Privacy

We never share your information with your HOA

We never share your information with your HOA. Your association receives only a letter you review, approve and choose to send. If you ask us to mail a letter, we print it and send it by certified mail to the one address you confirm, in your name and with your return address. We do not send anything else.

What we keep

If you make an account: your email address, the documents you upload (notices, CC&Rs, letters and similar files), the cases you open with their dates and notes, the letters you draft and approve (the exact text and the time you approved it), and your email reminder choices.

Photos keep where and when they were taken. A photo you upload is stored exactly as your phone saved it. If your phone included the location, the time the photo was taken and the phone model, they stay in the file, and we copy them onto your case so you can show where and when the photo was taken. Anyone you give the file to can see them too. Many phones leave the location out unless you allow it; to keep it out, turn off location for your camera or remove it before you upload. The map link next to a photo sends its location to OpenStreetMap only if you click it.

If you only analyze a notice: no account is needed. The file itself stays on your device. Only the text read from it is sent to us, with bank account, routing and card numbers removed first. We keep the structured result (the dates, names, amounts, and the addresses, phone numbers and emails of the HOA and of you that it found) for 24 hours so it can be saved to a case. We do not keep the letter text or the photo.

If you ask us to email you the results, we use your address for that one message. If you ask for a link to save your case, that creates an account with the address, and for 24 hours we keep the notice details you are saving plus a scrambled (hashed) copy of the address and the link. We also keep hourly request counters by scrambled network address to limit abuse; they are not tied to a name.

When you ask us to mail a letter

We send the letter text you approved, your name and return address, and the association's mailing address to Lob, the company that prints and posts it through the U.S. Postal Service. Lob and USPS send us delivery updates for that letter. Lob handles the letter under its own privacy terms. We keep your signed approval (the name you typed, the time, and the exact letter text) and the mailing record on your case until you delete it.

How we protect it

Uploaded files sit in a private storage bucket and are encrypted at rest. Downloads use a short-lived link. Other homeowners cannot read, change or delete your files or cases; database and storage rules limit access to the account that owns them.

The AI step

To read a notice we may send its text (not the file, and without account or card numbers) to an AI model from Google, through Vercel's AI Gateway. We tell it to pull out facts, not to give advice. When the AI step is off or unavailable, a rules-based reader does the work on our servers instead.

We do not use customer documents to train or fine-tune any model, and we do not send them to any provider for that purpose.

Who handles data for us

Supabase (login, database and file storage), Vercel (hosting and the AI gateway), Resend (email), Lob (printing and mailing a letter, only when you ask us to mail one), and Google (the AI model, text only, when the AI step is on). We do not sell your information and we do not use advertising trackers. The site sets cookies only to sign you in and keep you signed in.

When paid products are for sale, payments are handled by Stripe. You enter your card details on Stripe's page. They never reach us. We keep what you bought for which case, the amount, and the Stripe payment reference.

How long we keep it

Documents are deleted automatically after 365 days. That number is a single setting we can change; this page will be updated if we change it. Cases, reminders and your login stay until you delete your account. Saved results and save-case links last 24 hours.

Deleting your data

You can delete your account yourself from the account page. That removes your login, your documents and the stored files, your cases and their history, your approved letters, your reminder choices, and your feature-announcement choice. You can also delete any single document first.

Email

Account email comes from Resend on behalf of Resolve My HOA at no-reply@resolvemyhoa.com; replies go to innovativeobjects+resolvemyhoa@mail.grokbot.com. Deadline reminders are sent for your cases; you can turn off the optional ones on the account page or with the unsubscribe link. We never email your HOA.

Feature announcements are a separate optional choice on the account page. We store only whether that account asked for them. No row means not asked. We do not send those emails unless you opt in, and this release does not send any. Sign-in email and the one-time notice-results email are not that choice. An analysis without an account does not create one. Deleting the account deletes the choice.