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Privacy Policy

How qovla LLC handles information across our products and this website.

Last updated: August 12, 2026  ·  Effective date: August 12, 2026

qovla LLC (“qovla”, “we”, “us”, or “our”) is a Wyoming limited liability company with a registered office at 30 N Gould St Ste N, Sheridan, WY 82801, USA. We respect your privacy and are committed to protecting it. This Privacy Policy explains what information we collect through our website at qovla.ai (the “Website”) and our product ReplyHOA at replyhoa.com (“ReplyHOA”, and together with the Website, the “Services”), how we use and share it, and the choices and rights you have.

This policy applies to all visitors and users of the Services. By using the Services, you acknowledge the practices described here.

1. Information we collect

1.1 Information you provide directly

  • Account and contact information — such as your email address when you sign in via magic link, and any information you provide when you contact us.
  • Content you submit (ReplyHOA) — the text you paste or the files (such as photographs or PDFs of HOA notices) you upload so ReplyHOA can analyze them and generate a draft response. This may include personal information contained in those documents.
  • Payment information (ReplyHOA) — when you purchase a letter unlock or other paid feature, billing details are processed by our payment provider. We do not store full card numbers on our servers.

1.2 Information collected automatically

  • Usage and analytics information — we use product analytics to understand how the Services are used. This may include pages viewed, events such as a letter preview or purchase, an anonymous session identifier stored in a signed cookie, an approximate device/browser fingerprint, and coarse technical attributes (device type, browser, and referring page). We do not use cross-site advertising cookies or behavioral advertising trackers.
  • Technical and log data — IP address (used for security, abuse prevention, and rate limiting), request timestamps, and error logs that help us keep the Services reliable and secure.

2. How we use information

We use the information we collect to:

  • Provide, operate, and maintain the Services, including analyzing HOA notices and generating draft letters in ReplyHOA;
  • Process transactions and deliver paid features, and send you related transactional communications;
  • Authenticate your session (for example, via email magic link) and keep the Services secure;
  • Prevent fraud, abuse, and violations of our Terms of Service, and enforce rate limits;
  • Measure and improve the performance, quality, and usability of our Services;
  • Respond to your requests, questions, and support needs; and
  • Comply with our legal obligations and protect our rights.

We process the content you submit to ReplyHOA for the sole purpose of providing the analysis and draft-generation features you requested. We do not use your submitted documents to train advertising models.

3. Artificial intelligence processing (ReplyHOA)

ReplyHOA uses cloud-based artificial intelligence (AI) models to analyze the notices you submit and to generate draft letters. When you submit text or upload a document:

  • The submitted content is sent to our AI model provider along with the instructions needed to perform the analysis or drafting task;
  • For images and PDFs, the provider may also perform optical character recognition (OCR) / vision processing to extract text from your documents;
  • The generated draft and any extracted text are returned to you through the Services.

AI output is generated automatically and may be incomplete or inaccurate. It is provided to assist with drafting and for educational purposes only and is not legal advice. Because your submitted content is processed by our AI provider as a service to us, you should avoid submitting information you do not wish to share for this limited purpose (for example, government-issued ID numbers or financial account credentials).

4. Cookies, local storage, and analytics

We keep tracking to a minimum. We use PostHog for product analytics on both the Website and ReplyHOA. Analytics data is persisted using a combination of browser local storage and cookies, and we capture page views and limited product events. We do not use advertising cookies or allow third parties to advertise to you across other websites based on your use of the Services.

When session replay is enabled, it is configured to mask all text and input fields so that what you type is not captured in replays.

Your choice: You can turn off analytics tracking at any time using the “Your Privacy Choices” control in the footer of the Website. Your choice is stored locally in your browser. You can also clear or block cookies and local storage through your browser settings; some features of the Services may not function if you do.

5. Third-party service providers

We share information only with trusted providers that help us operate the Services. They process information on our behalf as service providers or processors and are bound to use it only to provide their services to us. Current categories and examples include:

  • Artificial intelligence — a cloud AI model provider that analyzes submitted notices and generates draft text and performs OCR/vision extraction;
  • Product analytics — PostHog, Inc., which processes usage events;
  • Payments — Stripe, Inc., which processes payment transactions for ReplyHOA paid features (Stripe’s handling of card data is governed by its own practices);
  • Database and file storage — Supabase, Inc., which hosts order and case data, and related storage;
  • Transactional email — Resend, Inc., which delivers messages such as magic-link sign-in emails on our behalf;
  • Email forwarding and infrastructure — Cloudflare, Inc., which we use for email forwarding (for example, to route messages to privacy@qovla.ai) and to deliver and protect the Services; and
  • Hosting and deployment — the hosting provider(s) that serve the Website and ReplyHOA.

