Privacy Policy

This privacy notice for Communitrak LLC. (doing business as Communitrak) ("Communitrak," "we," "us," or "our"), describes how and why we might collect, store, use, and/or share ("process") your information when you use our services ("Services"), such as when you:

• Visit our website at communitrak.com, or any website of ours that links to this privacy notice
• Engage with us in other related ways, including any sales, marketing, or events

Questions or concerns? Reading this privacy notice will help you understand your privacy rights and choices. If you do not agree with our policies and practices, please do not use our Services. If you still have any questions or concerns, please contact us.

Summary of Key Points

This summary provides key points from our privacy notice, but you can find out more details about any of these topics by clicking the link following each key point or by using our table of contents below to find the section you are looking for. You can also click here to go directly to our table of contents.

Table of Contents

1. What information do we collect?
2. How do we process your information?
3. When and with whom do we share your personal information?
4. Do we use cookies and other tracking technologies?
5. How long do we keep your information?
6. How do we keep your information safe?
7. What are your privacy rights?
8. Controls for do-not-track features
9. Do California residents have specific privacy rights?
10. Children’s privacy
11. Do we make updates to this notice?
12. How can you contact us about this notice?
13. How can you review, update, or delete the data we collect from you?

1. WHAT INFORMATION DO WE COLLECT?

Personal information you disclose to us

In Short: we collect personal information that you provide to us.

We collect personal information that you voluntarily provide to us when you register on the Services, express an interest in obtaining information about us or our products and Services, when you participate in activities on the Services, or otherwise when you contact us.

Personal Information Provided by You. The personal information that we collect depends on the context of your interactions with us and the Services, the choices you make, and the products and features you use. The personal information we collect may include the following:

• names
• phone numbers
• email addresses
• mailing addresses
• job titles
• gender
• dates of birth
• usernames
• passwords
• contact preferences
• contact or authentication data
• billing addresses

Sensitive Information. When a Community enables payment processing, a single designated Community representative may be asked to provide a Social Security number to satisfy applicable financial, tax, and identity verification requirements.

This information is entered directly through a portal hosted by our payment processor, Stripe. Stripe collects and stores this information; Communitrak does not receive or store Social Security numbers. We do not collect Social Security numbers from residents or other users of the Services.

Payment Data. Card and bank account details are captured through Stripe Elements and transmitted directly to our payment processor, Stripe. Communitrak does not receive or store full payment card or bank account numbers. You may review Stripe's privacy notice at https://stripe.com/privacy.

All personal information that you provide to us must be true, complete, and accurate, and you must notify us of any changes to such personal information.

Information automatically collected

In Short: Some information — such as your Internet Protocol (IP) address and/or browser and device characteristics — is collected automatically when you visit our Services.

We automatically collect certain information when you visit, use, or navigate the Services. This information does not reveal your specific identity (like your name or contact information) but may include device and usage information, such as your IP address, browser and device characteristics, operating system, language preferences, referring URLs, device name, country, location, information about how and when you use our Services, and other technical information. This information is primarily needed to maintain the security and operation of our Services, and for our internal analytics and reporting purposes.

Like many businesses, we also collect information through cookies and similar technologies.

The information we collect includes:

• Log and Usage Data. Log and usage data is service-related, diagnostic, usage, and performance information our servers automatically collect when you access or use our Services and which we record in log files. Depending on how you interact with us, this log data may include your IP address, device information, browser type, and settings and information about your activity in the Services (such as the date/time stamps associated with your usage, pages and files viewed, searches, and other actions you take such as which features you use), device event information (such as system activity, error reports (sometimes called "crash dumps"), and hardware settings).
• Device Data. We collect device data such as information about your computer, phone, tablet, or other device you use to access the Services. Depending on the device used, this device data may include information such as your IP address (or proxy server), device and application identification numbers, location, browser type, hardware model, Internet service provider and/or mobile carrier, operating system, and system configuration information.

2. HOW DO WE PROCESS YOUR INFORMATION?

In Short: We process your information to provide, improve, and administer our Services, communicate with you, for security and fraud prevention, and to comply with law. We may also process your information for other purposes with your consent.

