Privacy Policy

1. Who we are

ViolationFlow is operated by a sole-proprietor founder based in India. Contact: support@violationflow.homes.

2. Scope

This policy covers board members and other users who create accounts, association data they enter (including homeowner contact details used for notices), and visitors to our marketing pages. It does not cover third-party sites we link to.

Notice templates and generated letters are not legal advice. Associations remain responsible for compliance with their governing documents and applicable state law when communicating with owners or enforcing rules.

3. Information we collect

• Account information. Name, email, phone (if provided), and authentication identifiers from our sign-in provider (Clerk).
• Association workspace data. Association name and settings; lot and owner records; cases, notices, templates, ladders, fines, timeline events, and owner responses; board membership and invites.
• User-uploaded files. Photos and other evidence you attach to cases (stored in Convex storage).
• Billing metadata. Plan, band, subscription status, and processor customer/subscription identifiers needed to provision paid access. We do not store full card numbers; card data is handled by Dodo Payments.
• Technical and usage data. IP address, browser/device information, logs, and product analytics needed to operate, secure, and improve the service.

4. How we use information

• Provide, maintain, and secure the ViolationFlow application
• Send transactional email (invites, notices you trigger, product messages)
• Process subscriptions and prevent fraud/abuse
• Respond to support requests
• Improve reliability and product quality
• Comply with law and enforce our Terms of Service

We do not sell personal information.

5. Processors and subprocessors

We use trusted providers to operate the service:

• Clerk — authentication and session management
• Convex — application database, backend, and file storage (United States region)
• Resend — transactional email delivery
• Dodo Payments — merchant of record for paid subscriptions; payment processing, invoicing as required, and customer billing portal
• Optional mail vendors (when configured by you) for First-Class or Certified physical mail notices

These providers process data under their own terms and security practices, on our instructions as needed to provide the service.

6. Payments and merchant of record

Paid plans are sold by Dodo Payments as merchant of record (seller of record for card networks). When you subscribe, billing details are collected and stored by Dodo Payments. Pricing is per association by lot band — Starter (≤50 lots) $19/mo or $179/yr; Growth (≤150) $29/$279; Pro (≤300) $39/$379 — plus free-tier limits for unpaid workspaces. Cancellation leaves paid access active until the end of the current paid period.

7. Sharing

We share information only:

• With processors listed above, as needed to run the product
• With other board members you invite to your association workspace
• With homeowners when you send notices or share login-less case links (content you choose to send)
• If required by law, regulation, or valid legal process
• To protect rights, safety, and integrity of users and the service
• In connection with a business transfer, with appropriate notice when required

8. International transfers

The operator is based in India. Primary application data is hosted in the United States via Convex. Authentication, email, and payments may involve other regions depending on the provider. By using the service, you understand your data may be processed in these locations under this policy and applicable safeguards offered by our providers.

9. Retention

We retain workspace data for as long as your association account is active and as needed to provide the service, resolve disputes, and meet legal obligations. You may request deletion of an association workspace by contacting support; we will delete or anonymize data within a reasonable period unless we must retain it for law, security, or billing records.

10. Security

We use industry-standard measures appropriate to a small SaaS product (access controls, encrypted transport, provider security features). No method of transmission or storage is perfectly secure; please use strong authentication practices and limit board access to trusted people.

11. Your choices

• Update account profile information via the app and Clerk-managed flows
• Manage subscription payment methods via the Dodo customer portal when available
• Request access, correction, or deletion of personal data by emailing support@violationflow.homes

Depending on where you live, you may have additional rights under local privacy law. We will respond to verifiable requests as required.

12. Children

ViolationFlow is built for association board operations, not for children. We do not knowingly collect personal information from children under 13 (or the minimum age in your jurisdiction).

13. Changes

We may update this Privacy Policy. Material changes will be posted with a new effective date. Continued use after the effective date means you accept the updated policy, except where law requires otherwise.

14. Contact

Privacy questions: support@violationflow.homes.

Also see our Terms of Service.