Privacy Policy

1. Overview

Cleveland Innovation Group ("we," "us," or "our") operates the LedgerPro platform — an all-in-one management system for homeowners associations (HOAs) and community management companies. This Privacy Policy describes how we collect, use, store, and protect personal information belonging to homeowners, residents, board members, vendors, and community managers who use our platform.

By creating an account, logging in, or otherwise using LedgerPro, you acknowledge that your community association or management company has engaged us as a service provider to process resident and community data on its behalf. In most cases, your HOA or management company is the data controller responsible for the information we process, and we act as their data processor.

2. Information We Collect

We collect information that is necessary to deliver community management services. This includes:

• •Identity and contact details — full name, email address, phone number, mailing/unit address, and emergency contact information provided by or on behalf of residents.
• •Account and property data — unit number, ownership status, occupancy, vehicle registrations, and pet records associated with your household.
• •Financial information — account balances, dues payment history, invoices, and transaction records. Payment card details are never stored on our servers; all card processing is handled by our PCI-compliant payment partners (Base44 Payments / Wix Payments and QuickBooks Online).
• •Community records — maintenance requests, architectural review submissions, violation notices, meeting minutes, voting ballots, and communications sent through the platform.
• •Usage and technical data — login timestamps, device information, IP address, and interaction logs used for security, support, and product improvement.

We do not collect sensitive special-category data (such as health or biometric information) through the platform. Where a community needs to record accessibility or accommodation needs, that information is stored only at the direction of the association and restricted to authorized administrators.

3. How We Use Your Information

We use the information we collect to operate, maintain, and improve LedgerPro for the communities we serve, including:

• •Managing resident accounts, dues billing, and payment processing.
• •Processing maintenance requests, architectural reviews, and violation workflows.
• •Delivering community communications — announcements, notices, reminders, and newsletters.
• •Supporting board governance — meetings, voting, document storage, and minutes.
• •Providing customer support and responding to inquiries from residents, boards, and managers.
• •Generating aggregated, de-identified analytics to improve platform features and reliability.
• •Detecting, preventing, and addressing fraud, abuse, and security incidents.

4. Legal Basis for Processing

We process personal information under one or more of the following lawful bases: the performance of a contract with your community (to deliver the management services it has engaged us to provide), compliance with legal obligations applicable to HOAs and community management, our legitimate interests in operating a secure and reliable platform, and your consent where explicitly requested (for example, optional marketing or notification preferences).

5. How We Share Information

We do not sell personal information. We share information only as necessary to operate the platform:

• •With your HOA, board, and management company — they direct what data is collected and can access records for the communities they administer.
• •With service providers — trusted vendors that help us run the platform, such as payment processing (Base44 Payments / Wix Payments), accounting (QuickBooks Online), email delivery, and cloud hosting. These providers are bound by contractual obligations to protect your data and may use it only to provide services to us.
• •With vendors and contractors — when a maintenance request or work order you submit is assigned to a community vendor, relevant details are shared so the work can be completed.
• •When required by law — to respond to lawful requests from public authorities, court orders, or to protect the rights, property, or safety of our users and the public.

6. Data Retention

We retain personal information for as long as your account is active or as needed to provide services to your community. Financial records, meeting minutes, governing documents, and violation histories are typically retained for the periods required by state HOA laws and the association's own record-retention policy — commonly seven to ten years for financial and governance documents.

When an account is closed or a community ends its engagement with us, we will delete or anonymize personal data in accordance with our retention schedule and applicable legal requirements, unless a longer retention is required by law or for the defense of legal claims.

7. Data Security

We protect your information using industry-standard safeguards, including encrypted data transmission (TLS), restricted access controls, role-based permissions, and regular security monitoring. Access to resident and community data is limited to authorized personnel who need it to operate the platform, and to your community's designated administrators under the permissions they configure.

No system is perfectly secure. In the event of a data breach affecting your personal information, we will notify affected users and your community's administrators in accordance with applicable state breach-notification laws.

8. Your Rights as a Homeowner

Depending on your state of residence, you may have the right to:

• •Access — request a copy of the personal information we hold about you.
• •Correction — ask us to correct inaccurate or incomplete information.
• •Deletion — request deletion of your personal data, subject to the record-retention obligations of your HOA and applicable law.
• •Opt out — decline the sale or sharing of your personal information (we do not sell it) and opt out of certain marketing communications.
• •Restriction — limit how we process your data in certain circumstances.
• •Portability — receive your data in a structured, machine-readable format where technically feasible.

To exercise any of these rights, contact your community's management company first, as they direct much of the data processing. You may also contact us directly using the details in Section 11. We will respond within 30 days, or as required by your state's privacy law.

9. Children's Privacy

LedgerPro is not directed to children under 16, and we do not knowingly collect personal information from them. If you believe a child has provided information through the platform, please contact us and we will delete it.

10. Changes to This Policy

We may update this Privacy Policy to reflect changes in our practices, features, or legal requirements. We will notify affected users and community administrators of material changes and post the updated policy with a revised effective date. Continued use of the platform after changes take effect constitutes acceptance of the updated policy.

11. Contact Us

If you have questions about this Privacy Policy or how your community's data is handled, contact your HOA board or management company, or reach us at:

• •Email: support@clevelandgroup.org
• •Mailing address: Cleveland Innovation Group, Cleveland, Ohio