Privacy policy

Association Autopilot is a service that homeowners associations use to run their community: documents, dues, meetings, votes, violations and inspections. It is operated by Elite Property Consultants LLC, doing business as The Elite Company ("we", "us"). This policy covers the website at associationautopilot.com and the Association Autopilot apps for iPhone and Android.

Who controls your information

Your association decides what goes into its account: the owner roster, lot records, violations, ledgers and documents. For that information we act on the association's behalf, and the association is responsible for it. For your own login and how you use the service, we are responsible.

What we collect

• Account details: name, email, phone number, password (stored only as a one-way hash), and, if you choose Sign in with Google or Apple, the identifier and email those services give us. Apple may give us a private relay address instead of your real email.
• Association records: property address and lot, ownership, household members you add, dues balances and payment history, violations, hearing requests, architectural requests, votes and ballots, committee membership and messages.
• Payments: dues are paid through Stripe on the association's own Stripe account. Stripe collects your card or bank details; we never see or store full card or account numbers. We receive the amount, date, fee and the last four digits. If you pay by Apple Pay or Google Pay, that is handled by Apple or Google and Stripe.
• Inspection photos and location: inspectors working for the association take photos of properties from the street. Each photo is stamped with time and GPS location, and the inspector's route is recorded while an inspection is running to show which streets were covered. Homeowners can upload photos showing a violation was fixed.
• Documents: governing documents, financial statements, minutes and other files the board uploads, and the text read from them.
• Questions and messages: what you ask the association assistant, messages to an HOA expert, and board and committee chat.
• Meeting recordings: if a board records a meeting for minutes, the audio and transcript.
• Device and usage: push notification tokens if you allow notifications, sign in times, and basic logs (browser, IP address, pages requested) kept for security and troubleshooting.

How we use it

• To run the service for your association: show you your account, send notices and reminders, post and collect dues, track violations through the steps the association's documents and Texas law require, and keep the association's records.
• To answer questions with AI: the assistant reads the association's documents and your question to write an answer. Uploaded documents and financial statements are also read by AI to pull out rules, deadlines and figures.
• To keep the service secure, fix problems and improve it.

We do not sell personal information, and we do not use it for advertising.

Who we share it with

• Your association: the board and people the board authorizes see the association's records. Other homeowners see only what the association publishes to them, such as the directory if the board turns it on.
• Service providers that process data for us under contract: Vercel (hosting), Neon (database), Cloudflare (file storage), Stripe (payments), Resend (email), Lob (mailed letters), Anthropic (AI answers and document reading), ElevenLabs (meeting transcription), Expo, Apple and Google (push notifications and sign in), and the U.S. Census Bureau geocoder (turning lot addresses into map points).
• Inspectors and HOA experts we contract with, only for the associations they serve.
• When the law requires it, or to protect someone's safety or our legal rights, and to a buyer if the business is sold, under this same policy.

How long we keep it

We keep association records for as long as the association uses the service and as the association's record keeping duties require. Texas requires associations to keep certain records, such as financial records, minutes and account records, for set periods. When an association leaves, we return or delete its data on request. Logs are kept for up to a year.

Deleting your account and your choices

• You can delete your login at any time from Delete my account, inside the app or on the website. That removes your sign in, password, linked Google or Apple sign in, phone number and devices. Records the association must keep about the property, such as ownership, payments and violations, stay with the association with your name only.
• You can ask us for a copy of your information, or to correct it, by emailing support@theelitecompany.com. Requests about association records go to your board, and we help them answer.
• You can turn off push notifications in your phone's settings. Some notices, such as violation letters, are required by law and will still be sent by mail or email.

Security

Data is encrypted in transit and at rest with our providers, passwords are hashed, access is limited to the people who need it, and staff access to an association is logged.

Children

The service is for adults who own or manage property. We do not knowingly collect information from children under 13.

Changes and contact

If we change this policy in a way that matters, we will post the new version here and tell account holders by email. Questions: support@theelitecompany.com. Elite Property Consultants LLC, doing business as The Elite Company, Texas.