Legal and Policy Center

This Privacy Policy describes how CondoHQ Inc. ("CondoHQ", "we", "our", or "us") collects, uses, discloses, processes, stores, transfers, and protects information in connection with the CondoHQ platform, websites, applications, communications, artificial intelligence features, analytics, marketplaces, operational intelligence systems, and related services (collectively, the "Services").

The categories of information described in this Privacy Policy are illustrative rather than exhaustive. The specific information processed may vary depending on how the Services are configured and used.

CondoHQ generally acts as a processor, service provider, or equivalent service provider on behalf of its customers with respect to Customer Data processed through the Services.

Customers determine the purposes and means of processing Customer Data and are responsible for obtaining all required notices, permissions, consents, authorizations, and legal bases for processing, as well as complying with applicable laws and regulations.

CondoHQ processes Customer Data on behalf of and under the instructions of its customers, subject to applicable agreements and legal obligations.

Where customers or users designate Authorized Representatives through the Services, the applicable customer or user remains solely responsible for such designations, the permissions granted, and all processing activities performed by Authorized Representatives, as further described in the Terms of Service. CondoHQ does not verify the authority, identity, entitlement, or continued eligibility of any Authorized Representative.

CondoHQ may process information provided to, collected through, generated by, or otherwise made available through the Services, including information relating to users, communities, properties, operations, communications, vendors, transactions, content, devices, usage, analytics, and related activities.

Information may be obtained from customers, users, vendors, service providers, public sources, integrations, referrals, communications, automated technologies, and other lawful sources.

CondoHQ may combine information obtained from multiple lawful sources where permitted by law.

When you create an account or accept our Terms of Service, Privacy Policy, or other legal policies, we may record the date and time of acceptance, the policy version accepted, your login email and name as entered, and technical information such as IP address, browser or user-agent details, page URL, referrer, locale, timezone, and device or screen characteristics to maintain a consent audit trail and help prevent fraud and abuse.

When you attempt to sign up for the Services, including unsuccessful or blocked attempts, we may log the email address or domain entered, IP address, browser or user-agent details, timestamps, and the outcome of the attempt (for example, allowed, blocked, rate limited, or failed authentication) to prevent abuse, enforce access rules, and protect the Services.

CondoHQ may maintain immutable audit records of platform legal acceptance and signup-related security events. These records may include policy version identifiers, document fingerprints, consent checkbox text, signup outcomes, and technical metadata associated with the browser or device used at the time of the event.

We use this information to demonstrate what policies were presented and accepted, investigate suspected abuse, enforce eligibility and access restrictions (including restrictions on self-service signup from certain email domains), apply rate limits, and protect the integrity of the Services.

These records are used for security, fraud prevention, and compliance purposes. They are not intended for marketing, competitive intelligence, or unrelated profiling.

CondoHQ may process information to:

• provide, operate, maintain, secure, support, and improve the Services;
• authenticate users and manage access;
• facilitate community operations, communications, workflows, and transactions;
• operate vendor directories, marketplaces, recommendations, and related services;
• provide customer support and technical assistance;
• monitor performance, reliability, and security;
• detect, investigate, prevent, and respond to fraud, abuse, misuse, unlawful activity, and security incidents;
• conduct analytics, testing, validation, research, quality assurance, and product development;
• comply with legal obligations and enforce agreements and policies; and
• develop, operate, improve, secure, market, commercialize, and expand the Services and related products, technologies, and business operations.

CondoHQ may use artificial intelligence, machine learning, automation, predictive systems, analytics, benchmarking systems, operational intelligence systems, and similar technologies in connection with the Services.

CondoHQ may generate, collect, derive, use, disclose, retain, commercialize, and otherwise exploit aggregated, de-identified, anonymized, statistical, benchmarking, analytical, operational, predictive, machine-learning, vendor ecosystem, and other derived information relating to the Services and their use.

