Draft pending legal review
CommunityPilot has not yet launched commercially. This document is a good-faith draft prepared for review by counsel and is published so prospective customers can see our intended terms. It has not been reviewed or approved by an attorney, and it is not legal advice. Questions? Contact us.
Data Access & Deletion Requests
Last updated 8 September 2026
How to ask for a copy of what we hold about you, have it corrected, or have it deleted. We honour these requests wherever you live, not only where a statute requires it.
First, who holds your data
This determines who can act, and it is the part people find surprising.
- Your community association is the controllerof the records about your home: ownership, dues, violations, maintenance, votes. They decided to collect it; we hold it for them. A deletion request there is really a request to your association, and an association often cannot delete everything — assessment history and lien records exist for legal and financial reasons that outlast anyone's preference.
- CommunityPilot is the controller of your login account and how you use the software. We can act on that directly.
You do not need to work out which is which before writing to us. Ask us, and we will route it and tell you who is doing what.
How to make a request
Email privacy@communitypilot.net from the address on your account, or use the contact form. Tell us:
- What you want — a copy, a correction, deletion, or a portable export.
- Your community, if you know it.
- Enough to identify you. We will verify before acting; if we cannot verify you, we will refuse rather than risk handing your data to someone else.
What happens, and when
| Stage | Timing |
|---|---|
| We acknowledge | Within 5 business days |
| We verify who you are | Usually the same week |
| We complete, or explain why not | Within 45 days; extendable once, with notice |
There is no charge, and making a request never changes how you are treated.
What you get
An export in a machine-readable format (CSV or JSON) covering your account, your property record, your dues and payment history, your maintenance requests and violations, and your ballot participation.
Ballot choices are excluded, deliberately. Votes are anonymous in CommunityPilot and we are not going to build a way to de-anonymise them, including for the voter, because a mechanism that can prove how you voted to you can be pointed at someone else.
What we cannot delete, and why
- Financial records — assessments, invoices and payments, where tax, accounting or association law requires retention.
- Audit logs — the record of who did what. A log that can be edited by the person it describes is not a log.
- Association records your board must keep under its governing documents or state law.
- Anonymised or aggregated data that can no longer identify you.
Where we cannot delete something we will say so specifically, and say why.
Closing your account
A resident who no longer lives in a community can ask for their login to be closed; the association's record of the property remains, because it is the association's record. A customer closing a subscription gets a full export, and we delete or return the data within 90 days.
If you are not satisfied
Tell us — privacy@communitypilot.net — and we will look again. Depending on where you live you may also have the right to complain to a state Attorney General or a data protection authority.