Last updated: October 20, 2026
The short version
- We collect only what we need to run the product.
- You own your documents. Board members and admins can download all of your association's records at any time from Settings → Your data, as one zip of spreadsheets (CSV). Uploaded files themselves are listed in it rather than included.
- We never train models on your data.
- We never sell or share your data with third parties.
- We log every AI action for your audit trail.
- We count how the app is used in aggregate, without cookies and without anything that identifies you.
1. Information we collect
We collect account information (name, email, role), the documents you upload (CC&R, bylaws, leases, etc.), and operational data we generate as you use the product (queries, drafted notices, AI outputs). We do not collect more than is required to operate the service.
2. How we use information
We use your information to run the product, answer your questions, and improve our internal infrastructure. We do not use your documents for model training. We do not sell your data.
3. Sharing
We do not share your information with third parties except service providers we contract to run the product (e.g., infrastructure hosting, transactional email, and the AI providers that generate answers and index your documents). When the assistant looks up an owner, the AI sees placeholders instead of their email and phone number, and inbox reply drafts remove contact details from resident messages before the AI reads them. Each provider operates under a data-processing agreement and processes only what's necessary.
Usage analytics
To learn which features boards and residents actually use, the app records aggregate usage with Vercel Web Analytics: which kinds of pages are viewed and a few product actions (for example, that an approval was decided or a request was submitted). It sets no cookies and does not identify you. Page addresses are reduced to their shape before they are sent (record numbers are replaced and search terms are removed), and events never include names, emails, addresses, message text or record numbers. If your browser sends Do Not Track or Global Privacy Control, nothing is recorded.
Text messages
Residents get text messages from their association only after agreeing to them in the resident portal (Account → Text messages). We record when you agreed and the exact terms you saw. Message frequency varies, and message and data rates may apply. Reply STOP to stop texts, or HELP for help; you can also turn them off in the portal at any time. We never sell or share your mobile number or your agreement to receive texts with third parties or affiliates for their marketing. The text-messaging provider that delivers the messages receives your number only to deliver them.
4. Data retention
We retain your data for as long as your account is active and for up to 30 days after deletion (for backup recovery). You can request earlier deletion at any time.
5. Your rights
You can access, correct and export your data at any time in the app (export is under Settings → Your data). To delete it, or for anything else, email support@homeownerledger.com. We respond within 30 days.
6. Contact
Privacy questions: support@homeownerledger.com
This is a working draft — the production privacy policy is being reviewed by counsel and will replace this page before public launch.