Under One Roof Property Manager

Privacy Policy

Last Updated: October 3, 2026 (Version 2026.2)

Under One Roof Property Manager ("Under One Roof", "we", "us", or "our") is dedicated to protecting the privacy, financial security, and personal boundaries of homeowners association (HOA) members, condo residents, volunteer board officers, property managers, and service providers across the United States of America. This Privacy Policy describes how we collect, process, secure, and retain data across the Under One Roof platform.

1. Information We Collect

To provide an autonomous community operating system, we collect and process the following categories of data:

  • Member Directory & Roster Data: Resident names, verified email addresses, telephone numbers, unit designations, ownership status (owner vs. tenant), and designated board roles.
  • Governing Documents: Association CC&Rs, bylaws, architectural review guidelines, election rules, and reserve studies uploaded for parsing and retrieval.
  • Financial & Transaction Records: Assessment dues amounts, itemized payment ledger histories, pending dues credits, bank transaction metadata provided via read-only financial feeds, and tokenized payment records via Stripe.
  • Meeting Audio & Transcripts: Audio recordings, machine-generated transcripts, agendas, and draft meeting minutes captured when the AI Note-Taking Bot is invited to open board meetings.
  • Operations & Maintenance Records: Maintenance requests, timestamped inspection photos, contractor quotes, work order completion slips, and architectural alteration submissions.
  • Governance & Voting Records: Meeting attendance rosters, quorum verification tallies, and encrypted digital ballot timestamps.

2. Read-Only Banking Integration (Plaid) & Payment Card Processing (Stripe)

We believe financial stewardship requires ironclad protection. Depository bank connections and electronic payment processing are handled through industry-leading PCI-compliant gateways:

  • Read-Only Bank Feeds (Plaid): Depository bank tracking for operating and reserve funds is powered by Plaid Inc. under end-to-end 256-bit TLS encryption. Under One Roof maintains strictly read-only authorization and never stores unmasked bank account numbers or routing credentials on its servers. Account numbers are masked to the last four digits (e.g., •••• 4821).
  • Payment Card Processing (Stripe): All credit card and debit card transactions for subscription plans, resident assessment collections, and amenity security deposits are tokenized and processed directly by Stripe, Inc. under PCI-DSS Level 1 compliance. Under One Roof never ingests, stores, or transmits raw primary account numbers (PAN) or card verification values (CVV).
  • Zero Unauthorized Withdrawal Capability: The platform cannot initiate debit transfers, alter account routing, or withdraw community funds. All treasury disbursements require affirmative authorized officer approval via your depository institution's secure ACH debit protocol in adherence to dual-signatory fiduciary standards.

3. AI Meeting Note-Taking Bot & Audio Processing Safeguards (Nationwide Standard)

To eliminate manual clerical burden, communities may enable automated meeting transcription via an AI Note-Taking Bot (e.g., Fireflies.ai or Google Meet sync):

  • Universal All-Party Consent & Transparency: Audio recording laws vary between federal one-party consent (18 U.S.C. § 2511(2)(d)) and all-party consent states (e.g., California Penal Code § 632, Florida Statutes § 934.03, Illinois 720 ILCS 5/14-2, Pennsylvania 18 Pa.C.S. § 5704). To ensure universal legal compliance, the platform enforces the highest national standard: audio processing occurs only when the meeting organizer affirmatively invites the bot, and participants are visually and verbally alerted to active transcription.
  • Executive Session Redaction: Confidential executive session deliberations regarding member disciplinary hearings, employee reviews, ongoing litigation, and contract negotiations are strictly excluded from transcription. Meeting organizers must pause or disconnect the bot during closed sessions.
  • Audio Data Disposal: Raw voice audio recordings are processed solely to compile draft meeting minutes and action items, and are automatically deleted within thirty (30) days in accordance with our Data Retention & Disposal Policy.

4. Dual-Tier Data Retention & Privacy Protection

In accordance with our Data Retention & Disposal Policy, we enforce strict tier-based data retention to balance statutory corporate compliance with resident personal privacy:

  • 7-Year Statutory Audit Retention: Official board resolutions, certified meeting minutes, quorum voting logs, financial ledgers, contractor invoices, and statutory disciplinary records are securely preserved in encrypted storage for seven (7) years to satisfy federal IRS standards (26 U.S.C. § 6001) and state corporate audit regulations (such as California Civil Code §§ 5200, 5855, Florida Statutes § 720.303(5), and Texas Property Code § 209.005(m)).
  • 90-Day Ephemeral Neighbor Chat Purge: Informal direct unit-to-unit messages, casual neighbor repair inquiries, and transient amenity hold messages are automatically purged from production storage after ninety (90) days, preventing permanent surveillance of private neighbor interactions.
  • 30-Day Meeting Audio & Ephemeral Transcript Purge: Raw meeting audio files and machine-generated transcripts auto-expire after 30 days once approved minutes are compiled.
  • 14-Day Notice Board Expiration: Community bulletin announcements automatically expire after fourteen (14) days unless explicitly pinned as official by the Board President.

5. In-App Privacy Masking & Personal Boundary Shield

Volunteer board leaders and residents are entitled to privacy within their own homes:

  • Unit-to-Unit Masking: When communicating regarding building matters, phone numbers and personal email addresses remain masked within the platform to prevent harassment or unwanted solicitation.
  • After-Hours Boundary Shield: Non-urgent member communications sent outside designated business hours are queued for daytime review, protecting volunteer officers from late-night interruptions while routing true life-safety emergencies to designated building contacts.

6. Statutory Due Process Confidentiality

In accordance with state common interest development acts nationwide (including California Davis-Stirling, Texas Property Code § 209.006, and Florida Statutes § 720.305), all disciplinary notices, alleged guideline reminders, and executive session hearing records are treated as strictly confidential. Access is restricted exclusively to the subject homeowner and the elected Board of Directors.

7. Data Ownership & Absolute No-Sale Commitment (SMS Privacy Policy)

Your community owns 100% of its data. Under One Roof will never sell, lease, monetize, or share your member roster, email addresses, financial histories, or CC&R documents with third-party advertisers, data brokers, or marketing syndicates. Data is processed exclusively to deliver platform functionality to your community.

Mobile Information & SMS Consent: No mobile information or phone numbers will be shared with third parties or affiliates for marketing or promotional purposes. All the above categories exclude text messaging originator opt-in data and consent; this information will not be shared with or transferred to any third parties.

8. U.S. Multi-State Privacy Rights & Contact Information

Residents across the United States are entitled to comprehensive personal privacy protections under state consumer privacy acts (including the California Consumer Privacy Act / California Privacy Rights Act (CCPA/CPRA), Virginia Consumer Data Protection Act (VCDPA), Colorado Privacy Act (CPA), Connecticut Data Privacy Act (CTDPA), Utah Consumer Privacy Act (UCPA), and Texas Data Privacy and Security Act (TDPSA)):

  • Right to Know & Access: You may request a complete export of personal information collected about you.
  • Right to Delete: You may request deletion of personal information, subject to mandatory 7-year statutory corporate audit retention requirements.
  • Right to Correct: You may update or correct inaccurate personal or property records at any time directly through your portal profile.
  • Right to Non-Discrimination: We do not discriminate against any user or association for exercising statutory privacy rights.

To exercise your privacy rights or submit inquiries, contact our Privacy Office:

Under One Roof Property Manager LLC
Privacy & Data Protection Office
455 Market St Ste 1940
San Francisco, CA 94105-2448 US
Email: info@underoneroofpm.com