Privacy Policy

Maxidomo is the record of a property. Almost everything in it is there because someone chose to put it there.

• Your account. Your name and email address, and — if you sign in with Google — the basic profile Google returns: your email, whether Google has verified it, your name and your picture. We never ask Google for more than that and never act on your behalf in your Google account. Optionally a phone number, if you add one — see Text messages below.
• Your properties. The street address, a name you choose, and what you record about them: facts about the building and its systems, dated events, notes, tasks, reminders, and the people and companies who work on them.
• Files you upload, and the text read out of them. When you file a document Maxidomo reads it so you can search it later, so the full text of a receipt, an invoice, an insurance declaration or a permit is stored and searchable — not only the file.
• Conversations. What you ask Maxidomo and what it answers, including messages exchanged with other people on a property.
• Access codes, if you choose to store them — door codes, alarm codes, wifi passwords. These are encrypted, are never included in a conversation, and are shown one at a time through a single-use link that expires within the hour.
• Technical records.Sign-in sessions, a log of actions so a property’s history can be shown, and delivery records for the messages we send you.

Two groups of people can end up in Maxidomo without ever creating an account. They are named here rather than left implicit.

• Contractors and vendors. When you file a receipt or an invoice, Maxidomo may create a contact from what it reads — a business name, a phone number, an email address. That contact is visible to everyone who is a member of that property. The person named in it did not consent and is not notified.
• People you invite. Anyone invited to a property — a co-owner or a guest — can be seen by others on it.

If you are one of those people and want a record about you removed, write to us and we will remove it.

To run the service: to answer your questions about your property, to read and file the documents you send, to remind you of things, to show other members of a property what has happened, and to send you the messages you have asked for.

We do not use your data to train AI models. We do not sell personal information and we do not share it for advertising.

There is no analytics or tracking of any kind in the Maxidomo app — no advertising pixels, no third-party analytics, no session recording. The app’s browser security policy does not permit any third-party origin to load at all.

The public maxidomo.com landing site is the single exception, and it is measured on our own servers rather than in your browser: we record which page was asked for, the browser’s user-agent, which site linked you here, and the IP address the request came from, along with the country it maps to. We set no analytics cookie and run no tracking script: the measurement happens on our server, from the request itself, so there is nothing in your browser to opt out of. (The page does serve its own JavaScript, and our sign-in system sets two cookies on any page of ours you open, whether or not you ever sign in — neither is analytics.)

The address is sent to our analytics service, which uses it to tell an automated crawler from a person: the large AI companies publish the address ranges their crawlers use, and checking against those is what lets us say a visit came from a bot rather than take the word of a name anyone can forge. An IP address is personal data, and we treat it as such.

We measure nothing at all on app.maxidomo.com — the signed-in app, where your records are. The landing page is measured for everyone who visits it, signed in or not: if you already have an account and you open maxidomo.com, that visit is counted like any other. The difference is the page, not the person.

Maxidomo depends on other companies to work. Each receives the minimum it needs, and none may use it for their own purposes.

• Artificial-intelligence providers. This is the one worth understanding. Maxidomo’s assistant is built on AI models we do not operate. When you file a document, the document itself — the image or the file is sent to a third-party AI provider, together with the text read from it, so that it can be understood and filed. When you ask a question, your question and the parts of your record needed to answer it are sent the same way. Email you forward is sent to be classified.
• Cloud storage and document processing. Your files are stored encrypted with a cloud provider in the United States, and every page of a document is sent to a text-recognition service so it can be read.
• Email and text messages. Every email we send goes through a mail provider — including sign-in links, invitations, and the single-use links used to store or reveal an access code. Text messages, if you enable them, go through a messaging provider and contain no details from your record.
• Push notifications.If you use the iPhone app and turn notifications on, Apple delivers them. A notification carries a short preview of the message and, as its title, the property’s name — or its street address, if you have not named it. That passes through Apple and appears on your lock screen; your phone’s “Show Previews” setting controls the second part.
• Support and issue tracking. If you file a support report from inside Maxidomo it goes to our issue tracker with your name, your email address, the property’s address and a portion of the conversation it came from, so we can see what happened. You are told this at the moment you file.
• Network and infrastructure. All traffic passes through a network provider that protects the service, and email sent to a Maxidomo address is received and processed by that provider before it reaches us.

