DOC Vault Inc. dba HOA Doctor(R) (the “Company”) and/or Hoadoctor.com and/or the Company’s website, products, services, email, social media, software and any other related digital components, values the privacy of the individual and has created this policy (“Privacy Policy”) to demonstrate its firm commitment to transparency about how the Company treats the information of its users of in conjunction with the Company’s cloud-based Civic Trust-Tech community association review application (“Application”). The Application, Features and any other services or products we may offer from time to time (as defined herein below) constitute the “HOA Doctor Services.” Because the Company gathers important information from our users, the Company has established this Privacy Policy as a means to communicate the Company’s information gathering and dissemination practices. The Company reserves the right to change this Privacy Policy in accordance with the terms herein and reflected in the Terms of Service.
Definitions
For the purposes of this Privacy Policy:
Account means a unique account or profile created for You to access the HOA Doctor Services. Affiliate means an entity that controls, is controlled by or is under common control with a party, where “control” means ownership of 50% or more of the shares, equity interest or other securities entitled to vote for election of directors or other managing authority. Company (referred to as either “the Company,” “We,” “Us” or “Our” in this Agreement) refers to DOC Vault Inc. dba HOA Doctor(R).
For the purpose of the GDPR, the Company is the Data Controller.
Country refers to: United States
Device means any device that can access the HOA Doctor Services such as a computer, a cellphone, or a digital tablet.
Sale means selling, renting, releasing, disclosing, disseminating, making available, transferring, or otherwise communicating orally, in writing, or by electronic or other means, a consumer’s personal information to another business or a third party for monetary or other valuable consideration.
Service refers to the HOA Doctor Services.
Service Provider means any natural or legal person who processes the data on behalf of the Company. It refers to third-party companies or individuals employed by the Company to facilitate the Service, to provide the Service on behalf of the Company, to perform services related to the Service or to assist the Company in analyzing how the Service is used. For the purpose of the GDPR, Service Providers are considered Data Processors.
Third-party Social Media Service refers to any website or any social network website through which a User can log in or create an account to use the HOA Doctor Services.
Usage Data refers to data collected automatically, either generated by the use of the Service or from the Service infrastructure itself (for example, the duration of a page visit). You means the individual accessing or using the Service, or the company, or other legal entity on behalf of which such individual is accessing or using the Service, as applicable.
What information do we collect?
We collect information from you when you register for an Account on the HOA Doctor Services or fill out a form. We will collect any and all information that you input, including but limited to: Contact Information (legal name, address (in your Neighborhood), confirmation of whether your Community is managed by a Property Manager, profile photo, phone number and/or email address); Payment
Information Data; Location (Neighborhood); Contacts (Accessing User Address Book Data); Search History (Information About Searches Performed In The App Data); Identifiers (User ID Data and Device ID Data); and Diagnostics (Crash Data and Performance Data).
We may also collect your billing information, such as billing name and address, bank account number, routing number and in some instances a credit card number and/or other identifier that permits the physical or online contacting of a specific individual, depending on your activities while on the HOA Doctor Services.
What we use information for
Any of the information we collect from you may be used in one of the following ways: to personalize your experience (your information helps us to better respond to your individual needs); to improve the HOA Doctor Services (we continually strive to improve our offerings based on the information and feedback we receive from you); to improve customer service (your information helps us to more effectively respond to your customer service requests and support needs); to send periodic emails. We can also use your information to monitor and assemble analytics pertaining to an individual’s use of the HOA Doctor Services. The Company may use the information that we collect to setup the Accounts for registered users and may also use the information to send information regarding our company or partners, such as promotions and events. The email address you provide may be used to send you occasional company news, updates, related product or service information, etc. If at any time you would like to unsubscribe from receiving future emails, please reply to the Company email and request that your email address be removed from the list.
