Clear information for your community

Read the software terms, dedicated-server requirements, and explanation of how each HOA controls the records in its own installation.

Using our website and software

HOASupportPH supplies HOA management software through a license key. Each HOA must purchase its own dedicated server and manage its own software installation, database, users, and community records.

Use of the website is subject to these terms. Software use is subject to the selected monthly license or full-ownership option and the applicable written license agreement. Only an authorized representative may enter into an agreement for an HOA.

About HOASupportPH

HOASupportPH provides licensed HOA management software for homeowner associations, subdivisions, residential communities, property managers, board officers, and community administrators.

Depending on the agreed package, the software may include property and resident management, billing, collections, announcements, amenities booking, architectural requests, vendor management, messaging, reporting, and related tools. These functions run in the HOA-managed installation on the HOA’s dedicated server.

Dedicated servers and license options

Each HOA must purchase its own dedicated server and is responsible for managing that server and the software installed on it. HOASupportPH supplies the software license key; the licensing arrangement does not include hosting or managing the HOA’s database.

• Monthly license: software use is licensed on a monthly basis under the agreed payment, renewal, and license terms.
• Full-ownership option: the HOA may choose the full-ownership option offered in its written agreement. The agreement defines the rights included and any terms for source code, modification, updates, support, or transfer.

The accepted quotation or agreement identifies the selected option, price, included features, implementation scope, and any separately agreed services. A displayed price or an inquiry alone does not confirm a contract.

Quotations and licensing inquiries

An authorized HOA representative may contact HOASupportPH to discuss software features, licensing, pricing, and implementation requirements. The quotation or written agreement should identify the selected monthly or full-ownership option and the requirement for an HOA-managed dedicated server.

Licensing inquiries are separate from the HOA’s operational database. Do not include resident databases, account passwords, or confidential community records in an ordinary licensing inquiry.

HOA and user responsibilities

The HOA appoints its own administrators and decides who may use its installation. The HOA and its authorized users are responsible for lawful use of the software and the records they enter.

• Purchase and manage the dedicated server and its hosting arrangements.
• Control user accounts, permissions, credentials, and access to the database.
• Maintain appropriate server security, backups, recovery procedures, and software configuration.
• Provide accurate information and ensure that records are collected and used lawfully.
• Do not introduce malware, bypass access controls, infringe privacy, or use the software for unlawful activities.
• Use the license key only as permitted by the selected license agreement.

HOA control of community records

The HOA controls the resident, property, billing, request, vendor, and other community records in its own installation. Its dedicated server, database, users, and day-to-day administration are managed by the HOA.

HOASupportPH does not collect, host, store, or administer those HOA records under the software licensing arrangement. Providing a license key does not give HOASupportPH control of the HOA’s database or authority to access its records.

Software rights and ownership

The rights granted to the HOA depend on the selected monthly license or full-ownership agreement. The written agreement defines the permitted use and any rights to source code, modification, copying, distribution, or transfer.

The HOASupportPH name, logo, website materials, software, and any third-party components remain subject to their applicable ownership and license terms, except for rights expressly granted or transferred in the agreement. The HOA’s rights in its own community records are separate from the software license.

HOA hosting providers and integrations

The HOA arranges its dedicated server and manages any hosting, email, SMS, payment, or other integrations it chooses to use with its installation. Those providers’ services and data handling are governed by the HOA’s arrangements with them and their applicable policies.

A software license from HOASupportPH does not itself authorize disclosure of HOA records to HOASupportPH or to another provider.

Website and installation availability

Availability of an HOA’s installation depends on its dedicated server, hosting provider, network connection, configuration, and administration. The HOA manages its server maintenance, backups, and recovery arrangements.

HOASupportPH’s public website may experience temporary maintenance or interruptions. Any commitments concerning software updates, technical support, or other services are governed by the applicable written agreement.

Responsibilities and applicable rights

The respective responsibilities for software licensing, server operation, implementation, and any agreed support services are governed by the written agreement and applicable law. Each HOA manages the operation and use of its own dedicated server and community database.

Nothing in this policy removes rights, remedies, or responsibilities that cannot lawfully be excluded. Questions about a software license should be raised with HOASupportPH; questions about an HOA’s community records should be raised with that HOA.

Changes to these terms

These terms and the related privacy notice may be updated to reflect changes to the software licensing model, service arrangements, or applicable requirements. A revised version will display its updated date on this page.

