Digital tools have become part of everyday homeowner's association (HOA), condo owner’s association (COA), and property owner’s association (POA) operations, from electronic payments and owner portals to shared documents and email communications. They save time and improve transparency, but they also open the door to privacy risks and cybersecurity threats. Unfortunately, fraudsters are just as (if not more) tech-savvy as the rest of us, using increasingly clever and ever-changing tactics to access sensitive data and financial information.
Is there any good news? Yes! A few smart habits can go a long way in protecting your community’s information (and your own peace of mind).
Why Privacy Starts With Data Security
As conversations around data privacy continue to grow, one thing is clear: privacy and data security go hand in hand. Protecting personal information, whether it belongs to residents, board members, or service providers, starts with understanding how data is collected, stored, and shared.
For HOA boards, staying informed is the first step toward creating a safer digital environment for the entire community. And no, you don’t need to be an IT expert to make meaningful improvements.
Simple Ways to Strengthen HOA Data Security
Here are a few practical, manageable steps that can help reduce risk without adding unnecessary complexity:
- Review privacy settings regularly
Websites, apps, and software platforms often update their privacy options. Taking time to review settings allows you to control who can access information, what data is shared, and how it’s used. - Practice good digital hygiene
Strong, unique passwords and multi-factor authentication are still some of the most effective security tools around. Enable automatic updates on devices, browsers, and software to ensure you’re protected.
- Set smart policies
Reduce liability by requiring less information. For example, can you skip the collection of date of birth or age when issuing fobs for pool access? Having that kind of information in the association’s records creates additional privacy exposure risk. Consult with the association’s attorney for best practice guidance.
- Build a culture of privacy and accountability
Respecting privacy isn’t just a technical issue - it’s a trust issue. Transparent data practices, clear policies, and basic cybersecurity education for board members and volunteers help create a culture of compliance and confidence.
Common Cybersecurity Risks HOAs Should Watch For
Cyber threats don’t just target big companies. Community associations are often appealing targets because they manage financial accounts and resident information. Common types of fraud attempts include:
- Phishing emails and text scams
Messages that appear to come from trusted sources but are designed to trick recipients into clicking links or sharing sensitive information. - Account takeovers
Fraudsters may attempt to gain access to online accounts by stealing or guessing login credentials. - Public information misuse
Scammers can use publicly available details, such as board member names or service provider relationships, to make fraudulent communications seem legitimate. - Malicious links or attachments
One careless click can expose private data or install harmful software.
A good rule of thumb: if a message creates urgency or asks for sensitive information, pause and verify before responding.
Forewarned is Forearmed
Be prepared for the worst by purchasing Cyber Liability insurance for the association and understanding the limits of protection against data breaches. The management company’s policy will not cover association losses – this is a common misconception.
How CAMS Supports Strong Data Security
At CAMS, safeguarding information is a priority. We support communities with tools, best practices, and guidance designed to help reduce risk and protect sensitive data. This includes:
- Secure systems for financial and operational management
- Built-in safeguards and approval processes
- Ongoing education and training to help both the CAMS team and board members spot fraud attempts
Protecting HOA data isn’t about fear; it’s about preparedness. With the right habits and support, boards can confidently use digital tools while keeping privacy intact.
About Community Association Management Services
In business since 1991, CAMS has grown to become North and South Carolina’s premier community management company. With experienced local managers in each of its nine regions, CAMS provides innovative solutions to the community associations it serves. To learn more, visit www.camsmgt.com/choose-cams.
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