Privacy Policy
Effective and last updated: October 21, 2026
Version: 2.1
This policy explains how Havn LLC ("Havn," "we," "us") handles personal information in connection with the Havn platform, the owner portals and order pages it hosts for community associations, and the websites at havnhq.com. It is part of our Terms of Service.
1. Our Role, and Why It Matters
For most of the information in the platform, Havn is a service provider and processor acting on behalf of a community association. Association records, including owner details, account balances, payments, correspondence, violation and architectural files, votes, and governing documents, belong to the association. Havn holds and processes them on the association's instructions to provide the platform, and as this policy describes.
- The association, through its board or its management company, controls its records and decides what they contain, who sees them, and how long they are kept.
- If you are a homeowner and want to exercise a right over your information, your association is the right place to start. We will help it respond.
For a smaller category, the account details of the people who administer the platform, the people who order documents, and visitors to our websites, Havn acts on its own behalf as a business.
2. What We Collect, Why, and How Long We Keep It
The table below is our notice at collection. We do not receive or store payment card or bank account numbers. Those are collected and tokenized by our payment processor and bank connection provider and never reach our systems.
| Who | What | From | Why | How long |
|---|---|---|---|---|
| Operators (management company staff and board members) | Name, work email, telephone, organization and role, authentication data, security and audit records including IP address and device details, support messages | You, your organization, your sign-in | To run your account, secure it, support you, bill your organization, and keep the audit record | For the life of the account, then as long as the audit record and the law require |
| Homeowner Users and property records, on behalf of the association | Name, property and mailing address, contact details, ownership dates, account status and balances, payment records, autopay settings, requests, violation and architectural records, votes, reservations, texting and calling consents, correspondence, and the people, vehicles, and pets on the unit | The association and its manager, you through the portal, the records they upload | To provide the portal and the association's services on its instructions | As long as the association's engagement continues, then 90 days for export, subject to the association's retention obligations |
| Requesters (title companies, agents, lenders, sellers) | Name, company, email, telephone, the unit and transaction the order concerns, payment records, download activity | You, when you order | To prepare and deliver the document, take payment, and keep the record of the order | As long as the order record is kept by the association, and at least as long as the law and the statute of limitations require |
| People who appear in records but do not use the platform | Whatever the association's records contain: prior owners, tenants, estates, emergency contacts, vendors' staff | The association's records and uploads | To hold the association's record | With the association's records |
| Uploaded documents | Governing documents, minutes, financial records, insurance certificates, bills, correspondence, and whatever personal information those documents contain, which can include government identifiers, financial account details, or health-related information a person chose to include | The association, its manager, and vendors who email bills | To file, read, and reuse the association's documents | With the association's records |
| Website visitors | Pages viewed, referrer, device and browser, approximate location from IP address, session recordings, and what you type into a contact or order form | Your browser | To operate, measure, and improve the site and fix problems | Analytics in summary form; recordings for a limited period, no longer than needed to diagnose problems, then deleted on a rolling basis |
Uploaded documents are the broadest and least predictable category, and their contents are determined by the association, not by us. We also keep log and audit records of what happens on the platform, including who accessed what and when, for security and for the record the association and the law require.
3. How We Use Information
To provide and operate the platform and the portals; to authenticate people and secure accounts, including by sending a code to your email or phone when a sign-in or a change needs a second check; to generate documents, statements, and notices at an association's direction; to send the communications an association chooses to send; to take payments and run autopay; to bill customers; to provide support; to measure and improve the platform; to detect and prevent fraud, abuse, and security incidents; to comply with law; and to establish or defend legal claims.
We may use an operator's or a requester's contact information to tell them about Havn products and services. Every marketing email includes an unsubscribe link, and opting out does not affect the service. We do not send marketing to homeowners through their association's portal, texts, or calls.
4. Document Reading Using Artificial Intelligence
We use optical character recognition and language models, through our service providers, to read uploaded documents and emailed bills and extract structured information from them, so that figures and answers can be reused rather than retyped, and to classify documents into the right folder. Extracted values are recorded with their source and with whether a person has confirmed them. We do not use your information to train models made available to anyone else, and our model providers are contractually barred from training on it.
5. Cookies, Analytics, and Session Recordings
We use cookies and similar technologies on our websites and the platform to keep you signed in, remember preferences, and measure how the site and the platform are used. On havnhq.com and its sign-up door, and nowhere inside the platform, the owner portals, or the order pages, we use Google Ads conversion tracking and the Meta Pixel to learn whether an ad led to a visit or a sign-up. Each sends its provider (Google, or Meta Platforms) a cookie identifier and the page you landed on, which some state laws treat as sharing for cross-context behavioral advertising. You can opt out at havnhq.com/no-analytics, which also turns off our own analytics for that browser, and we honor a Global Privacy Control signal from your browser by not loading the tag. We do not sell personal information. You can set your browser to refuse cookies, though parts of the platform may not work without them.
To understand and fix how our pages work, we record how they are used, including session recordings that replay a visit to the website, an order page, or the platform. A recording captures what is shown on the page and what is typed into it, including names, addresses, and contact details entered on a form. Passwords are never recorded, and card and bank details are entered in our payment provider's own fields, which we cannot see. Recordings are used only to operate and improve the service, are kept for a limited period, and are viewed only by Havn staff. By using the websites or the platform you consent to this recording. If you would rather not be recorded, email support@havnhq.com and we will exclude your account.
6. Payments and Bank Connections
Stripe. Payments are processed by Stripe. When you pay through a portal or an order page, Stripe collects your card or bank details directly and handles them under the Stripe Privacy Policy. Personal information you provide in connection with a payment is received and processed by Stripe under that policy. We receive a token, the payment amount and status, and the last digits and brand of the method, so the association can post the payment and send a receipt.
