Privacy Policy

We collect information you provide directly to us when you create an account, enroll your community, use features of the Service, communicate with us, or otherwise interact with the platform. This information includes:

Account and Identity Information: When you register, we collect your name, email address, phone number, role within your community (e.g., board member, resident, property manager), and, where applicable, physical address. Community Administrators may also provide information about their homeowners association, including its legal name, address, number of units, and governing documents.

Financial Information: When you enroll in our embedded banking or payment processing features, we collect information necessary to process transactions, including bank account details, routing numbers, and identity verification information required by our banking partners and applicable anti-money laundering (AML) and know-your-customer (KYC) regulations. Payment card information is processed directly by our PCI-compliant payment processor and is not stored on our servers.

Community and Resident Data: Through normal use of the Service, you may submit information about community residents, including names, unit numbers, contact information, vehicle and pet registrations, lease terms, and account balances. You may also upload meeting minutes, governing documents, maintenance records, photos, and other community files.

Usage and Technical Data: We automatically collect information about how you use the Service, including pages visited, features used, timestamps, IP addresses, browser type, device identifiers, and referring URLs. We use this information to maintain, improve, and secure the Service.

Communications: When you contact our support team or communicate with us via email or the Service, we retain records of those communications. If you use our AI meeting transcription features, audio recordings and transcripts of board meetings may be processed and stored in accordance with your settings.

We use the information we collect to operate, maintain, and improve the Service; to process transactions and manage subscriptions; to communicate with you about your account, the Service, and updates; and to provide customer support. Specific uses include:

Service Delivery: To provide the features you have requested, including dues collection, financial reporting, maintenance request tracking, meeting management, document storage, resident communications, amenity reservations, and community voting.

AI Features: Audio recordings and meeting data may be processed by our AI systems to generate transcripts, summaries, and action items. This processing occurs in a secure environment and is used solely to provide the feature you have requested. We do not use your meeting content to train general-purpose AI models without your explicit consent.

Communications: To send you service announcements, security alerts, administrative messages, billing notifications, and product updates. We may also send you promotional communications about new features or services, from which you may opt out at any time.

Analytics and Improvement: To analyze usage trends, diagnose technical issues, and improve the quality and functionality of the Service. Where possible, we use aggregated or anonymized data for this purpose.

Legal and Safety: To comply with legal obligations, enforce our Terms of Service, prevent fraud and abuse, protect the security of the Service and its users, and respond to lawful government requests.

We do not sell your personal information to third parties for their marketing purposes. We may share your information in the following circumstances:

Service Providers: We share information with carefully vetted third-party service providers who assist us in operating the Service, including cloud hosting providers, payment processors, banking partners, email delivery services, analytics providers, and customer support tools. These providers are contractually required to protect your information and may only use it to provide services to us.

Within Your Community: Information you provide is shared with other authorized members of your community account according to the role and permission structure you configure. Community Administrators control which users can access which information within the platform.

Service Marketplace: If you use our service provider marketplace, limited contact and project information may be shared with vetted vendors you choose to engage. You will be notified before any such sharing occurs, and vendors are bound by confidentiality obligations.

Legal Requirements: We may disclose your information if required to do so by law, court order, or valid governmental request, or when we believe in good faith that disclosure is necessary to protect the rights, property, or safety of TractOps, our users, or the public.

Business Transfers: In the event of a merger, acquisition, reorganization, or sale of all or substantially all of our assets, your information may be transferred as part of that transaction. We will notify you via email or a prominent notice on the Service before your information becomes subject to a different privacy policy.

We retain your personal information and Community Data for as long as your account is active or as needed to provide you with the Service. We also retain information as necessary to comply with our legal obligations, resolve disputes, enforce our agreements, and maintain business records.

Upon cancellation or termination of your subscription, we retain your Community Data for ninety (90) days. During this period, you may export your data through the platform or by contacting our support team. After the 90-day period, Community Data is permanently deleted from our active systems. Backup copies may persist for an additional period of up to thirty (30) days as part of our disaster recovery infrastructure.

Financial transaction records may be retained for longer periods as required by law, including applicable state and federal regulations governing financial record-keeping. Usage logs and audit trails may be retained for up to two (2) years for security and fraud prevention purposes.

You may request deletion of your personal account information at any time by contacting us at privacy@tractops.com. We will honor such requests subject to our legal obligations and any outstanding contractual commitments. Note that deletion of your personal account does not automatically delete the Community account or the data of other users within your community.

We implement comprehensive technical, administrative, and physical safeguards designed to protect your information from unauthorized access, use, alteration, and disclosure. Our security program includes encryption of data in transit using TLS 1.2 or higher, AES-256 encryption for data at rest, role-based access controls, multi-factor authentication support, continuous security monitoring, and regular third-party security assessments.

Our infrastructure is hosted on cloud platforms that maintain SOC 2 Type II and ISO 27001 certifications. We maintain a written information security policy (WISP) and conduct annual security training for all employees. Access to production systems containing customer data is restricted to a limited number of authorized personnel and is subject to audit logging.

Despite our efforts, no security measures are perfect or impenetrable, and no method of data transmission can be guaranteed against interception. If you believe your account has been compromised or you have identified a security vulnerability, please contact us immediately at security@tractops.com.

In the event of a data security incident that affects your personal information, we will notify you as required by applicable law, including California Civil Code Section 1798.82. We maintain an incident response plan and will provide timely, transparent communications regarding any such events.

We use cookies and similar tracking technologies to enhance your experience on the Service. Cookies are small data files stored on your browser or device. We use both session cookies (which expire when you close your browser) and persistent cookies (which remain on your device until deleted or expired).

