Privacy Policy

1. Information We Collect

We collect information you provide, information uploaded by authorized users of a community or management-company account, and information generated when the Service is used:

• Account and profile information: Name, email address, password, profile image, and similar account details when you create or manage an account
• Community and association information: Association or community name, location and contact details, settings, membership and role assignments, and related workspace configuration
• Management-company information: Management-company or portfolio office name, location details (such as ZIP code), staff and role information, and related portfolio settings when a management-company account is used
• Roster and resident information: Resident, owner, lot/unit, or similar roster information that customers choose to upload or maintain in the Service
• Documents and file metadata: Files uploaded for storage and management, including filenames, categories, timestamps, and related document metadata
• Billing and subscription metadata: Plan, subscription status, invoicing identifiers, and related billing records needed to operate paid access. Payment-card information is handled by our payment processor; AssocRecords™ does not store full payment-card numbers on its servers
• Support and recovery communications: Information you provide when contacting us for support, recovery assistance, or similar operational requests
• Security and technical logs: IP address, user agent, and audit or security-related event logs generated in connection with authentication, access, and platform operations
• AI-related content: Questions, prompts, and related content you submit when using artificial-intelligence features, which may include retrieved association content, excerpts, or document images processed to provide the requested feature

2. How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve the Service
• Process transactions and send related billing or account information
• Send technical notices, updates, and security alerts
• Respond to comments, questions, support requests, and recovery communications
• Operate optional artificial-intelligence features you choose to use
• Send information about AssocRecords and other products or services offered by Hendrix Learning Systems LLC that may be relevant to you, subject to applicable communication preferences and law
• Detect, investigate, and help prevent security incidents and abuse
• Comply with legal obligations and enforce our terms

3. Information Sharing

We do not sell your personal information. We may share information in the following circumstances:

• With your consent or direction: When you or an authorized account administrator directs us to share information (for example, inviting members or granting access within a community or portfolio)
• Service providers: With vendors that help us operate the Service. These providers process information only as needed to perform services for us and may include categories such as:
  • Cloud hosting, database, and primary file storage
  • Payment processing
  • Transactional email delivery
  • File and malware scanning
  • Recovery-copy storage
  • Optional authentication services
  • Artificial-intelligence processing
  • Error and uptime monitoring
• Legal requirements: When required by law or to protect our rights, users, or the Service
• Business transfers: In connection with a merger, acquisition, financing, or sale of assets, subject to appropriate confidentiality protections

4. Artificial Intelligence Features

Certain features of the Service use artificial intelligence to help answer questions, assist with navigation or support, process documents, or provide related assistance. When you use those features, prompts, retrieved association content, excerpts, or document images may be sent to third-party artificial-intelligence service providers as necessary to provide the requested feature.

5. Data Security

We implement commercially reasonable technical and organizational safeguards designed to protect information processed through the Service. Depending on the feature, these measures may include encryption provided through cloud infrastructure, access controls, file/malware scanning of uploaded documents, and recovery mechanisms for accepted documents.

Data is hosted using commercially reasonable cloud infrastructure. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

6. Data Retention

We retain information for as long as needed to provide the Service, operate accounts, and meet legal, security, and legitimate business requirements. Retention may differ depending on account type, billing history, and how access ends.

Never-paid trial. A never-paid trial has a 90-day reactivation window after the trial ends. During that period, preserved account data may be available for reactivation or export. After that window, data may be retained, archived, restricted, or deleted in accordance with AssocRecords' retention practices.

Other access endings. After access ends, records may be retained, archived, restricted, or deleted in accordance with AssocRecords' retention practices.

Where available, you may request an export of stored documents by contacting us. We do not promise a specific backup retention period in this Policy.

7. Your Rights and Requests

Depending on applicable law, you may have rights regarding your personal information, including rights to request access to or correction of certain personal information. Other privacy requests may also be available depending on your location and the nature of the information.

Requests involving association records may need to be addressed through the association or organization that controls those records.

To exercise these rights or submit a privacy-related request, please contact us through our contact form. Privacy requests are handled through that contact process. This Policy does not imply that a self-service tool exists to delete an entire account and all related records automatically.

8. Cookies and Local Storage

We use session and security cookies, and local or session storage, as needed for authentication, maintaining signed-in sessions, and remembering certain preferences. These technologies are used to operate the Service. We do not use advertising cookies.

9. Third-Party Websites

The Service may contain links to third-party websites. We are not responsible for the privacy practices of those websites. We encourage you to review their privacy policies.

10. Children's Privacy

The Service is not intended for children under 13 years of age. We do not knowingly collect personal information from children under 13. If we learn we have collected such information, we will take reasonable steps to delete or otherwise address the information in accordance with our retention practices and applicable requirements.

11. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes may be reflected by posting an updated policy on our website and updating the revision date shown above.

12. Contact Us

If you have questions about this Privacy Policy or our privacy practices, please contact us through our contact form.