Plaid. When an association connects a bank account for reconciliation, the connection is made through Plaid. Plaid collects the bank sign-in and account information and handles it under the Plaid End User Privacy Policy. We receive balances and transactions, never the bank sign-in, and we never move money through the connection. We use bank data only to reconcile the association's books, do not share or sell it, and do not use it in anonymized form for any other purpose.
7. Email, Text Messages, and Calls
Email. Emails an association sends through the platform may include open and link tracking, and we record delivery, opens, clicks, bounces, replies, and unsubscribes on the recipient's record so the association can see what reached whom.
Text messages. Homeowners can choose to receive text messages from their community through Havn. A mobile number and the record of that consent are used only to send the messages the owner signed up for and to honor STOP requests. No mobile information 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 any third parties. Message frequency varies; message and data rates may apply; reply STOP to cancel or HELP for help. The full program terms are at havnhq.com/texting.
Calls. Homeowners can also choose to receive automated and recorded calls from their community. We record the consent, the number called, the time, and whether the call connected. Calls are not recorded. Following the instruction on a call, or turning calls off in the portal, stops them.
8. Who We Disclose Information To
- The association and its management company, which is the purpose of the platform, and the incoming management company when an association changes managers.
- Counterparties, where an association or manager directs us to deliver a document to them, such as a title company, lender, or agent on an order.
- Service providers who process information on our behalf under contract: hosting and database infrastructure, file storage, email delivery, text and voice delivery, mail printing, payment processing, bank connections, document reading and conversion, and product analytics.
- Authorities, where required by law or legal process, and to protect the rights, safety, or property of Havn, our customers, or others.
- An acquirer, on a merger, acquisition, or sale of substantially all of our assets, subject to this policy continuing to apply.
We do not sell personal information. Apart from the ad conversion measurement described in Section 5, which you can opt out of, we do not share it for cross-context behavioral advertising.
9. Retention and Deletion
Retention of association records is largely determined by the association's obligations, not by us. Community association records are subject to statutory retention periods that vary by state.
- We retain association records for as long as the association's engagement continues.
- On termination, records remain available for export for 90 days, after which they are deleted, except where a retention obligation or a dispute requires that they be kept.
- Residual copies may remain in backups for a further limited period before being overwritten.
- Operator account records are kept for the life of the account and then as long as the audit record and the law require.
A request to delete a specific record may not be capable of being honored where the record is subject to a statutory retention requirement or is needed for a dispute. Where that is the case, we will say so rather than leaving the request unanswered.
10. Your Rights and Choices
Depending on where you live, you may have the right to know what personal information we hold about you, to access it, to correct it, to delete it, to obtain a copy of it, to limit the use of sensitive personal information, and to opt out of sale, sharing, targeted advertising, and profiling. We do not sell personal information. The only sharing is the ad conversion measurement in Section 5, which you can opt out of at havnhq.com/no-analytics or with Global Privacy Control. We do not profile anyone in a way that produces legal or similarly significant effects.
- Homeowners: contact your association. Your association determines what happens to its records, and we act on its instructions. We will assist it in responding to your request. If you contact us directly, we will forward your request to your association and tell you that we have done so.
- Operators, requesters, and website visitors may exercise rights over their own information by emailing support@havnhq.com. We will verify the request against the email on the account or order, and may ask for more information where needed. You may use an authorized agent; we will ask the agent for proof of authority and may confirm with you directly.
We respond within the time the law allows, usually 45 days. If we decline a request, we will say why, and residents of states that provide an appeal may appeal by replying to our decision; we will answer the appeal within the time the law allows and tell you how to contact your state's attorney general if you are not satisfied. We will not discriminate against anyone for exercising a right.
11. Washington Consumer Health Data
Havn does not collect consumer health data for itself and does not use it for marketing or sell it. An association's records may contain health-related information a person chose to provide, for example in an accommodation request. Where they do, Havn processes it only as a processor on the association's instructions, does not use it for any other purpose, and does not use geofencing. A Washington resident with a question about health-related information in their association's records should contact the association, and may also email support@havnhq.com.
12. Access by Havn Personnel
Authorized Havn staff may access association records to provide support, investigate faults, maintain the platform, and respond to a security incident or legal process. Every such access is logged, recording the individual who accessed the information and why. Access is restricted to staff who need it. We do not notify associations of individual access events.
13. Security
We encrypt information in transit and at rest, restrict internal access on a least-privilege basis, keep audit logs, require a second check for password sign-ins from a new device and for sensitive account changes, and use the security controls of our infrastructure providers, which process data in the United States. No system is completely secure, and we do not represent that ours is. If we learn of a breach of security affecting personal information we hold, we will notify the affected association or person without undue delay and as the law requires.
14. Children
The platform is not directed to children under 13, and we do not knowingly collect information directly from them. Association records may nonetheless contain information about minors who live in a household, since that is what the records contain. We do not sell the personal information of anyone under 16.
15. Where Data Is Processed
Havn operates from the United States and processes data there. The platform is offered to communities in the United States and is not directed to people elsewhere.
16. Changes
We may update this policy. We will notify customers by email or in-product notice before material changes take effect, and will update the version and date above.
17. Contact
Havn LLC · support@havnhq.com. Privacy requests may be sent to the same address with "Privacy" in the subject.
California residents may also contact the Complaint Assistance Unit of the Division of Consumer Services of the California Department of Consumer Affairs at 1625 North Market Blvd., Suite N 112, Sacramento, CA 95834, or (800) 952-5210.