Privacy Policy

Last updated: 2026-09-11

Overview

StratusBoard ("we", "us") provides a membership and community management platform. This Privacy Policy explains what we collect, how we use it, and the choices available to you.

Data We Collect

• Account & contact data: name, email, organization details, and messages you submit to us.
• Tenant content: content you or your organization uploads or creates (announcements, documents, requests/tickets, violation cases, notes, etc.).
• Photos & evidence: images uploaded as case or violation evidence are stored with our image hosting provider (Cloudinary) and linked to the relevant case record.
• Usage & device data: basic logs needed to operate and secure the service (e.g., IP address, timestamps, user agent).
• Payments: subscription billing and any fee or fine payments made through StratusBoard are processed by Stripe. We do not receive or store full card numbers; Stripe's hosted checkout collects payment details directly. We may store billing metadata such as plan, status, amounts, and invoice or transaction identifiers.

Data From Non-Users (Residents & Homeowners)

StratusBoard's violation-tracking feature lets an organization (for example, an HOA board) share a case-specific link with a resident or homeowner so they can view a violation, submit a written response or dispute, upload supporting photos, or pay an associated fine online — without creating a StratusBoard account. If you received such a link, StratusBoard is processing your name, email (if provided), submitted text, photos, and payment information (via Stripe) on behalf of the organization that sent it. In that relationship the organization is the data controller responsible for the underlying decision to collect and share this information, and StratusBoard acts as its service provider. Case links are unique, unguessable, and intended to be shared only with the individual named on the case; treat a link you receive as confidential. If you have questions about how your information is used, please contact the organization that sent you the link; StratusBoard will also respond to inquiries sent to the address below.

How We Use Data

• Provide, maintain, and improve StratusBoard.
• Communicate with you about the service (account notices, receipts, support, and requested information).
• Secure the platform, prevent abuse/fraud, and troubleshoot issues.
• Comply with legal obligations and enforce our terms.

How We Share Data

We share data only as needed to run the service:

• Vendors: hosting, transactional email delivery (Resend), image/evidence storage (Cloudinary), and payment processing (Stripe), each acting on our behalf under their own terms and security practices.
• Your organization: administrators and board members of your tenant may access and manage tenant content, including violation cases, evidence, resident responses, and payment status, as part of the service they configured.
• Legal: if required by law, or to protect the rights and safety of StratusBoard and our users.

We do not sell personal data. This subprocessor list may change as we add or replace vendors; material changes will be reflected on this page.

Your Choices & Rights

• Access and update your profile information (where available).
• Request export or deletion of your data, subject to your organization's retention requirements and administrator policies.
• Opt out of non-essential communications; service/transactional messages may still be sent.

Data Retention

We retain data as long as necessary to provide the service, comply with legal obligations, resolve disputes, and enforce agreements. Tenant administrators may control retention of tenant content.

Security

We use reasonable administrative, technical, and physical safeguards designed to protect data. No method of transmission or storage is 100% secure.

Contact

Questions or requests: privacy@stratusboard.com.