Privacy Policy

Information we collect

• Account information. When a house director signs up, our authentication provider collects a name and email address and creates the account and chapter/organization.
• Chapter information. Chapter name, school, and related settings you enter.
• Resident information. Entered by house directors or imported from a spreadsheet: names, room assignments, phone numbers, emails, majors, and emergency-contact details.
• Profile photos. A resident may upload a profile photo when completing their emergency medical form.
• Emergency medical information. A resident may fill out and electronically sign an emergency medical form via a private link.
• Payment information. For paid plans, our payment processor collects billing details. We do not store full payment-card numbers.

How sensitive information is stored

We deliberately minimize where sensitive data lives:

• Emergency medical details are not stored in our database. When a resident submits their form, the answers are rendered into a signed PDF that is stored in privatefile storage. Our database keeps only the form’s status and a reference to the file — not the medical answers themselves. The PDF is opened only through a short-lived, access-controlled link available to authorized chapter members.
• Profile photos are stored in a separate file bucket under an unguessable path and shown to signed-in chapter members.
• Emergency contacts are stored as structured data associated with the resident so house directors can reach the right person.

How we use information

We use the information to provide and operate the service — managing rosters, room and floor-plan assignments, furniture and key-fob tracking, emergency-medical status, and account billing — and to secure, support, and improve the product. We do not sell your information, and we do not use resident information for advertising.

Service providers

We share information only with vendors that help us run the service, under agreements that limit their use of it:

• authentication and account management;
• database and file storage;
• application hosting; and
• payment processing (for paid plans).

We may also disclose information if required by law or to protect the rights, safety, or security of users or the public.

Data retention and deletion

Chapter and resident records are kept for as long as your chapter uses the service, so house directors have an accurate history. Past residents are archived rather than deleted, for record-keeping. You may request export or deletion of your chapter’s data by contacting us; we will delete it within a reasonable period, subject to legal requirements.

Security

We use reasonable technical and organizational measures to protect information, including private storage and access-controlled links for medical PDFs and scoping every chapter’s data to that chapter. No method of storage or transmission is completely secure, and we cannot guarantee absolute security.

Your choices

House directors can view, edit, and delete resident records in the app. Residents or house directors may contact us to access, correct, or delete information, or to ask questions about how it is handled.

Who this service is for

HouseMom HQ is intended for adults (18+) managing or living in chapter housing. It is not directed to children, and we do not knowingly collect information from children.

Educational records

Depending on your institution, some information you enter may be subject to FERPA or to your school’s and organization’s policies. Customers are responsible for ensuring their use of the service complies with those obligations. Note that we do not hold ourselves out as a HIPAA-covered entity, and the service is not a substitute for any compliance program your organization is required to maintain.

Changes to this policy

We may update this policy from time to time. Material changes will be reflected by an updated “Last updated” date and, where appropriate, additional notice.

Contact

Questions or requests about privacy? Contact Zaza Online LLC at privacy@housemom.space.