We process your personal information for a variety of reasons, depending on how you interact with our Services, including:

• To facilitate account creation and authentication and otherwise manage user accounts. We may process your information so you can create and log in to your account, as well as keep your account in working order.
• To deliver and facilitate delivery of services to the user. We may process your information to provide you with the requested service.
• To respond to user inquiries/offer support to users. We may process your information to respond to your inquiries and solve any potential issues you might have with the requested service.
• To send administrative information to you. We may process your information to send you details about our products and services, changes to our terms and policies, and other similar information.
• To enable user-to-user communications. We may process your information if you choose to use any of our offerings that allow for communication with another user.
• To send you marketing and promotional communications. We may process the personal information you send to us for our marketing purposes, if this is in accordance with your marketing preferences. You can opt out of our marketing emails at any time. For more information, see "WHAT ARE YOUR PRIVACY RIGHTS?" below).
• To protect our Services. We may process your information as part of our efforts to keep our Services safe and secure, including fraud monitoring and prevention.
• To evaluate and improve our Services, products, marketing, and your experience. We may process your information when we believe it is necessary to identify usage trends, determine the effectiveness of our promotional campaigns, and to evaluate and improve our Services, products, marketing, and your experience.
• To identify usage trends. We may process information about how you use our Services to better understand how they are being used so we can improve them.

Data Processed on Behalf of Homeowner Associations

Communitrak provides software services to homeowner and condominium associations ("Communities"). In this context, Communitrak acts as a service provider and data processor on behalf of Communities with respect to records created, stored, or managed within a Community, including but not limited to votes, violations, payments, requests, approvals, communications, and other governance records.

Such records are owned and controlled by the applicable Community and may be retained for extended periods as required by law, governing documents, or legitimate business purposes of the Community. Individual users do not have the authority to request deletion of Community records created in connection with their participation in a Community.

Requests regarding Community records (including requests to access, delete, or correct such records) should be directed to the Community's administrators or board, who control Community data.

AI-Powered Features

In Short: Some optional features use third-party AI providers to process content you choose to submit. That content is not used to train AI models and is retained only for a limited period (currently up to 30 days for our account) before deletion, except where longer retention is necessary to investigate misuse or comply with law.

Communitrak offers optional AI-powered features that help you work with text you create in the Services — for example, polishing or rephrasing content, correcting grammar, and summarizing information. These features are powered by third-party artificial intelligence providers, including Anthropic, the provider of the Claude AI models.

When you use an AI-powered feature, the content you submit for processing (such as the text you ask us to polish, rephrase, or summarize), together with any context needed to generate a response, is transmitted to the AI provider solely to generate the requested output and return it to you. This processing occurs only when you actively choose to use an AI feature.

Our AI providers act as service providers that process this content on our behalf. Under our agreements with them, content you submit through these features is not used to train their general-purpose AI models, except where content is flagged for the provider's trust-and-safety review. The content is retained by the provider for a limited period — currently up to 30 days for our account — and is then deleted, except where longer retention is necessary to investigate or prevent misuse or to comply with law. You can review Anthropic's practices in its Privacy Policy and Usage Policy.

AI-generated output may not always be accurate or complete, and you are responsible for reviewing it before relying on or sharing it. We recommend that you do not include sensitive personal information in content you submit to AI-powered features.

3. WHEN AND WITH WHOM DO WE SHARE YOUR PERSONAL INFORMATION?

In Short: We may share information in specific situations described in this section and/or with the following third parties.

We may need to share your personal information in the following situations:

1. Business Transfers. We may share or transfer your information in connection with, or during negotiations of, any merger, sale of company assets, financing, or acquisition of all or a portion of our business to another company.
2. Service Providers. We may share personal information with vendors who provide services on our behalf (such as hosting, payment processing, email delivery, customer support, and security monitoring), subject to contractual confidentiality and security obligations.
3. When we use Mapbox. We may share your information with Mapbox to provide mapping and location features within the Services. To find out more about Mapbox's privacy practices, please refer to this link.
4. Customer Support and In-App Messaging. We use a third-party customer support and in-app messaging tool to respond to inquiries, provide support, and collect feedback. We use Gleap, and may share information such as your name, email address, and the contents of your messages with this provider. You can review Gleap's privacy notice here: Gleap.
5. Analytics Providers. We use Google Analytics, Matomo, and Plausible to understand how our Services are used and to derive approximate location (such as your country or region) from your IP address. This location information is approximate and is not precise device GPS location. We may share usage and device information with these providers for these purposes. Plausible is a cookieless, privacy-focused analytics service that does not collect personal data or use cookies. You can review their privacy notices here: Google Analytics, Matomo, and Plausible.
6. AI Service Providers. When you use our optional AI-powered features, we share the content you submit with third-party AI providers, including Anthropic (Claude), solely to generate the requested output. These providers process the content on our behalf and do not use it to train their AI models. You can review Anthropic's Privacy Policy for more information. See the "AI-Powered Features" section above for details.
7. Consultants and Professional Advisors. We may share your information with consultants and professional advisors (such as legal, accounting, and technical advisors) who process information on our behalf as service providers or contractors, under written confidentiality and security obligations, solely to help us operate and improve the Services.
8. Other Users.

