Privacy Policy
Effective date: May 29, 2026 · Operated by: TrustBoard
Last updated: May 29, 2026
Note: This document is provided for general informational purposes and should be reviewed by qualified legal counsel before production use. It does not constitute legal advice and does not establish an attorney-client relationship.
1. About This Policy
This Privacy Policy describes how TrustBoard ("we," "us," or "our") collects, uses, stores, and shares information when you use TrustBoard (the "Service"). By accessing or using the Service, you agree to the practices described in this policy.
TrustBoard is a software platform that provides private community knowledge-base tools for HOAs, condo boards, apartment communities, neighborhood associations, and similar groups. We are a software provider only — we are not a law firm, property management company, compliance authority, or professional advisory service.
2. Information We Collect
We may collect the following categories of information:
a. Account Information
When you create an account or community, we collect information such as your name, email address, community name, and password. For billing purposes, we may collect payment information through a trusted third-party payment processor.
b. Community-Uploaded Content
Administrators and authorized users may upload documents, notices, vendor information, FAQs, meeting notes, and other community content to the Service. This content is stored on our servers and associated with your community account. You and your community are solely responsible for the content you upload. Do not upload sensitive personal data (such as Social Security numbers, financial account details, or health records) unless strictly necessary and only after ensuring appropriate member consent.
c. Usage Data
We may automatically collect technical information about how you interact with the Service, including IP addresses, browser type, device identifiers, pages visited, features used, and timestamps. This data helps us improve the Service and diagnose technical issues.
d. Analytics Data
We may use third-party analytics tools to better understand how the Service is used in aggregate. Analytics data is used to improve product features and user experience.
e. AI Processing Data
If you use AI-powered features such as document search or question extraction, content you submit may be processed by third-party AI service providers. We take reasonable steps to ensure such providers maintain appropriate data protections. AI-generated results are informational only and should not be relied upon as authoritative, legal, financial, or professional advice.
3. How We Use Your Information
We use collected information to:
- Provide, maintain, and improve the Service
- Authenticate users and manage community accounts
- Process AI-powered search and document extraction features
- Send transactional communications (account setup, invitations, billing)
- Provide customer support
- Monitor for security incidents, abuse, or misuse
- Comply with applicable laws and legal obligations
- Analyze usage patterns to improve features
We do not sell your personal data to third parties. We do not use your community's uploaded documents to train our AI models without your explicit consent.
4. Third-Party Service Providers
We may share information with trusted third-party providers who assist us in operating the Service. These may include providers for:
- Cloud hosting and storage (e.g., document storage, database services)
- AI processing (e.g., natural language processing and document analysis)
- Payment processing (we do not store raw payment card data)
- Email delivery (e.g., invitation emails, notifications)
- Analytics (e.g., usage tracking and error monitoring)
- Security (e.g., fraud detection, DDoS protection)
All third-party providers are required to handle your information in a manner consistent with this Privacy Policy and applicable law.
5. Data Security
We implement commercially reasonable technical and organizational measures to protect your information against unauthorized access, loss, or misuse. However, no internet-based service can guarantee absolute security. You use the Service at your own risk and should take appropriate precautions with the content you upload.
6. Data Retention
We retain your account information and community data for as long as your account is active or as necessary to provide the Service. Upon account termination or deletion, we will make reasonable efforts to delete or anonymize your data within a reasonable timeframe, subject to legal retention obligations.
7. Community Administrator Responsibilities
Community administrators are responsible for managing member access, uploaded content, and the accuracy of information within their community. Administrators should inform members about the types of data stored in the community portal. We are not responsible for how administrators manage member data within the Service.
8. Children's Privacy
The Service is not directed to children under the age of 13. We do not knowingly collect personal information from children under 13. If you believe a child has provided us personal information, please contact us at support@trustboard.app and we will take steps to delete such information.
9. Your Rights
Depending on your jurisdiction, you may have certain rights regarding your personal data, including the right to access, correct, or delete your information, or to object to or restrict certain processing. To exercise these rights, contact us at support@trustboard.app. We will respond to verifiable requests within a reasonable timeframe.
10. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or applicable law. We will post the updated policy on this page with a revised effective date. Your continued use of the Service after the effective date of any update constitutes your acceptance of the revised policy. We encourage you to review this policy periodically.
11. Contact Us
If you have questions, concerns, or requests regarding this Privacy Policy, please contact us at:
TrustBoard
Email: support@trustboard.app