HOA Fiscal™ Payments Portal — Privacy Policy

Effective: August 19, 2025

Provider: Dynamite Management LLC ("Dynamite," "we," "us," "our")

Product: HOA Fiscal™ software and payments portal (the "Platform" or "Portal")

This Privacy Policy explains how we collect, use, disclose, and protect information when unit owners and other end-users access the Portal to view ledgers, make payments, or manage AutoPay. This Policy is incorporated into the HOA Fiscal Payments Portal Terms of Service. Your Association remains the merchant/payee; we provide software and payments facilitation.

1) Scope

This Policy covers personal information processed by Dynamite through the Portal. It does not cover your Association's own websites, records, or practices, which are governed by the Association's policies.

2) Eligibility

The Portal is intended only for individuals 18 years of age or older. We do not knowingly collect or process information from anyone under 18. If you believe we may have inadvertently collected such information, please contact us.

3) What We Collect

• Account & Contact Info: name, email, phone, unit/lot number, mailing address, Association name.
• Payment Details: card brand/last 4, tokenized card data, bank routing/account identifiers as required for ACH (full sensitive details are handled and stored by our third-party processor), payment amounts, timestamps, authorization/return/chargeback status.
• Portal Activity & Device Data: IP address, device/OS/browser details, pages viewed, settings, and cookies/unique IDs used to operate and secure the Portal.
• Support & Communications: messages or attachments sent to support@hoafiscal.com and in-app notices.

4) How We Use Information

We use information to:

• Operate, secure, and improve the Portal (including fraud detection and prevention).
• Process payments and AutoPay via our processor and its bank partners; provide receipts and status; maintain records.
• Display your Association's ledger activity and your payment history.
• Communicate about transactions, Portal updates, security, and support.
• Comply with law, network rules (e.g., NACHA/card networks), and enforce our Terms.

5) Roles & Sharing

• With Your Association (Merchant/Payee): We share payment confirmations, amounts, dates, status/returns/chargebacks, and basic payer details needed to post to the Association's ledger and administer billing. Refunds and adjustments are handled by the Association under its policies.
• With Our Payment Processor (Finix) & Banking Partners: To authorize, settle, and, if needed, reverse or correct transactions.
• With Service Providers: Cloud hosting, email/SMS delivery, security, analytics (configured for operational insights, not for ad targeting). These providers are bound to use your data only to perform services for us.
• For Legal/Compliance: To respond to lawful requests, protect users and the Platform, or in connection with a merger, acquisition, or corporate reorganization.

We do not sell your personal information and do not share it for cross-context behavioral advertising.

6) Cookies & Similar Technologies

We use necessary cookies and similar technologies to sign you in, keep sessions secure, and remember settings. Where required by law, we will provide controls to manage optional cookies.

7) Data Retention

We retain personal information as long as needed to provide the Portal, maintain accurate payment and ledger records, resolve disputes, and meet legal, tax, audit, and network-rule obligations (often several years). When no longer needed, we take reasonable steps to delete or de-identify data.

8) Security

We use administrative, technical, and physical safeguards designed to protect personal information (e.g., encryption in transit, access controls, monitoring). No security program is perfect; please keep your credentials confidential and notify us of any suspected unauthorized access.

9) Your Choices & Rights

• Account & AutoPay: You can update contact details and manage/cancel AutoPay in the Portal.
• Communications: Transactional emails are required for service; where applicable, you can manage non-essential notices.
• Access/Correction/Deletion: Subject to verification and legal exceptions, you may request access to, correction of, or deletion of your personal information.
• U.S. State Privacy Rights: If you reside in a state with comprehensive privacy laws (e.g., CA, CO, CT, VA, UT), you may have additional rights (access, correction, deletion, portability, appeal). We do not sell or share your personal information for targeted advertising. To exercise rights, contact us as shown below; some requests may be routed to your Association if it is the relevant data controller for billing records.

10) International Users

The Portal is intended for use in the United States. If you access it from elsewhere, you consent to processing in the U.S., where laws may differ from those in your country.

11) Changes to This Policy

We may update this Policy to reflect operational, legal, or regulatory changes. We will post updates in the Portal and revise the "Effective" date. Your continued use of the Portal after changes take effect signifies acceptance.

12) Contact Us

Dynamite Management LLC (Provider of HOA Fiscal)
5312 NW Lincoln Ave, Vancouver, WA 98663
Mailing: PO Box 8, Vancouver, WA 98666
Email: support@hoafiscal.com