Fourplex
Get started

Privacy Policy

Last updated: August 18, 2026

TVB Apps LLC, a Washington limited liability company doing business as Fourplex ("Fourplex," "we," "us," or "our"), operates getfourplex.com and the Fourplex application (together, the "Service"). This Privacy Policy explains what information we collect, how we use and share it, how we protect it, and the choices and rights you have.

By using the Service, you acknowledge the practices described here. If you do not agree, please do not use the Service.

Our role: who controls your data

Fourplex is used by homeowners associations and similar communities ("HOAs") to manage their members and operations. Our relationship with your data depends on whose data it is:

  • Your HOA is the controller of community data. When an HOA uses Fourplex, the HOA decides what member and community information is entered and how it is used. For that information — member contact details, documents, dues records, inbox messages, and similar data — Fourplex acts as a service provider (also called a "processor"). We process it on the HOA's behalf and on its instructions, to provide the Service. We do not sell it, share it for advertising, or use it for our own purposes.
  • Fourplex is the controller of account and usage data. For the information you give us to create and run your Fourplex account (such as your name, email, and billing details) and the data we collect about how the Service is used (such as analytics and error diagnostics), Fourplex is the controller.

If you are a member or resident with a question about your community's data, please contact your HOA board first, as they determine how that data is managed. We will support HOAs in responding to those requests.

Information We Collect

Account and profile information. When you sign up or are invited, we collect your name and email address. Your profile may also include a phone number, mailing address, unit assignment, board role, move-in date, electronic-notice consent, and (for HOA presidents only) an emergency contact name and phone number. When Fourplex provisions access for a builder company, we also store the authorized person's company affiliation, builder-seat role and access status, and the builder properties that the person may access. Multi-factor authentication is handled by our authentication provider; we do not store your authentication secrets.

Community and HOA data. We store the data your HOA enters into Fourplex, which may include:

  • Member directory information and unit records, including unit details and unit photos.
  • Documents uploaded to the shared library. For supported text-layer PDFs, DOCX, plain-text, and Markdown files, the Service may extract text, create text chunks and numerical embeddings, and store those materials to power permission-scoped search and the Neo assistant. Extracted text may be included in data exports.
  • Email sent to and from your community's shared inbox, including sender and recipient addresses, subject lines, message bodies, attachments, shared autosaved drafts, conversation relationships, and board-shared read, starred, archived, and spam state. We also store delivery records needed to send and troubleshoot mail, such as per-recipient delivery status, provider message identifiers, retry attempts, failure categories, and signed-webhook audit events.
  • Calendar events, meetings, agendas, and minutes, and RSVP records.
  • Maintenance requests, architectural-review (ARC) requests, records requests, and announcements — including descriptions, comments, votes, and file attachments.
  • Voting records — your ballot selections and a record that your unit voted. Secret-ballot selections are stored without any link to your unit or identity.
  • An audit log of board-level actions taken in the Service.
  • Compliance tracking: when your board marks a compliance obligation complete, we store who marked it complete, the completion date, the reporting period, any free-form board notes, and a link to any document attached as proof of completion. We also store current board-seat assignments, term start and end dates, term length, provenance, and optional board notes when your board uses term tracking. For organization facts used to compute compliance deadlines (community type, fiscal year, formation date, and Secretary of State registration date), we store the value and whether it was entered, suggested, or confirmed by the board. If your board starts the Compliance setup wizard and chooses Finish later, we retain those unfinished organization facts and board-term draft assignments until the board completes setup or clears them. When a board uses insurance-policy tracking, we store board-entered policy metadata (including carrier, policy number, effective and expiry dates, and notes), annual premium, immutable renewal-version history, and links to policy documents. When Compliance deadline reminders run, we store an emission ledger of which reminder was sent for which obligation, board term, or insurance occurrence (including intended board recipients, which of those recipients had a preference-gated send accepted by our email provider (API acceptance, not bounce or mailbox delivery confirmation), and which recipients were recorded as preference-suppressed for that reminder occurrence (opted out; no send attempt)), and — for each board member who opens or dismisses an in-app reminder — a per-user read receipt (user, organization, reminder event, and read timestamp). These are board-entered community data retained with your HOA’s compliance history.

