Data Retention & Disposal Policy

This Data Retention & Disposal Policy defines the mandatory retention schedules and secure destruction procedures for data collected, processed, and stored by Under One Roof Property Manager LLC ("Under One Roof"). It balances statutory corporate compliance under federal IRS requirements (26 U.S.C. § 6001) and state common interest development acts across all fifty (50) U.S. states (e.g., California Davis-Stirling Act, Florida Condominium & HOA Acts, Texas Property Code, and Uniform Common Interest Ownership Act jurisdictions) with resident privacy protections.

1. Purpose & Scope (Nationwide Application)

This policy applies to all active community workspaces, registered member profiles, financial ledger feeds, uploaded CC&R legal files, work order records, voting ballots, AI meeting transcripts, and internal communications hosted on our infrastructure across the United States.

2. Mandatory Data Retention Schedules

We enforce explicit data lifecycles based on regulatory requirements and data sensitivity:

• 7-Year Statutory Audit Retention (Federal & State Fiduciary Standards):
  The following corporate records are retained in encrypted cold storage for seven (7) years to satisfy federal IRS standards (26 U.S.C. § 6001), state corporate oversight, and association financial audit requirements across all fifty states:
  • Official Board of Directors meeting minutes, agendas, and corporate resolutions.
  • Digital secret ballot logs and quorum audit trail certifications.
  • Plaid dual-ledger banking transactions, Stripe payment gateway receipts, assessment fee schedules, and tax ledgers.
  • Approved contractor invoices, proof-of-work photos, and payment payout receipts.
  • Statutory disciplinary hearing notices, member responses, and written Notices of Decision issued pursuant to state CID acts (such as California Civil Code § 5855(c), Texas Property Code § 209.006, and Florida Statutes § 720.305).
• 30-Day Meeting Audio & Ephemeral Transcript Purge (Surveillance Shield):
  Raw meeting audio recordings, voice data streams, and unedited machine transcripts generated by the AI Note-Taking Bot (Fireflies.ai / Google Meet) are automatically and permanently purged within thirty (30) days of meeting adjournment, or immediately upon formal board approval and certification of the official written minutes by the Board Secretary. This ensures volunteer discussions are not subjected to perpetual audio surveillance while certified corporate minutes are preserved. In accordance with state open meeting and CID acts nationwide, closed executive sessions are blocked from recording.
• 90-Day Ephemeral Neighbor Chat Purge (Privacy First):
  Informal, peer-to-peer communications are ephemeral by design. Casual direct unit-to-unit messages, maintenance coordination chatter, and temporary amenity reservation check-ins are automatically and permanently purged from production databases ninety (90) days after generation. This ensures neighbors can communicate freely without creating permanent surveillance records.
• 14-Day Notice Board Expiration:
  General community announcements and seasonal notices posted to the community feed auto-expire and archive after fourteen (14) days unless explicitly designated as pinned permanent records by an authorized Board Officer.
• 24-Hour Financial Token & Key Revocation:
  Depository bank access tokens provided via Plaid, Stripe checkout session tokens, temporary session keys, and single-use amenity PIN codes are cryptographically destroyed within twenty-four (24) hours of account disconnection, checkout completion, credential revocation, or reservation expiration.
• 30-Day Workspace Termination Purge:
  When a community subscription concludes or a workspace deletion request is executed, all active production records, member directories, and unarchived files are permanently deleted across all application databases within thirty (30) days.

3. Data Disposal & Destruction Procedures

Decommissioned data is destroyed using industry-standard cryptographic and physical overwriting protocols:

• NoSQL Document Databases (Google Cloud Firestore): Record deletion commands execute immediate cryptographic unlink operations, followed by automated block overwriting during standard garbage collection. Rolling automated cloud snapshots expire within thirty (30) days.
• Secure Object Storage (Google Cloud Storage): PDF documents, uploaded CC&R scans, meeting audio files, and work order photos are purged via standard Cloud Storage APIs, rendering raw disk sectors unreadable and reclaiming underlying storage.
• Secret & Token Deletion: API secrets, Webhook signing keys, Stripe integration credentials, and Plaid access tokens are shredded from Google Secret Manager with immediate key invalidation.

4. Annual Policy Review & Compliance Contact

This policy is audited annually to ensure alignment with federal tax standards, U.S. state consumer privacy acts (CCPA/CPRA, VCDPA, CPA, TDPSA), and state HOA statutory retention schedules across the United States. Inquiries regarding data retention or data deletion requests may be directed to:

Under One Roof Property Manager LLC
Data Governance & Security Office
455 Market St Ste 1940
San Francisco, CA 94105-2448 US
Email: info@underoneroofpm.com