Effective November 2, 2026
- Who we are
- Your association decides, we look after it
- What we collect
- How we use it
- Who we share it with
- Cookies and your browser
- How we protect it
- How long we keep it
- Your choices
- Children
- Changes to this policy
Who we are
Manage It Easy provides software that homeowner and condominium associations use to run their community: dues, accounting, documents, meetings, violations, maintenance, amenities and a portal for residents. This policy covers our website (manageiteasy.com) and the Manage It Easy portal. Questions about it can go to hello@manageiteasy.com.
Your association decides, we look after it
Most of the information in the portal is entered by an association’s board or manager: owners, units, contact details, balances, documents and records. For that information the association is in charge. It decides what is collected, who can see it and how long it is kept, and we process it on the association’s behalf to provide the service. If you are an owner or resident and want to see, correct or remove information about you, please contact your association’s board first. We will help them respond.
What we collect
- Board and manager accounts: name, email address, role and the associations you manage.
- Association records entered by the board: owner and resident names, unit, mailing address, email and phone, ownership or tenancy, board roles, consent to receive notices by email, assessments and balances, payments the board records, violations and hearings, architectural requests, maintenance requests and work orders, amenity reservations and waivers, meeting notices, agendas and minutes, messages, and documents uploaded to the Document Vault.
- Information residents submit: requests, reservations, messages and records requests sent through the resident portal.
- Sign-up and contact forms: your name, association or company, email and phone when you register for the free month, ask for a demo or request electronic voting.
- Activity records: an audit log of important actions in the portal (who did what, and when) and basic server logs such as IP address and time of request, kept for security and troubleshooting.
We do not collect or store credit card or bank account numbers. Payments made to an association go through the association’s own payment provider; the portal only records that a payment was made.
How we use it
- To provide the portal: show each person what their role allows, send the notices, reminders and confirmations the association sets up, and keep its records.
- To sign you in, keep your account secure and prevent misuse.
- To answer your questions, run your free month and manage your subscription.
- To fix problems and improve the service.
We do not sell personal information, and we do not use association records for advertising.
Who we share it with
We share information only as needed to run the service, or when your association asks us to:
- Hosting and email providers that store the data and deliver the portal’s emails for us.
- QuickBooks Online (Intuit), only if your board connects its QuickBooks account. Accounting entries then sync both ways.
- Vote HOA Now, our electronic voting partner, only when a board member sends a request for electronic voting. The request includes the association’s name, the number of voters and the contact details entered in the form.
- Authorities or advisers when the law requires it, or to protect the rights and safety of users and the service.
If Manage It Easy is ever sold or merged, the information would pass to the new owner under the same commitments in this policy.
Cookies and your browser
The website has no advertising or analytics trackers. It remembers your light or dark theme choice in your browser.
The portal uses one cookie to keep you signed in. To stay fast, it also keeps a working copy of your association’s data in your browser’s local storage, which is synced to our servers. On a shared or public computer, sign out when you finish. Signing out removes the sign-in cookie.
The website loads its fonts from Google Fonts, which means your browser contacts Google when a page loads.
How we protect it
Connections to the website and the portal are encrypted. You sign in with a one-time link sent to your email, so there is no password to steal or reuse. Access inside the portal follows each person’s role, so residents see only their own unit and what the board shares with everyone. Important actions are written to an audit log.
No system is perfectly secure. If a breach affects your personal information, we will notify the association and the people affected as required by Florida law.
How long we keep it
We keep an association’s data for as long as it uses the service. Boards can export their records at any time. When an association closes its account, it can ask us for a final export and for its data to be deleted. Copies in backups are removed as those backups expire. Some records may be kept longer where the law requires it.
Your choices
- Owners and residents: ask your board to see, correct or remove your information, or to stop sending you notices by email.
- Board members and managers: update your own details in the portal, or email us to close your account.
- Anyone: email hello@manageiteasy.com with a privacy question or request. We answer within 30 days.
Children
The service is for associations, their boards and adult residents. It is not directed to children under 13, and we do not knowingly collect their information.
Changes to this policy
If we change how we handle information, we will update this page and its effective date. For significant changes, we will also tell boards by email before the change takes effect.