Assistify AI
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Privacy Policy

Last updated: October 7, 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

ConneXing LLC

Dallas-Fort Worth Metroplex, Texas

United States

Privacy Contact: [email protected]

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.
  • Website Visitors: For information collected through our marketing website, such as contact and demo requests, ConneXing LLC decides how the information is used and acts as the data controller.

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: Our marketing website uses cookies and similar technologies from HubSpot to understand how visitors use the website and to provide demo booking. When you open our contact form, Google reCAPTCHA is loaded to protect it from spam and abuse and may collect device and browser information. You can block or delete cookies in your browser settings, but some website features may then not work. 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.

D. Website Contact and Demo Requests

Contact Sales Form: When you contact us through our website, we collect the information you enter: your name, role or title, email address, phone number, organization name, community size, and message. We use it only to respond to your request, and keep it as long as needed for that and for our business records. It is delivered to our team by email through Amazon Web Services (AWS). To prevent spam and abuse, we also store your IP address and email address in hashed (non-readable) form; these records are deleted automatically within 7 days.

Demo Booking: When you book a demo, the details you enter are collected by HubSpot, our customer relationship management provider, on our behalf.

Google reCAPTCHA: Our contact form is protected by Google reCAPTCHA. Its use is subject to the Google Privacy Policy and Terms of Service.

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.
  • Respond to contact and demo requests submitted through our website.

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 and email delivery, Sentry for error tracking, HubSpot for website analytics, demo booking and customer relationship management, and Google reCAPTCHA for spam protection) 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.