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Privacy Policy

Last updated: June 25, 2026

1. Overview

Commonground ("we", "us", or "our") operates a community management platform for residential communities, condo associations, and neighborhood groups. This Privacy Policy explains how we collect, use, and protect information when you use our services at commonground.app.

By using Commonground, you agree to the collection and use of information as described in this policy.

2. Information We Collect

Information you provide:

  • Name, email address, and password when you create an account
  • Property address and unit number
  • Phone number (optional)
  • Community details entered by administrators
  • Content you post: announcements, maintenance requests, documents, and votes

Information collected automatically:

  • Log data including IP address, browser type, and pages visited
  • Device information
  • Cookies and similar tracking technologies
  • AI feature usage data, including message counts and timestamps, used to enforce fair-use limits

3. How We Use Your Information

  • To provide and maintain the Commonground platform
  • To authenticate your identity and manage your account
  • To send community notifications and announcements
  • To process subscription payments
  • To power AI features on Professional and Enterprise plans (see Section 5)
  • To improve our services and develop new features
  • To respond to support requests
  • To comply with legal obligations

4. Information Sharing

We do not sell, rent, or trade your personal information. We may share information in the following limited circumstances:

  • Within your community: Administrators and board members can view resident profiles within their community.
  • Service providers: We use trusted third parties including Supabase (database and file storage), Stripe (payment processing), and OpenAI (AI features on Professional and Enterprise plans) who are contractually bound to protect your data and may not use it for their own purposes.
  • Legal requirements: We may disclose information if required by law or to protect the rights and safety of our users.

5. AI-Powered Features

Professional and Enterprise plans include AI-powered tools: an Announcement Generator, a Meeting Minutes Generator, and a Community Assistant. These features are powered by OpenAI's API.

What data is sent to OpenAI:

  • Text prompts you enter when using the Announcement Generator
  • Meeting transcripts or notes you submit to the Meeting Minutes Generator
  • Questions you ask the Community Assistant
  • Community context used to answer questions: recent announcement titles and summaries, document names and categories, and open maintenance request titles. No personally identifiable resident information (names, emails, addresses) is included in these requests.

How OpenAI handles this data:

  • Under our API agreement, OpenAI does not use data submitted via the API to train or improve its models.
  • API inputs and outputs may be retained by OpenAI for up to 30 days for safety monitoring, then deleted.
  • You can review OpenAI's API data usage policy at openai.com/policies/api-data-usage-policies.

If you are subject to GDPR or similar regulations, note that data sent to OpenAI may be processed in the United States. By using AI features, you acknowledge this transfer. Communities that cannot transfer data outside their jurisdiction should not use AI features.

6. Data Security

We implement industry-standard security measures including:

  • Encryption in transit via TLS for all data transfers
  • Encrypted storage for all files and database records
  • Row-level security (RLS) policies ensuring residents can only access their own community's data
  • Community-scoped file storage paths preventing cross-community file access

However, no method of transmission over the internet is 100% secure. We cannot guarantee absolute security and encourage you to use a strong, unique password for your account.

7. Cookies

We use cookies to maintain your login session and remember your preferences. You can disable cookies in your browser settings, but this may affect your ability to use the platform.

8. Data Retention

We retain your personal information for as long as your account is active or as needed to provide services. You may request deletion of your account and associated data by contacting us. Community content (announcements, documents, etc.) may be retained by the community administrator after your account is removed.

Upon account or subscription termination, your data is retained for 30 days before permanent deletion, giving you time to export any necessary records.

9. Your Rights

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

  • Access the personal data we hold about you
  • Correct inaccurate data
  • Request deletion of your data
  • Object to or restrict how we process your data
  • Export your data in a portable format
  • Withdraw consent for AI feature data processing at any time by discontinuing use of those features

To exercise any of these rights, contact us at support@commongroundliving.co. We will respond within 30 days.

10. Children's Privacy

Commonground is not directed at children under 13. We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, please contact us immediately.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes by posting the new policy on this page and updating the "Last updated" date. Continued use of the platform after changes constitutes acceptance of the revised policy.

12. Contact Us

If you have questions or concerns about this Privacy Policy or how we handle your data, please contact us at support@commongroundliving.co. We will respond within 30 days.