Public community website content. Your HOA may choose to publish content on its optional public community website (a name.hoasite.org address) — such as a welcome message, frequently asked questions, a logo, contact note, and public meeting notices. Content your board publishes there is publicly visible to anyone on the internet, including search engines when your board enables indexing. The public website includes a member login link that directs residents to the Fourplex member portal; it does not expose member directory information, documents, financial records, or other private community data. Your board controls what, if anything, is published, and Fourplex may remove content that violates our Terms of Service.

Payment and financial information. When dues, utility, or subscription payments are made, our payment processor (Stripe) collects and stores the full payment details. Fourplex stores only non-sensitive metadata — for example, the last four digits and brand of a card or bank account, the payment amount, Stripe reference identifiers, and auditable records of which recurring services a member authorized or later disabled for autopay. If your HOA connects a bank account, we also store bank balance and transaction information returned to us (see "Payments and bank connections"). During Stripe Connect onboarding, the board provides an HOA customer-support phone number on the payments setup form. Fourplex stores that number with the HOA's Stripe Connect profile and sends it to Stripe so it can appear on Stripe-issued receipts or invoices for residents.

Utility billing data. For HOAs that enable utility features, we collect and store the following data to operate those features:

  • Water submetering: water meter readings from a third-party meter provider, including per-unit consumption and the underlying meter data, and we calculate per-unit charges. When your board releases a water bill, usage-based water charges are collected from residents through Stripe Connect on behalf of your HOA, using the same payment-metadata model as other assessments. Later true-ups (for example, estimated reads that are later corrected, board master-bill reconciliation, or support read corrections) may appear as credits or additional charges on a subsequent water invoice rather than by changing an already-issued invoice.
  • Provider-bill verification: before Fourplex support activates water billing, the HOA may provide a utility-provider bill in PDF, PNG, or JPEG format. The private source file may contain a service address, provider account identifier, rate or schedule codes, meter size, usage, charges, and other bill details. Only authorized Fourplex support administrators can upload or access these files through short-lived links, and each upload or access is audited. We do not send these bills to OCR or external AI services. Outside the encrypted source file, we retain only the facts needed to select and verify the rate plan, provider identifiers, and an optional account-number last four — not a full account number.
  • Water bill disputes: when a resident disputes a released water charge in the portal, we store the free-form explanation they submit (reason text), link it to the billed unit and charge, and email that explanation (with unit, period, and amount metadata) to Fourplex support so we can investigate. Dispute records and resolution notes are retained with the related billing history.
  • Trash split billing: the number of residents in each unit (occupancy count) and each unit's ownership percentage — entered by the board to allocate a shared trash bill among units. This is household composition information. We also store the base bill, separately itemized one-time trash fees, the board-selected category, optional resident-visible custom description, per-unit allocation snapshot, issuer, invoice linkage, and audit history needed to operate and explain the charge. When trash billing is activated, we record an audit log entry of who activated it and when (neutral activation record — not a governing-document attestation).
  • Water billing activation: when Fourplex support activates usage-based water billing for an HOA (after the HOA president has signed the utility-billing terms offline), we record an audit log entry that includes the support actor, the ToS version confirmed, and the activation timestamp.
  • SaaS submetering add-on: when an HOA uses optional utility submetering on its Fourplex subscription, Fourplex support attaches or changes that subscription add-on (including standard catalog pricing and support-negotiated custom quotes). Boards do not self-serve attach or change this add-on through billing settings.

AI assistant (Neo) data. If your HOA has the Neo assistant enabled, we store your conversations with Neo and a log of the data lookups it performs. See "The Neo AI assistant" below for what is transmitted to AI providers.

Usage, analytics, and session data. We collect product-analytics data about how the Service is used (page views, feature usage, and performance metrics) and error diagnostics when something goes wrong. See "Analytics, cookies, and session recording" below.

Device and log data. Our servers and error-monitoring tools may record your IP address, browser and device type, and the page or action involved when you use the Service or when an error occurs.

Marketing inquiries. If you submit a form on our marketing site (for example, the utility-billing interest form), we collect the contact and interest information you provide — including, for utilities inquiries, the property address — so we can follow up and verify service eligibility.

