Privacy policy

Your HOA is in charge of its community records. When your board or manager adds households, residents, violations or minutes to Cordly, the HOA decides what goes in and why. We handle that information on the HOA’s behalf and only to provide Cordly. In privacy law terms, the HOA is the business (or controller) and Cordly is its service provider (or processor).

We are responsible for a small amount directly: the details we need to run your account (your name, email and sign-in activity), billing contacts for subscribing HOAs, messages you send us, and technical data about how the service is running.

Cordly is provided by [Company legal name]. Questions about your HOA’s own records (why something was recorded, or who can see it) are best answered by your board or property manager. We’ll help them answer you.

• Account details: name, email, phone if given, profile photo, your role in each HOA, and notification preferences.
• Community records your HOA keeps: households and the people in them, owner and tenant contact details, leases, vehicles and parking, architectural requests and decisions, violations and their history, dues status, work orders and vendors, meetings, agendas and minutes, governing documents, files, messages and discussions.
• AI activity: questions asked of Ask Cordly, notes given to the drafting tools, the document passages used, and the answers, kept in your HOA’s account as a record.
• Technical data: IP address, browser and device type, pages visited, and error reports, used to keep the service secure and working.

We don’t ask for Social Security numbers, bank or card numbers, or health information, and please don’t upload them. Payments, when they start, are handled by a payment provider, and we won’t see full card numbers.

• to run Cordly for your HOA: showing the right records to the right people, sending the notices and reminders your HOA sets up, and powering the features you use;
• to sign you in and keep accounts secure, including spotting misuse;
• to count AI usage against your HOA’s monthly allowance and bill for it;
• to answer support requests and fix problems;
• to tell board contacts about changes to Cordly, these policies or their subscription;
• to follow the law and respond to valid legal requests.

We don’t sell personal information, share it for cross-context behavioural advertising, show ads, or use your HOA’s content to train AI models.

What you see in Cordly depends on your role, and Cordly enforces this in the database itself, not just on the screen.

• Board-only records. Following California’s Davis-Stirling Act, violations and enforcement history, dues and payment status, owner contact details, executive-session meetings, and backups of minutes are visible only to the board and the HOA’s property manager.
• Residents see their own household, community-wide information such as approved minutes, published documents and announcements, and their own requests and messages.
• Committee members see what their committee works on, such as the architectural requests they review.
• Ask Cordly is available to the board and property manager only.
• Other HOAs can never see your HOA’s records. A property manager who serves several HOAs sees each one separately.

Your HOA may still have to share some records with members on request under the Davis-Stirling Act’s inspection rules. That’s the HOA’s decision, made outside Cordly’s permissions.

When a board member uses Ask Cordly or a drafting tool, Cordly sends the question or notes, along with the passages from your HOA’s documents that help answer it, to our AI provider Anthropic. Document search uses Voyage AI to turn document text into a form that can be searched by meaning.

• Both providers process this information only to return a result to us. Under our agreements with them, they don’t use it to train their models, and we have opted out of Voyage AI’s optional training programme.
• We send only what the feature needs. AI features don’t receive board-only records unless the person using them can see those records.
• AI output is a draft. It may be wrong, so a person in your HOA reviews it before anything is sent or approved.

These service providers handle personal information for us, only to provide their service and under contracts that require them to protect it:

We may also share information when the law requires it, to protect someone’s safety, or as part of a merger or sale of our business, in which case this policy keeps applying to it.

Cordly uses a small number of cookies to keep you signed in, and your browser’s local storage to remember preferences like dark theme and how the side rail is laid out. We don’t use advertising or cross-site tracking cookies. Blocking cookies will stop sign-in from working.

We keep your HOA’s records for as long as the HOA subscribes, because they’re the HOA’s records and many must be kept for years. The HOA decides when to delete individual records.

When a subscription ends, the HOA has 30 days to export its records, and we delete them within 90 days, apart from backups (deleted as they expire) and anything the law requires us to keep. If you leave an HOA, your account stays until you or the HOA ask us to close it; records the HOA keeps about your household stay with the HOA.

Information is encrypted in transit and at rest. Each HOA’s records are kept apart by database rules, access inside an HOA follows roles, and our own access is limited and logged. No system is perfectly secure, so if something goes wrong we’ll tell the affected HOA promptly, and anyone else the law says we must.

You can update your own name, contact details, photo and notifications in your profile at any time. To see, correct or delete information your HOA keeps about you, start with your board or property manager, since the HOA decides about its records. If you contact us instead, we’ll pass your request to your HOA and help it respond.

California residents. Under the California Consumer Privacy Act, as amended by the CPRA, where it applies, you have the right to:

• know what personal information is collected about you, where it comes from, why, and who it’s shared with;
• get a copy of it;
• ask for it to be corrected or deleted, subject to exceptions such as records your HOA must keep;
• opt out of its sale or sharing (we don’t sell or share it);
• limit the use of sensitive personal information (we only use it to provide the service);
• not be treated differently for using these rights.

To make a request, email hello@gosymbli.com. We’ll confirm who you are, usually by checking the email address on your account, and reply within 45 days. You can also ask an authorised agent to act for you, with your signed permission. For records we hold for your HOA, we’ll work with the HOA to answer.

Cordly is for adults. Accounts are only for people 18 and over, and we don’t knowingly collect information from children under 13. An HOA may record the names of household members who are minors as part of its records; that information follows the same protections as the rest.

Cordly is run from the United States. Your HOA’s records are stored in [database region]. Some of our providers may process information in other locations, under the same protections.

If we change this policy in a way that matters, we’ll tell each HOA’s board contacts at least 30 days before it takes effect, by email or in the app. The date at the top shows the latest version. The terms of service explain the rest of how Cordly works with your HOA.

Privacy questions and requests: hello@gosymbli.com. By post: [Company legal name], [mailing address].