Privacy Policy

Overview

ReservesPro, operated by Fetch Condos, LLC ("we," "our," or "us"), respects your privacy and is committed to protecting your personal data. This privacy policy explains how we collect, use, and safeguard your information when you visit our website or use our reserve management platform.

Information We Collect

We collect information you provide directly to us, including:

• Name and email address when you create an account
• Condo association details, including property and capital asset information you enter into the platform
• Payment information when you purchase a subscription (processed securely by our payment provider)
• Information about team members you invite, such as their name, email address, and assigned role
• Reserve study documents (PDF files) you upload to import your association's capital assets
• Any other information you choose to provide

We also automatically collect certain information when you visit our site, including your IP address, browser type, and pages viewed. This helps us improve our services and understand how visitors use our site.

How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve the ReservesPro platform
• Enable reserve planning, capital asset tracking, and team collaboration features
• Read the reserve studies you upload and turn them into capital asset records for you to review
• Process transactions and send related information
• Send you product updates, service notifications, and relevant communications (you can opt out of marketing communications at any time)
• Respond to your comments, questions, and support requests
• Monitor and analyze trends, usage, and activities to improve our platform

AI Processing of Reserve Studies

When you upload a reserve study, we use artificial intelligence (AI) services to read it and extract its capital assets and study details. You review the extracted rows before anything is added to your property. We use two AI subprocessors:

• Anthropic, PBC reads the reserve study PDF and extracts the study details and capital assets. We delete the file from Anthropic as soon as processing finishes. Anthropic does not use this data to train its models, and it deletes API inputs within 30 days.
• TypeSafe checks whether an upload is a reserve study and suggests which components are SIRS components. We use those suggestions only for Florida properties. We send TypeSafe only component names and a one-line description of the document, never the PDF itself. TypeSafe does not use this data to train its models, but it may keep the results of these checks as telemetry to operate and improve its service, and it does not publish a retention period.

We store the uploaded PDF in our cloud storage. We keep it when you import the study, and we delete it when you discard the import. If a study is not imported within 30 days, we delete it automatically.

Information Sharing

We do not sell, trade, or otherwise transfer your personal information to third parties except to provide our services (e.g., payment processing, email delivery, cloud hosting) or when required by law. Our service providers are contractually obligated to keep your information confidential.

When you invite team members to your association's account, certain property and reserve data will be accessible to those users based on the access level you assign.

Cookies

We use cookies and similar tracking technologies to track activity on our site and hold certain information, such as your login session. You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, some features of our platform may not function properly without cookies.

Data Security

We implement appropriate technical and organizational measures to protect your personal data - including your association's financial and property information - against unauthorized access, alteration, disclosure, or destruction. However, no method of transmission over the Internet is 100% secure, and we cannot guarantee absolute security.

Data Retention

We retain your account and association data for as long as your account is active or as needed to provide our services. Reserve study PDFs follow the retention described in "AI Processing of Reserve Studies" above. If you request deletion of your account, we will remove your personal data within a reasonable timeframe, subject to any legal obligations requiring us to retain certain records.

Your Rights

You have the right to:

• Access the personal data we hold about you
• Request correction of inaccurate data
• Request deletion of your data
• Opt out of marketing communications
• Export your association's reserve and asset data
• Lodge a complaint with a supervisory authority

Children's Privacy

ReservesPro is not intended for use by anyone under the age of 13. We do not knowingly collect personal information from children under 13. If we become aware that we have collected personal data from a child under 13, we will take steps to delete that information promptly. If you believe a child under 13 has provided us with personal information, please contact us at hello@reservespro.com.

Third-Party Services

We use third-party service providers to support the operation of our platform, including cloud hosting and infrastructure, payment processing, email delivery, analytics, and the AI services named in "AI Processing of Reserve Studies" above. These providers only have access to your information as needed to perform their services and are obligated to maintain its confidentiality. We do not sell your personal information to any third party.

Third-Party Links

Our platform may contain links to external websites or resources, including Florida regulatory agencies and industry resources related to reserve management. We are not responsible for the privacy practices or content of these third-party sites. We encourage you to review the privacy policies of any external site you visit.

California Residents (CCPA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA), including the right to know what personal information we collect, the right to request deletion of your personal information, and the right to opt out of the sale of your personal information. We do not sell personal information. To exercise your rights under the CCPA, please contact us at hello@reservespro.com.

Changes to This Policy

We may update this privacy policy from time to time. We will notify you of any changes by posting the new policy on this page and updating the "Last updated" date.

Contact Us

If you have any questions about this privacy policy or our practices, please contact us at hello@reservespro.com.