AI use and limits

PingHOA uses AI to answer questions from the association's own governing documents, and to draft letters, announcements and meeting minutes for the board to review.

Every AI output is a draft

Each AI answer, letter and set of minutes is labeled: "Draft — informational, not legal advice. Review before sending." It is information to help the board, not legal advice.

Answers must cite their source

• Answers come only from the documents the association uploaded, and cite the document, section and page they rely on (for example "CC&Rs — §8.3, page 9").
• If no passage supports an answer, the AI says it could not find it and sends the question to the board instead of guessing.
• AI can still misread a passage. Always read the quoted text, and confirm anything that affects an owner's rights with the association's attorney.

A person approves everything that is sent

Nothing AI-written is sent to owners until a board member approves it. Letters are sent in the association's name and signed by that board member.

What the AI is told never to do

• Threaten, or mention liens, foreclosure, credit reporting or collection agencies.
• State legal conclusions, or invent facts, dates, amounts or rule numbers.
• Answer from general knowledge when the documents are silent.

Data

Questions and the relevant documents are sent to our AI provider only to produce the answer, and are not used to train public models under our agreement with the provider. The association can export or delete its question history with the rest of its data.