Version 1.0 — Effective July 15, 2026
AIT Communication Group LLC ("AIT," "we," "us," or "our") operates the AIT HOA App on behalf of participating homeowners' associations, condominium associations, property owners, and property managers ("Property Customer"). This Notice explains what information we collect, why, how long we keep it, and who can see it.
Information you provide directly: your name, unit number, telephone number, email address, residency or guest status, vehicle information when applicable, support communications, and information needed to verify your eligibility for property access.
Operational information generated through use of the Service: account identifiers, credential identifiers, credential activation and revocation events, door or entrance identifiers, date and time of attempted access, whether access was granted or denied, intercom call events, guest passes you create (guest name and phone number you provide), administrative changes, device and application information, Internet Protocol address, security events, and diagnostic information.
This information is private resident information and is protected accordingly. It is not anonymous, and it is not biometric information.
We use this information to:
AIT does not sell resident information or use door-access history for third-party behavioral advertising.
Your Property Customer may access account information and access history for legitimate property-management, safety, security, compliance, and investigatory purposes. The Property Customer is responsible for determining which of its employees, board members, property managers, and security personnel are authorized to access this information.
Service providers. We may disclose information to contracted technology and service providers that assist with hosting, communications, credential delivery, cybersecurity, support, and access-control operations. Such providers may use information only to provide contracted services and must maintain appropriate security. Current subprocessor categories: cloud/server hosting, SMS and voice delivery, push-notification delivery (Apple, Google), door-access-control hardware platform (Ubiquiti UniFi Access), and e-signature services.
Legal process. We may disclose information when reasonably necessary to comply with a subpoena, court order, warrant, applicable law, emergency request, or other valid legal process, or to protect against imminent harm, unauthorized entry, fraud, or security threats. Law-enforcement requests concerning a property are coordinated with the Property Customer's designated contact where lawful and practical.
AIT does not intentionally collect or store fingerprints, facial geometry, iris scans, voiceprints, or other biometric templates through the AIT HOA App. Device-level biometric authentication (such as Face ID or fingerprint unlock) is performed locally by your mobile device and is not designed to transmit your biometric template to AIT. Intercom video is a live camera stream used to answer door calls; AIT does not perform facial recognition on it.
| Record | Default retention |
|---|---|
| Active resident profile | While you are authorized |
| Deactivated profile | Deleted or anonymized after 90 days |
| Door-access events | 180 days |
| Security and administrator audit logs | 12 months |
| Routine backups | 30–45-day rotation |
| Legal or security incident records | Until the matter is resolved |
| Proof of terms acceptance | Account duration plus applicable legal-defense period |
Your Property Customer may direct different retention periods for its property within lawful limits.
Passwords are never stored in readable form. Access to resident data is restricted by role to authorized HOA and AIT personnel; administrative access is logged and audited. Data is encrypted in transit; servers and backups are protected with industry-standard controls. Administrator accounts are subject to multifactor-authentication requirements.
The Service is intended for adults. Accounts are provisioned only for persons the Property Customer authorizes; AIT does not knowingly create accounts for children under 13.
If we make material changes, we will present the updated Notice in the app and require renewed acknowledgment. The version and effective date at the top of this Notice identify the current edition.
AIT Communication Group LLC 55 W 22nd St, Lombard, IL 60148 privacy@aitcommunication.com
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