1Who this covers
This policy applies to the MindFile web application at app.mindfile.ai, this website at mindfile.ai, and the email intake addresses in the in.mindfile.ai domain. Each association that uses MindFile has its own private workspace. When your board forwards email to MindFile, your association is the owner of that content and MindFile processes it on your behalf.
2Information we collect
Information you give us
- Account details — the name and email address of each invited board member, and the role you assign them (workspace admin, board member, or read-only).
- Association details — the property or association name, unit count, and similar information you provide when setting up a workspace.
Content you send to MindFile
- Email and attachments you forward or copy to your MindFile intake address — including the original message and every file attached to it.
- Documents you upload — financial statements, invoice packages, governing documents (bylaws, CC&Rs, rules) and other board records.
We keep the original of everything you send, byte-for-byte, and we record where each fact we extract came from, so every answer can be traced back to its source.
Information collected automatically
- Sign-in and security data — authentication events, the device-trust preference you set at login, and multi-factor codes for administrators.
- Technical logs — IP address, browser type, timestamps and error logs used to operate and secure the service.
3How we use information
We use the information above only to run MindFile for your board:
- Organize your email and documents into projects, vendors, finances, compliance items and decisions.
- Answer your questions in plain language, grounded in your own records, with citations to the source.
- Authenticate members, enforce roles, and keep your workspace secure.
- Provide support, fix problems, and improve reliability and accuracy.
- Meet legal, tax and accounting obligations, and enforce our Terms.
We do not sell your information, and we do not use it for advertising.
4How AI is used
MindFile uses AI models to read your documents and answer your questions. Two commitments govern that use:
- Grounded in your workspace. Answers are generated from your association's own material. MindFile does not pull one building's records into another building's answers.
- Not used to train shared models. Your content is not used to train foundation models or any model shared across customers. It is processed to serve your workspace and then stored as your record.
5When we share information
We share information only in these limited ways:
- Within your workspace — with the members you invite, according to the role you give them.
- Service providers — infrastructure and AI processors that run MindFile under contract (for example, Amazon Web Services for hosting, storage and the AI models we call). They may process your content only to provide the service to you.
- Legal reasons — when required by law, or to protect the rights, safety and security of MindFile, our customers or the public.
- Business transfer — if MindFile is involved in a merger, acquisition or sale of assets, with notice to you and continued protection of your information.
We never share one association's records with another, and we never sell your data.
6Isolation & security
- Per-workspace isolation. Every record carries its workspace, and access is checked on the server for every request. A valid login that is not a member of a workspace cannot read that workspace's data.
- Encryption. Data is encrypted in transit (HTTPS) and at rest.
- Invitation-only access. Members are added only by a workspace administrator; administrators use multi-factor authentication.
- Least privilege. Internal access is limited to what is needed to operate and support the service.
No online service can promise perfect security, but protecting your records is central to how MindFile is built.
7Retention & deletion
We keep your content for as long as your workspace is active, so your board's memory stays intact across elections and manager changes. You can export your content, and you can ask us to delete your workspace and its content. On deletion we remove your content from active systems; routine backups age out on our normal cycle.
8Your rights
Depending on where you live, you may have the right to access, correct, export or delete your personal information, and to object to or restrict certain processing. To exercise any of these, email hello@mindfile.ai and we will respond within a reasonable time. Because MindFile acts on your board's behalf, some requests about association content are handled through your workspace administrator.
9Cookies
MindFile uses only the cookies and similar storage needed to sign you in, keep you signed in, and remember a trusted device. We do not use advertising or cross-site tracking cookies.
10Children
MindFile is a tool for association boards and is not directed to children. We do not knowingly collect personal information from anyone under 16.
11Changes to this policy
We may update this policy as MindFile evolves. When we make material changes we will update the date above and, where appropriate, notify workspace administrators. Continuing to use MindFile after an update means you accept the revised policy.
12Contact us
Questions about privacy or your data? Email hello@mindfile.ai. See also our Terms of Service.