We will not sell, trade, or otherwise transfer to outside parties your personally identifiable information; except that certain information may be transferred as a necessary function of an API or other similar software function. We may also release your information when we believe release is appropriate to comply with the law, enforce our site policies, or protect ours or others’ rights, property, or safety. User email addresses may be sold to or otherwise shared with third parties for marketing purposes; provided, however that the Company may assign any and all personal customer information to a successor entity should the Company be the subject of a merger, acquisition or any other similar such transaction in which the control of the Company substantially changes. Individual records may at times be viewed or accessed only for the purpose of resolving a problem, support issue, or as may be required by law. Of course, registered users are responsible for maintaining the confidentiality and security of their user registration and password. The Company may aggregate data, including demographic or other general user data, together in an anonymous fashion to generate reporting for internal analysis or distribution as it sees fit and may, at its sole discretion, choose to offer such reporting for promotional purposes and/or monetary gain. The Company may also track and analyze non-identifying and aggregate usage and volume statistical information from our visitors and customers and provide such information to third parties.
Third party links/transactions
Occasionally, at our discretion, we may include or offer third party products or services on the HOA Doctor Services, including through the implementation of advertisements, including “Vendors” as defined in the Terms of Service. These third party sites have separate and independent privacy policies. We therefore have no responsibility or liability for the content and activities of these linked sites. Nonetheless, we seek to protect the integrity of the HOA Doctor Services and welcome any feedback about these sites.
Furthermore, when Users interact with one another Users’ emails, first and last names and other info may be transferred to other affiliated third party businesses. The Company shall under no circumstances be responsible for what buyer/seller or other affiliated third party businesses do with Users’ information.
California Online Privacy Protection Act Compliance
Because we value your privacy we have taken the necessary precautions to be in compliance with the California Online Privacy Protection Act. We therefore will not distribute your personal information to outside parties without your consent.
Residents of the State of California, under certain provisions of the California Civil Code, have the right to request from companies conducting business in California a list of all third parties to which the company has disclosed certain personally identifiable information as defined under California law during the preceding year for third party direct marketing purposes. You are limited to one request per calendar year. In your request, please attest to the fact that you are a California resident and provide a current California address for our response. You may request the information in writing at DOC Group LLC, ATTN: LEGAL, ___________________ and admin@Hoadoctor.com.
Childrens Online Privacy Protection Act Compliance
We are in compliance with the requirements of COPPA (Childrens Online Privacy Protection Act), we do not collect any information from anyone under thirteen (13) years of age. The HOA Doctor Services, products and services are all directed to people who are at least thirteen (13) years old or older.
Online Privacy Policy Only
This online Privacy Policy applies only to information collected through the HOA Doctor Services and not to information collected offline.
Changes to our Privacy Policy
If we decide to change our Privacy Policy, we will post those changes on this page.
Public Forums
We may offer chat rooms, message boards, bulletin boards, or similar public forums, where you and other users of the HOA Doctor Services can communicate. The protections described in this Privacy Policy do not apply when you provide information (including personal information) in connection with your use of these public forums. We may use personally identifiable and non-personal information about you to identify you with a posting in a public forum. Any information you share in a public forum is public information and may be seen or collected by anyone, including third parties that do not adhere to our Privacy Policy. We are not responsible for events arising from the distribution of any information you choose to publicly post or share through the HOA Doctor Services.
Keeping Your Information Secure
We have implemented security measures we consider reasonable and appropriate to protect against the loss, misuse and alteration of the information under our control. Please be advised, however, that while we strive to protect your personally identifiable information and privacy, we cannot guarantee or warrant the security of any information you disclose or transmit to us online and are not responsible for the theft, destruction, or inadvertent disclosure of your personally identifiable information. In the unfortunate event that your “personally identifiable information” (as the term or similar terms are defined by any Applicable law requiring notice upon a security breach) is compromised, we may notify
you by email (at our sole and absolute discretion) to the last email address you have provided us in the most expedient time reasonable under the circumstances; provided, however, delays in notification may occur while we take necessary measures to determine the scope of the breach and restore reasonable integrity to the system as well as for the legitimate needs of law enforcement if notification would impede a criminal investigation. From time to time we evaluate new technology for protecting information, and when Appropriate, we upgrade our information security systems.
