Privacy Policy

1. Introduction

Smart Hub LLC, a New Mexico limited liability company doing business as CondoClock ("CondoClock," "we," "us," or "our"), respects your privacy and is committed to protecting the personal information you share with us. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use the CondoClock platform at condoclock.com (the "Service"). We keep this in plain language on purpose.

2. Information We Collect

2.1 Information you provide

• Contact details: your work email, firm name, and the building-count band you select when you request early access or reserve a founding seat.
• Payment information: when you reserve a founding seat, your card details are entered directly into Stripe's secure payment form and stored by Stripe. We never see or store your full card number; we receive only a Stripe customer reference and confirmation that a card was saved.
• Building and compliance data: for active customers, the building and obligation data needed to track statutory deadlines. We load this during onboarding.

2.2 Automatically collected information

• Usage data: pages visited, features used, and dashboard interactions.
• Device information: browser type, operating system, and IP address.
• Log data: server logs, error reports, and performance data.

3. How We Use Your Information

• Provide the Service: track statutory deadlines, generate board-ready status pages and reports, and surface county-specific rules.
• Notifications: send the alerts you opt into (e.g. compliance updates, county watch).
• Account and billing: create and manage your account, and set up and bill a founding subscription if you reserve a seat.
• Communication: send transactional emails and respond to support inquiries.
• Service improvement: analyze usage to improve the platform, fix bugs, and develop features.
• Security: detect and prevent fraud, abuse, and unauthorized access.

We do not use your data for advertising, and we do not sell it.

4. Third-Party Service Providers

We use the following providers to operate the platform. Each processes data only as necessary to provide their specific function:

• Stripe — payment processing and card storage. We do not store payment card details. (stripe.com/privacy)
• Brevo — email delivery for the notifications you opt into. (brevo.com/legal/privacypolicy)
• Supabase — database hosting and authentication; stores account data and application records. (supabase.com/privacy)
• Vercel — website hosting and deployment; processes standard web request data. (vercel.com/legal/privacy-policy)
• PostHog — product analytics and session replay (US region); processes usage events, device and browser data, and anonymized session recordings to help us understand how the site is used and improve it. Form inputs are masked and never recorded. (posthog.com/privacy)

5. Data Sharing and Disclosure

We do not sell, rent, or trade your personal information. We may share information only:

• With service providers: as described in Section 4, strictly to operate the platform.
• With your consent: when you explicitly authorize sharing.
• For legal compliance: when required by law, legal process, or government request.
• To protect rights: to enforce our Terms or ensure user safety.
• Business transfers: in connection with a merger, acquisition, or sale of assets, with prior notice.

6. Data Retention

• Account data: retained while your account is active; deleted within 30 days of account closure.
• Building and compliance data: retained for the duration of your subscription; you may delete individual records at any time.
• Payment records: retained as required by tax and financial regulations (typically 7 years).
• Server logs: retained for 90 days for debugging and security.

7. Data Security

We implement appropriate technical and organizational measures to protect your information, including encryption in transit (TLS/HTTPS) and at rest, access controls, and regular security reviews. Payment details are handled by Stripe and never stored on our own systems. No method of transmission or storage is 100% secure, and we cannot guarantee absolute security.

8. Your Rights

Depending on your jurisdiction, you may have the right to:

• Access — request a copy of the data we hold about you.
• Correction — request correction of inaccurate or incomplete information.
• Deletion — request deletion of your information, subject to legal retention requirements.
• Portability — request your data in a structured, commonly used format.
• Opt-out — opt out of marketing communications at any time via the unsubscribe link in every email.

To exercise any of these rights, contact serdar@condoclock.com. We will respond within 30 days.

9. California Privacy Rights (CCPA)

If you are a California resident, you have additional rights under the CCPA: the right to know what personal information is collected, used, or shared; the right to delete it; the right to opt out of the sale of personal information (we do not sell personal information); and the right to non-discrimination for exercising your rights. To exercise these rights, contact serdar@condoclock.com.

10. Cookies and Tracking

The Service uses essential cookies for authentication and session management. We also use first-party analytics cookies (via PostHog) to understand how visitors use the site and to record anonymized session replays for product improvement; form inputs are masked and are not recorded. We do not use third-party advertising cookies or cross-site tracking, and we do not sell your data. If you are in a region that requires it, you can opt out of analytics — write to us and we will honor your request.

11. International Data Transfers

Our Service is hosted in the United States. If you access it from outside the US, your information may be transferred to, stored, and processed in the United States. By using the Service, you consent to this transfer.

12. Children's Privacy

The Service is not intended for individuals under 18. We do not knowingly collect personal information from children. If we learn we have, we will promptly delete it.

13. Changes to This Policy

We may update this policy. We will notify you of material changes by posting the updated policy here and updating the "Last updated" date.

14. Contact Us