   Communities using Communitrak may allow members of that Community to view certain profile information and activity within that Community (for example, your name, role, household information, and actions you take within the Community). Communitrak is not intended to be a public forum, and Community content is generally visible only to authorized users within the applicable Community, subject to the Community's settings and administrator permissions.

   Some Communities may choose to share certain items publicly (for example, a public-facing page or publicly accessible file link), in which case those items may be accessible to anyone with the link. Communities are responsible for choosing whether to make items publicly accessible and for managing any links they share.

For a current list of the third-party sub-processors we use to provide the Services, please see our Sub-Processors page.

4. DO WE USE COOKIES AND OTHER TRACKING TECHNOLOGIES?

In Short: We may use cookies and other tracking technologies to collect and store your information.

We may use cookies and similar tracking technologies (like web beacons and pixels) to access or store information. We use these technologies for analytics (to understand how visitors find and use our website) and for advertising (to measure the performance of our marketing and reach people who may be interested in our Services).

You control whether we use analytics and advertising cookies:

• When you first visit, a banner lets you Accept or Reject analytics and advertising cookies.
• You can change your choice at any time by selecting "Your Privacy Choices" in the website footer.
• If your browser sends a Global Privacy Control (GPC) signal, we automatically treat it as a request to opt out of analytics and advertising cookies and the sharing of your information for those purposes.

Strictly necessary cookies, which are required for the website to function, are always active. If you opt out, we disable analytics and advertising cookies and instruct these providers not to use your information for those purposes. Your choice is stored on your device, so you may need to set it again on other devices or browsers, or if you clear your browser storage.

Plausible, our cookieless analytics provider, is not affected by this choice. Because it sets no cookies, stores nothing on your device, and does not collect personal data, it falls outside the scope of cookie consent and continues to record anonymous, aggregate usage regardless of your selection.

We use Google Analytics, Matomo, and Plausible to help us understand how our Services are used and to derive approximate location information (such as your country or region) from your IP address. This location information is approximate and is not precise device GPS location. Plausible is cookieless and does not collect personal data. You can review their privacy notices at Google Analytics, Matomo, and Plausible.

5. HOW LONG DO WE KEEP YOUR INFORMATION?

In Short: We retain personal information as necessary to operate our Services and to comply with legal and contractual obligations, including record retention requirements applicable to homeowner associations.

We retain personal information for as long as necessary to fulfill the purposes outlined in this privacy notice, unless a longer retention period is required or permitted by law.

If you are a member of a Community using Communitrak, records created in connection with Community operations — including governance, compliance, financial, and communication records — may be retained for extended periods as required by applicable law, the Community's governing documents, or legitimate business purposes of the Community.

Closing or terminating your Communitrak account disables your ability to log in and access Communities but does not result in the deletion of Community records associated with your participation.

When personal information is no longer required for operational, legal, or contractual purposes, we will take reasonable steps, where feasible, to securely delete or restrict further processing of such information.

6. HOW DO WE KEEP YOUR INFORMATION SAFE?

In Short: We aim to protect your personal information through a system of organizational and technical security measures.

We have implemented appropriate and reasonable technical and organizational security measures designed to protect the security of any personal information we process. However, despite our safeguards and efforts to secure your information, no electronic transmission over the Internet or information storage technology can be guaranteed to be 100% secure, so we cannot promise or guarantee that hackers, cybercriminals, or other unauthorized third parties will not be able to defeat our security and improperly collect, access, steal, or modify your information. Although we will do our best to protect your personal information, transmission of personal information to and from our Services is at your own risk. You should only access the Services within a secure environment.

7. WHAT ARE YOUR PRIVACY RIGHTS?

In Short: You may review, change, or terminate your account at any time.

Withdrawing your consent: If we are relying on your consent to process your personal information, you have the right to withdraw your consent at any time by contacting us using the contact details provided in the section "HOW CAN YOU CONTACT US ABOUT THIS NOTICE?" below. Withdrawing your consent will not affect any processing that already took place before you withdrew it.

