Legal
Privacy Policy
This Privacy Policy describes how HOAbreeze.com (“we,” “us,” or “our”) collects, uses, and discloses information from users of our services, including our AI Chatbot (“Chatbot”) and our AI Meeting Minutes Recorder (“MinutesAI”).
1. Information We Collect
We limit our data collection to what is necessary to provide and manage our services:
| Service | Category of User | Information Collected |
|---|---|---|
| Chatbot | Homeowners / End Users | None. The Chatbot operates in an unauthenticated space and does not collect personal identifying information from homeowners. |
| Chatbot & MinutesAI | HOA Board Members, Administrators, or Management Company Representatives (Our Client Contacts) | Contact and Account Information: Name, Job Title, Email Address, Phone Number, and Login Credentials. |
| MinutesAI | Meeting Recorder Users (Individual Subscribers) | — |
2. How We Use Your Information
We use the information we collect for the following business purposes:
- Service Delivery: To provide, operate, and maintain the Chatbot and MinutesAI services.
- Account Management: To manage your Client Contact account, bill subscriptions, and provide technical support.
- Improvement & Analytics: To analyze usage of our services to identify potential issues and improve the functionality and performance of the software.
- Security: To detect, prevent, and respond to potential fraud or security vulnerabilities.
3. Data Storage, Security, and Retention
- Storage Location: All data is stored within US data centers.
- Security: Data is transmitted over secure channels (HTTPS). We employ reasonable administrative, technical, and physical safeguards to protect the information.
- AI Processing: Data is processed through an AI pipeline for the MinutesAI service (including transcription, summarization, etc.). We do not explicitly use any client-specific data to train the underlying public language models.
- Sharing and Selling: We do not share or sell your personal information to third parties for marketing or advertising purposes.
- Data Retention: We retain data indefinitely to provide ongoing service and access to historical records. Users can, however, request that their data be deleted by contacting us.
4. Data Ownership
The HOA or management company (for the Chatbot) and the individual MinutesAI subscriber (for MinutesAI) retain ownership of the original content (recordings, documents, etc.) and jointly own the resulting AI-generated transcripts and summaries along with HOAbreeze.com.
5. Your Rights and Choices
- Access and Correction: You may review and update your Client Contact information within your account settings.
- Deletion Request: You may request the deletion of your account and associated data by contacting us. We will honor the request as required by law and contract, but note that deletion may prevent you from using the services.
6. Changes to this Policy
We may update this policy periodically. We will notify you of any significant changes by posting the new policy on our website or through other reasonable means.