Contact and Opt-Out Information
You may contact us as at admin@Hoadoctor.com if: (a) you have questions or comments about our Privacy Policy; (b) wish to make corrections to any personally identifiable information you have provided; (c) want to opt-out from receiving future commercial correspondence, including emails, from us or our affiliated companies; or (d) wish to withdraw your consent to sharing your personally identifiable information with others. We will respond to your request and, if Applicable and Appropriate, make the requested change in our active databases as soon as reasonably practicable. Please note that we may not be able to fulfill certain requests while allowing you access to certain benefits and features of the HOA Doctor Services.
Sole Statement
This Privacy Policy as posted on the HOA Doctor Services is the sole statement of our privacy policy with respect to the HOA Doctor Services, and no summary, modification, restatement or other version thereof, or other privacy statement or policy, in any form, is valid unless we post a new or revised policy to the HOA Doctor Services.
GDPR PRIVACY POLICY
Legal Basis for Processing Personal Data under GDPR
We may process Personal Data under the following conditions:
• Consent: You have given Your consent for processing Personal Data for one or more specific purposes.
• Performance of a contract: Provision of Personal Data is necessary for the performance of an agreement with You and/or for any pre-contractual obligations thereof.
• Legal obligations: Processing Personal Data is necessary for compliance with a legal obligation to which the Company is subject.
• Vital interests: Processing Personal Data is necessary in order to protect Your vital interests or of another natural person.
• Public interests: Processing Personal Data is related to a task that is carried out in the public interest or in the exercise of official authority vested in the Company.
• Legitimate interests: Processing Personal Data is necessary for the purposes of the legitimate interests pursued by the Company.
In any case, the Company will gladly help to clarify the specific legal basis that applies to the processing, and in particular whether the provision of Personal Data is a statutory or contractual requirement, or a requirement necessary to enter into a contract.
Your Rights under the GDPR
The Company undertakes to respect the confidentiality of Your Personal Data and to guarantee You can exercise Your rights.
You have the right under this Privacy Policy, and by law if You are within the EU, to: • Request access to Your Personal Data. The right to access, update or delete the information We have on You. Whenever made possible, you can access, update or request deletion of Your Personal Data directly within Your account settings section. If you are unable to perform these actions yourself, please contact Us to assist You. This also enables You to receive a copy of the Personal Data We hold about You.
• Request correction of the Personal Data that We hold about You. You have the right to have any incomplete or inaccurate information We hold about You corrected.
• Object to processing of Your Personal Data. This right exists where We are relying on a legitimate interest as the legal basis for Our processing and there is something about Your particular situation, which makes You want to object to our processing of Your Personal Data on this ground. You also have the right to object where We are processing Your Personal Data for direct marketing purposes.
• Request erasure of Your Personal Data. You have the right to ask Us to delete or remove Personal Data when there is no good reason for Us to continue processing it.
• Request the transfer of Your Personal Data. We will provide to You, or to a third-party You have chosen, Your Personal Data in a structured, commonly used, machine-readable format. Please note that this right only applies to automated information which You initially provided consent for Us to use or where We used the information to perform a contract with You.
• Withdraw Your consent. You have the right to withdraw Your consent on using your Personal Data. If You withdraw Your consent, We may not be able to provide You with access to certain specific functionalities of the Service.
Data Retention Policy
We will retain Your personal information only for as long as necessary to fulfill the purposes for which it was collected, including to satisfy any legal, accounting, or reporting requirements. The criteria used to determine our retention periods include:
1. Purpose Fulfillment: We will keep personal information for as long as You maintain an active Account or as needed to provide the HOA Doctor Services You have requested. 2. Legal and Regulatory Obligations: We may retain personal information where retention is necessary to comply with our legal obligations, resolve disputes, enforce agreements, or meet tax, accounting, or other regulatory requirements.
3. Business Needs: We may retain personal information for a limited period after account closure to address complaints, maintain business records, and improve our services.
