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Privacy Policy
This Privacy Policy explains how Commonwell ("we", "us") collects, uses, and
shares personal information when you use the Service. For community data,
Commonwell acts as a processor on behalf of each community (the
"controller"); the community decides what data to collect and why.
1. Information we collect
- Account information: name, email, phone, mailing/unit address, role.
- Community content: documents, announcements, requests, violations,
dues and payment records you or your community create.
- Payment metadata: provided by our payment processor (card brand, last four,
payout status). We do not store full card or bank account numbers.
- Usage and device data: IP address, user agent, and log/event data used
to operate, secure, and debug the Service.
2. How we use information
To provide and maintain the Service; process dues and vendor payments; send
transactional and community communications; secure the Service and prevent
abuse; comply with legal obligations; and improve the product.
3. How we share information
- Service providers (sub-processors): our payment processor (payments), our
cloud infrastructure provider (hosting, email, storage, database), Twilio
(optional SMS), Intuit/QuickBooks (optional accounting sync). Each processes
data only to provide its service.
- Your community: administrators of your community can access member data
within that community.
- Legal: where required by law or to protect rights and safety.
- We do not sell personal information.
4. Data retention
We retain personal data while your community account is active or held as a
recoverable read-only archive. An archive is not automatically purged; an
authorized owner can explicitly delete the community, and individual data
rights remain available while it is archived. Following a valid deletion, we
delete or anonymize operational personal data. We may retain only
the minimum records necessary for an applicable financial or tax obligation,
signed-consent evidence, communication opt-out, security investigation, or
legal claim, and only for the corresponding statutory or claims period. Access
to retained records is restricted and they are not reused for marketing.
Short-lived delivery queues, caches, and backups expire under our providers'
retention schedules and are not restored to ordinary product access after an
erasure request. Encrypted dead-letter delivery payloads are kept for at most
30 days. Terminal delivery, deduplication, and observability records that can
contain free text or serialized metadata are normally removed after 90 days;
retryable failures remain restricted while they still require remediation.
Ballot selections are stored separately from account rows
under a keyed pseudonymous voter hash. That design limits ordinary board access
but is not full anonymity because Commonwell can recompute the linkage while
the voter key exists.
5. Your rights (GDPR / CCPA)
Depending on where you live, you may have rights to access, correct, export, or
delete your personal data, and to object to or restrict certain processing. To
exercise these rights, contact privacy@commonwell.app or your community
administrator. We will respond within the timeframe required by applicable law.
California residents have the rights described in the CCPA, including the right
not to be discriminated against for exercising them.
The self-service export is scoped to the active community so one community does
not disclose records controlled by another community, organization, vendor, or
staff context. It lists shared records attributed to the requester without
automatically copying shared bodies that may identify other people. Household
occupant rows likewise include relationship and field-presence information, but
not the other occupant's name, email address, or phone number. A requester who
is the person named in an occupant row, or who needs personal data embedded in a
shared record, can ask the community administrator or privacy@commonwell.app
for a controller-reviewed response.
6. Security
We use encryption in transit, hashed credentials, scoped access, and audit
logging. Payment card data is handled solely by our PCI DSS Level 1 payment
processor. See our Security & PCI page for details.
7. International transfers
The Service runs on a global edge network. Where data is transferred
across borders, we rely on appropriate safeguards as required by law.
8. Children
The Service is not directed to children under 16 and we do not knowingly collect
their personal information.
9. Changes
We may update this Policy; material changes will be notified. The "last updated"
date above reflects the current version.
10. Contact
privacy@commonwell.app