Privacy Policy

Account information. Name, email address, phone number (optional), and password (stored as a salted hash, never in plain text), collected when an account is created or a board member adds you to an HOA's workspace.

HOA membership information. Your role (Admin, Manager, Board Member, Committee Member, or Homeowner) and, if provided, your lot/unit number.

Governing documents and public files. Documents an HOA board uploads — CC&Rs, bylaws, rules, meeting minutes, invoices, estimates — including any personal information that happens to appear inside them.

Application and decision data. Details a homeowner submits about a proposed project (project type, dimensions, materials, uploaded photos or plans), the AI-generated pre-review of that project, the board's decision and stated reasoning, and any email correspondence drafted or sent about it.

Chat and conversation content. Questions asked to the in-app AI assistant, and messages exchanged in the Conversations inbox.

Google Contacts data (optional). If a board admin chooses to connect Google Contacts to bulk-import a homeowner roster, we access the contact names, emails, and phone numbers the admin selects for import, and the OAuth token needed to make that request. We do not access Google Contacts unless this integration is explicitly connected.

Usage and audit data. Logins, document uploads, chat queries, application and decision events, and email sends are recorded in an audit log, along with the timestamp and the user who performed the action.

• To provide the Service: authenticate you, scope your access to the correct HOA's data, generate AI pre-reviews and chat answers, and let boards record decisions and communicate them.
• To send an uploaded document, application details, or a chat question to our AI provider (currently Anthropic) so it can generate the corresponding output.
• To maintain the audit log described above, which exists so an HOA can show who did what and when — board members and admins can see relevant entries.
• To maintain and secure the Service (debugging, abuse prevention).
• To communicate with you about your account or the Service.

We do not sell personal information, and we do not use Customer Content to train AI models without your consent.

Each HOA's data — documents, applications, homeowners, conversations — lives in an isolated workspace scoped to that HOA. A person who is a member of one HOA cannot see another HOA's data through the Service, including if they are also a member of a different HOA in a management-company context.

We share information with the following categories of service providers, only as needed to run the Service:

• AI provider (Anthropic). Document excerpts, application details, and chat questions are sent to Anthropic's API to generate pre-reviews, chat answers, and drafted emails.
• Database and hosting providers. Your data is stored with our hosting and database providers under their own security commitments.
• Google (optional). Only if you connect the Google Contacts integration, as described above.

We do not permit these providers to use your data for their own purposes beyond providing the service to us.

We retain Customer Content for as long as your HOA's account is active. If an account is closed, we retain data for [X days] to allow export or reactivation, after which it is deleted, except where we're required to keep records longer (e.g., audit logs, for a legal or dispute-resolution purpose).

• Access and correction. You can review and correct your own account information within the Service, or by asking your HOA's admin.
• Deletion. You may request deletion of your account by contacting [SUPPORT EMAIL] or asking your HOA's admin to remove you; note that HOA audit-log entries referencing your actions may be retained as part of the HOA's own record-keeping.
• State privacy rights. If you are a California or other applicable-state resident, you may have additional rights under state privacy law.

We use industry-standard measures to protect your information, including password hashing and encrypted connections. No system is perfectly secure, and we cannot guarantee absolute security.

The Service is not directed to children under 13, and we do not knowingly collect personal information from children under 13.

We may update this Privacy Policy from time to time. We'll notify you of material changes before they take effect.

Questions about this Privacy Policy or your data: [SUPPORT EMAIL]