Career and collaborator inquiries. If you contact us about employment, contract, or part-time collaboration opportunities, you choose what to send, which may include your name and contact information, work history, résumé or application materials, and correspondence. We use this information to evaluate your inquiry, communicate about current or future opportunities, and administer recruiting.

How We Use Your Information

We use the information described above to:

  • Provide, operate, secure, and maintain the Service;
  • Send transactional messages (magic-link sign-in, meeting notices, reminders, payment confirmations, account notices, and — for HOAs with trash billing enabled — notifications to members when the billing split method changes);
  • Send optional product-update and company-news emails from hello@getfourplex.com (you can opt out by category or unsubscribe from all Fourplex news in Your Profile or via the link in those emails; this does not affect HOA, billing, or security/account email, which cannot be opted out);
  • Process HOA dues, fees, and subscription charges through Stripe;
  • Provide optional features you or your HOA enable, including the Neo assistant, bank connections, and utility submetering;
  • Improve and troubleshoot the Service through usage analytics and error diagnostics;
  • Evaluate career and collaborator inquiries, communicate about current or future opportunities, and administer recruiting;
  • Respond to support requests, including water bill dispute explanations submitted through the resident portal; and
  • Comply with legal obligations and enforce our Terms of Service.

We do not sell your personal information, and we do not share it for cross-context behavioral advertising. We do not use your HOA's data to train AI models, and we do not allow our AI providers to do so (see below).

The Neo AI assistant

Neo is an optional AI assistant available in some Fourplex communities. Neo is read-only — it can retrieve and summarize information but cannot create, change, or delete records.

Document search outside Neo. Fourplex also uses an embedding model for meaning-based search in the board Documents area and resident document portal. When you submit a document search of three or more characters, the search text is transmitted over an encrypted connection through the Vercel AI Gateway to create a numerical embedding used only to compare the query with document chunks you are permitted to access. When Fourplex indexes a supported document, extracted text chunks are sent through the same gateway to create document embeddings. Fourplex does not add document-search text or excerpts to product analytics, error events, or browser performance traces.

What is sent to AI providers by Neo. When you send a message to Neo, your message, recent messages from the same conversation, and your role and community name are transmitted over an encrypted connection to an external AI model through the Vercel AI Gateway. Depending on your question, Neo may also retrieve and transmit additional context, such as dues and payment information, financial summaries and member payment records (for board members), excerpts of text from your HOA's uploaded documents, and — for board members with Inbox enabled — inbox thread subjects, sender and recipient addresses, dates, unread state, and short message previews (not full message bodies or HTML). For a board-initiated request about the current insurance policy, Neo may also transmit its current metadata, annual premium, current notes, and the title of a linked policy document. Neo does not receive renewal-history metadata through this policy lookup. The specific data sent varies by question and by your role.

The providers we use. Neo generates responses using a large language model and creates document embeddings using a separate model, both accessed through the Vercel AI Gateway. We request zero data retention on every AI request, which means our providers do not retain or train on the prompts and responses we send. Fourplex does not use your data to train AI models.

What we store. We store your Neo conversations and a log of the lookups Neo performs in our own database, and we store numerical embeddings of your documents' text only while Neo is enabled for your community. When Neo is disabled for a community, its document embeddings are purged. Conversations remain subject to the retention described below.

Accuracy — please verify important information. Neo is an AI assistant and may produce inaccurate, incomplete, or outdated answers. Neo's responses are provided for convenience only and are not legal, financial, or professional advice. Always verify important information against your official HOA records, and consult a qualified professional before acting on financial, legal, or governance matters.

Analytics, cookies, and session recording

We use the following tools to understand and improve the Service. None of these providers receives your data for their own advertising, and we do not permit them to sell it.

  • Product analytics (PostHog). We record page views and feature-usage events to understand how the Service is used. Analytics events are keyed to an opaque user identifier together with your role and an organization identifier; your name and email are not attached to analytics events. Our marketing site additionally records anonymous click and navigation patterns, including which call-to-action on a page was clicked (for example, a builders-page quote button location). PostHog data is processed on servers located in the United States.

For itemized trash-charge features, product analytics contain only an allowlisted fee category, whether it is custom, issuance timing, split mode, and bounded count metadata. We do not send custom fee descriptions or monetary amounts to PostHog, and we mask those values from session replay.

