Privacy Policy

Two different relationships

Which parts of this policy apply to you depends on how you reached us.

• If you are a homeowner or resident: your community association decides what information goes into CommunityPilot and what happens to it. We process it on their instructions. Requests to correct or remove information about you normally go to your association first; we help them carry it out.
• If you are the customer — a board, a developer, a management company — you decide, and this policy describes what we do with the account you hold with us directly.

What we collect

We never hold your card number

Card and bank details go directly from your browser to Stripe, our payment processor. They never touch CommunityPilot's servers and we cannot see them. We store only what Stripe hands back — a token, the card brand, and the last four digits — so you can recognise your own saved method.

Who we share it with

Only the people and services that need it to make the product work:

• Your community association — board members and administrators see the records for their own community, scoped by role.
• Supabase — database, authentication and file storage. United States.
• Vercel — application hosting. United States.
• Stripe — payment processing. United States.
• Resend — transactional email. United States.
• Twilio — text messages, where a community has enabled them. United States.
• Sentry — error reporting. Secrets are stripped before an error is sent.

We do not sell personal information, and we do not share it for advertising. We may disclose information if the law requires it, and if CommunityPilot is ever acquired, customer data would transfer with the business — we would tell you before that happened.

Where a title company fits in

When a home is sold, a title company or realtor can request a resale package. If the board approves it, they receive the association's governing documents and the financial figures the board certified for that property. The link expires after 72 hours. They receive nothing about any other property.

How long we keep it

Association records stay for as long as the association is a customer, because they are the association's records — a board needs to be able to look back at a violation or an assessment years later. When an association leaves, we delete or return its data within 90 days on request. Financial records may be kept longer where tax or accounting law requires it. Audit logs are kept for seven years, because their whole purpose is to be checkable after the fact.

Your rights

Depending on where you live you may have the right to see what we hold about you, correct it, have it deleted, receive a portable copy, or object to particular processing. We honour these requests regardless of whether your state grants them — see Data Access & Deletion Requests for how to make one and what happens next.

We do not charge for a request, and we will never treat you differently for making one.

Children

CommunityPilot is not for children. We do not knowingly collect information from anyone under 13, and we delete it if we discover we have.

Security

Every record is protected at the database level by row-level security, so one community's data is unreachable from another's — a property we test automatically on every change. Traffic is encrypted in transit. Access to production is limited and logged.

No system is perfectly secure, and we will not claim otherwise. If a breach affects you we will notify you and your association without undue delay.

Changes

If we change this policy materially we will post the new version here and notify account holders by email before it takes effect.

Contact

privacy@communitypilot.net, or the contact form.