Privacy
Short version: the only personal information this site collects is what you type into the proposal form, we use it to write your proposal and reply to you, and we do not sell it or share it with anybody who wants to market to you.
What the site collects on its own
Nothing. There are no cookies, no analytics, no tracking pixels, no chat widget and no third-party embeds on any page. Nothing here follows you anywhere. You can confirm it by opening your browser's network tab on any page of this site and watching what it requests.
What you send us deliberately
The proposal form at /quote/ asks for the following, and stores what you submit.
| What | Why |
|---|---|
| Association name | To identify the community and size the work. |
| Association address | To price in-person attendance exactly. |
| Number of separate interests | The main driver of what an election costs. |
| County, vote type, election method, mail and electronic ballot counts, inspector attendance, meeting date | To price the election and to tell you whether the date is workable. |
| Your name, email and phone number | To send the proposal and to reply to you. |
| Your board role or position, if you give one | So we know who we are writing to. It is optional. |
| Anything you type in the notes field | Because you chose to tell us. Please do not put anything confidential there. |
Our server also records the time of the submission, the IP address it came from and the browser's user-agent string. That is ordinary web server behaviour, and it helps us tell a real inquiry from an automated one.
Where it goes
Submissions are stored on Cloudflare's infrastructure, which hosts this site, and a copy goes to the quoting system we use to write your proposal (Airtable). We may also receive an email notification through our mail provider so we know an inquiry arrived. Those three services process it on our behalf; nobody else receives it. We do not sell personal information, we do not share it with advertisers or data brokers, and we do not pay anyone for referrals, so there is no commercial reason for your details to travel.
How long we keep it
Proposal requests are kept while we might still be useful to you, and we delete them on request. Ask, and we will confirm when it is done.
Election records are a separate matter and are not governed by this page. If you hire us, Civil Code § 5125 requires the inspector to keep custody of the sealed ballots, signed voter envelopes, voter lists and candidate registration lists until the challenge period in § 5145 has run, which is one year. That retention is a statutory duty rather than a choice, and the engagement letter sets it out.
What you can ask us to do
Ask for a copy of what we hold about you, ask us to correct it, or ask us to delete it. We will do any of those without argument. To be straight about the legal position: the California Consumer Privacy Act applies to businesses above thresholds we are nowhere near, so these are things we choose to do rather than things the statute currently obliges us to do.
Getting in touch about this
Email info@hoaballotservices.org.
Last reviewed September 24, 2026. If we change what this site collects, this page changes in the same breath.