1. Introduction

ProveXa ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our HOA/COA management platform.

2. Information We Collect

2.1 Information You Provide

We collect information you provide directly to us, including:

• Account Information: Name, email address, password, phone number
• Community Information: Community name, address, type, unit information
• Payment Information: Billing details processed through Stripe (we do not store credit card numbers)
• Documents: Bylaws, CC&Rs, resale packages, meeting minutes, and other community documents you upload
• Communications: Messages sent through the platform, support inquiries

2.2 Automatically Collected Information

• Usage Data: Pages visited, features used, time spent
• Device Information: IP address, browser type, operating system
• Cookies: Authentication tokens, preferences, analytics
• AI Query Data: Questions asked to AI experts, responses generated

3. How We Use Your Information

We use collected information for:

• Service Provision: Operating and maintaining your community platform
• AI Features: Training and improving AI expert responses
• Document Generation: Creating resale packages, meeting minutes, certificates
• Communication: Sending updates, security alerts, support responses
• Billing: Processing payments and managing subscriptions
• Analytics: Understanding usage patterns to improve the Service
• Security: Detecting and preventing fraud, abuse, and security incidents
• Legal Compliance: Complying with applicable laws and regulations

4. Data Sharing and Disclosure

4.1 We Share Information With:

• Service Providers:
  • Firebase (Google Cloud) - Database and authentication
  • Anthropic - AI processing
  • Stripe - Payment processing
  • Vercel - Hosting
  • SendGrid - Email delivery (if applicable)
• Community Members: Information shared within your community (controlled by your community settings)
• Legal Requirements: When required by law, subpoena, or legal process

4.2 We Do Not:

• Sell your personal information to third parties
• Share your data with advertisers
• Use your documents for purposes other than providing the Service

5. AI and Machine Learning

5.1 How We Use AI

ProveXa uses artificial intelligence (Anthropic Claude) to provide expert assistance. When you use AI features:

• Your queries are sent to Anthropic's API for processing
• Community documents may be included as context (using RAG - Retrieval Augmented Generation)
• Responses are generated based on your documents and general knowledge
• We store queries and responses to improve your experience and our Service

5.2 Anthropic's Data Use

According to Anthropic's privacy policy, they do not train their models on customer API data. Your prompts and documents sent to Claude are not used to improve Anthropic's models.

6. Data Security

We implement security measures including:

• Encryption: Data encrypted in transit (TLS) and at rest
• Authentication: Firebase Authentication with secure password requirements
• Access Controls: Role-based access within communities
• Monitoring: Security monitoring and audit logs
• Regular Updates: Security patches and updates

7. Data Retention

• Active Accounts: Data retained while subscription is active
• Canceled Accounts: Data retained for 30 days after cancellation, then deleted
• Legal Hold: Data may be retained longer if required by law or legal proceedings
• Backup Systems: Deleted data may persist in backups for up to 90 days

8. Your Rights

You have the right to:

• Access: Request a copy of your personal data
• Correction: Update or correct inaccurate data
• Deletion: Request deletion of your data (subject to legal requirements)
• Export: Download your community data
• Opt-Out: Unsubscribe from marketing communications
• Portability: Receive your data in a structured, machine-readable format

9. Cookies and Tracking

We use cookies for:

• Essential: Authentication, security, session management
• Analytics: Understanding how you use the Service (Vercel Analytics)
• Preferences: Remembering your settings

You can control cookies through your browser settings, but some features may not work properly without them.

10. Children's Privacy

ProveXa is not intended for users under 18. We do not knowingly collect information from children under 18. If you believe we have collected such information, please contact us immediately.

11. California Privacy Rights

California residents have additional rights under the California Consumer Privacy Act (CCPA):

• Right to know what personal information is collected
• Right to know if personal information is sold or disclosed
• Right to opt-out of the sale of personal information
• Right to deletion of personal information
• Right to non-discrimination for exercising CCPA rights

Note: We do not sell personal information. To exercise your rights, contact us at privacy@provexa.com.

12. International Data Transfers

Your data may be transferred to and processed in the United States or other countries where our service providers operate. We ensure appropriate safeguards are in place for international transfers.

13. Changes to This Policy

We may update this Privacy Policy periodically. We will notify you of material changes by email or through the Service. Continued use after changes constitutes acceptance.

14. Contact Us

For privacy-related questions or to exercise your rights, contact us:

• Email: privacy@provexa.com
• Support: support@provexa.com