Privacy Policy

USCore LLC (“we”) runs Fairhall, software that condominium and homeowners associations use to keep records, meet Illinois requirements and communicate with owners and residents. This policy explains what we collect, why, and who else handles it.

Two kinds of information

Your association’s records. Owner and resident names, units, contact details, documents, meeting records, requests, ledgers and similar records belong to the association. The association decides what goes in and who sees it; we store and process them on its behalf and only to provide the service to it. Questions about those records, including requests to see or correct them, go to your association’s board or manager; we help them answer.

Our own account information. The name, email address and phone number you sign in with, your security settings, and records of sign-ins and actions taken (kept for security and the association’s audit log).

What we collect

• Account details: name, email address, phone number, and two-factor authentication settings.
• Records the association or its members enter or upload: documents, photos, recordings, messages, requests, votes.
• Payment records: amounts, dates and status. Card and bank numbers are entered on Stripe’s pages and never reach our servers.
• Technical information: IP address, browser type and request logs, used to run and protect the service.
• Notification preferences, including whether you agreed to receive text messages.

How we use it

• To provide the service: the owner website, notices, payments, requests, meetings and records.
• To send the notices and messages your association or you asked for, by email, text or app notification.
• To keep the service secure, prevent abuse, and meet legal obligations.
• To support you when you or your association ask for help.

We do not sell personal information, and we do not use it for advertising.

Who else handles it

We use these providers to run the service. Each handles information only to do its job for us:

• Stripe (payments), Postmark (email), Twilio (text messages), Cloudflare (hosting, security and file storage).
• Anthropic (when an association uses the AI features: filing and reading documents, answering questions from them, drafting minutes). Documents sent for these features are not used to train models.
• Intuit QuickBooks and WorkOS, only when an association or management company connects them.
• Chicago Building Services, an affiliated company, only when your association sends it a maintenance request (“send a crew”), and only the details of that request.

We may also disclose information when the law requires it, or to protect people or the service from harm.

Text messages

We text you only if you turn texts on in your notification settings (or your association records your written consent). Texts are association notices: meetings, deliveries, emergencies and account messages. Message frequency varies. Message and data rates may apply. Reply STOP to stop receiving texts, or HELP for help.

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Text messaging opt-in data and consent are not shared with any third parties.

How long we keep it

Records stay as long as the association keeps its account, and for the periods Illinois law requires associations to keep them. When an association leaves, it can export its records first; we then delete them, except backups, which expire on their own schedule, and anything we must keep by law.

Security

Access is limited by role and association, two-factor authentication is required for board members and managers, files are checked for malware and served through short-lived links, and every access by our support team is time-limited and visible to the association.

Children

The service is for adults managing or living in associations. We do not knowingly collect information from children under 13.

Changes

If we change this policy in a way that matters, we will say so in the app or by email before the change takes effect.

Contact

USCore LLC, [email protected].