Effective Date: September 1, 2025
Last Reviewed: September 1, 2025

CINC Privacy Policy

PLEASE READ THIS PRIVACY POLICY CAREFULLY.

 

TABLE OF CONTENTS

Introduction

CINC Systems, LLC and our affiliated companies (collectively referred to as “CINC” or “we,” “us,” or “our”) respect your privacy and are committed to protecting it through our compliance with this Privacy Policy in the course of offering and providing our products and services to management companies that in turn, provide services to community associations (“Business Services”). This Privacy Policy describes our practices for collecting, using, maintaining, protecting, and disclosing personal information collected through any website or mobile application that links to this Privacy Policy (“Website”); through any email, text, or other communications between you and us; and otherwise in the course of doing business with you. The data we collect at the direction of a community association is also subject to the privacy policies of that community association.

 

This Privacy Policy does not apply to:

  • any personal information collected and processed through any website, platform or mobile application that we operate on behalf of our customers and as a service provider to our customers (“Customer Website”) and which are subject to the privacy policy linked to the Customer Website;
  • any personal information of employees, contractors and applicants; and
  • any external third-party websites that may be linked to the Website, Customer Websites or the Services (“Third-Party Website”) and which are subject to any privacy policy linked to the Third-Party Website.

If we make any changes to our privacy practices, we will post a revised Privacy Policy on this page. Any revised policy will apply as of the effective date listed at the top of the Privacy Policy.

 

Personal Information We Collect.

Information You Provide

As you navigate through our Website or use any of our Services, we and service providers acting on our behalf may collect personal information from you including the following:

  • First and last name, email address, phone number and mailing address;
  • User name, password and other information when you register for our Services and create an account;
  • Payment information, including payment card and financial account information; and
  • Demographic information such as gender, age and zip code.
  • Feedback Information, that you may request that you provide us with feedback regarding the Website as well as the products and Services we offer.
  • Transaction information arising from your use of our Website and Business Services

 

Automatically Collected Information

When you visit our Website and use our Services, we and our service providers may automatically collect and store information about your computer or mobile device and your activities using tracking technologies, such as cookies, pixels and web beacons – small files placed on your device to recognize your device and provide information about your use of the Website. Information we may automatically collect includes the following:

  • Log Information, including web pages which have been viewed by you, date and time, domain type, device event information such as crashes, system activity, hardware, settings, browser type, browser language, the date and time of your requests, and referral.
  • Location Information, including IP address, and mobile device identifiers.
  • Usage Information, including about how you use the Website, move through the Website or use our Business Services, and preferences you demonstrate through use of the site.

 

Information From Other Sources

We may supplement the information we collect about you through the Services with records received from third parties in order to enhance our ability to serve you, to tailor our content to you, and to offer you information that we believe may be of interest to you.

We collect this information directly from you when you provide it to us and automatically as you navigate through the Website or our Services. Information collected automatically may include usage details, IP addresses, and information collected through cookies, web beacons, and other tracking technologies.


How We Use Your Information

We may disclose your personally identifiable information for the following business or commercial purposes to provide Services to you:

  • To activate and maintain your account;
  • To carry out transactions you have requested or authorized;
  • To respond to your questions, inquiries, comments, and instructions;
  • To send you information, including updates and notices and other information about us or our Website or other online Business Services;
  • To assist unaffiliated third-party service providers, agents, or independent contractors who help us promote, market, or maintain our products and Business Services;
  • To assist or manage our subsidiaries and affiliates;
  • To use as you consent or direct;
  • To track and analyze usage and volume information from our website visitors and provide such information to third parties;
  • To maintain the security of the Website, other online Services, and CINC’s systems;
  • To protect against fraud or potential fraud
  • To comply with law, or if in good faith we believe that such action is necessary to conform to the requirements of law, or comply with legal process served on us, and to protect and defend our rights or property, or act in urgent circumstances to protect your personal safety and the personal safety of our other visitors;
  • To inform third parties as part of a corporate reorganization process including, but not limited to, a merger, acquisition, or sale of all or substantially all of our assets.

How We Disclose Your Personal Information

We may disclose your personal information to:

  • CINC affiliates. We may disclose your personal information to our affiliates who may have content and offers of interest to you;
  • Service Providers. We may disclose your personal information to our Service Providers who assist with the delivery of our Services and the performance of our business operations, such as hosting, payment processing, marketing (which may include joint marketing with our customers and Service Providers), analytics, customer support, and maintaining the integrity of our Services;
  • Government and law enforcement authorities. We may disclose your personal information as required or permitted by law, such as in response to a verified request, e.g., court order, search warrant, or subpoena, relating to a criminal investigation or alleged illegal activity, or any other activity that may expose us, you, or any other party to legal liability;
  • Security and safety. Where permitted by applicable law, we may disclose your personal information for the purpose of protecting the rights, property, life, health, security, and safety of CINC, our Business Services, our users, or any other party. We may also disclose your personal information if we have a good faith belief that a crime has been or is being committed; and
  • Business transactions. We may disclose your personal information in connection with, or during negotiations of, any proposed or actual business transaction, e.g., merger, purchase, sale, or any other type of business transaction regarding all or any portion of our assets, including transfer of all or any portion of our business to another party.