Such information does not constitute Customer Data and may be used for any lawful business purpose, including developing, training, testing, validating, improving, maintaining, securing, operating, marketing, commercializing, and expanding the Services and related products, technologies, marketplaces, intelligence systems, and business operations.

To the extent permitted by law, CondoHQ exclusively owns all right, title, and interest in such information and any associated models, algorithms, analytics, benchmarks, methodologies, insights, recommendations, classifications, rankings, scores, forecasts, derivative works, and related intellectual property. No customer, user, resident, owner, tenant, vendor, service provider, or other party acquires any ownership interest in such information.

Artificial intelligence and automated systems may generate inaccurate, incomplete, outdated, misleading, or incorrect outputs. Users should independently verify important information before relying upon such outputs.

CondoHQ may maintain vendor directories, vendor profiles, marketplace functionality, recommendation systems, vendor intelligence systems, and related offerings.

Vendor information may be obtained from customers, vendors, public sources, integrations, referrals, third parties, and other lawful sources.

Vendor ecosystem information may be maintained independently of any specific customer relationship and may be used to develop, operate, improve, market, commercialize, and expand the Services and related offerings.

CondoHQ may disclose information:

• to service providers, subprocessors, contractors, consultants, and partners that assist in operating, supporting, securing, maintaining, improving, and providing the Services;
• to customers, authorized users, and Authorized Representatives according to permissions, configurations, delegations, authorizations, and instructions established by the applicable customer or user;
• to vendors, contractors, suppliers, and service providers as necessary to facilitate operations, transactions, requests, communications, marketplace functions, and related activities;
• to comply with legal obligations and lawful requests;
• to protect rights, property, safety, security, and the integrity of the Services;
• to prevent fraud, abuse, misuse, and unlawful activity; and
• in connection with a merger, acquisition, financing, restructuring, investment, bankruptcy, sale of assets, or similar transaction.

CondoHQ and its affiliates, partners, service providers, and subprocessors may process, transfer, store, access, and use information in any jurisdiction where they operate.

Information may be subject to the laws of those jurisdictions.

CondoHQ may use cookies, analytics technologies, local storage, pixels, and similar technologies to operate, secure, improve, personalize, and analyze the Services.

For additional information, please review our Cookie Policy.

CondoHQ maintains administrative, technical, organizational, and physical safeguards designed to protect information against unauthorized access, disclosure, alteration, loss, misuse, and destruction.

No method of transmission, storage, or processing is completely secure, and CondoHQ cannot guarantee absolute security.

CondoHQ retains information for as long as reasonably necessary to provide the Services, fulfill contractual and legal obligations, resolve disputes, enforce agreements, maintain security, conduct analytics, and develop and improve products and services.

Signup security logs and related technical audit records are generally retained for up to ninety (90) days unless a longer period is reasonably necessary to investigate abuse, respond to security incidents, or comply with legal obligations. Platform legal acceptance audit records and authorized representative designation, consent, and audit records may be retained longer where necessary to demonstrate consent, authorization, or compliance.

Aggregated, de-identified, anonymized, statistical, benchmarking, analytical, operational, predictive, machine-learning, vendor ecosystem, and derived information may be retained indefinitely.

Depending on applicable law, individuals may have rights relating to personal information, including rights of access, correction, deletion, restriction, objection, and portability.

Where CondoHQ acts as a processor or service provider on behalf of a customer, requests relating to Customer Data may need to be directed to the applicable customer.

CondoHQ may take reasonable steps to verify identity, authority, and eligibility before responding to requests.

The Services may contain links to or integrations with third-party products, services, websites, applications, and platforms. CondoHQ is not responsible for the privacy, security, or business practices of third parties.

The Services are not directed to children under the age required by applicable law, and CondoHQ does not knowingly collect personal information directly from children in violation of applicable law.

CondoHQ may update this Privacy Policy from time to time. Updated versions become effective upon posting unless otherwise specified.

For privacy-related questions or requests, contact privacy@condohq.ai.