AOA DeskPrivacy policy
Effective 26 October 2026.
AOA Desk ("we") is an online office for apartment owners' associations. This page explains what information AOA Desk holds, why, and what you can ask us to do with it. Questions: office@aoadesk.com.
Who is in charge of your information
Each society decides who is added to its AOA Desk and what is recorded there. We run the service for the society and use its information only to provide AOA Desk to that society.
What we hold
- Your details, as the society office adds them: name, email, phone number, role (such as treasurer, staff or resident) and title.
- What people record in AOA Desk: approval requests, quotations, projects, renewals, tasks, meeting minutes, notices, polls and votes, policies, comments and uploaded documents.
- Sign-in information: a one-time email code or a password, both stored only in scrambled (hashed) form.
- An activity log of who changed what and when, so the society has a record.
- Assistant conversations, if you use the built-in assistant, so you can return to them.
Sign in with Google
If you choose "Sign in with Google", Google tells us your email address and that Google has verified it. We ask only for your basic sign-in identity (the openid and email permissions). We use the email only to find the member the society already added with that address, and then sign you in. We do not keep Google access tokens, and we cannot see your Gmail, Drive, contacts or anything else in your Google account.
AOA Desk's use of information received from Google follows the Google API Services User Data Policy, including the Limited Use requirements.
How we use it
Only to run AOA Desk for your society: signing you in, showing each person what their role allows, sending the emails the service needs (sign-in codes, approval reminders, renewal reminders), and answering questions in the assistant. We do not sell information, show ads, or use it for anything else.
Who else handles it
We use a few services to run AOA Desk. They handle information only to provide their service to us:
- Microsoft Azure: the server and database AOA Desk runs on.
- Cloudflare: secure connections to the website, and storage for uploaded documents.
- Mailgun: sending AOA Desk's emails.
- Anthropic: the built-in assistant. When you ask it something, your question and the society records it needs to answer are sent to Anthropic's Claude AI. Anthropic does not use this to train its models.
- Google: only if you choose to sign in with Google, as described above.
We may share information if the law requires it.
Cookies and browser storage
AOA Desk keeps your sign-in, your society, your language and display choices, and unsent form drafts in your browser, so you stay signed in and don't lose what you typed. During Google sign-in, a short-lived cookie (ten minutes) checks that the sign-in started from AOA Desk. We use no advertising or tracking cookies.
How long we keep it
For as long as your society uses AOA Desk. The society office can remove people and records. If your society stops using AOA Desk, its information is deleted on request.
Your choices
To see, correct or remove your information, ask your society office, or write to office@aoadesk.com. If you signed in with Google, you can also remove AOA Desk's access at any time in your Google account settings.
Changes
If this policy changes, we will update the date at the top of this page.