Privacy Policy

1. Information We Collect

We collect information you provide directly to us when using AssocRecords™:

• Account Information: Name, email address, password, and organization details when you create an account
• Documents: Files you upload to the Service for storage and management
• Community Information: HOA or association details including name, contact information, and settings
• Usage Data: Information about how you interact with the Service, including access times and features used
• Communication Data: Information you provide when contacting us for support

2. How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve the Service
• Process transactions and send related information
• Send technical notices, updates, and security alerts
• Respond to your comments, questions, and support requests
• Monitor and analyze trends, usage, and activities
• Detect, investigate, and prevent security incidents

3. Information Sharing

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

• With Your Consent: When you direct us to share information
• Service Providers: With vendors who assist in providing the Service (hosting, payment processing, etc.). We use Stripe, Inc. to process payments. Stripe may collect and process payment information in accordance with its own privacy policy. AssocRecords™ does not store full credit card numbers on its servers.
• Legal Requirements: When required by law or to protect our rights
• Business Transfers: In connection with a merger, acquisition, or sale of assets

4. Data Security

We implement appropriate technical and organizational measures to protect your information. Documents are stored using industry-standard encryption. However, no method of transmission or storage is 100% secure, and we cannot guarantee absolute security.

Data is hosted on secure, commercially reasonable cloud infrastructure providers located in the United States. All documents and account data are encrypted in transit and at rest using industry-standard security practices.

5. Data Retention

We retain your information for as long as your account is active or as needed to provide the Service. We may retain certain information as required by law or for legitimate business purposes after account termination. Documents you upload remain stored until you delete them or close your account.

Upon account cancellation, you may request an export of your stored documents for a reasonable period of time. After that period, we may permanently delete stored data in accordance with our internal data retention policies.

6. Your Rights

Depending on your location, you may have the following rights regarding your personal information:

• Access and receive a copy of your data
• Correct inaccurate information
• Request deletion of your data
• Object to or restrict certain processing
• Data portability

To exercise these rights, please contact us through our contact form.

7. Cookies and Tracking

We use cookies and similar technologies to maintain user sessions and remember preferences. These are essential for the Service to function properly. We do not use cookies for advertising or third-party tracking purposes.

8. Third-Party Services

The Service may contain links to third-party websites or integrate with third-party services. We are not responsible for the privacy practices of these third parties. We encourage you to review their privacy policies.

9. 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 delete it promptly.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on our website and updating the "Last updated" date. Your continued use of the Service after changes become effective constitutes acceptance of the modified policy.

11. Contact Us

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