Privacy Policy

Schedule A — Steward

Steward reads the mailbox, calendar, invoicing, and time-tracking sources you connect in order to propose actions for your approval. Everything in sections 1–3 above applies. Steward is the only product in the Suite that connects to a mailbox, and it reads metadata only.

Steward's messaging disclosures for SMS and voice, including STOP/HELP keywords and message frequency, are published at steward.cobenian.com/sms-terms.

Schedule B — Panel

Panel holds the business records its instruments create: cases and their correspondence, questionnaire responses, monitoring signals and alerts, document status, and the decision log for any automation you enable. Panel reads connected systems (such as QuickBooks, Harvest, Jira, or GitHub) through the same connections you authorize, and does not connect to a mailbox for reading.

Where an instrument collects information from someone outside your organization — a client answering a questionnaire, a person emailing your case queue — you are the controller of that information and we process it on your behalf.

Schedule C — Cobenian Accounts

Accounts is the control plane: identity, organizations, seats, entitlements, usage metering, and billing. It holds no product data. It records the usage totals and spending caps that determine your bill, and the audit trail of administrative actions taken in your organization.

Schedule D — Platform services

Cobenian Foundry and the Cobenian Data APIs are shared infrastructure underneath the products above, not separately sold services. Foundry holds the connections you authorize, the event history the products act on, stored files, and the conversation records described in section 1; the Data APIs hold canonical business records on behalf of the product that wrote them. Everything in sections 1–8 applies to them. You interact with them only through a product you already use, and no data reaches them except by way of one.

Schedule E — Cobenian FREE Build program

The FREE Build program is described in its official rules. This schedule covers the information we collect for it. Sections 4–7 above (what we do not do, sharing, security, and your choices) apply here as well.

What we collect

• Applications: your name, work email and, if you give it, phone number; your company, role, industry and size; and your answers about the problem, what it costs you, what you have tried and your budget.
• Nominations: the nominator’s name and email, and the nominated business’s name and contact’s name and email.
• Next-round sign-ups: your email address.

How we use it

We use this information to assess applications, run the program and contact you about it. If you ask to hear about future rounds, we also email you about the program, and you can unsubscribe at any time. A nominated business receives at most one email about it per round, and can opt out of further emails permanently with one click. To honor that opt-out, we keep a one-way coded fingerprint of the email address, not the address itself, so we can recognize it if the business is nominated again. We keep this fingerprint after the contact’s other details are deleted, so the opt-out keeps working.

We may use information from applications, combined and anonymized, in published research about small businesses, for example a yearly report. We never publish anything that identifies you or your business without your permission, and we only report groups of at least 10 businesses. We do not publish the contents of an application without the applicant’s permission.

Sharing

We do not sell this information or share it outside Cobenian, except with the service providers that host our forms and email.

How long we keep it

• Submissions that are never confirmed by email are deleted after 48 hours.
• Applications are kept after the round closes so we can consider them for later rounds, until you ask us to delete them.
• If a nominated business does not apply, we delete its contact’s name and email 90 days after the round closes.

To have your application or other information deleted, email info@cobenian.com.

Finalists and the selected business

Finalists’ working sessions are recorded only with their consent, and finalists are named publicly only with their permission. For the selected business, the information we handle during the build, including any recorded interviews and before-and-after measurements, is governed by the FREE Build Agreement. We use AI development tools, including Anthropic’s Claude, so some project information passes through them under those providers’ terms, including Anthropic’s privacy policy. We work from sample or anonymized data wherever real data isn’t needed, and we tell the business before real data is used. Its software and data are not published; anything we publish about the project shows the software with sample data only.

Schedule F — Cobblebook

Cobblebook is our common-area condition survey service for community associations and the companies that manage them. This schedule covers the information we collect for it. Sections 3–7 above (AI processing, what we do not do, sharing, security, and your choices) apply here as well.

What we collect

• Enquiries: your name and email, the community or company you represent and its approximate number of homes, and what you ask us for.
• Survey records: photos, video, measurements, GPS positions and the route walked, taken from walkways and other common areas of the community that engaged us.
• Reported items: when a board member, manager or resident reports something for us to check, its description and location and, if given, the reporter’s name and contact details.
• Association records: documents an association or its manager gives us to work from, such as asset lists, a reserve study, and repair history and costs.

People, vehicles and homes in photos

We photograph common-area assets such as sidewalks, lights, signs and drains. People, vehicles and homes can appear in the background. We blur faces, license plates and house numbers before a photo is added to a report, we do not photograph into windows or fenced yards, and we leave out photos that cannot be made suitable. We do not survey individual homes or record covenant violations.

How we use it

We use survey records to produce an association’s reports, to track each item until it is resolved, and to forecast what is likely to need work. We use enquiries to answer you. We may use measurements and outcomes, combined across communities and with nothing that identifies a community or a person, to improve our forecasts and to publish comparisons.

Photos and video from a survey may be processed by AI models to find and describe conditions, under the same provider terms described in section 3. A person reviews every finding before it is reported.

Who controls it

The association that engaged us, or the management company acting for it, is the controller of its survey records, and we process them on its behalf. If you live in a community we survey and have a question about a report or a photo, contact your association or its manager; we will help them respond, and you can also write to us at the address below.

Sharing

An association’s reports are shared with its board and its manager, and with anyone else it tells us to share them with. Where an item appears to belong to a public agency or a utility, we report its location, a description and a photo of the item to that body on the association’s behalf. We do not sell survey records or enquiry details, we do not pass them to contractors as leads, and we take no referral fees. Our hosting and email providers process this information for us.

How long we keep it

• Survey records are kept for as long as the association is a client, because the history is the service.
• When an engagement ends, we give the association a copy of its records on request and delete them when it asks us to.
• Original, unblurred photos are kept only as long as needed to produce and check a report.
• Enquiries are kept until you ask us to delete them.

To have an enquiry or other information deleted, email info@cobenian.com.

Contact

Cobenian Corporation · privacy@cobenian.com · +1 703-828-5180