Privacy policy

Who this is from

HOA Power Tools is a weXare product, built by the team behind Rodri. The operator responsible for the data described here is [operator legal entity to be configured], and privacy questions go to [operator contact to be configured].

What we collect

We collect what a tool needs to do its job, and what an account needs to exist. Nothing else is asked for.

• What you type into a tool. The message, thread or budget figures you submit, and the result produced from them. People paste real resident wording here, so treat it as you would in any other system: include what the tool needs and leave out what it does not.
• Account details. Your verified email address, name, role, business or association where that applies, country, and any optional profile details you choose to add.
• Your consent choices. Which option you selected, the wording you were shown, and when.
• API keys, if you create one. The name you gave it, when it was made, and when it was last used. Only a one-way hash of the key is stored, never the key itself, so it cannot be recovered or shown to you again — and a run made with a key is recorded against your account exactly as if you had made it yourself.
• Usage accounting. A count of operations against your allowance. For guests this is keyed to a hash of a random cookie token, never to your IP address or anything your browser reports about you.
• Product events. Which tool was viewed, run, copied or exported, plus sanitised campaign values and the origin and path of a referring link. Arbitrary query strings from a URL are not stored.

What never reaches analytics or logs

Tool inputs, resident text, budget figures, names inside a pasted message, and email addresses are excluded from analytics payloads and from application logs. There are no public sharing links: a result is reachable only by the account or the guest browser that made it.

Internal sales and administration views show account details and aggregate usage counts. They do not show the contents of resident conversations or budgets.

Product analytics and session recording

We use PostHog, a product analytics processor, to understand how the site is actually used — which tools people open, where they hesitate, and where they give up. PostHog runs in your browser as well as on our servers, and it sets cookies in order to recognise the same browser across pages and visits.

What it records. The pages you visit and how long you stay; clicks, taps, scrolling and other interactions with the interface, captured automatically rather than one at a time; aggregate maps of where people click on a page; and a replay of your session, which is a reconstruction of the pages as they appeared to you and what you did on them. It also records the approximate location, browser and device that your connection reports, and the product events described in the previous section.

What is hidden from it. Session recording is configured to mask, before anything leaves your browser: every form field, so nothing you type or paste is recorded, including a resident’s message, a budget figure or a name; every result a tool generates for you; the excerpts shown from documents you upload; and the names of those documents. In a replay these appear as blocked-out shapes, so we can see that you scrolled a result and copied it, and cannot see a word of what it said. Nothing you upload is ever recorded.

If you would rather not be recorded. Turn on the “Do Not Track” or “global privacy control” setting in your browser and this site will not capture analytics or recordings from it at all. Blocking analytics scripts with an extension has the same effect. Neither choice changes what the tools do or what you can use.

Once your profile is complete we also attach your role, whether you are affiliated with a business, your country and your portfolio size band, so we can tell whether the site works as well for a self-managed board as for a management company. PostHog is never sent your name, your association’s name, your email address, or anything you typed into a tool. Recordings and events are kept by PostHog under our account’s retention settings and are used to improve this product, not sold, and not used to build a profile of you anywhere else.

How long each thing is kept

Unsubmitted draft in your browser

Stored by the tab you are working in for at most 24 hours. Cleared when you reset the form or sign out.

Raw submitted text and inputs

Deleted within 24 hours after the run finishes, or sooner if you delete the result yourself.

Guest outputs

Up to 24 hours, reachable only from the browser holding the guest cookie that produced them.

Outputs saved to an account

30 days, measured from when the original run completed — not from the last time you viewed or edited the result. Deleting sooner is always available.

Documents you upload

Private to you, and available for 24 hours from when you upload them. Opening one does not restart that clock. After it passes, the file, the text taken from it, and its search index are all removed.

Document sets you explicitly save

30 days, and only when you choose to save them. Registering does not save anything on its own. You can delete a saved set at any time.

Uploads you abandon or that we reject

Access is revoked at once and the file is removed by the next cleanup run, within 24 hours.

Guest allowance metadata

Up to 180 days, so the free-trial limit survives the deletion of the content it was spent on.

Registered usage accounting

A minimal ledger of how much of an allowance has been spent, kept for 90 days. Deleting content does not reset your current allowance.

Identifiable funnel events

90 days. Reporting beyond that uses aggregated figures only.

A tool idea you submit

Kept while we are still working through it, because it is a product note about your work rather than a record about you. It is never published or shown to other users. If you left an email so we could tell you what happened to it, that address is deleted when you delete your account, and the idea stays without any link back to you.

