Last updated September 8, 2026
Privacy Policy
Information we collect
We may collect information you provide directly, including your name, email address, association or community name, state, county, property address, city, ZIP code, alternate community names, messages, notes, order information, custom-research information and other details you choose to submit.
We may also collect ordinary technical and security information generated when the service is used, such as request timestamps, session information, download activity and technical logs needed to operate, troubleshoot and secure the site.
Security and rate-limiting data
To prevent spam, automated abuse and unauthorized access, we use technical security controls including rate limiting. Certain security identifiers may be created using one-way cryptographic hashing so that the service can recognize repeated activity without storing the underlying raw identifier in that security record. These records are used for security and abuse prevention rather than advertising.
Payment information
When payment functionality is available, payment-card information is intended to be handled directly by the connected payment processor rather than stored by HOA Records Direct. We may retain transaction identifiers, payment status, amount, order information and other records necessary to fulfill purchases, provide support and maintain business records.
How we use information
We use information to process purchases and research requests, deliver documents, respond to messages, provide customer support, maintain order and business records, secure the service, detect fraud or misuse, troubleshoot problems, improve the catalog and comply with legal obligations.
Service providers and disclosures
We may disclose information to vendors and service providers that perform functions on our behalf, such as website hosting, payment processing, email delivery, data storage, security, analytics or other operational services. They may use the information only as permitted by their agreements with us and applicable law.
We may also disclose information when reasonably necessary to comply with law, legal process or a governmental request; protect the rights, safety or security of HOA Records Direct, our customers or others; investigate fraud or abuse; or complete a merger, acquisition, financing, reorganization or sale of all or part of the business subject to appropriate safeguards.
No sale of personal information
HOA Records Direct does not sell customer personal information. We do not provide customer activity to homeowners associations or unrelated records-management services for their independent marketing purposes, and we do not use third-party advertising trackers for cross-site behavioral advertising.
Public-record information
Association names, recording references and recorded documents offered through the catalog come from public sources. Public-record content is distinct from private customer information submitted while using this site.
Recorded documents may themselves contain names, addresses or other personal information because that information is part of the official public record. HOA Records Direct generally reproduces and organizes the record as made available by the public source, except where redaction or other treatment is legally required.
Cookies and similar technologies
We use essential session cookies and may use limited analytics or similar technologies to operate the website, maintain security, measure traffic and improve the service. We do not currently use third-party advertising cookies for cross-site behavioral advertising.
Data retention
We retain information for as long as reasonably necessary for the purpose for which it was collected, including fulfilling purchases and research requests, providing customer support, maintaining financial and business records, preventing abuse, resolving disputes and complying with legal obligations. Security and rate-limit records may be retained for shorter periods appropriate to their purpose.
Data security
We use reasonable administrative and technical safeguards intended to protect customer information, including restricted administrative access, HTTPS, access controls, session protections and abuse-prevention measures. No internet service or storage system can guarantee absolute security.
Your privacy choices and rights
Depending on where you live and subject to applicable exceptions, you may have rights concerning personal information we maintain about you, which may include requesting access, correction or deletion. We may need to verify your identity before fulfilling a request, and certain information may be retained where required for legal, tax, fraud-prevention or business-record purposes.
To make a privacy request, visit our Contact Us page and identify the request as a privacy request.
Children's privacy
HOA Records Direct is intended for adults and is not directed to children under 13. We do not knowingly solicit personal information from children under 13 through this service. If you believe a child has submitted personal information, please visit our Contact Us page.
Changes to this Privacy Policy
We may update this Privacy Policy as our services, technology or legal obligations change. The current version and its last-updated date will be posted on this page.
Contact
Questions about privacy or personal information may be submitted through our Contact Us page.