone numbers or SMS opt-in information.
Mobile numbers and SMS consent will not be shared with third parties or affiliates for their own independent marketing purposes.
We may provide mobile information to Service Providers as necessary to deliver and support HOA Doctor communications.
Consent to receive marketing SMS messages is not a condition of purchasing HOA Doctor products or services unless permitted by applicable law.
17. Public and Community Features
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HOA Doctor may offer public or semi-public comments, forums, discussion areas, community features, posts, or similar functionality.
Information you voluntarily post publicly may be visible to other users and may be copied or redistributed.
Do not post information publicly that you do not want others to see.
Where a feature is specifically designated as protected, private, or identity-protected, HOA Doctor will handle it according to the rules associated with that feature.
18. Notice at Collection
Where required by law, HOA Doctor may provide short-form privacy notices at or before the point where Personal Information is collected.
These notices may appear on registration screens, review submission forms, SMS signup forms, subscription forms, sponsorship inquiry forms, contact forms, lead-request forms, or other collection interfaces.
Such notices supplement this Privacy Policy and may explain categories of information being collected, why it is collected, whether it will be disclosed, whether it may be used for targeted advertising, retention information, and applicable privacy rights.
19. Data Security
HOA Doctor uses administrative, technical, and organizational safeguards that we consider reasonable and appropriate to protect Personal Information from unauthorized access, loss, misuse, alteration, disclosure, or destruction.
No electronic storage or internet transmission system can be guaranteed completely secure. Accordingly, HOA Doctor cannot guarantee absolute security.
Users are responsible for protecting their login credentials and devices.
If HOA Doctor becomes aware of a security incident involving Personal Information, we will take reasonable steps to investigate, mitigate, remediate, and provide legally required notifications.
20. Data Retention
We retain Personal Information only for as long as reasonably necessary for the purposes described in this Privacy Policy or as required by law.
Retention considerations may include Account duration, review integrity, legal obligations, security, and business operations.
When Personal Information is no longer reasonably necessary, HOA Doctor may delete, anonymize, aggregate, or securely dispose of it.
Properly de-identified or aggregated information may be retained for longer periods.
21. Children’s Privacy
HOA Doctor Services are not directed to children under 13, and we do not knowingly collect Personal Information from children under 13.
Certain HOA Doctor Services may be limited to adults or individuals capable of entering into legally binding agreements.
If we learn that Personal Information has been collected from a child in violation of applicable law, we will take reasonable steps to delete it.
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22. Corporate Transactions
If DOC Vault Inc. participates in a merger, acquisition, financing, restructuring, bankruptcy, sale of assets, or similar
transaction, Personal Information may be disclosed or transferred as part of the transaction.
Any successor entity will be expected to handle Personal Information consistent with applicable law and legally binding privacy commitments.
23. Legal and Safety Disclosures
HOA Doctor may disclose Personal Information when reasonably necessary to comply with law, respond to court orders, subpoenas, warrants, or lawful government requests, enforce our agreements, investigate fraud or
manipulation of reviews, prevent abuse, protect security or safety, protect rights or property, or establish, exercise, or defend legal claims.
24. Your Privacy Choices
Depending on where you live and applicable law, you may have rights to access Personal Information, correct inaccurate information, delete Personal Information, receive a copy of Personal Information, obtain data portability, withdraw consent, object to or restrict certain processing, opt out of targeted advertising, opt out of certain statutory sales or sharing, appeal a privacy-request decision, or lodge a complaint with a regulatory authority.
We may need to verify your identity before completing a request.
Certain information may be exempt from deletion or other requests where retention is necessary for security, fraud prevention, review integrity, legal compliance, contractual obligations, dispute resolution, or other lawful purposes.
25. U.S. State Privacy Rights
Residents of states with comprehensive privacy laws may have additional rights, including rights to access, correct, delete, obtain portability, and opt out of targeted advertising, statutory sale, statutory sharing, or certain profiling, depending on applicable law.
As stated above, HOA Doctor does not sell Personal Information to third parties for their own marketing purposes.
If HOA Doctor engages in activity that qualifies as “sharing,” targeted advertising, or another regulated form of processing under a particular state law, applicable opt-out mechanisms will be made available.
HOA Doctor will not unlawfully discriminate against users for exercising applicable privacy rights.
26. California Privacy Rights
California residents may have additional rights under California privacy law.
Categories of Personal Information HOA Doctor may collect include identifiers, contact information, property information, commercial information, internet or electronic activity, approximate geolocation, professional information,
Account information, communications, transaction information, and inferences derived from other information.
HOA Doctor collects and uses these categories for the purposes described in this Privacy Policy.
HOA Doctor does not sell Personal Information, including email addresses, to third parties for their own marketing purposes.
If any use of tracking or advertising technology constitutes “sharing” under California law, HOA Doctor will provide applicable rights and opt-out mechanisms as required.
California residents may have rights to know, access, correct, delete, obtain portability, opt out of applicable sharing or targeted advertising, and limit certain uses of sensitive information where applicable.
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Authorized agents may submit requests where permitted by law. HOA Doctor may verify the identity and authority of persons submitting requests.
27. European and International Privacy Rights
Where GDPR, UK GDPR, or similar data-protection laws apply, HOA Doctor may process Personal Data under one or more legal bases, including consent, contractual necessity, legal obligation, legitimate interests, vital interests, or other
grounds authorized by law.
Depending on applicable law, individuals may have rights to access, correction, deletion, restriction, objection, portability, withdrawal of consent, and complaint to a data-protection authority.
Where Personal Data is transferred internationally, HOA Doctor will use appropriate transfer mechanisms where required.
28. Privacy Requests
You may submit privacy questions or requests through HOA Doctor’s website or by writing to:
DOC Vault Inc.
HOA Doctor®
ATTN: LEGAL
3129 E Camelback Rd #413
Phoenix, AZ 85016
We may request information reasonably necessary to verify your identity.
We will respond within the timeframe required by applicable law.
Where required, we will provide information regarding appeal rights if a request is denied.
29. Changes to This Privacy Policy
HOA Doctor may update this Privacy Policy to reflect changes in products, technology, business practices, legal requirements, data practices, or privacy standards.
When changes are material, HOA Doctor may provide additional notice where required or appropriate.
The current version will be posted on the HOA Doctor website with its effective date.
30. Contact Us
Questions regarding this Privacy Policy or HOA Doctor’s privacy practices may be submitted through the HOA Doctor website or sent to:
DOC Vault Inc.
HOA Doctor®
ATTN: LEGAL
3129 E Camelback Rd #413
Phoenix, AZ 85016
Core Operating Commitments
1. HOA Doctor does not sell personal information, including email addresses, to third parties for
their own marketing purposes.
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2. Sponsorship alone never provides access to protected homeowner identity information.
3. Commercial relationships do not determine homeowner verification, review content, moderation
standards, or HOA Doctor scores.
This Privacy Policy was last revised on August 30, 2026.
