Privacy Policy — AgoraAxis Portal

Effective: September 23, 2026

1. Who we are

AgoraAxis Portal (“AAP,” “the Platform,” “we,” “us”) is a software-as-a-service platform operated by BRP Software, LLC (“BRP”), a limited liability company. BRP is the data controller for information collected through the Platform.

The Platform is used by licensed property management companies (“Property Managers” or “PMs”) to manage homeowners associations (“Associations”) and to communicate with unit owners and residents. PMs are separately responsible for their own use of the Platform, including the accuracy of data they upload and the messages they send.

2. Information we collect

We collect the following categories of personal information:

Account information: name, email address, mailing address, phone numbers, employer/board title, and login credentials.
Property information: unit address, ownership dates, resident type (owner, tenant, board member), and community/association affiliation.
Financial information: ledger balances, invoice history, payment history, ACH/card tokens (stored by our PCI-compliant payment processor, never by us in raw form), and communication preferences.
Communications: emails, SMS messages, portal messages, and support requests sent through or to the Platform, including delivery receipts and read/click events.
Technical information: IP address, browser/device information, session identifiers, and audit logs of actions taken in your account.

3. How we collect it

Directly from you when you register, log in, update your profile, opt in to SMS, or submit a payment or document.
From your Property Manager when they onboard your association, upload rosters, or invite you to the resident portal.
Automatically from your device (cookies, session tokens, and log data).
From service providers such as our email delivery vendor, SMS carrier, and payment processor.

4. How we use it

To operate the Platform and provide services to your Property Manager and Association.
To bill, collect, and record association assessments, fines, fees, and other charges.
To send you account, billing, meeting, amenity, community, and safety notifications by email or SMS — only when you have opted in and only in the categories you have opted in to.
To secure the Platform: authentication, two-factor authentication, fraud detection, abuse prevention, and audit logging.
To comply with legal, regulatory, and contractual obligations.

5. SMS text messaging

SMS notifications are sent only to unit owners and residents who have completed a two-step opt-in process:

The owner enters their own mobile phone number into their portal account (Property Managers cannot enter phone numbers on an owner's behalf).
The owner replies YES to a confirmation text sent to that number.

Owners may further select which message categories they wish to receive (for example: billing, meeting notices, amenity updates, safety/emergency). Owners may text STOP at any time to cancel messages from the sending number, and HELP to request help. Standard message and data rates may apply. Message frequency varies. Mobile carriers are not liable for delayed or undelivered messages.

SMS is sent through Twilio, our licensed A2P 10DLC carrier. Twilio processes phone numbers, message content, and delivery events on our behalf under a data processing agreement. Mobile phone opt-in information is not sold or shared with third parties for marketing purposes.

6. How we share information

We share personal information only in the following circumstances:

With your Property Manager and Association: the PM and association board have access to information necessary to manage your account and property.
With service providers under contract (subprocessors): our hosting provider, email delivery vendor, SMS carrier (Twilio), payment processor, and identity/2FA provider.
To comply with law: subpoenas, court orders, regulatory demands, or to enforce our Terms.
Business transfers: in the event of a merger, acquisition, or asset sale, subject to this Policy.

We do not sell your personal information. We do not use your information for third-party advertising.

7. Retention

We retain personal information for as long as your Property Manager continues to service your association and as required by law, accounting standards, or ongoing legal claims. Account and financial records are typically retained for a minimum of seven (7) years. You may request deletion of information that is not subject to a legal or contractual retention requirement.

8. Security

We use encryption in transit and at rest, role-based access controls, tenant isolation, audit logging, and two-factor authentication for staff and platform administrators. No system is perfectly secure — if you suspect unauthorized access to your account, contact us immediately.

9. Your rights

Depending on where you reside, you may have rights to access, correct, delete, or receive a copy of your personal information, and to object to or restrict certain processing. To exercise these rights, contact us using the information below. Some requests may need to be routed through your Property Manager as the party with day-to-day control of your account data.

10. Children

The Platform is intended for adults. We do not knowingly collect information from anyone under 13.

11. Changes

We may update this Privacy Policy from time to time. Material changes will be communicated through the Platform or by email. The “Effective” date at the top of this page reflects the most recent update.

12. Contact

BRP Software, LLC
Attn: Privacy
https://brpsoftware.com