Privacy Policy

1. Who we are to you

If you run a company on CommonsWay (a "Customer"), you are our customer and we process your company's data on your instructions to provide the service.

If you use a portal or receive messages because a company you deal with uses CommonsWay (a resident, a board member, a property manager, a vendor), that company decides what is collected and why. We process that information on its behalf. Questions about how a company uses your information should go to that company first; we will help them answer.

2. What we collect

• Account information: name, email address, mobile number, role, and the company you belong to. We sign people in with one-time codes, so we never store a password for you unless you choose to set one.
• Work data entered by Customers: clients and properties, work orders, tasks, schedules, estimates, invoices, equipment, parts, notes, photos, documents, and messages. Photos may carry location and time metadata; we keep only what the Customer's settings require.
• Messages: emails and text messages sent and received through the platform, including delivery status, so that a request and every reply stay together.
• Technical information: IP address, browser and device type, pages requested, and error reports, used for security, reliability, and diagnosing problems.
• Billing information: plan, invoices, and payment status. Card numbers are entered directly with our payment processor and never reach our servers.
• Location: only when a crew member allows it in the app, to show nearby jobs and record where a visit happened.

3. How we use it

• To provide, operate, secure, and support the service, including signing you in and sending the notifications you or your company turn on.
• To send transactional email and text messages: sign-in codes, request updates, schedule windows, estimate approvals, invoices, and replies in a thread.
• To bill Customers and keep accounting records.
• To understand how the product is used in aggregate and to improve it. We do not sell personal information and we do not show advertising.
• To meet legal obligations and to enforce our terms.

Some features use an AI model to read an inbound request, suggest a category, or draft text for a person to review. The model provider processes that content to return a result and does not use it to train its models.

4. Text messages (SMS)

We send text messages only to people who have given a company on CommonsWay their mobile number for that purpose, or who have asked for a sign-in code. Messages are transactional: codes, confirmations, updates, and replies to a conversation you started. Message frequency varies with activity on your requests. Message and data rates may apply.

Reply STOP to any message to opt out and HELP for help, or write to support@commonsway.com. No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Text messaging originator opt-in data and consent will not be shared with any third parties.

5. Who we share it with

We share personal information only with the providers that run the service for us, each under contract and only for that purpose:

• Hosting and delivery: Vercel (application hosting and DNS), Supabase (database, United States), Cloudflare (file storage).
• Messaging: Resend (email) and Twilio (text messages).
• Reliability: Sentry (error reports) and Better Stack (uptime monitoring and logs).
• Payments and accounting: Stripe (subscriptions) and, when a Customer connects it, Intuit QuickBooks Online.
• AI features: Anthropic, for the request parsing and drafting described above.

We also share information when a Customer directs us to (for example, with a subcontractor they add to a job), when the law requires it, to protect people or the service, or as part of a merger or sale of the business, in which case this policy continues to apply.

6. Cookies

We use a session cookie to keep you signed in and a workspace cookie to remember which company you are working in. We do not use advertising or cross-site tracking cookies. Browser storage holds crew-app data so the app works offline.

7. Retention

We keep information for as long as the Customer's account is active and as needed afterward to meet legal, accounting, and dispute obligations. Customers can delete records in the product; deleted records leave backups within 30 days. When a Customer closes its account, we delete or return its data within 90 days unless the law requires otherwise.

8. Security

Data is encrypted in transit and at rest. Access inside the platform is scoped to the company and role you belong to, enforced in the database itself. Sign-in uses one-time codes with rate limits. We keep logs of administrative access and review them. No system is perfectly secure; if we learn of a breach that affects you, we will tell you and the affected Customer without undue delay.

9. Your choices and rights

• You can see and update your profile in the product and turn notification channels on or off.
• You can opt out of text messages by replying STOP, and of non-essential email through the link in the message.
• You can ask us for a copy of your personal information, ask us to correct it, or ask us to delete it. If the information belongs to a Customer's records, we will involve that Customer. Write to support@commonsway.com and we will respond within 30 days.
• Residents of states with privacy laws (such as California) have the rights those laws grant, and we honor them regardless of where you live.

10. Children

CommonsWay is for businesses and the adults they serve. We do not knowingly collect information from children under 16.

11. International

We operate from the United States and store data there. If you use the service from elsewhere, your information is transferred to and processed in the United States.

12. Changes

We will post changes here and update the effective date. For material changes we will also notify Customers by email before they take effect.

13. Contact

Privacy questions and requests: support@commonsway.com. Other ways to reach us are on the contact page.