Data Policy
The technical detail: what data Com2Hub stores, where it lives, how it is protected, and how long it is kept.
Last updated: September 29, 2026
- Data is stored per community and never shown across communities.
- Card numbers stay with Stripe; passwords are stored only as hashes.
- Financial, governance, and audit records are kept longer than everyday profile data.
1. Data we hold
| Category | Examples | Sensitivity |
|---|---|---|
| Profile | Name, email, unit number, role, registration status | Personal |
| Credentials | Password hash, passkey public keys, magic-link tokens, linked social logins | High |
| Payments | Amounts, dates, status, Stripe checkout/session IDs, provider payments, unit quotas and their history | Financial |
| Vehicles | Make/model, plate, tag number, last 6 of VIN, insurance policy and expiry, change requests | Personal |
| Emergency contacts | Name, relationship, phone, optional email/address | Personal (third party) |
| Community records | Board members and history, transitions, positions, occupants, providers, insurance providers | Governance |
| Content | Documents, announcements, board messages, recipient lists | Varies |
| Security logs | Audit entries with IP address and user agent | Operational |
We deliberately minimize sensitive fields: only the last six characters of a VIN are accepted, and no full card or bank numbers are stored.
2. Community separation
Every record belongs to exactly one community. Queries and actions are scoped to the signed-in user's community, and access to individual records is verified against that community before being served. Only platform-level Super Admins can work across communities, for support and oversight.
3. Authentication data
- Passwords are salted and hashed; they cannot be read back by anyone, including administrators.
- Passkeys store only the public key and credential ID. The private key never leaves your device.
- Magic links are single-use, time-limited, and tied to your account.
- Social sign-in stores the provider name and an identifier, not your provider password.
- Repeated failed sign-ins can temporarily lock an account.
4. Payment data
Card and bank details are entered on Stripe's hosted checkout and never touch Com2Hub servers. We keep the outcome of each payment and the reference IDs needed to reconcile it. Stripe confirms payments to Com2Hub through signed webhooks that are verified before any record is changed.
5. Files & documents
Uploaded documents, service provider files, and vehicle-change evidence are kept in protected storage outside the public web folder. They are delivered only after an authorization check — by role, permission, and the recipients chosen for the document.
6. Audit logging
Com2Hub records who did what and when: sign-ins, user and role changes, permission overrides, document and payment actions, and board changes. Entries may include previous and new values, IP address, and browser user-agent. Audit logs are visible only to authorized staff and are used for accountability, security investigation, and dispute resolution.
7. Retention schedule
| Data | Kept for |
|---|---|
| Active profile, vehicles, emergency contacts | While the account is active; removed or anonymized after residency ends, unless needed for other records. |
| Payment and quota history | Retained for the period required by law and your community's accounting needs. |
| Board membership and transition history | Retained as a permanent record of governance. |
| Audit logs | Retained for security and compliance; may be archived over time. |
| Documents and announcements | Until removed by authorized staff or as directed by the community. |
| Magic links, sessions, temporary tokens | Short-lived; expire automatically. |
8. Protection measures
- Encrypted connections (HTTPS) for all traffic.
- Role- and permission-based access on every request, plus per-user overrides that are themselves audited.
- Anti-forgery protection on forms and automatic idle-session timeout.
- Encryption keys for cookies and tokens managed by the platform's data-protection service.
- Least-privilege administration: staff see only what their role requires.
9. Access & deletion requests
Send requests to your community's board or property manager. We will verify your identity, then provide or correct your data. Deletion is applied to data we are not required to keep; records tied to payments, governance, or audit obligations may be retained in restricted form. See the Privacy Policy for your rights.
10. Incident response
If personal data is exposed, we contain the issue, investigate using audit records, and notify affected communities and users promptly and as required by applicable law, explaining what happened and what to do.
Questions about this document? Signed-in residents can use Contact the Board; otherwise reach your community's board or property manager directly.
