Privacy policy

What we collect and why

We use account and household information to provide the service: sign you in, share records with the right family, organize work, deliver messages, assist with research and recover from mistakes.

• Your account: name, email address, optional phone number, family membership, permissions, notification preferences and welcome-tour progress.
• Your family’s records: property addresses, visits (including guest names or group labels) and access arrangements, maintenance tasks, bills and payment records, utility accounts, photos, documents, notes and guides.
• Conversations and activity: provider details, quotes, email drafts, sent messages and replies, personal Bob conversations, AI usage and cost records, and administration history.
• Service operation: sign-in attempts, session identifiers, request information and error or delivery status used to secure and operate the site.

Records may be added by you, another family member, a provider replying to a message, or a public information service you ask us to use.

Who can see your information

Members of your family can see the shared homes, tasks, visits, documents, Noticeboard and service correspondence, including saved email drafts. Family administrators manage membership and have additional restore and administration controls.

Personal Bob conversations are separate from the family’s shared screens. Saving a shared service plan makes that plan available to your family. The site operator and authorized technical administrators can access stored information, including personal conversations and recovery copies, to operate, support, secure and restore the service.

Providers receive messages and attachments you choose to send, including your phone number or a copy to your inbox when selected. They do not receive a family login from an email. Once delivered, the recipient and their email service control their own copies.

Services that process information

Our Houses uses outside services to run the application and the features you choose. It does not sell family records or use them for advertising.

• Hosting and storage: OpenAI Sites provides deployment and hosting infrastructure, with Cloudflare Workers, D1 and R2 used to run the application and store records, files and recovery copies. These services can process content and technical request information.
• Email: Cloudflare handles the current sign-in and provider email delivery and reply routing. Email addresses, message contents, selected attachments and delivery information pass through the email services involved. Replies to a service plan’s reply address are stored with that plan for the family.
• Address lookup: choosing address lookup sends the address you enter to the US Census Geocoder to find a matching location. You can enter an address manually instead.
• Calendar subscriptions: if you create a subscription, the calendar service you add it to receives the selected events. Anyone with the subscription link can read those events without signing in. You can revoke a link in Calendar subscriptions; revocation stops future access but does not erase events already copied elsewhere.
• Links and downloads: opening an external website, saving a file to your device or sharing it through your own email or cloud drive involves the services you choose.

These providers may process information outside your country. We do not promise that all records stay in one country. Their own terms and privacy practices also govern their handling of information.

What happens when you use Bob

Bob’s AI features send information to the OpenAI API when you ask a question or choose an AI action. Depending on the action, this can include your question and recent conversation, property addresses and details, tasks, service plans, house systems, visits marked as available for access, provider correspondence and quotes.

Attaching files to an Ask Bob message, or choosing an AI document or invoice review, sends the selected file or image and relevant context to OpenAI. Files selected in Ask Bob remain selected for follow-up messages until you remove them. Simply uploading a file to your document library does not automatically send that file to Bob. Web research may send queries containing the location and job details to search services and websites.

The app requests that generated responses not be stored for later API retrieval. This is not a promise of zero retention. OpenAI states that API data is not used for model training by default unless the account operator opts in; it may retain content for abuse monitoring, safety, legal requirements and certain features. See OpenAI’s data controls documentation.

You can use manual records, uploads, family notes, calendars and help guides without asking Bob. Review AI suggestions before saving or sending them, and include only the information needed for the task.

