Privacy Policy

Last updated: July 14, 2026

Verba ("Verba," "we," "us," or "our") provides a meeting management platform for homeowners associations ("HOAs") and their communities. This Privacy Policy explains what information we collect, how we use it, and the choices you have.

By using Verba at useverba.app (the "Service"), you agree to the collection and use of information as described in this policy.

1. Information We Collect

Account information. When you sign up, we collect your name, email address, and password (stored in hashed form; we never see or store your plaintext password).

Community and property data. Board members and administrators may enter community details, property/unit rosters, board terms, and resident contact information (name, email, mailing address) for the purpose of running meetings and delivering legally required notices.

Meeting records. Agendas, notices, attendance records, motions, votes, minutes, and action items created through the Service. These records may become part of the HOA's official legal record.

Documents. Files uploaded to the community document library (e.g., board packets, financial documents, governing documents).

Usage data. Basic technical data such as IP address, browser type, and pages visited, collected automatically for security and troubleshooting purposes.

Live meeting data. If a community hosts a live meeting through the Service, video/audio is transmitted through our video provider (Daily.co) for the duration of the meeting. Recording is off by default and is not enabled unless a community administrator explicitly turns it on.

2. How We Use Information

We use the information we collect to:

• Provide, operate, and maintain the Service
• Generate and deliver meeting notices, agendas, and minutes
• Calculate quorum and notice-compliance deadlines under applicable Indiana HOA law
• Send transactional emails (meeting notices, invitations, account notifications)
• Maintain an audit trail of actions taken within a community's account
• Respond to support requests
• Maintain the security and integrity of the Service

We do not sell personal information. We do not use resident or community data to serve advertising.

3. Legal Basis for Processing Community Data

Indiana HOA law requires written notice of board meetings and requires minutes to be kept as the official legal record and made available to homeowners upon request. Verba processes community and meeting data on behalf of the HOA (acting as a data processor) so that the HOA (acting as the data controller) can meet these legal obligations. If you are a resident whose information appears in a community using Verba, your HOA — not Verba — is responsible for what information it collects about you and why.

4. Who We Share Information With

We share information only as necessary to operate the Service, with the following service providers (subprocessors):

Each provider is contractually and/or technically limited to using data only to provide services to Verba, and not for their own purposes.

We may also disclose information if required by law, subpoena, or court order, or to protect the rights, property, or safety of Verba, our users, or others.

We do not share information with third parties for their own marketing purposes.

5. Data Retention

Meeting minutes and official records are retained indefinitely, consistent with their role as the HOA's legal record, unless the community administrator requests deletion and applicable law does not require continued retention.

Account information is retained until the account is deleted. You can delete your account at any time from Account Settings; this removes your login credentials and personal profile information but does not delete official community meeting records that other board members or the community rely on as their legal record.

6. Data Security

We use industry-standard safeguards, including encrypted connections (TLS), row-level security policies at the database layer, and access controls limiting who within a community can view or edit specific records (e.g., executive session materials). No method of transmission or storage is 100% secure, and we cannot guarantee absolute security.

7. Your Choices

- Access/correction: You can update your profile information directly in Account Settings. - Deletion: You can delete your account from Account Settings. Community-level records (minutes, notices) may persist as described in Section 5. - Communications: Meeting notices and required legal communications cannot be opted out of while you remain a member of a community using the Service. Optional notification preferences will be added in a future release.

8. Children's Privacy

The Service is intended for adults administering or participating in HOA governance and is not directed at children under 13. We do not knowingly collect information from children under 13.

9. Changes to This Policy

We may update this Privacy Policy from time to time. We will update the "Last updated" date above when we do. Material changes will be communicated to community administrators by email.

10. Contact Us

Questions about this Privacy Policy can be sent to: notifications@useverba.app