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HOA Finances in the Digital Age

Cogent Bank’s Commitment to Online Banking Safety

Florida Community Association Professionals (FCAP), by Georgia Miller, April 2025

Homeowners’ associations (HOAs) play a pivotal role in shaping the look, feel, and financial well-being of residential communities. From managing dues to overseeing repairs and amenities, property managers must ensure funds are not only handled efficiently but also protected from digital threats. With technology advancing every year, online banking has become the standard method when streamlining financial tasks, but the apprehensive feeling toward trusting and using online banking is still present.

     Cogent Bank is aware of the potential threat technology brings, and it is dedicated to meeting the unique needs of HOAs with features like specialized HOA accounts, advanced digital tools, and a strong focus on security to help associations handle their finances more effectively.

Best Practices for Safe HOA Online Banking

Use Strong, Unique Passwords

     One of the most effective ways to protect any online account is by creating a strong password that is at least 12 characters long and contains a blend of uppercase and lowercase letters, numbers, and special characters. When creating a password, you should also avoid using the same password for multiple accounts, update passwords every 90 days, and choose strong answers that cannot be easily guessed or found online. Don’t forget to be cautious and never share personal or financial information over email, text, or social media.

Keep Devices Secure

     Maintaining the security of devices used for HOA banking is just as crucial as having strong passwords. Restricting who can log on to the computer or smartphone used to access your online banking reduces the chances of your account becoming vulnerable. Enabling two-factor authentication that involves entering a code from an authenticator app or text message will make unauthorized access more difficult. Installing antivirus software, updating your operating systems and apps to help patch vulnerabilities, and activating a firewall help block suspicious inbound or outbound network traffic before it becomes a threat.

Use a Secure Connection

     Even if passwords and devices are well protected, connecting over an insecure network can still expose login credentials and other sensitive information. To avoid this, confirm that any banking website you visit begins with “https,” which will encrypt your data. Avoid accessing your accounts over public Wi-Fi networks, and always log out completely from your online sessions.

Stay Alert to Phishing Attacks

     Phishing remains a major strategy that cybercriminals use to trick individuals into revealing sensitive information. If you receive an unexpected email or message prompting immediate action or offering a link that supposedly leads to your bank, verify the sender before clicking on anything. Your financial institutions, including Cogent Bank, will never request your login credentials or personal details via email or text.

Monitor Accounts Regularly

     Frequent account reviews help spot errors, suspicious transactions, or other irregularities early. Setting up transaction alerts provides real-time notifications whenever significant changes occur and will increase the likelihood of resolving problems before they escalate or cause irreversible damage.

Use Official Apps and Websites

     When banking through a mobile device, you should only download your bank’s official app from a trusted app store or the official website rather than using third-party banking apps. Updating the app whenever a new version is released ensures you benefit from the latest security improvements and bug fixes.

Report Suspicious Activity Immediately

     If you detect or suspect any unusual transactions or receive suspicious emails claiming to be from your bank, don’t hesitate to contact your bank’s customer service immediately so the bank’s fraud team can investigate and address the issue.

     HOAs’ responsibility of managing a community’s financial resources can only be fulfilled effectively when convenience and security go hand in hand. Cogent Bank’s specialized focus on homeowners’ associations ensures property managers have access to the right tools and features to handle their duties effectively. By understanding and implementing best practices, from creating robust passwords to monitoring accounts regularly, HOA decision-makers can considerably reduce the risks associated with online banking.