Strictly Necessary Cookies: These cookies are required for the Service to function and cannot be disabled. They include cookies that manage your authentication session, remember your preferences, and protect against cross-site request forgery (CSRF) attacks.

Analytics Cookies: We use analytics tools to understand how users interact with the Service. This data is used to improve functionality and user experience. Analytics data may be processed by third-party providers such as Vercel Analytics or similar services that aggregate usage statistics.

Managing Cookies: Most browsers allow you to control cookies through their settings. However, disabling certain cookies may impact the functionality of the Service. You can also opt out of analytics tracking by using browser privacy features or by contacting us at privacy@tractops.com.

We do not use cookies for cross-site advertising tracking or for building advertising profiles. Our use of cookies is limited to providing, improving, and securing the Service.

The Service integrates with a number of third-party providers to deliver certain features. By using those features, you agree to the relevant third-party terms of service and privacy policies. We are not responsible for the privacy practices of these third parties. Key integrations include:

Payment Processing: We partner with Stripe and other PCI-DSS-compliant payment processors for dues collection and financial transactions. Payment card data is handled exclusively by these processors and is not stored on our systems.

Embedded Banking: Our embedded banking features are provided in partnership with FDIC-insured financial institutions. Opening and using a community bank account through our platform is subject to the terms and privacy policies of our banking partners.

AI and Machine Learning: Our AI features, including meeting transcription and summarization, use third-party AI models operated by providers including Anthropic and OpenAI. Audio and text data submitted for AI processing is governed by both this Privacy Policy and the relevant provider's data processing agreements.

Cloud Infrastructure: Our platform is hosted on cloud infrastructure provided by Amazon Web Services (AWS) and/or Vercel. These providers maintain their own security and privacy programs, which complement our own protective measures.

Our website may contain links to external sites not operated by TractOps. We have no control over the privacy practices of those sites and encourage you to review their privacy policies before providing any personal information.

The Service is intended for use by adults and is not directed to children under the age of 13 (or under the age of 16 in certain jurisdictions). We do not knowingly collect personal information from children. If we become aware that we have inadvertently received personal information from a child, we will promptly delete that information from our records.

Parents and guardians who believe that their child has provided personal information to us should contact us at privacy@tractops.com. We will work diligently to investigate and remediate any such occurrences in compliance with the Children's Online Privacy Protection Act (COPPA) and other applicable laws.

Community Data about residents may include information about household members who are minors, such as vehicle registrations or amenity reservations made on their behalf. Community Administrators and board members are responsible for ensuring that such information is handled lawfully and that appropriate consents are obtained where required.

If you are a California resident, you have specific rights under the California Consumer Privacy Act (CCPA), as amended by the California Privacy Rights Act (CPRA). These rights include:

Right to Know: You have the right to request that we disclose the categories and specific pieces of personal information we have collected about you, the sources from which it was collected, the purposes for which it was used, and the categories of third parties with whom it was shared.

Right to Delete: You have the right to request that we delete personal information we have collected from you, subject to certain exceptions required by law or necessary for us to continue providing the Service.

Right to Correct: You have the right to request that we correct inaccurate personal information we maintain about you.

Right to Opt-Out of Sale or Sharing: We do not sell your personal information for monetary consideration. We also do not share personal information for cross-context behavioral advertising. If this practice changes, we will update this policy and provide you with the right to opt out.

Right to Non-Discrimination: We will not discriminate against you for exercising any of your CCPA rights. We will not deny you services, charge you different prices, or provide a different quality of service because you exercised these rights.

To exercise any of these rights, please submit a verifiable consumer request to us at privacy@tractops.com or by calling our privacy request line. We will respond to verifiable requests within forty-five (45) days, or provide notice of an extension of up to an additional forty-five (45) days if reasonably necessary.

TractOps is based in the United States and the Service is primarily designed for use by communities located in the United States. Your information is stored and processed in the United States. If you are accessing the Service from outside the United States, please be aware that your information may be transferred to, stored, and processed in a country that may not have data protection laws equivalent to those in your jurisdiction.

For users in the European Economic Area (EEA), United Kingdom, or other regions with data transfer restrictions, we rely on applicable legal mechanisms to transfer data to the United States, which may include Standard Contractual Clauses (SCCs) approved by the European Commission or other transfer mechanisms recognized under applicable law.

If you have questions about international data transfers or wish to obtain a copy of the transfer mechanisms we rely upon, please contact us at privacy@tractops.com. We will endeavor to provide such information to the extent required by applicable law.

We may update this Privacy Policy from time to time to reflect changes in our practices, technologies, legal requirements, or for other operational reasons. When we make material changes to this policy, we will notify you by email to the address associated with your account and by posting a prominent notice on the Service prior to the changes taking effect. We will also update the “Last updated” date at the top of this page.

We encourage you to review this Privacy Policy periodically to stay informed about how we are protecting your information. Your continued use of the Service after any changes to this Privacy Policy constitutes your acknowledgment of the changes and your consent to abide and be bound by the updated policy.

If the changes materially affect how we use your personal information, we will obtain fresh consent where required by applicable law before the new practices take effect. We maintain an archive of prior versions of this Privacy Policy, which is available upon request.

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact our Privacy team. We are committed to resolving any privacy-related complaints promptly and in good faith.

We will respond to all privacy-related inquiries within ten (10) business days. If you are a California resident and wish to exercise your CCPA rights, please indicate this clearly in your request and we will prioritize your inquiry in accordance with our statutory obligations.

If you are not satisfied with our response to your privacy complaint, you may have the right to lodge a complaint with your local data protection authority or the California Privacy Protection Agency (CPPA).