Privacy Policy

The short version

HOA Suite apps and this website don't collect, sell or share your personal information. There are no accounts, no servers that receive app data, no analytics and no advertising. Your meetings stay on your own devices.

Who we are

HOA Suite is made by Graycells LLC (“we”, “us”). This policy covers Meeting Day, an iPhone and iPad app for running HOA meetings, and this website, hoasuite.com.

Information we collect

None from the apps. Graycells LLC does not operate any server that receives data from Meeting Day, and the app contains no analytics, tracking or advertising code. If you allow it in your iPhone or iPad settings, Apple may share crash reports with us; they don't include your meeting data.

Information stored on your devices (Meeting Day)

The following information stays on your iPads and iPhones, in the app's private storage. It is never sent to us:

• The roster you import: the community's name and, for each lot, its lot number, property address, owner names and vote weight. Any other columns in your file, such as email addresses or phone numbers, are not kept.
• Your meetings: the setup (quorum rule, agenda, motions, elections and candidates), check-ins and the name of each person checked in, proxy holder names and proxy choices, ballot counts and results, minutes notes, public comment speakers and times, desk names, and the audit log.

If you delete the app, this information is deleted with it. If your device backs up to iCloud or a computer, the host's meetings may be included in that backup under Apple's terms. A check-in desk's copy of a meeting is left out of device backups, and is erased when the meeting closes or the desk leaves.

Your association is responsible for the owner information it imports, and for how it uses and shares the reports it makes.

Between your devices

Check-in desks connect directly to the host device over your local network or a direct Wi-Fi link. The connection is encrypted with a key made from the meeting's join code, and nothing passes through our servers or the internet.

• The join link in the host's QR code (hoasuite.com/join#…) keeps the join code and the meeting's title after the #. Browsers never send that part of a link to a web server, and the join page has no scripts that could read it.
• Backup files are encrypted with the meeting's backup password, and go only where you send or save them.
• Reports go only to the apps and people you choose to share them with.

Camera and local network

Meeting Day uses the camera only to scan a join code. No pictures are taken or saved. It uses local network access only to connect check-in desks to the host. You can turn either permission off in iPhone or iPad Settings; you can then type the join code instead of scanning it, but desks can't connect without local network access.

Purchases

Optional in-app purchases are made through Apple's App Store, and Apple handles them. We never receive your payment details. The app only checks with the App Store which purchases have been made.

This website

hoasuite.com uses no cookies, no analytics and no scripts. Our web host may keep standard server logs (such as IP address and the page requested) for security and operations.

If you email support@hoasuite.com, we receive your email address and message, and use them only to reply.

Children

HOA Suite apps are tools for HOA boards and volunteers and are not directed at children under 13. We do not knowingly collect information from children.

Changes to this policy

If this policy changes, we will update this page and its effective date.