Privacy Policy
Your privacy matters. This explains what we collect and how we use it.
Last updated:
Information we collect
- Account information — name, email, phone number, password (stored only as a salted/hashed value, never in plain text), company, title, city, and unit count you provide when joining or editing your profile.
- Profile photo — if you upload one, it is stored on our server's file storage and linked to your account.
- Contact visibility preference — your choice of who can see your phone/email (all members, your county only, or no one); this setting is stored with your account and enforced on every request that returns member contact details.
- Property listings — title, type, city, street address, description, and up to five photos per listing, if you post a rental property to the directory.
- Private damage reports — property and tenant contact details, move-in and move-out dates, rental-agreement excerpts, inspection notes, earlier/later condition photographs, proposed repair estimates, and itemized drafts you choose to save. These reports are restricted to the member who created them and an explicitly assigned independent reviewer.
- Message board posts, directory inquiries, and rental inquiries you submit. Rental inquiries include the visitor's name, email, optional phone number, and message and are visible privately to the listing owner and authorized chapter administrators.
- Dues & payment records — invoices, payment amounts, payment method (e.g., check, cash, card), and any reference/memo you or an officer enters. We do not store full credit card numbers; card payments are processed by our payment processor, not recorded in our database.
- Push notification subscriptions — if you enable notifications, we store the browser-provided push endpoint needed to deliver alerts to your device.
- Rental inquiry alert preference — if you explicitly enable text alerts, we use your primary cell number to send transactional notifications when a visitor asks about one of your rentals. You can turn this off from My Profile at any time.
- Password reset tokens — a one-time, hashed, time-limited token is stored temporarily when you request a password reset; it is deleted once used or expired.
- Sign-in identifiers — if you sign in with Google or Microsoft (Entra), we store the account identifier needed to recognize you on return visits. We do not receive or store your Google/Microsoft password.
- Technical data — basic, standard web-server logs (such as request times) for security and reliability.
Optional AI condition analysis: We send a damage report's photographs, labels, inspection notes, and pasted rental-agreement excerpts to the configured AI provider only after the member gives permission for that specific analysis. The property address and tenant contact fields are not included in the AI request. AI output is preliminary and may be inaccurate. It cannot determine cause, liability, ordinary wear, chargeability, security-deposit treatment, or approval. Human review and independent approval are required before consequential action. Do not upload unrelated personal records or sensitive information.
How we use it
- To operate the member portal, directory, message board, and property listings
- To authenticate you and keep your account secure
- To track dues billing and payments and provide you an accurate balance
- To store private move-out documentation and, only with per-request permission, obtain a preliminary damage analysis from the configured AI provider
- To send association announcements, meeting updates, and dues reminders you opt into
- To respond to your inquiries and provide member services
What we do not do
We do not sell your personal information. We do not share it with third parties for their own marketing. We do not store full payment card numbers.
Cookies & local storage
The member portal uses your browser's local storage to keep you signed in (an authentication token). We do not use third-party advertising cookies.
Data retention
We retain account, listing, rental-inquiry, private damage-report, and dues/payment data while your membership is active. Rental inquiries are deleted when their related listing or owner account is removed. Damage reports and their photographs are deleted when the member deletes the report or the member account. Financial ledger entries (invoices and payments) are retained as accounting records even after an account is removed, as required for the association's books; personal profile data (photo, phone, listings) is deleted when your account is removed. You may request deletion of your non-financial account data at any time.
Security
Passwords are hashed with bcrypt and never stored in plain text. Data is written to disk using atomic, fsync'd writes with generational backups, and a corrupted data file will halt the application rather than silently reset it. Access to member features requires authentication, and dues/payment actions require an officer role. See our Security Policy for more.
Your choices & rights
- Access and correct your profile information, and delete your own property listings and profile photo yourself at any time from the portal
- Request full removal of your account and its non-financial data — an officer completes this from the admin panel
- Change who can see your phone/email via your contact visibility setting
- Turn push notifications on or off at any time
- Opt out of non-essential emails
Children's privacy
This site is intended for adults engaged in rental housing and is not directed to children under 13.