Privacy Policy

This Privacy Policy explains how Wealth Building Academy LLC (“Company,” “we,” “us,” or “our”) collects, uses, stores, discloses, and protects information in connection with CommunityVault.ai (the “Service”), a software-as-a-service platform for homeowners associations (HOAs), condominium associations, community associations, nonprofit organizations, trustees, board members, property managers, and residents.

By accessing or using the Service, you acknowledge that you have read and understood this Privacy Policy. If you do not agree, do not use the Service. CommunityVault.ai is a software provider only; we are not a law firm, accounting firm, property manager, insurer, engineering firm, or compliance authority.

We collect the following categories of information:

We use information to: (a) provide, operate, maintain, and secure the Service; (b) extract, index, categorize, summarize, and enable search of uploaded documents; (c) authenticate users and enforce role-based access; (d) process payments and manage subscriptions; (e) respond to support requests; (f) monitor, audit, and improve the Service; (g) detect, prevent, and respond to fraud, abuse, and security incidents; and (h) comply with legal obligations and enforce our agreements.

We do not sell your personal information.

The Service uses AI to extract text from uploaded documents, build a search index (embeddings), suggest categories, write summaries, and answer questions about your organization’s documents. Our AI provider is OpenAI, accessed through the OpenAI API.

Your original files are kept in our file storage. When a document is a scanned image or scanned PDF, a copy of that file is sent to OpenAI so its text can be read (OCR). Otherwise, only the document text and questions needed for a request are sent to OpenAI. In both cases, OpenAI processes the data solely to return results for your organization. Under OpenAI’s API data-usage policy, content sent through the API is not used to train OpenAI’s models, and it may be kept by OpenAI for up to 30 days for abuse monitoring before being deleted. We do not use your documents to train any AI model of our own. AI-generated output may be inaccurate or incomplete and is provided for informational purposes only; see our Disclaimer & AI Usage Disclaimer.

We share information only as follows: (a) within your organization, according to the role-based permissions your administrators configure; (b) with service providers and processors who perform functions on our behalf, listed in Section 6; (c) as required by law, legal process, or governmental request; (d) to protect rights, safety, and security; and (e) in connection with a merger, acquisition, financing, or sale of assets, subject to this Policy. We do not sell or rent personal information to third parties.

We use the following service providers to run the Service. Each processes information only to provide its service to us, under its own terms and security practices.

We will update this list if our providers change. We are not responsible for the independent acts or omissions of these providers beyond our arrangements with them. If you connect a third-party integration to the Service, your use of that integration is governed by the third party’s terms and privacy policy.

We use only strictly necessary cookies: to keep you signed in and, if you try the demo, to remember that you are in demo mode. We do not use advertising cookies or cross-site tracking.

To understand how our website is used, we use Vercel Web Analytics, which does not use cookies. It records aggregated page views and a small set of product events (demo started, sign-up completed, trial started, and plan purchased) so we can see how many people complete each step. It does not track you across other websites. For details, see our Cookie Policy.

The Service supports document visibility levels such as board-only, resident-visible, and private/admin-only. Visibility, permissions, and access are configured and controlled by your organization’s administrators and authorized users. You and your organization are responsible for correctly classifying documents and assigning permissions. We are not responsible for misconfiguration of visibility settings, the over- or under-sharing of documents resulting from your configuration, or the actions of your organization’s users.

While your account is active, we keep your organization’s data so we can provide the Service. You can export your records at any time.

When your account closes — because you cancel and your paid period ends, or a free trial ends without a paid plan — your organization’s data stays available for export for 30 days. After those 30 days, we permanently delete it.

If you ask us to delete your data by emailing support@communityvault.ai, we permanently delete your organization’s data — documents, member records, and AI search indexes — within 30 days of confirming the request comes from an authorized administrator. Administrators can also delete all uploaded documents and their AI search index at any time using the “Delete all data” button in the app’s Migration Assistant.

Backups. The 30-day deletion timeline includes copies held in our database backups.

Records we must keep. We may keep limited records where the law requires it, such as billing and transaction records.

AI provider. Text sent to OpenAI to provide AI features may be kept by OpenAI for up to 30 days for abuse monitoring and is then deleted, under OpenAI’s API data-usage policy.

We implement administrative, technical, and organizational measures designed to protect information, including encryption in transit, access controls, per-organization data isolation, and activity logging. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security. See our Data Processing & Security Policy for more detail, or our Security Overview for a plain-language summary.

Depending on your jurisdiction (including under the California Consumer Privacy Act/CPRA and similar U.S. state laws), you may have rights to access, correct, delete, or port your personal information, and to opt out of certain processing. To exercise these rights, contact support@communityvault.ai. We will verify your request and respond as required by applicable law. We will not discriminate against you for exercising your rights. Where your organization is the controller of the data, we may direct your request to that organization.

The Service is intended for use by adults in connection with community governance. It is not directed to children under 13 (or under 16 where applicable), and we do not knowingly collect personal information from children. If you believe a child has provided us personal information, contact support@communityvault.ai.

The Service is operated from the United States and intended for U.S.-based organizations. If you access the Service from outside the United States, you understand that your information will be processed in the United States, where data-protection laws may differ from those in your location.

We may update this Privacy Policy from time to time. Changes are effective when posted, with the “Effective date” updated above. Material changes may be communicated through the Service or by email. Your continued use of the Service after changes take effect constitutes acceptance.

Questions, privacy requests, and data deletion requests may be sent to Wealth Building Academy LLC at support@communityvault.ai.

Mailing address: Wealth Building Academy LLC, [CONFIRM: company mailing address]