Privacy Policy

Hallkin keeps records for homeowners associations. Your association decides what goes into Hallkin and who can see it; Hallkin ([Hallkin legal entity name]) processes it on the association's behalf. This policy explains what that means for you.

What Hallkin holds about you

• Your account: name, email, sign-in records and, for some roles, two-step sign-in details.
• The directory: your home, mailing address, phone and email as your association imported them.
• What you submit: ACC applications and their files, maintenance requests, rule concerns, photos, messages, and questions you ask the assistant.
• Records about decisions: who approved what and when (the audit log), including actions taken on your applications.
• Usage data, if you allow it: which pages and features are used, with page addresses reduced to their route, and scrubbed error reports. You're identified there only by a one-way code. Turn it off under Security, or with your browser's “Global Privacy Control” or “Do Not Track” setting.

Who sees it

• People in your association see what their role allows. For example, contact details are visible to the board and administrator, and only you, the ACC and the board see your applications.
• If you report a rule concern, your name is hidden from reviewers by default. A board member can reveal it when needed; that reveal is logged with a reason. We can't promise a report stays anonymous in every circumstance, for example if a court orders disclosure.
• No other association can see your information.
• Hallkin staff don't look at association records except to fix a problem the association reports, or where the law requires.
• The companies that help run Hallkin (hosting, email, AI) receive only what their job needs; they're listed on Subprocessors.

AI

Your questions and your association's documents are sent to AI providers to produce answers, checks and drafts. They may not use them to train their models. Questions you ask the assistant are deleted after 30 days. See How Hallkin uses AI.

How long it's kept

Your association's governing documents stay while it uses Hallkin. Other records are deleted automatically after these periods, unless the association has set a longer one or placed a legal hold:

• ACC applications, decisions and letters: 7 years after the decision.
• Unsubmitted ACC drafts: 1 year after the last change.
• Maintenance requests and rule concerns: 7 years after closing.
• The link between a rule concern and the person who reported it: 1 year after the case closes (the case itself stays).
• Photos sent with requests: 2 years after closing.
• The audit log: 7 years.
• A former owner's directory entry: 7 years after they sold their last home in the association, once they no longer have access.
• Questions you ask the assistant: 30 days.

Florida law requires associations to keep official records for at least seven years; your association's attorney decides what counts.

Your choices and rights

• See or correct your information: ask your association's board or administrator, or write to [privacy email].
• Ask for deletion: we'll delete what we can, but your association may need to keep official records. We'll tell you what remains and why.
• We answer within 30 days.

Cookies

Hallkin uses only the cookies needed to keep you signed in. There are no advertising or tracking cookies, and usage analytics keeps nothing in your browser.

Security

Encrypted connections, each association's data kept separate by the database itself, two-step sign-in for privileged roles, a log of significant actions, and uploaded files rebuilt before anyone opens them.

Children

Hallkin is for adults. Associations shouldn't create accounts for anyone under 18.

Changes and contact

If this policy changes in a way that matters, you'll be asked to review it the next time you sign in. Questions: [privacy email], [Mailing address].