Privacy Policy

1. Who We Are

ForgeHOA (the "Service") is operated by Impact Consulting AI ("Impact Consulting AI," "we," "our," "us"). This Privacy Policy explains what personal information we collect, how we use it, who we share it with, and the rights you have over your data.

2. Information We Collect

We collect information you provide directly, including:

• Identity and contact data: name, email, phone, mailing/property address, unit number
• Account data: password hash, two-factor authentication seed (encrypted), preferences
• Financial data: billing address, assessment history, ACH/card details (tokenized and held by Stripe, we never store raw card numbers)
• User-generated content: messages, announcements, photos, documents, meeting recordings you choose to upload
• Governance data: violation history, maintenance requests, ARC submissions, voting records

We also collect information automatically:

• Usage telemetry: pages visited, features used, error events (via Sentry and PostHog)
• Device data: IP address, browser, operating system, device identifiers
• Audit trail: every mutation to your community's records (who did what, when) for 2 years
• Smart-device telemetry: when your community uses an integrated access-control (e.g., ButterflyMX, Latch) or EV-charging (e.g., ChargePoint) provider, the events those systems send us, entry timestamps, charging sessions, device IDs, are stored as part of your operational records
• Inbound email: messages forwarded to your community's ForgeHOA address (e.g., for resident-board correspondence) are ingested as message-thread records visible to your board and admins
• Custom fields: community administrators can define their own owner-record attributes; the content of those fields is controlled by the community, not by ForgeHOA, and may contain any data the community chooses to collect (subject to our Acceptable Use Policy)

3. How We Use Your Information

We use your information to:

• Provide the platform (dashboard, messaging, financials, governance)
• Process assessment payments, fines, and special assessments
• Send service-related notifications (invoices, violation notices, announcements)
• Power AI features you explicitly invoke (meeting copilot, response drafter, document analysis, health score)
• Improve reliability, detect fraud, and enforce our Terms
• Comply with legal obligations (tax records, dispute response, subpoenas)

We do not sell personal information, and we do not use your community's private data to train AI models that benefit other customers.

We may aggregate de-identified statistics across communities (e.g., median time-to-resolve maintenance requests, typical reserve-fund-to-budget ratios) to power benchmarking features. No row-level data is exposed across communities. A board admin can opt the community out of cross-community aggregation in Settings → Community → Privacy.

4. How We Share Information

We share data only with:

• Other members of your HOA / condo community (as required for community management, e.g., board members see resident records)
• Your Property Management Company, if one manages your community
• Service providers: Supabase (database + auth + storage, US-East), Stripe (payments), Google Cloud (Gemini 2.5 Flash AI), Vercel (frontend hosting), PostHog (product analytics), Sentry (error monitoring), Resend (transactional email)
• Legal recipients: courts, regulators, or law enforcement when compelled by valid legal process
• Successor entities in the event of a merger or acquisition, with 30 days' notice to you

All sub-processors sign data-processing agreements binding them to equivalent protections.

5. Data-Isolation Architecture

Every row in every table is tagged with its community ID and enforced at the PostgreSQL layer via Row-Level Security (RLS) policies. This means it is architecturally impossible for one community, or its Property Management Company, to access another community's data, even if both are hosted on the same database. Board members of your community can download a signed data-isolation attestation at any time from the Admin section of the app.

6. Security

• AES-256 encryption at rest; TLS 1.2+ in transit
• Row-Level Security enforced at the database layer
• Multi-factor authentication (TOTP + biometric on mobile) available to every user
• SOC 2 Type II readiness program, with annual third-party penetration testing
• 24-hour breach notification to Controllers (per GDPR Art. 33)

7. Your Rights

Subject to your jurisdiction, you have the right to:

• Access the personal data we hold about you
• Correct inaccurate data
• Request deletion (subject to legal retention, see §10)
• Export your data in a portable (JSON / CSV) format
• Opt out of non-essential marketing email
• File a complaint with a supervisory authority

To exercise any of these rights, use the Contact form in the sidebar or footer. Most requests are fulfilled within 30 days.

8. International Transfers

Personal data is stored and processed in the United States. Transfers from the EEA, UK, or Switzerland rely on the 2021 Standard Contractual Clauses (Module Two: Controller-to-Processor), incorporated by reference into our Data Processing Addendum.

9. Children's Privacy

The Service is not directed to children under 18. We do not knowingly collect personal information from anyone under 18. If we learn that we have done so, we will delete that information.

10. Data Retention and the Right to Erasure

Active-account data is retained for the life of the account. Upon deletion, personal data is removed or anonymized within 30 days, except:

• Financial records (invoices, payments, 1099s, journal entries): retained 7 years per US tax + Sarbanes-Oxley requirements
• Audit logs: retained 2 years for security forensics
• System backups: purged on rolling 35-day cycle
• Anonymized, aggregated usage statistics: retained indefinitely for product improvement
• Records the association is required to keep under state HOA statute (lien filings, meeting minutes, election records, etc.)

Accounting audit-trail carve-out (GDPR Art. 17(3)(b) / CCPA §1798.105(d)). ForgeHOA's general ledger is designed to be tamper-evident: journal entries are never hard-deleted; corrections are made by posting offsetting reversal entries. When you exercise an erasure right against accounting records, we will replace personally-identifying fields (name, email, phone) with a non-identifying placeholder while preserving the underlying transaction amounts, dates, and account postings. Full removal of those records would conflict with our legal obligation to maintain a defensible audit trail for tax authorities, lenders, regulators, and your association's own financial-statement audits.

11. Cookies and Tracking

We use essential cookies for authentication and session management. We do not use advertising or cross-site tracking cookies. Product analytics via PostHog uses a first-party cookie and can be disabled in Settings → Notifications.

12. Changes to This Policy

We may update this policy from time to time. Material changes will be announced in-app and by email at least 30 days before taking effect. Every prior version is versioned (see the version string in the page footer) so you can always see what was in effect on a given date.

13. Contact

For privacy questions, use the Contact form. For data-subject rights requests (access, correction, deletion, portability), include your full name, the email on file, and the specific right you wish to exercise.