Plain-language summary: Your community association runs its own instance of this system and controls the records in it — visitor logs, packages, vehicles, maintenance charges, and fines. We host and process that data on your community’s behalf. Card payments go directly to Stripe; we never see your card number. Face ID data never leaves your phone. We don’t sell personal information, and we don’t use it for advertising.
1.Who is responsible for your data
- Your Community (the residential complex, homeowners’ association, or property manager that gave you your registration code) determines why and how the records in its instance of the Platform are used — visitor logs, package records, vehicles, home documents, maintenance billing, and fines. For that data, the Community is the data controller and ACO acts as its service provider / processor.
- ACO is responsible for the data needed to run the Platform itself: your account credentials, security logs, and technical/usage data.
- Requests concerning the content of your Community’s records (for example, disputing a fine or correcting a visit entry) should go to your Community. We support Communities in fulfilling such requests.
2.Information we collect
2.1 Information you provide
- Account information: name, email address, password (stored as a salted hash — we cannot read it), language preference, and the registration code that links you to your home or unit.
- Community records you or your Community enter: visitor names and visit details, pre-authorized visitor lists, package descriptions, vehicle details (make, model, color, license plate, tag number), home information, documents, security requests, and event registrations.
- Billing records: maintenance charges, fines, and their payment status, as recorded by your Community.
2.2 Payment information
When you pay a maintenance fee or fine online, your card or bank details are entered directly with and processed by Stripe through your Community’s own Stripe account. ACO does not collect or store your full card number. We receive only confirmation data (e.g., amount, date, status, last four digits) needed to show your payment history. See Stripe’s Privacy Policy.
2.3 Biometric sign-in
If you enable Face ID / fingerprint sign-in, your biometrics are processed and stored only on your device by its operating system (WebAuthn/passkey standard). We store only a cryptographic public key — it cannot be used to reconstruct your face or fingerprint.
2.4 Information collected automatically
- Technical data: IP address, device and browser type, operating system, language, and app version.
- Usage and security logs: sign-in events, pages/features used, and error logs, kept to operate and secure the Platform.
- Cookies and similar storage: a session cookie to keep you signed in, preference storage (e.g., language), and Stripe’s cookies for payment security and fraud prevention. We do not use advertising or cross-site tracking cookies.
- Push notification tokens, if you enable notifications (e.g., visitor-arrival alerts).
2.5 Location (optional)
The Resident App can show local weather, storm alerts, nearby earthquakes, and air quality. This feature is off until you turn it on. When you turn it on, your device asks for your permission and then gives us your coordinates. We save those coordinates with your account so the feature still works the next time you open the app, and we send them to the services that return that information: the U.S. National Weather Service, the U.S. Geological Survey, and AirNow. We do not use your location to track your movements, and we do not share it with your Community or with anyone else. You can turn the feature off at any time in the app or in your device settings, which stops any further collection. The administrator and security-guard interfaces do not collect location.
3.How we use information
- To provide the Services: visitor registration, package tracking, vehicle records, billing and fines display, payments, documents, events, and security requests.
- To authenticate you and keep your account secure, including fraud and abuse prevention.
- To send service notifications you enable (such as visitor arrivals or payment confirmations) and important account or legal notices.
- To operate, maintain, troubleshoot, and improve the Platform.
- To comply with legal obligations and enforce our Terms and Conditions.
We do not sell personal information, and we do not use your personal information for third-party advertising or profiling.
4.Artificial-intelligence processing
- Some Platform features may use third-party artificial-intelligence services (each Community may have its own AI integration) to process information — for example, assisting with data entry, summaries, or notifications.
- When an AI-assisted feature is used, the relevant content is sent to the AI provider to generate the result, on our or the Community’s behalf.
- Our agreements with AI providers do not permit them to use this content to train their publicly available models. AI providers may retain data temporarily for abuse prevention in accordance with their own policies.
- AI output may be inaccurate; consequential decisions (such as fines or access denials) are made by your Community, not by the AI.
5.How information is shared
| Recipient | What and why |
|---|---|
| Your Community (administrators and authorized personnel such as gate guards) | The records of its own instance: visitor logs, packages, vehicles, billing, fines, security requests. This is the core purpose of the Platform. |
| Stripe | Payment processing through your Community’s Stripe account. |
| Service providers (hosting/infrastructure, push-notification delivery, email delivery, AI providers, and the weather and hazard services named in section 2.5) | Only as needed to operate the Platform, under confidentiality obligations. |
| Legal | When required by law, subpoena, or to protect rights, safety, or the integrity of the Platform. |
| Business transfers | In a merger, acquisition, or sale of assets, subject to this Policy. |
6.Data retention
- Community records (visits, packages, billing, fines) are retained according to your Community’s configuration and its legal obligations; the Community decides how long its records are kept.
- Account data is kept while your account is active. Security and technical logs are kept for a limited period appropriate to their purpose.
- When data is no longer needed, it is deleted or anonymized.
7.Your rights and choices
- Access and correction: you can view and update your account information in the app. For records controlled by your Community (visits, fines, billing), contact your Community; we will assist it in responding.
- Deletion: you may request deletion of your account by contacting support@acovms.com or through your Community. Note that your Community may be required to retain certain records (e.g., accounting and access logs) after your account is closed.
- Notifications: you can disable push notifications at any time in your device settings.
- Location: you can turn the local-weather feature off at any time in the app or in your device settings, which stops any further collection of your coordinates. To have the coordinates already stored with your account removed, write to support@acovms.com.
- Biometric sign-in: you can disable it at any time in the app or your device settings; this deletes nothing on our servers because your biometrics were never there.
- Depending on where you live, you may have additional statutory rights (such as access, portability, objection, or complaint to a supervisory authority). We honor valid requests as required by applicable law.
8.Security
We use technical and organizational safeguards appropriate to the nature of the data, including encryption in transit (HTTPS/TLS), hashed passwords, role-based access (residents see only their own home’s records; administrators see only their Community), and security logging. No system is perfectly secure; please use a strong, unique password and keep it confidential.
9.Children
The Platform is intended for adults. We do not knowingly collect personal information directly from children under 18. Residents and Communities may record visit information that relates to minors (for example, a visiting family) solely for access-control purposes; that information is controlled by the Community.
10.Where data is processed
The Platform is hosted and data is processed in the United States. If you access the Platform from elsewhere, you understand that your information will be transferred to and processed in the United States.
11.App-store disclosures
For the app-store privacy questionnaires (Apple “App Privacy” and Google Play “Data safety”): the Resident App collects contact info (name, email address, phone number, home address), user content (visitor, vehicle, package, and related records), identifiers (user account ID), purchase and payment information handled through Stripe, usage and diagnostic data (activity and crash logs), and — only if you turn on the local-weather feature — precise location. The Admin App collects the same categories except location. Every category is linked to your account, because the Platform only works if your records are attached to you. Data is encrypted in transit; no data is sold, shared for advertising, or used for tracking across apps and websites.
12.Changes to this Policy
We may update this Policy from time to time. For material changes we will give notice through the Platform or by email, and the updated Policy will apply from its stated effective date.
13.Contact
Time Security System Inc
Ave. Magnolia L15, Bayamón, PR 00960
Email: support@acovms.com
Website: acovms.com