Privacy Policy

Effective Date: December 1, 2025

This Privacy Policy describes how Apex Reserve Group ("we," "us," or "our"), a professional consulting firm based in Orange County, California, collects, uses, protects, and discloses personal information obtained through our website and during the delivery of our Reserve Study and Cost Segregation services. We are committed to protecting the confidentiality and privacy of the information entrusted to us.

1. Information We Collect

We collect information primarily in two categories:

1.1 Website Usage and Communication Data

This data is gathered when you browse our website, request information, or correspond with us.

  • Contact and Identity Data: Includes your name, job title, email address, phone number, and the name of the entity you represent (HOA, property management firm, investment entity).

  • Technical Data: Includes your Internet Protocol (IP) address, browser type, operating system, and data collected via cookies and similar technologies.

  • Usage Data: Includes information about how you use our website, such as pages visited, and time spent browsing.

1.2 Confidential Client Data for Service Delivery

This sensitive information is necessary to fulfill our contractual obligations for Reserve Studies and Cost Segregation Studies.

  • Property and Component Data: Includes physical addresses, site plans, property dimensions, detailed component lists, maintenance histories, and property photographs.

  • Financial and Accounting Data: Includes financial statements, annual budgets, depreciation schedules, fixed asset lists, and funding history relevant to reserve accounts or tax basis.

  • Personnel and Contact Data: Includes names and contact information of HOA board members, property managers, property owners, or designated client representatives necessary for project communication.

2. How We Use Your Information

We use the collected information for the following specific and legitimate business purposes:

  • Service Fulfillment: To analyze, calculate, and prepare the contracted Reserve Studies and Cost Segregation reports, and to communicate the findings to the client and their authorized representatives (e.g., CPAs).

  • Administration and Operations: To manage client accounts, process invoices, maintain professional records, and perform internal quality assurance.

  • Communication: To respond to specific inquiries, provide quotes, send project updates, and transmit final deliverables.

  • Marketing: To send periodic marketing emails or newsletters about our specialized services, with a clear option for you to opt-out at any time.

  • Compliance: To comply with all legal obligations, regulatory requirements, and professional standards (e.g., retaining tax-related documentation as required by the IRS).

3. Disclosure and Sharing of Information

We maintain strict confidentiality protocols and do not sell client data.

  • No Sale of Data: Apex Reserve Group does not sell, rent, or trade personal or confidential client information to third parties for monetary or other consideration.

  • Authorized Client Sharing: We will share final reports and the underlying data only with the client and their pre-authorized agents (such as the client's CPA, property manager, or legal counsel) as specified in the Service Agreement.

  • Service Providers: We may share data with trusted third-party vendors (e.g., cloud hosting, secure data storage) who are bound by strict contractual confidentiality agreements and are only permitted to process data on our behalf.

  • Legal Requirements: We will disclose information when compelled to do so by a valid court order, legal process, or regulatory requirement.

4. Data Security and Retention

4.1 Data Security

We implement robust technical and organizational measures to protect client data, which include:

  • The use of industry-standard encryption and secured transmission protocols (SSL/TLS).

  • Restricted access controls on internal data storage and project management systems.

  • Continuous monitoring of our systems for security vulnerabilities.

  • Note: While we strive for security, no method of electronic storage or transmission is 100% secure, and absolute security cannot be guaranteed.

4.2 Data Retention

We retain client data and project files for the necessary period to fulfill the purposes outlined in this policy and to comply with legal, tax, and accounting requirements. This typically involves retaining records related to service engagements for a minimum of seven (7) years following the completion of the project, or as otherwise required by relevant statute.

5. Your Privacy Rights

As a user or client, you possess the following rights regarding your personal information:

  • Right to Access: You may request access to the specific personal information we hold about you.

  • Right to Correction: You may request the correction of any inaccurate or incomplete personal data.

  • Right to Deletion: You may request the deletion of your personal information, subject to our legal and regulatory obligations to retain certain records (e.g., for accounting or tax purposes).

  • Opt-Out: You may opt-out of receiving any marketing communications from us at any time by following the unsubscribe link provided in those communications.

6. Policy Changes and Contact Information

  • Changes to Policy: We reserve the right to update this Privacy Policy periodically. Any changes will be posted on this page with a revised "Effective Date."

  • Contact Us: For questions or concerns regarding this Privacy Policy or our data handling practices, please contact us: