Choosing an HOA Management Services Provider? Key Security Questions to Ask

When you are choosing a homeowners association management services provider for your community there are several key questions that need to be asked--especially with regards to security of your association data. You want a community management provider who will take the steps necessary to keep your confidential data safe and your association running smoothly. 

With the rise in cyber threats, it’s more important than ever to ask the right questions when researching an HOA or condo management provider. Below, we’ll cover the essential technologies to look for and the key security questions to ask before making your decision.

What Technologies to Look for in an HOA Management Services Provider?

A reliable HOA management provider should use modern technology to ensure efficient operations, seamless communication, and strong security. When evaluating potential providers, look for:

• Cloud-based systems that are secure, scalable, and accessible from anywhere.
• Data encryption and secure storage to protect sensitive homeowner information.
• Automated reporting and accounting software to reduce errors and improve financial transparency.
• Resident portals and mobile apps to enhance communication between residents and management.
• Compliance and regulatory tools to ensure the HOA remains in line with legal requirements.

By choosing a tech-savvy provider, you can enhance your HOA’s efficiency while keeping your association’s data secure.

Key Security Questions to Ask When an HOA Management Services Provider

Before selecting a provider, it's important to evaluate their security measures to ensure your HOA’s sensitive information is protected. Below are five essential security questions to ask:

Question #1: What does the physical security of your system look like?

Your HOA’s data security starts with physical security. Ask the provider:

• Where are your servers located, and how are they protected?
• Is access restricted to authorized personnel only?
• What disaster recovery measures are in place?

Since servers house critical data, ensuring proper physical security is key to preventing breaches.

Question #2: How's the perimeter security? 

Perimeter security acts as the first line of defense against cyber threats. Ask:

• Do you use IP reputation filtering to block known malicious sources?
• Do you have DoS/DDoS mitigation to prevent system overloads?
• Are firewalls and intrusion detection systems in place?

By filtering out threats at the network perimeter, providers can reduce cyberattack risks and ensure system stability.

Question #3: Is there adequate network security? 

Network security prevents unauthorized access and protects sensitive HOA data. Key measures include:

• Traffic monitoring to detect unusual activity.
• Access controls to limit who can view and modify data.
• Regular security audits to identify and address vulnerabilities.

A secure HOA management provider should actively monitor their network infrastructure to prevent breaches.

Question #4: How is application security set up?

HOA software often contains financial and homeowner data, making it a high-value target for cybercriminals. Ask:

• Do you have protection against malware, ransomware, and phishing attacks?
• Are web applications regularly updated to patch vulnerabilities?
• How do you ensure secure authentication for user access?

Web applications are a common cyberattack entry point, so a strong application security strategy is crucial.

Question #5: What does server security look like?

The server layer is the closest defense to sensitive HOA software and data. Ask:

• How do you harden servers to prevent unauthorized access?
• Do your servers meet compliance and security mandates?
• How often are security updates and patches applied?

A secure HOA software provider should maintain rigorous server security to protect against data breaches.

Ensure Your HOA Data is Secure with RealManage

RealManage has one of the most secure proprietary HOA management technology solutions in the condo and HOA management industry. If you want to learn more about our program and our dedication to keeping our clients' private data safe, secure, and protected, contact us today. We'll work with you to help more effectively manage your community association will protecting the data you've given us to keep out potential threats and help keep your community more secure.