Privacy Policy
Who we are
HOAist is an AI community agent for homeowners and condominium associations that works inside WhatsApp. It is operated by Bitseeker LLC, a Wyoming limited liability company ("we", "us"). This policy explains what information we handle when you use HOAist, including our public demo community, "Demo Lakes" (a fictional community).
Information we collect
When you message a HOAist agent on WhatsApp, we receive:
- Your WhatsApp phone number and the profile name you have set in WhatsApp.
- Your messages to the agent and the agent's replies.
- Photos and other media you send, for example a photo of a maintenance problem.
- For real communities, details the association provides or you share, such as your role (resident, owner, board member, manager) and your home or unit.
- Basic technical logs needed to run and secure the service (for example timestamps and error records).
How we use it
- To answer your questions using the community's governing documents and general rules.
- To file photo reports and route them to the right committee or manager, and to follow up with you.
- To keep records of community communications for the association.
- To operate, secure, troubleshoot and improve the service, and to prevent abuse.
AI processing
Replies are written by AI models. To produce a reply, your message, relevant community documents and limited context are processed by AI models running on Cloudflare (including Cloudflare Workers AI). We do not use your messages to train AI models, and we do not allow our providers to do so under the terms we use.
WhatsApp and Meta
Messages are delivered through the WhatsApp Business Platform, operated by Meta. Meta processes your messages to deliver them, under WhatsApp's own Privacy Policy and terms, which also apply to your use of WhatsApp.
Who we share it with
- Your community association (its board, committees and manager), for real communities.
- Service providers that run the service for us, such as Cloudflare (hosting, storage and AI) and Meta (WhatsApp message delivery), only as needed to provide HOAist.
- Authorities, if the law requires it or to protect people's safety.
We do not sell your personal information, and we do not share it for advertising.
Community associations and official records
For real communities, the association is the custodian of its official records. HOAist helps the association keep and organize communications and reports, but the association decides what is kept as an official record and responds to records requests under its governing documents and Florida law.
How long we keep it
- Demo visitors: messages, photos and phone numbers from people who try the Demo Lakes demo are deleted after 7 days.
- Real communities: information is kept for as long as the association uses HOAist or as the association directs to meet its record-keeping duties, then deleted when the association closes its account. Backups expire on a rolling schedule.
Security
We use encryption in transit, access controls and reputable infrastructure providers to protect information. No system is perfectly secure, so please don't send sensitive information (such as bank or medical details) the agent does not need.
Children
HOAist is intended for adults. It is not directed to children under 13, and we do not knowingly collect their information. If you believe a child has sent us information, contact us and we will delete it.
Your choices and rights
- Access or correction: ask us for a copy of your information or to correct it.
- Deletion: send DELETE MY DATA to the agent on WhatsApp, or email privacy@hoaist.com. See Data deletion for details. We process requests within 30 days. For real communities, some records may need to be kept by the association as required by law; we will tell you if so.
- Stop messages: stop messaging the agent or block the number in WhatsApp at any time.
Changes
We may update this policy. We will change the date at the top and, for significant changes, give notice through the service or this website.
Contact
BitSeeker LLC, Florida, USA. Email privacy@hoaist.com for privacy questions, or see our Contact page.