Control Your Data
Records secured • Emails controlled • Access in minutes • Board protected
1
reduce risk
Reduce risk by keeping your records organized, secure, and easy to access when needed.
2
Protect Your Board
Protect your board by ensuring records are secure, complete, and available when questions or requests arise.
3
Stay compliant
Stay compliant by maintaining accurate, organized records that are available when required.
Most boards rely on a mix of personal email accounts, text messages, and communication through their management company.
In most cases, a former board member’s personal email is no longer accessible to the board. Access to emails and documents remains with the individual, and the transition depends on how well the information was saved, organized, and transferred.
In most cases, it involves searching through old emails, contacting former board members, or asking the management company to track it down.
Confidence is uncertain, particularly when records are spread across emails, individuals, and multiple server systems.
In many cases, boards don’t feel the need for data protection until something goes wrong and they need the data. By then, it’s often too late to recover what’s already missing.
How we protect your data.
Assessment of your operations
This consulting package is designed to identify where your board may be exposed and what steps are needed to close those gaps.
We assess how your email, data, and records are currently managed, identify risks and weak points, and clearly outline what needs to change.
Risks Using Personal Emails
When board communications are sent through personal email accounts, sensitive Association data moves outside the control of the HOA. Legal communications, PII, financial records, and executive discussions may be stored in unsecured, unmanaged accounts without oversight, retention control, or guaranteed recovery.
Position stays, Data dosesn't
Boards change over time, and after years of voluntary service, data retention can be affected—especially when personal email accounts are used. With each transition, historical records can be lost, leaving incoming board members without the information needed to effectively step into their roles.
Protect Communication
Protect the board’s legal communications by keeping data within a controlled environment. As board members transition, records remain secure, accessible, and under the Association’s control.
Start with Custom Domain Name
We start by establishing a dedicated domain for your Association. Registered, owned, and controlled by the board to ensure long-term access, continuity, and control.
How to Protect Email
We help the board eliminate the use of personal email accounts by implementing a secure, board-owned email system. This centralizes communication, protects Association data, and ensures long-term access and continuity—regardless of board transitions.
Custom Emails addresses
Establish professional email addresses for each board position—President@MyDomain.com, VP@MyDomain.com, Secretary@MyDomain.com, and Treasurer@MyDomain.com—so all communication remains with the Association, not the individual.
For ease of use, addresses can also be customized by name (e.g., John@MyDomain.com) while preserving board control and long-term access.
Managing Large Amounts of Sensitive Data
Boards handle a large amount of sensitive information. Personal Private Information (PPI), contracts, legal documents, and delinquent accounts.
This information must be properly organized, secured, and stored in a safe place. It may be needed for future legal matters, warranty claims on past repairs, or proof of payments.
All records need to be securely stored and easily accessible when required.
Who Is Responsible for Your Data?
Many boards rely on their management company to organize and maintain Association records. This assumption is natural, given that management companies handle the day-to-day operations and many of the responsibilities involved in running an HOA.
As a result, it’s often expected that data is being consistently organized, maintained, and protected. However, without a defined system in place, the structure, consistency, and accessibility of that data can vary.
The board is responsible Legally
Legally, the board, not the management company, is responsible for the Association’s records.
As a corporation, the HOA is required to maintain and protect its books, records, and sensitive information.
Board members have a fiduciary obligation to act in the best interest of the Association, including ensuring that all data is properly stored, secured, and accessible.
In California, Civil Code §5200–5240 outlines the Association’s responsibility to maintain and provide access to records.
Management companies may assist with data handling, but they act as agents of the board—not as owners of the information or the party legally responsible for it.
The responsibility for the Association’s data remains with the board
Board-Controlled Cloud Storage
Your data is stored in a secure, cloud-based system controlled by the board.
While the infrastructure is managed by trusted cloud providers, your Association’s data remains organized, accessible, and under your control.
Modern cloud platforms use encrypted storage, strict access controls, and continuous monitoring to protect sensitive information.
