Privacy Policy
Last updated: February 14, 2026
1. Introduction
Welcome to Assistify AI. Assistify AI is provided and operated by ConneXing LLC, a Texas company. This Privacy Policy explains how we collect, use, share, store, and protect information when Assistify AI is used by a community organization, such as a Homeowners Association (HOA), a property management company acting for an HOA, or both.
2. Who We Are
3. Roles and Responsibilities
Assistify AI is designed for organizations. Depending on the deployment:
- Customer (Controller): In most cases, the customer organization (HOA or Property Management Company) decides what data is collected, how it is used, and who can access it. They act as the data controller.
- ConneXing LLC (Processor): We act as a data processor or service provider, processing data strictly to provide the service to the Customer.
4. Information We Collect
A. Information You Provide
- Account Information: When you sign up, we collect your name, email address, phone number, physical address, and unit number to verify your residency and link you to the correct HOA.
- User Content: We collect the content you submit, including tickets, chat messages, photos, videos, and documents.
- Location Data: If you choose to share your location within the app (e.g., to report a violation location), we collect that precise location data. You can revoke this permission at any time in your device settings.
B. Automated Information
- Device & Usage Data: We use Sentry to detect crashes and troubleshoot errors. This may include technical diagnostics such as error traces, device models, and operating system versions.
- Cookies: We do not use cookies on our marketing website. However, the mobile app may store secure tokens locally on your device to maintain your login session.
C. Biometric Data
Local Processing Only: Assistify AI supports Face ID or Touch ID for convenient login. This biometric data is processed entirely by your device's operating system. We do not collect, access, or store your face or fingerprint data on our servers.
5. How We Use Information
We use your information to:
- Provide, operate, and maintain the Assistify AI platform.
- Verify your identity as an authorized resident or staff member.
- Process maintenance tickets, architectural requests, and violations via our AI Agents.
- Power our AI Assistant (RAG) to answer questions based on your HOA's governing documents.
- Detect and prevent fraud, abuse, or security incidents.
6. AI Processing and Data Training
A. AI Providers
We utilize third-party Large Language Models (LLMs) to provide intelligence features, including but not limited to OpenAI and Google Gemini.
B. Data Privacy with AI
- No Training on Your Data: We do not use Customer or User content to train our own internal AI models. Furthermore, we do not allow our third-party AI providers (OpenAI, Google, etc.) to use your data to train their general models.
- Processing: To provide answers or process tickets, relevant text (such as your question or ticket details) is sent to these providers via secure enterprise APIs.
7. Data Sharing and Disclosure
We do not sell your personal information. We share data only as follows:
- With Your HOA/Management Company: Authorized administrators at your community organization have access to the tickets, messages, and records you submit.
- Service Providers: We use trusted vendors (e.g., AWS for cloud infrastructure, Sentry for error tracking) who are contractually obligated to protect your data.
- Legal Requirements: We may disclose information if required by law, regulation, or valid legal process.
8. Data Retention and Deletion
- Standard Retention: We retain data as long as necessary to provide the service or as required by your HOA's record-keeping policies.
- User Deletion: If you delete your account via the app, we perform a hard delete, permanently removing your personal account data from our active databases.
- Customer Offboarding: If a Customer (HOA) terminates their contract with us, we will permanently delete all associated data from our systems (including AWS S3 and databases) within 30 days of termination.
9. Security
We employ industry-standard security measures, including encryption of data in transit and at rest, and role-based access controls. However, no internet transmission is completely secure, and we cannot guarantee absolute security.
10. Children's Privacy
Assistify AI is intended for adults. We do not knowingly collect personal information from children under 13.
11. Changes to This Policy
We may update this Privacy Policy periodically. The "Last Updated" date at the top of this policy indicates when the latest changes were made.