Profile and consent records

For as long as the account exists. Removed through account deletion, described below.

Claiming a guest result into an account applies the 30-day deadline from the time the original run completed. It does not extend how long the raw input is kept. Once the input has expired, a saved result stays readable and usable, but a rerun asks you for fresh input rather than prefilling the old one. A calculator result keeps the validated scenario its explanation depends on, so the figures still make sense after the submitted payload is gone.

A result can still contain resident wording

This is the part most easily got wrong, so we will state it plainly. Deleting the raw input after 24 hours does not remove every trace of resident text from the system.

An action list quotes the conversation it came from. Those source snippets are part of the derived output, not part of the raw input, and they can contain resident wording and personal detail. They are kept for as long as the output is kept: up to 24 hours for a guest result, and 30 days for a result saved to an account. A drafted reply can quote or paraphrase the message it answers in the same way.

The same applies to documents. A quoted passage from your rules or a vendor proposal lives inside the result, so it outlives the uploaded file it came from. When the original has gone, the excerpt is still shown, labelled as no longer checkable against the document.

So: we do not claim that all resident text disappears after 24 hours. The full source you pasted does. The snippets carried into the result remain until that result expires or you delete it. Once the original input has expired, the product shows the saved snippets without suggesting the full conversation is still available.

Deleting things

• Deleting a result. It leaves your active access immediately, and its stored payload is queued for deletion within 24 hours. Because usage accounting is separate from content, deleting a result does not return a use to your allowance.
• Deleting your account. Active profile and result data are removed within seven days and your sessions are revoked.
• Backups. Deletion applies to live systems first. Backup copies expire on the documented schedule of the infrastructure this service runs on — [backup expiry schedule to be documented for the chosen infrastructure] — and are not edited individually. We do not promise immediate erasure from backups, because that is not something this deployment can honestly guarantee.

AI processing

The AI-backed tools send your submitted text to a third-party model provider in order to produce a result. Every model call happens on our server; your browser never talks to a provider directly. The model is given no tools: it cannot browse, fetch a URL or take any action outside producing text, so instructions that happen to appear inside a pasted resident message are treated as inert data.

The provider, the model, and the business or API processing arrangement under which they run are set in this deployment’s configuration, together with that provider’s retention and training terms: [AI provider, model and its published retention and training terms to be recorded here from the deployment configuration]. Where the configured arrangement excludes your content from provider-side training or long-term retention, that exclusion is what applies. We do not publish an unconditional zero-retention or no-training promise here, because that claim is only true of a specific verified configuration and would be misleading stated in the abstract.

The dues calculator is deterministic. Calculating a scenario runs no model call at all, and its figures never leave our systems for a provider unless you separately ask for the explanation to be polished with AI.

How this is protected

Traffic is encrypted in transit and stored in a protected database. Submitted inputs and outputs live in a restricted content table separate from profiles and accounting. Result routes are checked against the signed-in account or the guest cookie on every request, so one user’s result cannot be read by another. Model-generated text is escaped where it is displayed, and exports are sanitised before download.

Administrative access is granted through server-managed roles. No field you can edit on your own profile grants it.

Email and marketing

Sign-in codes and other transactional messages are separate from marketing. Agreeing to the terms is not agreement to marketing: product news is a separate, unchecked option you can decline and later change. Registering is not a request for a sales call. Forwarding your details to any external system stays disabled unless the operator explicitly configures and authorises it.

If you publish an approval request form and turn on email for it, each new request is emailed to your own account address through Resend, an email delivery processor. That email carries the homeowner’s name, contact detail and answers, and the recommendation. It is off until you turn it on, it is only ever addressed to you, and nothing is ever emailed to a homeowner, a resident or a board member.

Homeowners who use an approval form do not create an account. What they send is kept for the same 30-day window as other results, visible only to the manager who shared the link, and deleted with the form. Dictation on that form uses the homeowner’s own browser speech recognition; no recording reaches our servers.

Your choices

From your account you can see what you have made, export it, delete an individual result, change your marketing preference, and delete your account. For anything else, including a copy of what is held about you, write to [operator contact to be configured]. If you used the tools without an account, we cannot identify you from an email address: clearing your browser cookie ends the guest identity, and the associated result expires within 24 hours anyway.

Changes to this policy

If retention periods or processing arrangements change, this page changes with them and the date at the top is updated. Read this alongside the terms of use and the plain-language summary on how it works.