Privacy Policy

Commonhold · Effective September 14, 2026

Commonhold ("the Service") is operated by Commonhold ("we"). Associations, landlords and their managers (each a "Customer") use it to keep the records of a building and to work with the people who live in it. For your personal information, the Customer decides why it is collected; we process it on the Customer's behalf and under its instructions.

What is collected

Names, email addresses, phone numbers and mailing addresses of owners, residents, guarantors, vendors, board members and staff; unit and ownership records; the contents of documents you complete or sign; signature images; ballots and vote receipts; payment records (card and bank details are held by Stripe, never by us); work orders, messages and files you submit; and, when you sign, vote or sign in, the date, time, IP address and browser used, which are recorded so the action can be verified later. If you sign in with Google or Apple, we receive your name and email address from that provider and nothing else. The voice assistant does not record or store audio; only the actions it takes on your behalf are logged.

How it is used

To create, deliver, sign and keep the documents and records that concern you; to run meetings and count votes; to bill and record payments; to send you the notices, receipts and reminders your building sends; and to keep the records the law requires an association or landlord to keep. We do not sell personal information and do not use it for advertising.

Who else handles it

Our subprocessors: Vercel (hosting), Supabase on Amazon Web Services in the United States (database and encrypted file storage), Resend (email), Stripe (payments), OpenAI (the voice assistant) and Anthropic (document reading), and Google and Apple when you choose them to sign in. Each is bound to use data only to provide its service to us. We will announce additions to this list at least 30 days in advance.

How long it is kept

Official records of an association are kept for as long as the law and the building's governing documents require — in Florida, at least seven years for most records and permanently for the governing documents and minutes. Ballots and consents are kept for the period the election statutes require. Sign-in, signing and voting events are part of the audit log and are kept with the records they belong to.

Security

Data is encrypted in transit and at rest; each building's records are isolated from every other building's; every change to a record is written to a tamper-evident audit log. If a breach affects your information we will notify your building within ten days and support its notice to you as the law requires.

Your choices

You may see the records you are a party to in the portal, download a copy of any document you signed, correct your contact details, and ask your building's office to correct or delete information the law does not require it to keep. Questions about this policy: hello@commonhold.properties.