Privacy Policy
Effective and last updated: September 23, 2026
Version: 1.2
This policy explains how Havn LLC ("Havn," "we," "us") handles personal information in connection with the Havn platform.
1. Our role, and why it matters
For most of the information in the platform, Havn is a service provider acting on behalf of a community association. Association records, including owner details, account balances, correspondence, violation and architectural files, and governing documents, belong to the association. Havn holds and processes them to provide the platform and as described in this policy.
In practice:
- The association controls its records, and we act on its instructions in handling them
- If you are a homeowner and want to exercise a right over your information, your association is the right place to start. We will assist your association in responding
For a smaller category, the account details of the people who administer the platform and information about visitors to our website, Havn acts on its own behalf.
2. Information we handle
Operators (management company staff and board members): name, work email, telephone, organisation and role, authentication data, and security and audit information including IP address and device details.
Homeowners and property records, on behalf of the association: name, property and mailing address, contact details, ownership dates, account status and balances, payment records, requests, violation and architectural records, and correspondence.
Counterparties (title companies, agents, lenders): contact details and order information.
People who appear in records but do not use the platform, for example prior owners, tenants, and estates: whatever the association's records contain about them.
Uploaded documents: governing documents, minutes, financial records, insurance certificates, and correspondence, together with whatever personal information those documents contain. This is the broadest and least predictable category, and its contents are determined by the association, not by us.
Automatically: log data, audit records, and usage information.
We do not receive or store payment card details. Payments are processed by our payment provider and card data is tokenised; it does not reach our systems.
3. Document processing using artificial intelligence
We use optical character recognition and language models to read uploaded documents and extract structured information from them, so that figures and answers can be reused rather than retyped. Extracted values are recorded with their source, and with whether a person has confirmed them.
4. How we use information
To provide and operate the platform; to authenticate users and secure accounts; to generate documents at a customer's direction; to communicate about the service; to provide support; to bill; to detect and prevent fraud and abuse; to comply with law; and to establish or defend legal claims.
We may also use contact information to tell you about Havn products and services, and may work with marketing partners to provide you with products or services that may be of interest. Every marketing email includes an unsubscribe link, and opting out does not affect the service.
5. Cookies and website visitors
We and our partners use cookies and similar technologies on our website and platform: to keep you signed in, remember preferences, measure how the site is used, and support analytics and advertising. You can set your browser to refuse cookies, though parts of the platform may not work without them. Like most sites, we do not respond to Do Not Track signals.
To understand and fix how our pages work, we record how they are used, including session recordings that replay a visit to the website, an order page, or the platform. A recording captures what is shown on the page and what is typed into it, including names, addresses, and contact details entered on a form. Passwords are never recorded, and card details are entered in our payment provider's own fields, which we cannot see. Recordings are used only to operate and improve the service, are kept for a limited time, and are viewed only by our staff.
6. Who we disclose information to
To the association and its management company, which is the purpose of the platform.
To counterparties, where an association or manager directs us to deliver a document to them.
To service providers who process information on our behalf under contract: hosting and database infrastructure, file storage, email delivery, payment processing, document processing, and product analytics.
To authorities, where required by law or legal process, and to protect rights, safety, or property.
On a change of control, to an acquirer, subject to this policy continuing to apply.
To our affiliates and subsidiaries, and to partners as described in Section 4.
7. Retention and deletion
Retention of association records is largely determined by the association's obligations, not by us. Community association records are subject to statutory retention periods that vary by state.
- We retain association records for as long as the association's engagement continues
- On termination, records remain available for export for 90 days, after which they are deleted, except where a retention obligation applies
- Residual copies may remain in backups for a further limited period before being overwritten
A request to delete a specific record may not be capable of being honoured where the record is subject to a statutory retention requirement. Where that is the case, we will say so rather than leaving the request unanswered.
8. Your rights
Depending on where you live, you may have rights to access, correct, delete, or obtain a copy of your personal information, and to opt out of sale or sharing. To exercise an opt-out, email support@havnhq.com.
Homeowners: contact your association. Your association determines what happens to its records, and we act on its instructions. We will assist it in responding to your request. If you contact us directly, we will forward your request to your association and tell you that we have done so.
Operators may exercise rights over their own account information by contacting us at support@havnhq.com.
We will not discriminate against anyone for exercising a right.
9. Access by Havn personnel
Authorised Havn staff may access association records to provide support, investigate faults, and maintain the platform. Every such access is logged, recording the individual who accessed the information and why. Access is restricted to staff who need it. We do not notify associations of individual access events.
10. Security
We encrypt information in transit and at rest, restrict internal access on a least-privilege basis, maintain audit logs, and use the security controls of our infrastructure providers. No system is completely secure, and we do not represent that ours is.
11. Changes
We may update this policy. We will notify customers by email or in-product notice before material changes take effect, and will update the version and date above.
12. Children
The platform is not directed to children under 13. Association records may nonetheless contain information about minors who live in a household, since that is what the records contain. We do not knowingly collect information directly from children under 13.
13. Contact
Havn LLC · support@havnhq.com
California residents may also contact the Complaint Assistance Unit of the Division of Consumer Services of the California Department of Consumer Affairs at 1625 North Market Blvd., Suite N 112, Sacramento, CA 95834, or (800) 952-5210.