BoardVault ("we", "our", or "us"), operated under CogCore, provides a modern Homeowners Association (HOA) community management, financial ledger, and governance platform. This Privacy Policy describes how we collect, use, process, and protect your personal information when you access or use our mobile application (the "App") and associated web portal.

1. Information We Collect

To provide governance, resident directory, and dues accounting services, we collect:

• Account & Resident Profile: Full name, verified email address, property unit/lot address, and contact telephone number when registering or authenticating via Firebase Authentication.
• HOA Ledger & Assessment Records: Assessment dues, payment timestamps, transaction settlement references, and payment method details (such as masked account numbers or check numbers). We do not store raw credit card numbers or banking passwords on our servers.
• Governance & Community Records: Architectural Control Committee (ACC) permit filings, maintenance work orders, amenity reservation logs, violation dispute notes, and audited board messages.
• Technical & Crash Telemetry: Device identifiers, operating system version, and anonymous performance logs to ensure application uptime and stability.

2. How We Use Your Information

We use the collected information solely for legitimate community association operations:

• To authenticate and manage resident and board member sessions with granular role-based access control.
• To process dues assessments, log payments, reconcile financial ledgers, and issue verifiable receipts.
• To deliver notifications regarding community updates, rule notices, and maintenance status.
• To evaluate community safety trends and architectural compliance using secure AI models.

3. Information Sharing & Third-Party Services

We do not sell, rent, or monetize your personal data. Information is shared strictly with trusted infrastructure providers required to operate the platform:

• Google Firebase / Google Cloud: For encrypted database storage (Firestore), secure authentication (Firebase Auth), and server hosting under Google Cloud privacy guarantees.
• Google Gemini AI: For anonymous community sentiment and safety trend synthesis without storing personal identity details.
• Legal & HOA Requirements: To comply with state HOA records disclosure statutes or valid legal processes.

4. Data Retention & Security

We enforce industry-standard administrative, physical, and technical safeguards (including Cloud Firestore security rules, HTTPS encryption in transit, and AES-256 encryption at rest). Data is retained as required by your community association bylaws and statutory audit obligations.

5. Your Rights & Account Deletion

Residents and association members have the right to review their profile details, request corrections, or request account deactivation. To request deletion of your account or associated data, please contact your HOA Board administrator or our compliance team at the address below.