Short answer: Carefully, and mostly its own operating records. Many association records belong to the association, not the management company, and state law can restrict them: Florida, for example, makes personnel records and owners' personal identifiers inaccessible even to members. Get each association's permission and an attorney's review before scoping.
On this page
Whose records are they?
Mode asks that the company owns the records in its systems (Mode affiliate FAQ). Association minutes, financials and owner files are often the association's official records held by the manager, so the board's consent and the management contract matter.
An example of state rules: Florida
Florida's HOA statute lists records that 'are not accessible to members or parcel owners', including privileged records, personnel records, and owners' Social Security, driver license and credit card numbers, email addresses and phone numbers (Fla. Stat. § 720.303). If the law shields them from members, they shouldn't go to a buyer.
What a manager might license
- Its own internal SOPs, training and vendor-management records.
- Work-order and violation-process workflows with owner data removed.
- Meeting-preparation and budgeting processes, with association consent.
Size and fit
Mode lists 50+ employees for industries outside legal (10+) and accounting, medical and finance (15+) (Mode). micro1 asks for 30+ employees, mostly English data, and says it is prioritizing US companies (micro1).
| Industry (U.S. firms, 2022) | All firms | 30+ staff | 50+ staff | 100+ staff |
|---|---|---|---|---|
| Real estate property managers (NAICS 53131) | 55,853 | 3,811 | 2,509 | 1,416 |
| Residential property managers (NAICS 531311) | 40,091 | 2,824 | 1,886 | 1,098 |
Source: U.S. Census Bureau, Statistics of U.S. Businesses 2022, detailed employment sizes. Firms (enterprises) by paid employees; contractors are not counted. Each column sums the Census size classes at or above that size.
This is general information, not legal advice. Talk to your own attorney or compliance advisor before you share or license any records.
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Frequently asked questions
Can the board approve this?
The board can speak for the association's records, subject to governing documents and state law. Get it in writing.
Are architectural review files sensitive?
They hold owner names, addresses and disputes. Treat them as personal data.
Sources
- Mode affiliate FAQ (PDF, dated Oct 14, 2026)bizbuydata.com
- Florida Statutes § 720.303, HOA association recordsflsenate.gov
- Mode / BizBuyData referral pagebizbuydata.com
- micro1 company referral pagemicro1.ai
- U.S. Census Bureau, Statistics of U.S. Businesses 2022, detailed employment sizeswww2.census.gov
Referral-fee disclosure: we may be paid by a program if your company signs with it after using this site. General information only, not legal advice.
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