They also provide built-in power backup and data redundancy, ensuring your records are protected and available even in the event of outages or system failures.
When you need records, they are available immediately, no requests, no delays. Too often, boards have to wait 7 to 30 days to receive documents from their management company. With direct access, your board can make decisions without waiting.
Uninterrupted Data Protection
As responsibilities shift or personnel change, information may be stored differently or reorganized. Without a consistent structure, records that were once easy to locate can become harder to access over time.
Management companies play an important operational role, but they serve as agents of the board. The long-term responsibility for maintaining complete, accurate, and accessible records remains with the Association.
As a corporation, the board is responsible for its records. Establishing a controlled, consistent system ensures continuity, reduces risk, and keeps critical information accessible, regardless of changes in management or personnel.
When the board maintains oversight of its data, it strengthens the partnership with management while protecting the Association’s long-term interests.
Our services are designed to give boards control, structure, and long-term continuity over their data—while working alongside your management company.
package 1
Consulting
Getting started with this consulting package is how we identify where your board may be exposed and what needs to be done to close those gaps.
We assess how your email, data, and records are currently being handled, identify risks and weak points, and show you exactly what needs to change.
Assessment
Review where sensitive HOA data may be vulnerable and expose potential risks and how to address them.
Design
We design clear system for how your email, documents, and records should be organized.
Implementation
Consult ways to protect your current data and documents. Giving your board a clear understanding of what’s working, what’s not, and where control needs to be established.
package 2
Build Your System
Create and organize your email accounts, data storage, and file systems so everything is centralized and accessible in a cloud-based system under your control.
Systems are set up and ready for your board to manage internally, with clarity and consistency moving forward.
System Structure
Define how your email, data, and records should be organized and controlled.
System Design
Build a clear, usable framework tailored to how your board operates.
System Setup
Implement and configure everything so it’s ready for immediate management by the board.
package 3
Ongoing System Management
Once your system is in place, we can manage it for you.
We handle email administration, cloud storage, and ongoing updates, making sure everything stays organized, secure, and functioning properly.
Need a change or update? Just reach out. We take care of it.
No training. No internal management. Just a system that works.
System Monitoring
Keep your system running properly and address issues as they arise.
Updates & Changes
Manage updates, corrections, and adjustments based on your board’s needs.
Ongoing Management
Manage the system day to day so your board doesn’t have to.
package 4
Website & Domain
Set up a custom domain and build a website specifically for your association, designed to organize communication, documents, and homeowner access in one place.
Your hosting and domain are under board control, so your website remains stable and accessible long-term, even if management companies change.
Domain Setup
A dedicated domain established for your association, owned and controlled by the board.
Website Development
A custom website built for your association to organize communication, documents, and homeowner access in one central location.
Hosting & Control
Hosting is set up under board control, ensuring your website remains stable, accessible, and maintained long-term.
Common Questions
No. Each service is offered as a separate package. Your board can choose only what you need or combine services based on your situation.
The association does. Everything is set up under board ownership so your information stays with the HOA, not with a vendor or management company.
Yes. We can set everything up so your board can manage it internally, or you can choose to have us manage it for you.
That’s common. We design systems to be simple and manageable, and we guide your board through the setup so everything is clear from the start.
It depends on the size of your association and current setup, but most boards can be fully set up within a few weeks.
Your systems, data, and website remain under board control. Nothing needs to be transferred or rebuilt, and your records stay in place.
Management companies assist with operations, but the board is ultimately responsible for its records. We focus on organizing, protecting, and giving your board control over that information.
We handle email administration, data organization, system updates, and any changes your board needs—so everything stays maintained without internal effort.
Yes. Many boards start with consulting or setup and add additional services as their needs grow.
Reach out to us and we’ll go over your current setup, answer your questions, and walk you through pricing based on your needs.
Ready to hire a great team?
Talk with our consultants to identify where your board may be vulnerable, and take the first step toward control and compliance.