Community Tech LLC Privacy Policy

Last Update: January 3, 2026

Community Tech LLC (“Community Tech,” “we,” “us,” “our”) is committed to protecting privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard information when you visit our website or use our Service.

This Policy applies to information processed by Community Tech in connection with:

• our website (currently hosted at communitytech.io); and

• our SaaS platform and related apps/modules, including visitor management, digital keys/validation, and the Local Rewards Platform (the “Service”).

1. Who We Are in the Data Relationship

1.1 When a property/HOA uses Community Tech

When a homeowners association, property manager, building operator, or similar entity (a “Customer”) uses the Service to manage residents, tenants, guests, visitors, guards, or staff, Community Tech generally acts as a service provider / processor processing personal information on behalf of the Customer (the controller / business).

If you are a resident, tenant, visitor, or guest interacting with the Service through a Customer (for example, receiving or presenting a Key), your privacy rights requests typically should be directed to the Customer first. We will assist Customers with fulfilling requests as required by law and our agreements.

1.2 When you interact with us directly

When you create an account with us directly, request a demo, contact support, visit our website, or interact with our marketing, Community Tech is typically the controller/business for that information.

2. Information We Collect

We collect information in three main ways: (a) information you provide, (b) information a Customer provides, and (c) information collected automatically.

2.1 Information You Provide to Us

Depending on how you interact with the Service, we may collect:

• Account and contact information (name, email, phone, organization, role/title).

• Residential information (Address, vehicles, pets, incidents, maintenance requests)

• Support communications (tickets, emails, chat content, call logs/recordings where permitted).

• Billing/transaction information (invoice details, payment status, and related records) — note: payment card details are typically handled by payment processors, if applicable.

2.2 Information Customers Provide

Customers may upload or generate personal information about residents, tenants, visitors, guests, guards, staff, and other authorized users. This may include:

• Visitor/guest details (name, contact information, visit history, notes/instructions, host/resident association).

• Vehicle information (license plate, make/model, color) if configured by Customer.

• Government ID information (e.g., driver’s license) only if Customer chooses to collect it and configures workflows to do so. We encourage Customers to minimize collection of ID data where feasible.

2.3 Information Collected Automatically

When you use the website or Service, we may collect:

• Device and technical data (IP address, browser type, operating system, device identifiers).

• Usage data (pages/screens viewed, session duration, feature interactions).

• Operational access logs (Key issuance events, Key validation/scanning outcomes, timestamps, Access Point identifiers, and related audit logs) to maintain platform integrity and support Customer operations.

2.4 Cookies and Similar Technologies

We use cookies and similar technologies for:

• essential website operation,

• analytics and performance, and

• security/fraud prevention.

We may also use cookies for marketing/advertising purposes if enabled. Where required, we provide cookie consent tools and preference controls.

3. Information We Do Not Intentionally Collect

The Service is not designed for storing:

• Social Security numbers,

• full payment card data,

• health information,

• passport/visa numbers,

• biometric identifiers, or other sensitive regulated data unrelated to visitor authorization.

Customers should not upload this information. If we discover such data has been uploaded, we may delete or restrict it and notify the Customer.

4. How We Use Information

We use information to:

• Provide and operate the Service, including issuing and validating Keys, maintaining audit logs, and enabling Customer workflows.

• Maintain safety and security, including preventing fraud, misuse, and unauthorized access.

• Provide support, including troubleshooting, responding to requests, and improving reliability.

• Improve and develop the Service, including analyzing feature usage and performance.

• Process transactions, invoicing, and account administration.

• Communicate with you, including service updates, administrative notices, and (where permitted) marketing communications.

• Comply with legal obligations and enforce our Terms and agreements.

5. How We Share Information

We may share information as follows:

5.1 Service Providers

We share information with vendors that help us operate the Service (e.g., hosting, analytics, support tools, email delivery, payment processing). These vendors are permitted to process information only to provide services to us and must protect it.

5.2 Customer and Authorized Users

If you are an End User interacting with a Customer’s community/property, information you provide (or that is generated through your interactions) may be visible to the Customer and Customer’s authorized staff/users as part of their operations.

5.3 Legal, Safety, and Compliance

We may disclose information where required by law, legal process, or to protect rights, safety, and security (including investigating fraud or abuse).

5.4 Business Transfers

If we are involved in a merger, acquisition, financing, reorganization, bankruptcy, or sale of assets, information may be transferred as part of that transaction, subject to appropriate safeguards.

5.5 Aggregate / De-Identified Data

We may share aggregated or de-identified information that cannot reasonably be used to identify individuals.

6. Data Retention

We retain information for as long as reasonably necessary to provide the Service, comply with legal obligations, resolve disputes, enforce agreements, and support legitimate business needs.

Typical retention principles:

• Customer Data: retained for the term of the Customer relationship, plus a reasonable period to support account closeout, exports, and dispute resolution (e.g., 30–90 days), unless a longer period is required by law or agreed in a Customer Agreement.

• Operational logs (Keys/validation/audit logs): retained for a reasonable period to support security, troubleshooting, and Customer reporting needs. 

• Billing records: retained as required for tax/accounting compliance (often multiple years).

• Backups: may persist for a limited period even after deletion, consistent with standard backup cycles.

• Aggregate/de-identified data: may be retained longer because it does not identify individuals.

If you request deletion, we will respond as required by law and our agreements, and we may retain certain information where necessary for legal compliance or security.

7. Security

We maintain reasonable administrative, technical, and physical safeguards designed to protect information from unauthorized access, disclosure, alteration, or destruction. No method of transmission or storage is 100% secure, so we cannot guarantee absolute security.

8. International Transfers

If information is transferred to countries other than where you live, we take steps designed to ensure appropriate safeguards (such as contractual protections) are in place, consistent with applicable law.

9. Your Privacy Rights

Your rights depend on where you live and how you interact with the Service.

9.1 Residents/Visitors/End Users in a Customer’s Community

If a Customer controls the data (for example, a visitor log), requests should generally be directed to the Customer (the controller/business). We assist Customers as required.

9.2 U.S. State Privacy Rights (Including California)

Depending on your state, you may have rights such as:

• access to personal information,

• deletion,

• correction,

• portability,

• opt-out of certain processing (e.g., targeted advertising), and

• non-discrimination for exercising rights.

California (CCPA/CPRA) notices:

• Selling/Sharing: We do not sell personal information.

• Sensitive PI: If we process sensitive personal information (for example, government ID data configured by a Customer), we do so for business purposes such as security and access management and as directed by the Customer.

9.3 How to Exercise Rights

To exercise rights for information controlled by Community Tech (e.g., demo requests, marketing contacts), contact us at: admin@communitytech.io.

If you are an End User and your request relates to a specific community/property, contact that community/property first. If you cannot reach them, you may contact us and we will route or assist as appropriate.

We may need to verify identity before fulfilling requests.

10. Children’s Privacy

The Service is not directed to children under 13, and we do not knowingly collect personal information from children under 13. If you believe a child has provided personal information, contact us and we will take appropriate steps.

11. Third-Party Links

The website or Service may contain links to third-party websites or services. We are not responsible for the privacy practices of third parties.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will post updates and revise the “Last Updated” date. If changes are material, we may provide additional notice as required by law.

13. Contact Us

Community Tech LLC
12217 Pioneers Way, #2121
Orlando, FL 32832
Email: admin@communitytech.io