Privacy Policy

1. Introduction

GoverningDocs Inc. (“Company,” “we,” “us,” or “our”) respects your privacy and is committed to protecting your personal information. This Privacy Policy describes how we collect, use, disclose, and safeguard your information when you use our website and services (collectively, the “Services”).

Please read this Privacy Policy carefully. By accessing or using our Services, you acknowledge that you have read, understood, and agree to be bound by this Privacy Policy.

2. Information We Collect

2.1 Information You Provide

• Account Information: Name, email address, and password when you create an account.
• Waitlist Information: Email address when you join our waitlist.
• Documents: HOA documents and other files you upload for analysis.
• Communications: Information you provide when contacting our support team.

2.2 Information Collected Automatically

• Usage Data: Pages visited, features used, time spent on the Services.
• Device Information: Browser type, operating system, device identifiers.
• Log Data: IP address, access times, referring URLs.

3. How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve our Services
• Process and analyze documents you upload
• Send you updates about our Services (with your consent)
• Respond to your inquiries and provide customer support
• Detect, prevent, and address technical issues and security threats
• Comply with legal obligations

4. Document Security

We take the security of your documents seriously:

• Encryption: All documents are encrypted in transit (TLS 1.3) and at rest (AES-256).
• Access Controls: Only you and users you explicitly authorize can access your documents.
• No Third-Party Sharing: We never share your documents with third parties for their own purposes.
• Data Deletion: You can delete your documents at any time from your account settings.
• Free Tool Uploads: Documents uploaded via our free analysis tools (without account creation) are processed and stored securely. During processing, your documents are sent to trusted AI service providers (including OpenAI) who do not retain your documents and are bound by strict data processing agreements.
• AI Processing: We use OpenAI's API and other secure AI services to analyze your documents. These providers do not use your documents for training their models and delete data according to their retention policies.
• Public Documents: CC&Rs (Covenants, Conditions & Restrictions) and similar HOA documents are public records typically filed with county recorders. You can verify this by requesting your CC&Rs from your HOA or county recorder's office.

5. Information Sharing

We do not sell your personal information. We may share information in the following circumstances:

• Service Providers: With vendors who assist in providing our Services (e.g., cloud hosting, analytics).
• Legal Requirements: When required by law or to protect our rights.
• Business Transfers: In connection with a merger, acquisition, or sale of assets.
• With Your Consent: When you direct us to share information with third parties.

6. Your Rights and Choices

Depending on your location, you may have the following rights:

• Access: Request access to your personal information.
• Correction: Request correction of inaccurate information.
• Deletion: Request deletion of your personal information.
• Portability: Request a copy of your data in a portable format.
• Opt-out: Unsubscribe from marketing communications at any time.

To exercise these rights, please contact us at privacy@governingdocs.dev.

7. Data Retention

We retain your personal information for as long as necessary to provide our Services and fulfill the purposes described in this Privacy Policy. When you delete your account, we will delete or anonymize your personal information within 30 days, except where retention is required by law.

8. International Transfers

Your information may be transferred to and processed in countries other than your own. We ensure appropriate safeguards are in place to protect your information in accordance with this Privacy Policy.

9. Children's Privacy

Our Services are not intended for individuals under 18 years of age. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new Privacy Policy on this page and updating the “Last updated” date. Your continued use of our Services after any changes indicates your acceptance of the updated Privacy Policy.