We do not list these companies by name, because which provider performs a given task can change. If you want to know who they are at any moment, ask us and we will tell you.

One more, worth stating plainly: anyone who is a current member of a property can read the documents filed against it, not only its owners.

Maxidomo’s main database runs on our own server in the United States, and files are stored with a cloud provider in the United States.

AI processing has no guaranteed location. One of the providers we use routes each request to whichever of its regions has capacity, so we cannot promise where a given request is processed. We would rather say so than imply a guarantee we do not have.

Your record is kept for as long as your account exists — that is the point of it.

Some things expire on their own:

• Sign-in sessions and connected-app tokens — 30 days
• Activity logs — 30 days
• A private conversation about a single record — 7 days after it goes quiet
• The original of a photograph, once a compressed copy is made — 30 days
• Notifications — 90 days once sent
• Invitations — 7 days
• A link that stores or reveals an access code — 10 to 60 minutes

Backups are kept for a limited period, so something deleted may persist in a backup until it ages out.

Text messages are off unless you turn them on. Adding a phone number verifies it; a separate, explicit second step is what enables messages, and you are shown exactly what you are agreeing to before you take it.

• Your phone number is not shared. We do not sell it, rent it, or share it with anyone for their own marketing. It goes to our messaging provider for the sole purpose of delivering the messages you asked for, and nowhere else. No third party receives it for any other reason.
• Message frequency varies. Alerts are sent when someone marks something urgent on a property you own — most people will receive very few, and there is a hard limit of 20 a day per property. The other messages Maxidomo sends to a number are a one-time code when you verify it, a confirmation if it is removed from an account, and a reply if you text HELP or START.
• Message and data rates may apply. Your mobile carrier may charge you for messages you receive, depending on your plan. Maxidomo does not charge you for them.
• Stopping them. Reply STOP to any message and Maxidomo stops texting that number immediately. Reply HELP for help. You can also turn alerts off, or remove the number entirely, in your settings at any time.
• What a message contains. Nothing from your record — no address, no amount, no name, and no preview of what was said. A message tells you something urgent happened and to open the app.

• Correct it. You can edit your profile, and any record on a property you own.
• Remove a record.You can tell Maxidomo to forget a fact, a document or a contact. Forgetting leaves a short note that something was removed, so the property’s history stays honest.
• Leave or retire a property. You can leave one you were invited to, or retire one you own.
• Take a copy. If you own a property, you can download everything on it — the record, its documents and the conversations you can see — from your account settings, as one file you keep. You are asked to sign in again first and emailed when it happens. Secret values, such as door codes, are not included; they stay sealed in Maxidomo.
• Delete your account. You can delete it yourself, from your account settings. Your record goes immediately and is no longer reachable — by you, by anyone you shared with, or by us. A property you own alongside someone else is untouched; one you own by yourself is retired if other people belong to it, or deleted with its files if nobody does. You are told which, property by property, before anything happens. Encrypted backup copies are erased within 90 days.

You can ask us for any of this, wherever you live. What personal information we hold about you and why, a copy of it, a correction to it, or its deletion — and we will not treat you differently for asking. These are the rights California law gives people at larger companies; we are a small one and offer them anyway. We do not sell or share personal information, so there is nothing to opt out of.

Maxidomo sets six cookies and every one of them is necessary for it to work: your sign-in session and the security tokens that protect it. There are no advertising or analytics cookies, which is why there is no cookie banner.

Access codes are encrypted at rest, everything is encrypted in transit, and no part of Maxidomo is exposed directly to the internet. No service can promise perfect security and we do not.

Maxidomo is not intended for anyone under 18, and we do not knowingly collect information from children.

If we change this policy the date at the top changes with it. If a change materially affects what we do with your data, we will tell you.

Fifth Mind LLC, a California limited liability company
[email protected]

See also our Terms of Service.