Privacy Policy
Last updated: February 24, 2026
Fred ("we", "our", or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, and safeguard your information when you use our AI-powered HOA management platform.
1. Information We Collect
We collect the following types of information to provide and improve our services:
- Account Information: Name, email address, and organization details provided during registration through our authentication provider.
- Meeting Recordings: Audio files you upload for transcription and minutes generation.
- Documents: Files you upload for storage, search, and AI-powered analysis, including CC&Rs, bylaws, financial reports, and other community documents.
- Usage Data: Information about how you interact with our platform, including pages visited, features used, and timestamps.
- Chat Interactions: Questions and queries you submit to our AI-powered document chat feature.
2. How We Use Your Information
We use the information we collect for the following purposes:
- Transcribing meeting recordings and generating meeting minutes
- Processing and indexing documents for search and AI-powered question answering
- Managing your organization and community workspaces
- Tracking action items and board member information
- Improving our AI models and platform features
- Communicating with you about your account and service updates
3. Third-Party Services
We use the following third-party services to operate our platform. Each service has its own privacy policy governing their handling of your data:
- Clerk: Authentication and user management. Clerk processes your login credentials and profile information.
- AssemblyAI: Audio transcription with speaker diarization. Your meeting recordings are sent to AssemblyAI for processing.
- Anthropic (Claude): AI-powered minutes generation, document categorization, OCR, and chat responses. Document content and meeting transcripts are sent to Anthropic for processing.
- OpenAI: Text embeddings for document search. Document text is sent to OpenAI to generate vector embeddings for our search functionality.
- Vercel: Application hosting and blob storage. Your uploaded files are stored on Vercel's infrastructure.
- Neon: Database hosting. All structured data including user accounts, meeting records, and document metadata is stored in our Neon-hosted PostgreSQL database.
4. Data Retention
We retain your data for as long as your account is active or as needed to provide our services. Meeting recordings, transcripts, generated minutes, and uploaded documents are stored until you or your organization administrator deletes them. If you close your account, we will delete your personal data within 30 days, though we may retain anonymized usage data for analytics purposes.
5. Your Rights
Depending on your jurisdiction, you may have the following rights regarding your personal data:
- Access: Request a copy of the personal data we hold about you.
- Correction: Request correction of inaccurate or incomplete data.
- Deletion: Request deletion of your personal data, subject to legal retention requirements.
- Portability: Request your data in a structured, machine-readable format.
- Objection: Object to certain types of data processing.
To exercise any of these rights, please contact us at the email address below.
6. Contact
If you have questions or concerns about this Privacy Policy or our data practices, please contact us at: