Privacy Policy

1. Introduction

GovernSimply ("GovernSimply," "we," "our," or "us") respects your privacy and is committed to protecting it through this Privacy Policy. This Privacy Policy explains how we collect, use, disclose, and safeguard information when you visit our website or use the GovernSimply platform (collectively, the "Service"). It applies to all users, including HOA and POA board members, management companies, real estate professionals, and other authorized users. By accessing or using the Service, you agree to the collection and use of information in accordance with this Privacy Policy.

2. Information We Collect

We collect information in the following ways:

a. Information You Provide to Us

You may provide information directly when you create an account, sign in to the platform, upload governing documents, invite or manage users, or contact us for support or inquiries.

• Name
• Email address
• Organization, brokerage, management company, or community name
• Role or title (e.g., board member, property manager, real estate professional)
• Uploaded documents (such as CC&Rs, Bylaws, Rules & Regulations, Amendments)
• Search inputs and prompts you submit in the Service
• Communications sent to us

b. Information Collected Automatically

When you access the Service, we may automatically collect certain information, including:

• IP address
• Browser type and device information
• Operating system
• Log data (such as access times, pages viewed, and referring URLs)
• Usage data related to searches and platform interactions (e.g., feature usage, performance diagnostics)

This information is used to operate, maintain, protect, and improve the Service.

3. How We Use Information

We use the information we collect to:

• Provide, operate, and maintain the Service
• Authenticate users and manage role-based access
• Process, index, and organize uploaded documents for search and retrieval
• Generate plain-English explanations and summaries tied to uploaded governing documents (including through automated processing)
• Enable collaboration features (e.g., inviting users, permissioning, community/property separation)
• Communicate with users regarding accounts, updates, service notices, or support
• Improve functionality, performance, reliability, and user experience
• Protect the Service, prevent abuse, and enforce our Terms of Service and platform policies
• Comply with applicable legal obligations

We do not sell your personal information. We do not use uploaded documents or personal information for third-party advertising.

4. Governing Documents, Permissions, and Confidentiality

GovernSimply is designed to respect the confidentiality of community governing documents.

• Documents are uploaded by users and remain under their control.
• Access to documents and outputs is restricted by community, role, and permissions configured within the Service.
• Documents are not publicly accessible by default.
• Users you (or your organization/community administrators) invite may be able to view documents and outputs based on assigned permissions.
• GovernSimply does not claim ownership of uploaded documents.
• Documents are used to provide search, retrieval, and explanation functionality within the Service.

5. Data Sharing & Third Parties

We may share information only as necessary to operate the Service, including with:

• Cloud hosting and storage providers
• Authentication and security providers
• Analytics and monitoring services (for performance, reliability, and security)
• Customer support tools (to manage and respond to requests)
• Payment processors (if applicable)

We do not sell, rent, or trade personal information or uploaded documents to third parties. Third-party service providers are permitted to process data only to provide services to us and in a manner consistent with this Privacy Policy.

6. Data Security

We implement reasonable administrative, technical, and organizational measures designed to protect information against unauthorized access, loss, misuse, or alteration. While no system can be guaranteed to be completely secure, we take data protection seriously and work to maintain appropriate safeguards.

7. Data Retention

We retain personal information and uploaded documents for as long as your account remains active or as necessary to provide the Service. Users may request deletion of their account and associated data, subject to legal obligations, legitimate business purposes (e.g., fraud prevention, security investigations, dispute resolution), and backup and archival requirements (which may persist for a limited period). We may retain certain logs and security records for operational integrity and compliance.

8. Your Rights and Choices

Depending on your location, you may have the right to access the personal information we hold about you, request correction of inaccurate information, request deletion of your personal data, and opt out of non-essential communications. Requests can be made by contacting us using the information below. We may need to verify your identity before fulfilling certain requests.

9. Cookies & Analytics

We may use cookies and similar technologies to enable essential platform functionality, remember preferences and sessions, understand usage patterns and measure performance, and improve the Service experience. You can control cookies through your browser settings. Disabling cookies may affect certain features of the Service.

10. Children's Privacy

GovernSimply is not intended for use by individuals under the age of 18. We do not knowingly collect personal information from children.

11. International Users

If you access the Service from outside the United States, your information may be processed and stored in the United States or other locations where our service providers operate.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. When we do, we will revise the "Last Updated" date above. Material changes will be communicated through the Service or by other appropriate means.

13. Contact Us

If you have questions about this Privacy Policy or our data practices, please contact us at:

• Email: support@governsimply.com
• Website: https://governsimply.com

This document is provided for general informational purposes. If you need legal advice, consult an attorney.