  • Session recording. To diagnose problems and improve usability, some sessions are recorded. Recordings capture clicks, navigation, and page structure. We deliberately mask sensitive content so it is never recorded, including: all form inputs; email message bodies, list snippets, drafts, recipient fields, attachment names, search inputs, and search results; document previews; OCR text; financial amounts; maintenance-request text; and unit-owner fields. Masked content appears as solid blocks and is not sent to our providers.
  • Error monitoring (Sentry). When the Service errors, we send diagnostic information to Sentry so we can fix it. Server-side error reports may include your IP address, request details, and browser/device information; client-side reports include browser/device information and the page where the error occurred but not your IP address. Sentry may capture a masked session replay when an error occurs, using the same masking described above. Error reports are tagged with the same opaque identifiers used for analytics, never your name or email.
  • Performance metrics (Vercel). We collect anonymous page-view and web-performance metrics through our hosting provider. These do not include personal identifiers.

We currently do not present a cookie-consent banner, and analytics begin when you load the Service. If you are a California resident or otherwise wish to opt out of analytics and session recording, email us at hello@getfourplex.com and we will honor your request.

Payments and bank connections

Card and bank payment details are collected and stored by Stripe, Inc., our payment processor, through Stripe's secure payment fields. Fourplex never sees or stores your full card number, full bank account number, or routing number. Stripe is certified under PCI DSS Level 1. Stripe's handling of payment data is governed by Stripe's Privacy Policy.

Bank connections (Stripe Financial Connections). If your HOA chooses to connect a bank account, it does so through Stripe Financial Connections. This is used to enable bank (ACH) payments and to provide your board with a read-only view of bank balances and transactions. Fourplex does not store your bank login credentials and cannot move money out of a connected account. You can disconnect a linked account at any time.

How we share information — service providers

We use trusted third-party service providers to operate the Service. They process data only to provide services to us, under contractual confidentiality and data-protection obligations, and not for their own marketing or advertising:

  • Supabase — database, authentication, and file storage.
  • Stripe — payment processing, HOA dues collection, and bank connections.
  • Resend — sending and receiving Service email, including the contact list used for optional product-update and company-news broadcasts from hello@getfourplex.com. Open-pixel and click-redirect tracking, when enabled, apply only on that product-broadcast domain — not on HOA, billing, or authentication mail.
  • Trigger.dev — running scheduled and background jobs (such as reminders and reconciliation).
  • Vercel — application hosting and the AI Gateway that routes Neo and document-search embedding requests.
  • PostHog — product analytics and session recording.
  • Sentry — error monitoring and diagnostics.
  • Cloudflare — bot protection on our sign-in and marketing forms.
  • NextCentury — per-unit water meter readings linked to community units (for HOAs that enable utility submetering), so usage can be correlated with occupancy and billed; NextCentury does not receive member contact information.

A current, detailed list of these providers and what each one processes is maintained on our Subprocessors page. Where applicable, these providers maintain independently audited security certifications (such as SOC 2 or PCI DSS). We may also disclose information if required by law, to enforce our Terms, to protect the rights and safety of users and the public, or in connection with a merger, acquisition, or sale of assets (in which case we will provide notice as required).

If your HOA needs a data processing agreement describing how we handle community data on your behalf, see our Data Processing Agreement.

Where your data is stored

We host the Fourplex application, database, file storage, and background-processing infrastructure on cloud services located in the United States, encrypted in transit and at rest. The Service is intended for users in the United States. Some providers operate global networks that may route requests through other regions to deliver content quickly; in all cases they are bound by their data-protection terms.

Data retention

We retain your information for as long as your account and your HOA's account are active, and as needed to provide the Service. Specific practices include:

