Last updated: July 23, 2026
YardRule exists to keep records, so we take what goes into those records seriously. This policy explains what we collect, why, who processes it, and the choices communities and homeowners have. For most resident data, the homeowners association is the data controller and YardRule processes it on the association's instructions.
Name, email address, and optional phone number for board members and invited homeowners; authentication credentials are handled by Supabase Auth and we never see passwords in plain text.
Property addresses, violation reports, notices, homeowner responses, and the append-only audit trail — entered by your board in the course of enforcement.
Violation photos may carry embedded EXIF metadata, including GPS coordinates and capture time. YardRule preserves this metadata deliberately — it is evidence provenance — and displays it to the board alongside the photo. Boards should photograph only what enforcement requires.
Audio recorded by the board, its transcript, and any email threads the board imports. These are visible to board members only — never to homeowners — and recordings require an explicit all-party consent confirmation before they start. Imported emails support redaction before export.
Payment is processed by Stripe; we store only the Stripe customer reference and subscription status.
We use only what the product needs to function: an authentication session and a theme preference stored in your browser. No advertising trackers, no third-party analytics cookies.
To provide the service: maintaining records, delivering notices by email or SMS, generating PDFs, transcribing recordings, and drafting AI-assisted documents. We do not sell personal information, and we do not use community records to train AI models. Content sent to our AI subprocessor is used only to produce the requested draft.
These providers process data on our behalf, each limited to the purpose listed. Features tied to an optional provider simply stay off if the community never uses them.
| Provider | Purpose | Data involved |
|---|---|---|
| Supabase | Database, authentication, and file storage | All community records, account credentials, uploaded files |
| Vercel | Application hosting | Request data in transit |
| Stripe | Subscription billing | Billing contact and payment details (card numbers never touch our servers) |
| Resend | Transactional email delivery | Recipient email addresses and notice contents |
| Twilio | SMS notice notifications | Recipient phone numbers and short notice alerts |
| Deepgram | Meeting audio transcription | Meeting recordings submitted for processing |
| Anthropic | AI drafting (summaries, minutes, email cleanup) | Transcripts and imported email text submitted for processing |
| Mapbox | Address verification and geocoding | Property addresses entered by the board |
Records are kept for as long as the community account exists — durable history is the product. A board admin can export the community’s complete data from Settings at any time, and can permanently delete the community, which removes its database records, stored files, and member sign-ins. Homeowners seeking correction or deletion of their information should contact their association (the data controller); we assist associations in honoring such requests, and you can also reach us at support@yardrule.app.
Data is encrypted in transit and at rest by our hosting providers. Every database table carries row-level security policies scoped to the community; sensitive files live in private buckets accessible only through expiring signed URLs; the audit trail is append-only so history cannot be silently rewritten. No system is perfectly secure — if we learn of a breach affecting your data we will notify affected communities without undue delay.
Depending on where you live (including under PIPEDA in Canada and various US state privacy laws), you may have rights to access, correct, delete, or receive a copy of your personal information. Homeowners can view their records in the portal and update their contact details directly; for anything else, your association is the controller of record and we will support its response. You can always contact us directly at support@yardrule.app.
YardRule is not directed at children and we do not knowingly collect information from anyone under 16. We may update this policy; material changes will be announced in the product with reasonable notice.