Privacy Policy

Who is responsible for your information

Each association decides what goes into Joshu and who can see it. For the records an association keeps in Joshu (its matters, messages, documents, decisions and meeting records), the association is responsible for that information and Joshu handles it on the association's behalf, under the association's agreement with us.

For account and website information, such as your sign-in details, Joshu is responsible.

Information we collect

Account information: your name, email address, preferred language, your role in the association (for example director, officer, property manager or association employee) and, if your association adds it, a phone number. Accounts are created by your association or by Joshu; there is no public sign-up.

Association records: what you and other authorized people enter or upload, such as matters, to-dos, messages, documents, photos, proposals, costs, decisions, votes cast in board meetings, meeting notices, agendas and minutes.

Sign-in information: if you sign in with Google, we receive your basic Google profile (your name, email address and profile picture). We do not receive your Google password or access to your email, files or contacts. If you sign in with an email link, we send that link to your address.

Activity records: Joshu keeps a permanent history of important actions (who did what, and when) so the association has a reliable record. This history cannot be edited or deleted by anyone. Joshu also records which days each person used the service, to understand how it is used, and keeps that for 400 days.

Technical information: basic data needed to run and secure the service, such as your browser type, the time of a request and error reports. We keep these logs free of the content of your association's records, sign-in links and passwords.

How we use information

To provide the service: showing each person the matters, messages and decisions they are allowed to see, sending email notifications, decision requests and the weekly summary, and preparing meeting notices and minutes.

To keep the service secure and working: preventing unauthorized access, limiting repeated sign-in attempts, fixing errors and restoring data from backups.

To communicate with you about the service, such as changes to these terms or to this policy.

We do not sell personal information. We do not show advertising. We do not use your association's records to train artificial intelligence models.

The Joshu assistant

If your association turns the assistant on, Joshu can summarize, organize and draft text for a person to review. To do this it sends the relevant text to our AI provider, OpenAI. Before sending, Joshu replaces people's names with their roles and removes contact details. We ask the provider not to store these requests; under its terms it may keep them for up to 30 days for abuse monitoring, and it does not use them to train its models.

If your association also turns on invoice reading, the photo or PDF of an invoice that a manager adds to an expense is sent to OpenAI so Joshu can read the vendor, the date and the amount. An invoice can carry names and addresses that Joshu cannot remove from a picture. A person checks what Joshu read before anything is saved.

Everything the assistant writes carries a label saying that Joshu prepared it. It never decides, votes, approves or sends anything on its own. If the assistant is off, nothing is sent to OpenAI.

Joshu support

Joshu staff can view an account, and the association records that account can see, when needed to give support, investigate a problem or keep the service secure. Only a small number of named Joshu staff can do this, each view is time-limited and recorded in the association's history, and the association's administrators are told when it happens. The person whose account is viewed is not notified each time. Joshu staff do not cast votes, answer decisions, sign or approve minutes, write or send messages as anyone, or export records on anyone's behalf.

For security or to give support, Joshu staff can also suspend an account or restore it, sign a person out on every device, add a person to an association, or send a person's original invitation again, which names whoever first added them (or Joshu). When staff add a person, any invitation email is signed by Joshu and never names a staff member. Staff can also update where a person's feature request stands; the person who sent it sees the new status. Each of these is recorded in the association's history too.

With the association's agreement, Joshu staff may also make small corrections on a person's behalf, such as fixing a Next Step; each one is marked as made by Joshu support. Here too the association's administrators are told, and the person is not notified each time.

To run and secure the service, a small number of named Joshu staff can also use Joshu's own tools to see lists of associations and people, usage counts, the feature requests people send (with the screen they came from and any screenshot) and the history of actions (who did what and when and, when needed, the values that changed), and to see background jobs and retry one that failed, which can send an email again. These are recorded in Joshu's own staff record, not in the association's history.

An association's administrators can read this record in Joshu, in Settings, under Joshu support. Staff appear there as Joshu support, never by name. An administrator does not see there when staff viewed or corrected their own account.

Who we share information with

Inside your association: other people in your association see records according to the visibility your association sets for each matter.

Service providers that run Joshu for us, only as needed to provide the service: Railway (hosting and database), Cloudflare (file storage), Resend (email delivery), Sentry (error reports), Google (sign-in, if you use it) and OpenAI (the assistant, only if it is turned on).

When the law requires it, or to protect the rights, safety or property of Joshu, our users or others.

If Joshu is involved in a merger, acquisition or sale of assets, information may transfer as part of that transaction, under this policy.

Alerts on your phone or computer: if you turn them on, the short alert text (for example the title of a matter that needs you) is carried by your browser's push service to your device. That is Apple, Google, Mozilla or Microsoft, depending on your device and browser. Joshu sends no message text in an alert, and you can turn alerts off at any time under Notifications, or by signing out on that device.

Cookies and local storage

Joshu uses a small number of cookies that are needed for the service to work: one that keeps you signed in, one that remembers your language and short-lived ones used during sign-in. Your light or dark display choice is saved in your own browser. We do not use advertising or cross-site tracking cookies.

How long we keep information

We keep an association's records for as long as the association uses Joshu. When an association leaves, it can export its records, and we then delete them within a reasonable period, except where the law requires us to keep them longer. Backups are kept for a limited time and then overwritten.

Finalized records, such as approved minutes and the activity history, are kept unchanged while the association uses Joshu, because their value is that they cannot be altered. Closed matters are kept too: a correction or a reopen is added to the activity history and never erases what came before.

How we protect information

Each association's records are kept separate from every other association's. Information is encrypted in transit, access is limited by role, and sign-in links and decision links expire. No system is perfectly secure, but we work to protect your information and will notify affected associations of a security incident as the law requires.

Your choices and rights

You can ask to see, correct or delete your personal information, or ask for a copy of it. Because most information in Joshu belongs to your association's records, we may refer your request to your association and work with it to respond. Some records, such as votes and approved minutes, cannot be changed, but a correction can be added beside them.

You can change your language and your notification settings in Joshu at any time.

Children

Joshu is intended for adults who serve or work for associations. It is not directed to children under 18, and we do not knowingly collect their information.

Changes to this policy

If we change this policy, we will update the date above and, for important changes, let associations know before the change takes effect.

Contact us

Questions about this policy or your information: write to hello@joshuapp.com.