We may also disclose information when required by law, legal process, or government request, or to protect the rights, property, safety, or security of qovla, our users, or others.

6. We do not sell or share your personal information

We do not sell your personal information, and we do not “share” it as that term is defined under the California Consumer Privacy Act (that is, we do not share it for cross-context behavioral advertising). We do not engage in targeted advertising based on your activity across other websites. Because of this, there is no “sale” or “sharing” for you to opt out of. You can still control analytics tracking as described in Section 4.

7. Data retention

We keep personal information only as long as necessary for the purposes in this policy (to provide the Services, complete orders, comply with legal and tax obligations, resolve disputes, and enforce our agreements). When it is no longer needed, we delete or de-identify it. Specific retention periods:

  • Account & profile data: kept while your account is active; deleted or de-identified within approximately 30 days after you close your account or request deletion.
  • Documents you submit through ReplyHOA (notices, generated letters): retained with your case until you delete them or your account, then deleted within approximately 30 days (residual copies may persist in backups until overwritten).
  • Order & transaction records: retained for as long as required to provide the Services and to meet U.S. accounting, tax, and record-keeping obligations—up to approximately 7 years.
  • Analytics: handled by our analytics provider (PostHog) under its standard retention—generally up to 13 months; we do not store raw analytics server-side beyond what the provider keeps.
  • Backups: deleted information may remain in encrypted backups until the backup cycle overwrites it (generally up to 90 days).

8. Data security

We use reasonable administrative, technical, and physical safeguards designed to protect personal information, such as signed session cookies, access controls, transport encryption (HTTPS), and rate limiting. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

9. Your U.S. privacy rights

If you are a resident of certain U.S. states — such as California (CCPA/CPRA), Virginia (VCDPA), Colorado (CPA), Connecticut (CTDPA), Texas, and others — you may have rights with respect to your personal information, to the extent provided by applicable law. These rights may include the right to:

  • Know or access the personal information we hold about you;
  • Delete personal information we have collected from you (subject to legal exceptions);
  • Correct or update inaccurate personal information;
  • Opt out of the sale or sharing of personal information or targeted advertising (we do not engage in these activities);
  • Limit the use of sensitive personal information (to the extent applicable); and
  • Be free from discrimination for exercising your privacy rights.

To exercise these rights, email us at privacy@qovla.ai. We will verify your identity before responding. We aim to respond to verified requests within the timeframes required by applicable law (generally 45 days, with a possible extension). You may also designate an authorized agent to make a request on your behalf, provided you provide the authorization we need to confirm it.

10. Children’s privacy

The Services are not directed to children under 13 and are not intended for anyone under 13. We do not knowingly collect personal information from children under 13 in compliance with the Children’s Online Privacy Protection Act (COPPA). If you believe a child under 13 has provided us with personal information, please contact us at privacy@qovla.ai and we will take steps to delete it.

11. “Do Not Track” signals

Some browsers offer a “Do Not Track” signal. Because there is no common standard for how to interpret these signals, the Services are not currently configured to respond to them. You can use the analytics opt-out described in Section 4 to control our tracking.

12. International visitors

The Services are primarily directed to users in the United States. If you access them from outside the United States, please be aware that your information will be processed in the United States, where our servers and providers are located, and U.S. law may not afford the same protections as your jurisdiction.

13. Changes to this policy

We may update this Privacy Policy from time to time. When we do, we will revise the “Last updated” date above. If we make material changes, we will provide a more prominent notice (such as on the Website or, where appropriate, by email). Your continued use of the Services after a change takes effect means you accept the updated policy.

14. Contact us

If you have questions about this Privacy Policy or our privacy practices, please contact us:

  • By email: privacy@qovla.ai
  • By mail: qovla LLC, 30 N Gould St Ste N, Sheridan, WY 82801, USA

This document is provided for informational purposes and may be updated from time to time.