  • Community and account data is retained while the account is active. If an HOA cancels, its data is retained for 30 days before deletion, allowing time to export.
  • Shared inbox data — including conversations, drafts, recipient rows, and provider delivery/audit records — is retained with the community account so the board can recover work and review delivery history. It is included in the community export and deleted with community data, subject to limited records we must retain by law. A verified provider delivery callback that does not yet match an Inbox send is held in a service-role-only reconciliation buffer. Unmatched callbacks expire after 30 minutes and are deleted by a five-minute scheduled cleanup run after that expiry. Callbacks that match an Inbox send are retained until reconciliation succeeds; if reconciliation repeatedly fails, they are quarantined for operator review (preserving evidence) and excluded from the active cleanup batch so other messages can proceed. Transient infrastructure failures during reconciliation do not start that quarantine path while the callback is still inside its retention window; once that window has passed, repeated failures (including transient ones) quarantine the callback so recipient data cannot linger indefinitely. Quarantined payloads are automatically purged after 7 days. That buffer is not part of the community export.
  • Deleted documents are held in a recycle bin for 30 days before permanent deletion.
  • Neo conversations are retained until you delete the conversation or the community's data is deleted. Document embeddings are retained only while Neo is enabled for the community and are purged when Neo is disabled, when the source document is deleted, or when community data is deleted.
  • Analytics, session recordings, and error diagnostics are retained for a limited period consistent with our providers' standard retention and our troubleshooting needs.
  • Career and collaborator inquiries are retained only as long as reasonably necessary to evaluate the inquiry, manage recruiting, and meet legal obligations. You may request deletion by emailing hello@getfourplex.com, subject to lawful recordkeeping.
  • Payment metadata and financial records are retained as needed for accounting, tax, and dispute-resolution purposes.
  • Utility provider-bill evidence and its audit records are retained while the related submetering service is active and for seven years after deactivation, then the source file is automatically purged. This limited evidence-and-audit record survives HOA account deletion for the same period so Fourplex can substantiate the rate assignment and billing activation. Access remains restricted to authorized Fourplex support administrators.
  • Post-deletion Stripe cleanup. When an HOA is hard-deleted, we cancel that community's Stripe Connect dues subscriptions and detach saved payment methods. If that cleanup cannot finish after retries, we may temporarily keep an internal operator-recovery record containing the relevant Stripe account, customer, and subscription identifiers solely so we can complete cancellation and detach. That record is deleted as soon as cleanup succeeds; it is not used for any other purpose.

When an HOA is deleted, a data archive is made available to the board and community data is then permanently deleted from our database and file storage, except for the limited records described above or records we must retain by law.

Data security

We protect your information using encryption in transit and at rest, access controls, role-based permissions within each community, and reputable infrastructure providers. No method of transmission or storage is completely secure, and we cannot guarantee absolute security. If we become aware of a security incident affecting your personal information, we will notify affected users and customers as required by law.

Your privacy rights

Depending on where you live, you may have some or all of the following rights regarding personal information for which Fourplex is the controller:

  • Access — request a copy of the personal information we hold about you;
  • Correction — ask us to correct inaccurate information;
  • Deletion — ask us to delete your information;
  • Portability — receive a copy in a portable format;
  • Opt out — opt out of the sale or sharing of personal information and of certain profiling (note: we do not sell or share personal information for advertising); and
  • Appeal — appeal a decision we make about your request.

To exercise these rights, email hello@getfourplex.com. We will respond within the time required by applicable law (generally 45 days) and will not discriminate against you for exercising your rights. We may need to verify your identity before fulfilling a request. Because much community data belongs to your HOA, we may direct certain requests to your HOA or fulfill them on your HOA's instruction.

State-specific disclosures

California. California residents have the rights described above under the CCPA/CPRA, including the right to know, delete, correct, and opt out of the "sale" or "sharing" of personal information. Fourplex does not sell personal information and does not share it for cross-context behavioral advertising. California residents also have the right to be free from discrimination for exercising their rights and may use an authorized agent to submit requests.

Other states. Residents of other states with comprehensive privacy laws (including Virginia, Colorado, Connecticut, Texas, Oregon, Montana, and others) have comparable rights, including access, correction, deletion, portability, opt-out, and appeal. You may exercise these rights using the same contact method above.

Children's privacy

The Service is not directed to individuals under 16, and we do not knowingly collect personal information from children under 16. If we learn that we have inadvertently collected such information, we will delete it. If you believe a child has provided us personal information, contact us at hello@getfourplex.com.

Changes to this policy

We may update this Privacy Policy from time to time. We will revise the "Last updated" date above and, for material changes, provide notice through the Service or by email before the changes take effect. Your continued use of the Service after an update takes effect constitutes acceptance of the revised policy.

Contact

For privacy questions or to exercise your rights: hello@getfourplex.com