Data sources

HOA Agent aggregates information from public records and resident submissions. Every field on a community profile is attributable to a specific source. Our primary sources:

  • Florida Division of Corporations (Sunbiz) — entity status, registered agent, incorporation date, state entity number, principal address.
  • Palm Beach County Property Appraiser (PBCPAO) — parcel records used to confirm subdivision membership, unit counts, and ZIP codes.
  • Palm Beach County Clerk of Courts — civil case records.
  • Resident submissions — fees, restrictions, and management info verified through admin review.

Automated research pipeline

We run a 5-tier nightly research pipeline against communities with thin profiles:

  1. Tier 1 — Public records: Sunbiz cordata files and PBCPAO parcels (auto-approvable government data).
  2. Tier 2 — Government APIs: additional public records sources.
  3. Tier 3 — Web search: nine targeted search queries per community.
  4. Tier 4 — Fee databases: property data sites with HOA fee fields. All findings go to a pending review queue — never auto-approved.
  5. Tier 5 — Browser automation: live Florida government sites that block scraping (PBCPAO subdivision search, DBPR licenses).

Auto-approvable fields (entity number, status, registered agent, incorporation date, address, ZIP code, unit count) are written directly to community profiles. Everything else (fees, management, restrictions, web findings) goes to an admin review queue.

Fee verification

Fee data is the most error-prone field on any HOA listing. Our rules:

  • All fees are stored as min, median, and max values — never a single number.
  • All fees are rounded to the nearest $25 — we never imply false precision.
  • Listing-site fees never auto-approve. They go to a pending queue.
  • We detect and discard slider noise — repeated $100/$200/$300/$400/$500 values that are actually filter UI artifacts, not real fees.
  • Resident submissions are verified by admin before they affect the public profile.
  • Each fee observation stores its source URL so users can audit the underlying data.

Verification and resident submissions

Residents and managers can submit corrections, fees, and restrictions through the public site. All submissions go to an admin review queue before they affect the public profile. We require enough context (e.g. an estoppel reference, a date, a verifiable source) to accept a submission.

Update cadence

  • Sunbiz entity data: monthly
  • Resident submissions: reviewed within 7 days

Corrections

See our Corrections page or email contact us if you find an error. We acknowledge corrections within 7 days.