Privacy Policy
Last updated September 15, 2026
Westward360 ("we", "us") operates this proof-of-insurance service on behalf of the community associations it manages. This policy explains what information the service handles, why, who sees it, and the choices you have. It covers the homeowner submission form and the notices it sends, and the sign-in used by our staff to review submissions.
Information we handle
- From your association's records. Your name, the address of your unit, your email address, and your account number, as maintained by the association and its management company. This is how we know which unit a submission belongs to and where to send notices. Records kept under our previous tracking system were carried into this one.
- From you. The details you type into the form — insurance carrier, policy number, policy dates, policy type, liability limit and a contact email — and the documents you upload. A declarations page typically shows the named insured, the insured address, the policy period, each coverage and its limit, and sometimes the premium and your agent's details.
- From our staff. If you send your documents to the management office instead of using your link, a staff member may enter them for you. We record which staff member did so.
- Automatically. The date and time of each submission and of each notice we send, and ordinary technical information (such as IP address and browser type) in our server logs.
- From Google, for staff only. Staff sign in to the review console with a Google account. Google shares the account's email address and basic profile with us so we can identify the person and decide whether they are authorized. The homeowner form does not use Google sign-in.
How we use it
- To confirm that your policy meets your association's insurance requirements, and to record that confirmation for the association.
- To send you notices when proof of insurance is due, expiring or missing, and to send confirmations or notes about anything that needs correcting.
- To report compliance to your association's board of directors and managers.
- To operate, secure, troubleshoot and improve the service, including keeping a record of who submitted, reviewed or changed what.
Automated document reading
When you upload a declarations page, software reads it to extract the policy details. That reading uses third-party artificial-intelligence document-analysis services, which are permitted to use the document only to provide that service to us. The extracted details are checked against your association's requirements. A submission that passes every check may be confirmed automatically; anything that does not is reviewed by a person before any decision is made. You may ask us to have a person review any decision by contacting us at hoinsurance@westward360.com.
Who we share it with
- Your association. Its board and managers receive compliance status for the units in the community and, where the association's governing documents call for it, copies of the documents you submitted.
- Service providers acting on our instructions: cloud hosting and storage (Google Cloud), email delivery, the document-analysis services described above, and the association-management software the association uses to keep its records. Each may use the information only to provide its service to us.
- Our corporate affiliates that help operate the service, under this policy.
- When required by law, legal process or to protect the rights and safety of homeowners, the association or us; and as part of a merger, acquisition or sale involving our business, subject to this policy.
We do not sell personal information, and we do not use it for advertising.
How long we keep it
Proof of insurance is part of the association's records. We keep submissions, the documents in them and the resulting confirmations for as long as you own the unit and afterwards for as long as the association's record-keeping obligations and applicable law require. When a policy is replaced, the earlier record is kept as history rather than deleted.
Security
Information is encrypted in transit. Documents are stored in private cloud storage that is not publicly reachable, and the review console is available only to staff we have authorized, who sign in through Google using their work email address. Requests refused by that sign-in are logged. No system is perfectly secure, and we cannot guarantee that unauthorized access will never occur.
Your choices
- You can ask us what information we hold about you and your unit, and ask us to correct it. Because it is drawn from the association's records, some corrections are made through the association or its management company.
- You can ask us to delete information, subject to the association's record-keeping obligations and the law.
- Notice emails about proof of insurance are required communications from your association, not marketing, so they cannot be unsubscribed from while the association requires proof of insurance. You can ask us to send them to a different address.
Cookies
The homeowner form sets no cookies. The staff console uses the cookies Google sets to keep a staff member signed in.
Children
The service is for owners of record and their agents and is not directed at anyone under 18.
Changes
We will post any changes to this policy here and update the date at the top. Material changes will be noted in the next insurance notice you receive.
Contact
Westward360 · hoinsurance@westward360.com