Privacy Policy

This Privacy Policy explains how Ducks and Lobsters LLC(“we,” “us”) handles information in ChaptersHQ. We aim to collect only what’s needed to run the service and to keep your home information private by default.

Information we collect

• Account information, through our authentication provider — your name, email address, and login identifiers.
• Property content you provide — homes, spaces, assets, people/vendors, tasks, maintenance records, notes, timeline events, and the documents and photos you upload.
• Invitation details — when you invite someone to a property, we store the email address you provide and the role you assign, so we can deliver the invite and check that only that address can accept it. Pending invitations expire after 7 days.
• Service data — limited operational records needed to run the service reliably, such as counts of recent requests tied to your account so we can apply rate limits and prevent abuse.
• Cookies— a session cookie to keep you signed in and a small cookie remembering your active property. We don’t use advertising trackers.

How we use information

• To authenticate you and provide the service.
• To store and display your property data and files back to you.
• To power features you invoke — search, exports, the guest guide, and optional photo extraction.

We do not sell your personal information.

Service providers

We share data with a small set of processors strictly to operate ChaptersHQ:

• Authentication provider — manages sign-in and stores your account credentials.
• Database & file storage host — stores your property data and uploaded files in a private storage bucket; files are served only through short-lived signed links.
• Anthropic (optional AI features)— used only when you invoke an AI feature: (1) scanning an appliance label or receipt sends that image to Anthropic’s API to read its text and pre-fill a form, and (2) asking a question about your home (“Ask about this home”) sends that home’s records to Anthropic’s API to generate an answer, (3) “Research this property” sends the property’s address to Anthropic’s API, which searches the public web to find public-record-style facts and building-permit history, and (4) importing a document sends the text or file you paste or upload — including the full contents of a PDF, Word, or Excel file — to Anthropic’s API so its records can be sorted into the right places for your review. Per Anthropic’s API terms, this content is not used to train models. If you don’t use these features, no data is sent to Anthropic.
• Email provider— delivers invitation emails. It receives the recipient’s email address and the property name shown in the invite.
• Hosting provider — runs the application.
• Address autocomplete (OpenStreetMap / Photon)— when you type a property address, the text is sent to a free OpenStreetMap-based lookup (komoot’s Photon service) to fetch matching suggestions. This is optional — you can always type an address manually.

What guests can see

The public guest guide shows only items you mark visible to guests or the public — never owner- or family-only content (door codes and the like stay private unless you explicitly make them guest-visible). The guide is reachable through a private link you can disable at any time.

Data retention & deletion

We keep your data while your account is active. A property owner can permanently delete a property from its settings page. Deleting a property removes all of its records — people, services, spaces, assets, tasks, notes, history, members, and pending invitations — and permanently deletes its uploaded documents and photos from file storage. This cannot be undone, so download a backup first if you may want the data later.

To delete your whole account, or to request a copy of your data, contact us at the address below. The Export feature also lets you download a full PDF and CSV copy of a property at any time.

Security

Access is scoped per home and per role, files live in a private bucket and are never publicly listable, and reads use expiring signed links. Uploads are checked by file type and size, and we apply rate limits to guard against abuse. No system is perfectly secure, but we work to protect your information.

Children

ChaptersHQ is not directed to children and is intended for adults managing a home.

Changes to this policy

We may update this policy; material changes are reflected by updating the effective date above.

Contact

Privacy questions or requests? Email privacy@chaptershq.com.