How long information stays, and what deletion means

• Working records: family records and account information do not have an automatic inactivity expiry. They remain until changed, removed or handled through an administrator-assisted request. Financial and administration history may need to be retained for recordkeeping, security or legal reasons.
• Archive and recycle: archiving keeps the information. Putting a house, task, service plan, visit or document in the recycle bin keeps recoverable records. Neither is a request to erase every copy.
• Family restore points: the app keeps the latest 30 restore points, including copies taken before changes. This is a count, not a 30-day deletion deadline; a quiet family’s restore points can be much older.
• Independent recovery copies: the backup process is configured to retain daily copies for 30 days plus up to 12 monthly snapshots. Retention cleanup depends on the backup process running successfully, and copies can remain longer if it is interrupted.
• Photos and documents: removing an upload’s record can leave the underlying file in storage for recovery. Automatic permanent cleanup of unreferenced files is not currently implemented.
• Personal conversations: archiving keeps your advice available to reopen. Clearing your Bob conversation removes its text from the active conversation. It does not remove shared plans created from it or copies already captured in independent backups. Files uploaded in Ask Bob are private to the member and conversation until explicitly saved as family documents. Clearing a conversation removes access to its private uploads. Removed private uploads become eligible for storage cleanup after 30 days, once no shared record, family restore point or staged backup needs them. Cleanup depends on scheduled maintenance running. Private conversations and their files are included in independent disaster recovery, but excluded from family exports.
• Private form drafts: unfinished text is saved separately for the signed-in member and family, for up to 30 days from its last save. Recovery requires signing in; it is not stored in browser local storage. Saved file selections refer to existing uploads; files not yet uploaded must be attached again. Expired draft text is cleared by the scheduled maintenance process. Earlier copies may remain in independent backups. Private drafts are not included in family exports.
• Other copies: emails already delivered, calendar events already imported and backups or files downloaded by family members are outside the app’s direct control. Removing an account does not automatically erase its contributions to shared family history.

For a permanent-deletion request, contact the site operator so the affected records, retained files and recovery copies can be reviewed together. We will explain any information that must be kept and any limits on removing third-party copies.

Cookies and technical information

Sign-in uses necessary cookies: a short-lived challenge cookie for the code process and a session cookie that lasts up to seven days. The menu can also remember its open or closed state with a seven-day preference cookie. Tour progress is saved with your account, rather than in a tracking cookie.

The app uses email- and IP-derived counters to limit sign-in abuse, and keeps operational information such as AI usage, administration changes and email delivery status. Hosting and delivery providers may also keep request, security and diagnostic logs, which can include IP addresses and browser information.

We do not add advertising or marketing analytics trackers to the app and do not use it to follow you across websites for advertising. The app does not change this behavior in response to browser “Do Not Track” signals. Infrastructure providers may use their own cookies or processing to operate and protect their services.

How information is protected

Access controls, encrypted connections, protected file retrieval and recovery copies help safeguard your information. The service is not end-to-end encrypted: authorized systems and operators can process its contents.

Your choices and requests

You can update your profile, use the verified email-change process, change notification preferences, clear your Bob conversation and revoke your calendar subscriptions. Family administrators can manage membership and use Backups & restore to export family records.

You may also ask the site operator for access to your information, a correction, an export or deletion. We may need to verify your identity and authority before making changes, particularly where a request affects other family members. The rights and exceptions that apply depend on your location and applicable law.

Our Houses is intended for adults invited to manage family homes and is not directed to children under 13. Please avoid adding unnecessary information about children or other people. Contact the operator if information has been added inappropriately.

Contact the site operator

For privacy questions, access or correction requests, deletion requests, or concerns about exposed information, email privacy@ourhouses.app. You do not need to sign in to contact us.

This address forwards to the current email addresses of active Our Houses site administrators. Changes to their email addresses or administrator access apply to subsequent messages automatically. Messages are not added to your family’s shared conversations or automatically sent to Bob. The application briefly processes the message to route it, and the administrators and email services process it to handle the request. The app retains delivery hashes and status to reduce duplicate forwarding, rather than saving the message in a family record.

Include enough detail to explain your request. Please do not send passwords, sign-in codes, backup keys or unnecessary copies of sensitive documents. We will arrange any identity checks needed before releasing or changing private records.

Keep the complete email under 3 MB, including attachments. For larger files, send a short message first so an administrator can arrange a suitable way to receive them.

Changes to this notice

This page describes the current service. We will update the date when the notice changes and bring material changes in how information is used or shared to users’ attention through the site or an appropriate direct notice.