Opting out of marketing and promotional communications: You can unsubscribe from our marketing and promotional communications at any time by clicking on the unsubscribe link in the emails that we send, or by contacting us using the details provided in the section "HOW CAN YOU CONTACT US ABOUT THIS NOTICE?" below. You will then be removed from the marketing lists. However, we may still communicate with you — for example, to send you service-related messages that are necessary for the administration and use of your account, to respond to service requests, or for other non-marketing purposes.

Account Information

If you would at any time like to review or change the information in your account, you can:

• Log in to your account settings and update your user account.
• Contact us using the contact information provided.

Your HOA, not Communitrak, owns and is legally responsible for the resident records stored on this platform. In privacy terms, your HOA is the data controller and Communitrak is the data processor, which means we can only add, change, or remove resident records on the HOA's instructions. Because of this, we're not able to delete your account on request. Associations are also generally required to retain certain records, such as assessments, violations, and governance history, for a period of time under state law and their own governing documents. If you need to be removed from your community, please contact your HOA's board or management directly. Once they authorize the removal, we'll handle it on their end.

Records created in connection with a Community, including governance, compliance, financial, and communication records, will be retained by the applicable Community as required by law and are not deleted upon account closure. We may retain certain information as necessary to comply with legal obligations, resolve disputes, prevent fraud, and enforce our agreements.

If you participate in more than one Community, removal must be authorized by each applicable Community. If you only wish to be removed from a specific Community, please contact that Community's administrators.

Cookies and similar technologies: Most Web browsers are set to accept cookies by default. If you prefer, you can usually choose to set your browser to remove cookies and to reject cookies. If you choose to remove cookies or reject cookies, this could affect certain features or services of our Services.

If you have questions or comments about your privacy rights, you may email us at hello@communitrak.com.

8. CONTROLS FOR DO-NOT-TRACK FEATURES

Most web browsers and some mobile operating systems and mobile applications include a Do-Not-Track ("DNT") feature or setting you can activate to signal your privacy preference not to have data about your online browsing activities monitored and collected. At this stage no uniform technology standard for recognizing and implementing generic DNT signals has been finalized, and we do not currently respond to those generic DNT browser signals.

However, we do honor the Global Privacy Control (GPC). If your browser or a browser extension sends a GPC signal, we automatically treat it as a request to opt out of analytics and advertising cookies and of the sharing of your personal information for cross-context behavioral advertising. If another standard for online tracking is adopted that we must follow in the future, we will inform you about that practice in a revised version of this privacy notice.

9. DO CALIFORNIA RESIDENTS HAVE SPECIFIC PRIVACY RIGHTS?

In Short: Yes, if you are a resident of California, you are granted specific rights regarding access to your personal information.

California Civil Code Section 1798.83, also known as the "Shine The Light" law, permits our users who are California residents to request and obtain from us, once a year and free of charge, information about categories of personal information (if any) we disclosed to third parties for direct marketing purposes and the names and addresses of all third parties with which we shared personal information in the immediately preceding calendar year. If you are a California resident and would like to make such a request, please submit your request in writing to us using the contact information provided below.

If you are under 18 years of age, reside in California, and have a registered account with Services, you have the right to request removal of unwanted data that you publicly post on the Services. To request removal of such data, please contact us using the contact information provided below and include the email address associated with your account and a statement that you reside in California. We will make sure the data is not publicly displayed on the Services, but please be aware that the data may not be completely or comprehensively removed from all our systems (e.g., backups, etc.).

California Privacy Notice (CCPA/CPRA)

The California Code of Regulations defines a "resident" as:

1. every individual who is in the State of California for other than a temporary or transitory purpose and
2. every individual who is domiciled in the State of California who is outside the State of California for a temporary or transitory purpose

All other individuals are defined as "non-residents."

If this definition of "resident" applies to you, we must adhere to certain rights and obligations regarding your personal information.

What categories of personal information do we collect?

We have collected the following categories of personal information in the past twelve (12) months:

We may also collect other personal information outside of these categories through instances where you interact with us in person, online, or by phone or mail in the context of:

• Receiving help through our customer support channels;
• Participation in customer surveys or contests; and
• Facilitation in the delivery of our Services and to respond to your inquiries.

How do we use and share your personal information?

More information about our data collection and sharing practices can be found in this privacy notice.

You may contact us by email at hello@communitrak.com, or by referring to the contact details at the bottom of this document.

If you are using an authorized agent to exercise your right to opt out we may deny a request if the authorized agent does not submit proof that they have been validly authorized to act on your behalf.

Will your information be shared with anyone else?

