CommunityFoxCommunityFox

Privacy Policy

Last updated: March 2026

1. Who We Are

CommunityFox is a community portal platform operated by ThoughtFox Ltd. We provide a multi-tenant platform for housing estates and residents associations to manage issues, share information, and communicate.

2. Data We Collect

  • Account data: Name, email address, phone number (optional), unit/house number
  • Profile data: Vehicle registrations (optional), profile photo (optional)
  • Usage data: Tickets created, comments posted, articles viewed
  • Authentication data: OAuth tokens (Google) for sign-in purposes only

3. How We Use Your Data

  • To provide and operate the community portal
  • To verify your identity as a resident
  • To send notifications about tickets, events, and community updates
  • To power the AI assistant (your data is searched to answer questions, never used for AI training)

4. Data Storage & Security

Your data is stored in the European Union (Frankfurt, Germany) on Supabase (PostgreSQL). All connections use TLS encryption. Server-side processing runs on Google Cloud (Belgium, EU).

5. Privacy Controls

You control what other residents can see about you. Each field (name, email, phone, vehicle) has independent visibility settings: everyone, members only, committee only, or private.

6. AI Assistant

The AI assistant searches your community's data (tickets, articles, documents) to answer questions. Your community data is never sent to third parties for AI model training. The AI respects access controls and will not reveal committee-only information to residents.

7. Your Rights (GDPR)

Under the General Data Protection Regulation, you have the right to:

  • Access: Request a copy of your personal data
  • Rectification: Correct inaccurate data
  • Erasure: Request deletion of your account and personal data
  • Portability: Export your data in a machine-readable format
  • Object: Opt out of non-essential data processing

8. Data Retention

Active accounts: data retained while you are a community member. After account deletion: personal data is erased within 30 days. Community records (resolved tickets, articles) are anonymised, not deleted.

9. Contact

For privacy inquiries or to exercise your rights, contact us at communityfox@thoughtfox.ai.