4. Technical and Security Requirements: We may retain backup copies and system logs containing personal information for a limited period as part of our disaster recovery, cybersecurity, and business continuity programs.
When retention is no longer required, we will delete, anonymize, or otherwise securely dispose of personal information in accordance with applicable law. In some cases, we may anonymize personal information so that it can no longer be associated with an identified or identifiable individual; in that case, we may use such information indefinitely without further notice to You.
Exercising of Your GDPR Data Protection Rights
You may exercise Your rights of access, rectification, cancellation and opposition by contacting Us. Please note that we may ask You to verify Your identity before responding to such requests. If You make a request, We will try our best to respond to You as soon as possible. You have the right to complain to a Data Protection Authority about Our collection and use of Your Personal Data. For more information, if You are in the European Economic Area (EEA), please contact Your local data protection authority in the EEA.
U.S. STATE PRIVACY RIGHTS
If you are a resident of California, Colorado, Connecticut, Virginia, or any other U.S. state with a comprehensive consumer privacy law, you may have certain rights with respect to your personal information, subject to applicable law. These rights may include:
1. Right to Know and Access: You have the right to request that we disclose the categories and specific pieces of personal information we have collected about you, the sources of that information, the purposes for which we use it, and the categories of third parties with whom we share it.
2. Right to Delete: You have the right to request that we delete personal information we have collected from you, subject to certain exceptions (such as to complete a transaction, detect security incidents, comply with law, or other internal uses reasonably aligned with your relationship with us).
3. Right to Correct: You have the right to request that we correct inaccuracies in your personal information, taking into account the nature of the information and the purposes of the processing.
4. Right to Opt Out of Sale or Sharing: You have the right to opt out of the sale or sharing of your personal information with third parties, including for cross-context behavioral advertising. “Sale” may include the exchange of personal information for monetary or other valuable consideration. “Sharing” may include the disclosure of personal information for targeted advertising. You may exercise this right at any time by contacting us using the methods described below.
5. Right to Limit the Use of Sensitive Personal Information: In some states, you may have the right to limit our use or disclosure of sensitive personal information to only those uses necessary to provide the requested services or as otherwise permitted by law.
6. Right to Data Portability: You may have the right to obtain a copy of the personal information you provided to us in a portable and, to the extent technically feasible, readily usable format that allows you to transmit the information to another entity without hindrance.
7. Right to Non-Discrimination: We will not discriminate against you for exercising any of the rights described in this section.
How to Exercise Your Rights
You may exercise any of these rights by:
• Emailing us at: admin@Hoadoctor.com
• Mailing us at: DOC Vault Inc. dba HOA Doctor(R), ATTN: LEGAL, 3129 E Camelback Rd #413 Phoenix, AZ 85016
We will verify your identity before processing your request and may require additional information to do so. If we deny your request, we will explain the basis for the denial. In certain states, you may appeal our denial by following the instructions provided in our response.
Authorized Agents (California Residents)
If you are a California resident, you may designate an authorized agent to make a request on your behalf. We will require the authorized agent to provide proof of your written permission, and we may also require you to verify your own identity directly with us.
Notice of Collection
We collect the categories of personal information described in the “What information do we collect?” section of this Privacy Policy. We collect and use these categories for the purposes described in the “What we use information for” section.
Additional Information for California Residents
For purposes of the CCPA/CPRA, the categories of personal information we may collect include:
• Identifiers (e.g., name, email address, device ID)
• Contact information (e.g., mailing address, phone number)
• Commercial information (e.g., transaction history)
• Internet or other electronic network activity (e.g., browsing history, interactions with our services)
• Location data (e.g., general location, Neighborhood)
• Professional or employment-related information (if provided)
• Inferences drawn from the above to create a profile reflecting preferences or characteristics
We may “sell” or “share” these categories of personal information, as those terms are defined under applicable law, to the extent described in this Privacy Policy.
This Privacy Policy was last revised on August 28, 2025.