We may disclose your personal information with our service providers pursuant to a written contract between us and each service provider. Each service provider is a for-profit entity that processes the information on our behalf.

We may use your personal information for our own business purposes, such as for undertaking internal research for technological development and demonstration. This is not considered to be "selling" of your personal information.

Communitrak LLC. has not disclosed or sold any personal information to third parties for a business or commercial purpose in the preceding twelve (12) months. Communitrak LLC. will not sell personal information in the future belonging to website visitors, users, and other consumers.

Your rights with respect to your personal data

Right to request deletion of the data — Request to delete

You can ask for the deletion of your personal information. If you ask us to delete your personal information, we will respect your request and delete your personal information, subject to certain exceptions provided by law, such as (but not limited to) the exercise by another consumer of his or her right to free speech, our compliance requirements resulting from a legal obligation, or any processing that may be required to protect against illegal activities.

Deletion requests are subject to important limitations. We may retain personal information where required to comply with legal obligations, including record retention requirements applicable to homeowner associations, or where the information is necessary to exercise or defend legal claims, ensure platform integrity, or fulfill contractual obligations with Communities.

Right to be informed — Request to know

Depending on the circumstances, you have a right to know:

• whether we collect and use your personal information;
• the categories of personal information that we collect;
• the purposes for which the collected personal information is used;
• whether we sell your personal information to third parties;
• the categories of personal information that we sold or disclosed for a business purpose;
• the categories of third parties to whom the personal information was sold or disclosed for a business purpose; and
• the business or commercial purpose for collecting or selling personal information.

In accordance with applicable law, we are not obligated to provide or delete consumer information that is de-identified in response to a consumer request or to re-identify individual data to verify a consumer request.

Right to Correct — Request to correct

You have the right to request that we correct inaccurate personal information that we maintain about you, taking into account the nature of the personal information and the purposes of processing it.

Right to Limit the Use and Disclosure of Sensitive Personal Information

You have the right to request that we limit the use and disclosure of your sensitive personal information to those uses permitted by law. We use sensitive personal information only as necessary to provide the Services and for purposes permitted by applicable law.

Right to Non-Discrimination for the Exercise of a Consumer's Privacy Rights

We will not discriminate against you if you exercise your privacy rights.

Verification process

Upon receiving your request, we will need to verify your identity to determine you are the same person about whom we have the information in our system. These verification efforts require us to ask you to provide information so that we can match it with information you have previously provided to us. For instance, depending on the type of request you submit, we may ask you to provide certain information so that we can match the information you provide with the information we already have on file, or we may contact you through a communication method (e.g., phone or email) that you have previously provided to us. We may also use other verification methods as the circumstances dictate.

10. CHILDREN’S PRIVACY

In Short: Our Services are not directed to children, and we do not knowingly collect personal information directly from children.

The Services are intended for use by adults and are not directed to children. We do not knowingly collect personal information directly from children.

In some cases, information about a child may be added to a Community only by their parent or guardian or by Community administrators. Communitrak processes any such information as a service provider on behalf of the Community.

If you believe that a child’s information has been provided to us improperly, please contact us at hello@communitrak.com or contact your Community’s board so that we can take appropriate steps.

11. DO WE MAKE UPDATES TO THIS NOTICE?

In Short: Yes, we will update this notice as necessary to stay compliant with relevant laws.

We may update this privacy notice from time to time. The updated version will be indicated by an updated "Revised" date and the updated version will be effective as soon as it is accessible. If we make material changes to this privacy notice, we may notify you either by prominently posting a notice of such changes or by directly sending you a notification. We encourage you to review this privacy notice frequently to be informed of how we are protecting your information.

12. HOW CAN YOU CONTACT US ABOUT THIS NOTICE?

If you have questions or comments about this notice, you may email us at hello@communitrak.com or by mail:

Communitrak LLC.
320 E Blue Ridge Drive
Greenville, SC 29609
United States
hello@communitrak.com

13. HOW CAN YOU REVIEW, UPDATE, OR DELETE THE DATA WE COLLECT FROM YOU?

Based on applicable law, you may have the right to request access to, correction of, or deletion of certain personal information. To request to review or update personal information associated with your Communitrak account, please email us at hello@communitrak.com. Because your HOA is the data controller for resident records, we are not able to delete your account on request; to be removed from your community, please contact your HOA's board or management, who can authorize the removal.

For requests related to records within a specific Community (including requests to access, correct, or delete Community records), please contact that Community's administrators or board.