The scope of a monthly license or full-ownership arrangement is defined by the applicable written agreement. This general policy does not by itself expand or transfer software rights.

Scope of this privacy notice

This notice explains the handling of community records in HOA-managed installations of HOASupportPH software. Each HOA purchases its own dedicated server and manages its own installation and database.

HOASupportPH is the software licensor. Under this licensing model, HOASupportPH does not collect, host, store, or manage the HOA’s resident or community data. Each HOA is responsible for the information it chooses to record and for its own privacy notices and data-handling practices.

HOA-managed data

HOASupportPH does not collect personal or community data entered into an HOA’s software installation. Each HOA must purchase its own dedicated server and is responsible for managing its installation, database, and records.

Information entered by the HOA or its authorized users remains in the HOA-managed system. The HOA decides what information to collect, who may access it, and how it is used.

• The HOA purchases and manages its dedicated server.
• The HOA controls its database, user accounts, and community records.
• HOASupportPH supplies a license key for the selected monthly or full-ownership option.

How the HOA uses its records

The HOA decides how information in its own installation is used for community administration, resident accounts, billing, collections, requests, communications, reporting, and other enabled functions.

These are functions of the HOA-operated system. They do not mean that HOASupportPH collects or uses the underlying resident or community records.

Lawful handling by the HOA

Each HOA is responsible for identifying the applicable lawful grounds for collecting and using personal information in its own installation, providing appropriate notices, and respecting the rights of the people concerned under applicable Philippine data privacy requirements.

Purchasing a software license does not replace those responsibilities or provide blanket permission to collect or disclose personal information.

Cookies and storage in HOA installations

Session cookies, browser storage, and similar technologies used by an HOA’s installation form part of that HOA-operated system. The HOA is responsible for explaining the technologies it enables and the choices available to its users.

This section concerns the HOA-managed software installation and its own privacy or cookie notice. It does not describe visitor tracking on the separate HOASupportPH public website.

Sharing HOA records

The HOA controls disclosures of records held in its installation, including access by its officers, administrators, authorized users, and providers. The HOA is responsible for ensuring that any disclosure has an appropriate purpose, authority, and safeguards.

HOASupportPH does not hold or share the HOA’s resident or community database under the software licensing arrangement. A monthly license or full-ownership purchase does not automatically authorize access to that database.

HOA server and data security

The HOA manages security for its dedicated server and installation, including administrator accounts, user permissions, updates, access controls, network protection, backups, and recovery procedures.

The HOA should work with its server provider and administrators to maintain appropriate safeguards. Any separate software support obligations of HOASupportPH are governed by the applicable written agreement; a license key does not make HOASupportPH the administrator of the HOA’s server.

Retention and deletion by the HOA

The HOA controls retention, archiving, backups, exports, correction, and deletion of records stored in its own installation, subject to applicable requirements. Requests about those records should be directed to the HOA.

HOASupportPH does not retain a hosted copy of the HOA’s community database under this licensing model. License duration and renewal are governed by the selected agreement; management of the records on the dedicated server remains with the HOA.

Your privacy rights and requests

Subject to applicable Philippine data privacy law, individuals may have rights to information about processing, access, correction, objection, blocking or erasure, portability, and other available remedies, including raising a complaint with the National Privacy Commission.

For personal information recorded in an HOA’s installation, contact that HOA’s authorized administrator or privacy contact. The HOA manages the records and handles requests concerning them. HOASupportPH cannot retrieve, correct, or delete records from an HOA-managed database that it does not hold or administer.

Records relating to minors

If an HOA records information about children or minors in its own installation, the HOA is responsible for ensuring that the collection and use are necessary, authorized, and supported by an applicable lawful basis and safeguards.

Such records are managed in the HOA’s system; they are not collected by HOASupportPH under the software licensing arrangement.

External websites

The HOASupportPH public website and an HOA’s installation may contain links to external websites. Review the privacy and service terms of any external service you choose to use.

The HOA is responsible for the third-party services and integrations it selects for its own installation.

Contact the right team

For software licensing, the monthly or full-ownership option, quotations, or questions about these terms, contact HOASupportPH using the details below.

For access, correction, deletion, or other requests concerning records in an HOA-managed installation, contact your HOA’s administrator or privacy contact. Please do not send resident databases, passwords, or confidential community records in an ordinary licensing inquiry.