Privacy Policy
Privacy Policy
Last updated: 4/3/2025
Introduction
Welcome to Red Leaf HOA (“we,” “us,” or “our”). We are committed to protecting the privacy and security of the personal information of our homeowners, residents, and visitors to our website, redleafhoa.com (“Website”). This Privacy Policy explains how we collect, use, store, and protect your personal information in connection with our homeowners association (HOA) management activities. It applies to information collected through our Website, as well as through our use of third-party platforms including Appfolio, FreshDesk, and Ooma Office, which we utilize solely for HOA management purposes.
Information We Collect
We collect information necessary to manage our communities effectively. This may include:
-
- Personal Identifiers: Name, address, email address, phone number, and other contact details.
- Financial Information: Payment details (e.g., bank account or credit/debit card information) for dues, assessments, or other HOA-related fees.
- Account Information: Login credentials and profile details for accessing our homeowner portals or communication systems.
- Service Requests: Information submitted via maintenance requests, support tickets, or inquiries.
- Usage Data: Information about how you interact with our Website or third-party platforms (e.g., IP address, browser type, pages visited), collected automatically through cookies or similar technologies.
-
We collect this information directly from you when you provide it (e.g., through forms, payments, or communications) or automatically as you use our Website or services.
How We Use Your Information
We use your information exclusively for HOA management purposes, including:
-
- Managing membership in your HOA community, including processing dues and assessments.
- Communicating with you about community updates, events, or notices.
- Responding to service requests, inquiries, or support tickets.
- Maintaining and operating our Website and third-party platforms (Appfolio for property management, FreshDesk for customer support, and Ooma Office for communication services).
- Ensuring compliance with governing documents, such as your community’s CCR’s, and applicable laws.
- Improving our services and Website functionality based on usage data.
-
We do not use your information for marketing purposes or any purpose unrelated to HOA management.
How We Share Your Information
We do not share your personal information with any outside entities except in the following limited circumstances:
-
- Legal Requirements: We may disclose your information if required by law, such as in response to a court order, subpoena, or other legal process, or to comply with governmental regulations.
- Service Providers: We use third-party platforms—Appfolio, FreshDesk, and Ooma Office—to assist with HOA management. These providers may have access to your information only to perform services on our behalf and are contractually obligated to protect your information and use it solely for the purposes we specify.
- Appfolio: Used for property management tasks such as dues collection, homeowner portals, and record-keeping.
- FreshDesk: Used for managing support tickets and resident inquiries.
- Ooma Office: Used for phone-based communication with residents.
-
-
We do not sell, rent, or otherwise share your personal information with third parties for their own purposes.
Mobile Information: No mobile information will be shared with third parties/affiliates for marketing/promotional purposes. All the above categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.
How We Protect Your Information
We take reasonable measures to safeguard your personal information, including:
-
- Encrypting sensitive data (e.g., payment information) during transmission and storage.
- Restricting access to your information to authorized personnel only.
- Relying on the security practices of our trusted third-party providers (Appfolio, FreshDesk, and Ooma Office), which implement industry-standard security protocols.
-
While we strive to protect your information, no system can guarantee absolute security. We encourage you to use strong passwords and avoid sharing sensitive information over unsecured networks.
Cookies and Tracking Technologies
Our Website may use cookies and similar technologies to enhance your experience, analyze usage, and improve functionality. You can manage your cookie preferences through your browser settings. For more details, please see the policies of our third-party providers:
Your Choices
You may:
-
- Update or correct your personal information by contacting us or using your homeowner portal on Appfolio.
- Opt out of non-essential communications (e.g., newsletters) by following the unsubscribe instructions in those messages, though you cannot opt out of essential HOA-related notices.
- Disable cookies via your browser, though this may affect Website functionality.
-
Third-Party Links
Our Website or communications may include links to third-party sites (e.g., Appfolio homeowner portals). We are not responsible for the privacy practices of these sites. Please review their privacy policies before providing information.
Children’s Privacy
Our services are not directed to individuals under 13. We do not knowingly collect personal information from children under 13. If we learn such information has been collected, we will delete it promptly.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time. The “Last Updated” date at the top will reflect the most recent changes. We encourage you to review this policy periodically. Significant changes will be communicated to you via email or a notice on our Website.
Contact Us
If you have questions about this Privacy Policy or our handling of your information, please contact us at:
Red Leaf HOA Management
Email: support@redleafhoa.com
Phone: (970) 713-0340
Address: 115 N 5th St, Suite 301, Grand Junction, Colorado