Privacy Policy

1. Who we are

VeraHeim ("we," "us," "our") provides compliance-aware HOA management software for self-managed communities. This policy explains how we collect, use, and protect information when you visit our website or use our services.

2. Information we collect

Information you provide

• Account information — name, email address, community name, and state when you sign up.
• Community data — bylaws, meeting records, owner directories, assessments, violations, and other HOA records you upload or create.
• Contact form submissions — name, email, and message content when you use our contact form.
• Communications — emails or messages you send us.

Information collected automatically

• Usage data — pages visited, features used, and interaction patterns.
• Device information — browser type, operating system, and screen size.
• IP-based location — approximate state-level location used to show relevant compliance information. We do not collect precise geolocation.
• Cookies — see Section 7 below.

3. How we use your information

• Provide and operate the VeraHeim platform
• Apply the correct state compliance rules to your community's workflows
• Process AI-assisted features (document classification, drafting, record extraction)
• Send transactional emails (meeting notices, password resets, system notifications)
• Respond to your inquiries and support requests
• Improve our product and fix bugs
• Measure site traffic and advertising effectiveness (only with your consent)

4. How we share your information

We do not sell your personal information. We share data only in these cases:

• Service providers — hosting, email delivery, payment processing, and AI services that help us operate the platform. These providers are contractually required to protect your data.
• Within your community — information you add to your community workspace is visible to other members according to the visibility rules you and your board configure.
• Legal requirements — if required by law, subpoena, or court order.
• Business transfers — in connection with a merger, acquisition, or sale of assets, with notice to you.

5. AI and your data

VeraHeim uses AI to help with document classification, drafting, and compliance checking. Your community's data may be sent to our AI provider (Anthropic) for processing. We do not use your data to train AI models. AI-generated content is always presented as a draft for your board to review and approve.

6. Data security and retention

We use encryption in transit (TLS) and at rest for sensitive data. Credentials and API keys are stored using AES-256-GCM encryption. We retain your data for as long as your account is active. When you delete your community workspace, we remove your data within 30 days, except where retention is required by law.

7. Cookies

We use the following types of cookies:

• Essential cookies — session management, authentication, and security. Always active.
• Functional cookies — preferences like your detected state and cookie consent choice. Stored in localStorage.
• Analytics and advertising cookies — site traffic measurement (Google Analytics) and conversion tracking (Meta Pixel). Only loaded after you click "Accept all" in our cookie consent banner.

You can change your cookie preferences at any time using the "Cookie Settings" link in our website footer.

8. Your rights

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

• Access the personal information we hold about you
• Correct inaccurate information
• Delete your personal information
• Export your data in a portable format
• Opt out of non-essential cookies and tracking
• Opt out of the sale or sharing of personal information (California residents)

To exercise any of these rights, contact us at privacy@veraheim.com.

9. California residents (CCPA/CPRA)

We do not sell personal information. If we share data with advertising partners for targeted advertising, you can opt out using our cookie consent banner or by contacting us. You have the right to know what data we collect, request deletion, and not be discriminated against for exercising your privacy rights.

10. Children

VeraHeim 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 and we will delete it.

11. Changes to this policy

We may update this policy from time to time. We will notify you of material changes by posting the updated policy on this page with a new "last updated" date. Your continued use of VeraHeim after changes constitutes acceptance.

12. Contact

Questions about this policy? Email us at privacy@veraheim.com.