Privacy policy

Effective Date: January 1, 2026
Last Updated: January 1, 2026

This Privacy Policy explains how HOA Insurance Agency LLC (“Company,” “we,” “us,” “our”) collects, uses, discloses, and protects information when you visit www.protectmyhoa.com (the “Site”), contact us, request a quote, apply for insurance, or otherwise interact with us.

1) Scope

This Privacy Policy applies to information collected:

  • Through the Site and our online forms

  • Through email, phone, SMS/text, and other communications

  • In connection with quoting, placing, and servicing insurance products

If you are an insurance applicant, insured, or claimant, we may also be subject to additional privacy obligations under insurance and financial services laws.

2) Information We Collect

We may collect the following categories of information:

A. Information you provide to us

  • Contact information: name, address, email, phone number

  • Insurance/underwriting details: property details, HOA details, coverage needs, loss history, prior insurance, policy details

  • Identifiers (as needed for servicing/placement): date of birth, driver’s license number, Social Security number or taxpayer ID (only where necessary and permitted)

  • Payment information: billing details (note: payments may be processed by third-party providers)

  • Communications: emails, chat messages, call recordings (where permitted), voicemails, and text messages

B. Information collected automatically

  • Device and usage data: IP address, browser type, pages viewed, clicks, timestamps, referring URLs

  • Cookie and tracking data: cookies, pixels, tags, similar technologies (see Section 6)

C. Information from third parties

  • Insurance carriers/wholesalers/MGAs and other distribution partners

  • Data providers (e.g., identity verification, property data, risk/claims databases where permitted)

  • Advertising/analytics partners (e.g., website analytics, conversion tracking)

  • Public sources (e.g., property records), where relevant and allowed

3) How We Use Information

We use information to:

  • Provide quotes, place coverage, and service policies

  • Communicate with you (including responding to requests and sending service notices)

  • Verify identity, prevent fraud, and protect security

  • Improve the Site, forms, and customer experience

  • Conduct analytics and measure marketing effectiveness

  • Send marketing communications (subject to your choices and applicable law)

  • Comply with legal and regulatory obligations (including insurance and financial services requirements)

4) How We Share Information

We do not share your personal information except as described below:

A. With insurance and service partners (as needed to do business)
We may share information with:

  • Insurance companies/carriers and underwriting partners

  • Wholesalers/MGAs and agency partners involved in quoting/placement

  • Service providers (CRM, email, hosting, analytics, customer support, document management)

  • Payment processors (if applicable)

B. For legal, security, and compliance
We may disclose information to:

  • Comply with laws, subpoenas, and regulatory requests

  • Protect rights, safety, and security of Company, users, and others

  • Investigate and prevent fraud or misuse

C. Business transfers
If we are involved in a merger, acquisition, financing, or sale of assets, information may be transferred as part of that transaction.

5) Your Privacy Choices

Depending on your location and how you interact with us, you may have the following choices:

  • Marketing emails: use the unsubscribe link in the email or contact us at insurance@protectmyhoa.com.

  • Text messages: reply STOP to opt out (standard message/data rates may apply).

  • Cookies: adjust cookie settings in your browser; some features may not work properly if cookies are disabled.

  • Do Not Track: Some browsers transmit “Do Not Track” signals. Our Site may not respond to all such signals consistently.

6) Cookies & Tracking Technologies

We and our partners may use cookies, pixels, and similar technologies for:

  • Essential site functionality

  • Security and fraud prevention

  • Analytics (e.g., page visits, conversion measurement)

  • Marketing/advertising measurement

You can control cookies through browser settings. Where required by law, we will present consent options (e.g., cookie banner).

7) Sensitive Information

Insurance transactions may involve sensitive personal information (e.g., government identifiers, financial details, health-related or claims information). We collect and use sensitive information only as needed to:

  • Provide requested quotes and services

  • Comply with legal and regulatory requirements

  • Prevent fraud and secure our systems

8) Data Security

We use reasonable administrative, technical, and physical safeguards designed to protect information. However, no system can be guaranteed 100% secure. Please use caution when sharing information online.

9) Data Retention

We retain information as long as reasonably necessary to:

  • Provide services and maintain business records

  • Meet legal, regulatory, tax, and insurance compliance requirements

  • Resolve disputes and enforce agreements

Retention periods may vary depending on the type of data and applicable law.

10) Children’s Privacy

The Site is not intended for children under 13 (or under 16 in certain jurisdictions). We do not knowingly collect personal information from children. If you believe a child has provided us information, contact us at [Privacy Email].

11) State Privacy Rights (U.S.)

Some states provide residents specific privacy rights (e.g., California, Virginia, Colorado, Connecticut, Utah). Depending on your state and the applicable law, you may have rights to:

  • Access or obtain a copy of personal information

  • Correct inaccurate information

  • Delete certain information

  • Opt out of certain disclosures or targeted advertising (where applicable)

  • Limit use/disclosure of sensitive data (where applicable)

  • Non-discrimination for exercising privacy rights

How to submit a request:
Email: insurance@protectmyhoa.com
Mail: 11 Apex Drive, Suite 300A - 1067, Marlborough, MA 01752
Include: your name, contact info, state of residence, and the request type.

We may need to verify your identity before processing certain requests.

California Notice (if applicable)

California residents may have rights under the California Consumer Privacy Act (CCPA) as amended by the CPRA. We may collect categories of personal information listed in Section 2 for business purposes described in Section 3.

  • Sale/Share:

    • We do not sell personal information. We do not share personal information for cross-context behavioral advertising.

  • Authorized Agent: California residents may use an authorized agent to submit requests, subject to verification.

If you use advertising pixels/retargeting, you should implement a “Do Not Sell or Share My Personal Information” link and cookie controls.

12) External Links

The Site may link to third-party sites. We are not responsible for the privacy practices of those third parties.

13) Changes to This Policy

We may update this Privacy Policy from time to time. We will post the updated version on this page with a new “Last Updated” date.