Choices About How We Use, Disclose, And Share Your Information

 

You have the following choices regarding the personal information you provide to us.

Tracking Technologies:

  • Browser Settings.You can set your browser to refuse all or some browser cookies, or to alert you when cookies are being sent.  You can control information collection and use by using other means, such as by clearing your browser cache history or by using the tools discussed below Some browsers have incorporated “Do Not Track” features that can send a signal to websites you visit indicating that you do not wish to be tracked. Because there is no consensus on how to interpret “Do Not Track” signals, our Services do not currently respond to browser Do Not Track” signals. To find out more about “Do Not Track,” you can  visit https://www.allaboutdnt.com.
  • Self-Regulatory Advertising Organizations.Certain vendors that perform advertising-related services on our behalf participate in voluntary programs that provide tools to opt-out of interest-based advertising, such as the Digital Advertising Alliance’s (“DAA”) Self-Regulatory Program for Online Behavioral Advertising. To learn more about how you can exercise certain choices regarding interest-based advertising for DAA members, visit http://www.aboutads.info/choices/, and  http://www.aboutads.info/appchoices for information on the DAA’s opt-out program for mobile apps. Some of these companies are also members of the Network Advertising Initiative (“NAI”). To learn more about the NAI and opt-out options for their members, See http://www.networkadvertising.org/choices/. We are not responsible for the effectiveness of, or compliance with, any third party opt-out options or programs, nor the accuracy of their statements regarding their programs.
  • Mobile Device Settings.You can use mobile device settings to limit mobile tracking technologies and associated activities. For instance, you can adjust or reset the advertising identifiers on your mobile device in the device settings. In some cases, you can also use mobile device settings to allow or restrict the sharing of location information. If you do not share your location information, some features of our Services may not be available for use, but we may still estimate your general location based on the IP address you use to access our Services. Additionally, you can also choose to uninstall mobile applications.
  • Vendor-Specific Tools.You may exercise your choices regarding the use of cookies by Google Analytics by using the Google Analytics Opt-out Browser Add-on or by going to https://tools.google.com/dlpage/gaoptout/ and following the instructions.

 

Marketing Emails and Promotional Offers from CINC

If you do not wish to have your information used by CINC to promote our products or services or receive marketing emails, you may choose not to receive marketing email communications from us by clicking on the “unsubscribe” link in our marketing emails or you also may ask us not to send you marketing or promotional communications by contacting us at compliance@cincsystems.com, and we will honor your request and omit you from future email distributions.

Data Security

We have implemented measures to secure your personal information from accidental loss and from unauthorized access, use, alteration, and disclosure. Once we receive your information, we make reasonable efforts to ensure the security of our systems. We use firewalls to protect your information from unauthorized access, disclosure, alteration, or destruction. 

The safety and security of your information also depends on you. Where you have chosen a password to access our Website or other online Services, you are responsible for keeping this password confidential. We ask that you do not share this password with anyone.

Unfortunately, the transmission of information via the internet is not completely secure. We cannot guarantee the security of your personal information transmitted via our Website or other online Services. Any transmission of personal information is done at your own risk. We are not responsible for circumvention of any privacy settings or security measures contained on the Website or other online Services.

Retention and Deletion

Please note that in many situations we must retain all, or a portion, of your personal information to comply with our legal obligations, resolve disputes, enforce our agreements, to protect against fraudulent, deceptive, or illegal activity, or for another one of our business purposes. We will not retain information for longer than is reasonably necessary for any of the disclosed purposes in this Privacy Policy.

We aim to maintain our Services in a manner that protects information from accidental or malicious destruction. Because of this, we may not immediately delete residual copies from our active servers and may not remove information from our backup systems.

Third-Party Sites

The Website or other online Business Services may contain links to webpages operated by parties other than CINC. We do not control such websites and are not responsible for their contents or the privacy policies or other practices of such websites. Our inclusion of links to such websites does not imply any endorsement of the material on such websites or any association with their operators. Further, it is up to the user to take precautions to ensure that whatever links the user selects or software the user downloads (whether from this Website or other websites) is free of such items as viruses, worms, trojan horses, defects and other items of a destructive nature. These websites and services may have their own privacy policies, which the user will be subject to upon visiting the third party’s website. CINC strongly recommends that each user review the third party’s terms and policies. 

Generative AI Services

We may offer you the ability to interact with our interactive artificial intelligence (“AI”) chatbots (the “Chatbot”). By using the Chatbot, you are interacting with CINC’s Generative AI platform and not a live person, and you are subject to our Terms and Conditions and this Privacy Policy. Do not provide confidential or proprietary information when using the Chatbot. Use of the Chatbot is for general information only; please understand that information, decisions, or advice provided by the Chatbot or any materials retrieved therefrom, including those to any third party, have not been reviewed for content or accuracy. Please contact us as provided below with questions regarding the Chatbot or if you require further information with the subject line “AI Help”. Some technologies used on our Services allow us and our service providers to monitor and analyze how visitors use our Services to better understand user behavior and improve our Services. When you interact with us online, information related to your behavior may be collected by us and our service providers.

Information From Users Outside The United States

If you are outside of the United States, when you use our Website your information is being sent to and stored in the United States where our servers are located. Laws protecting your personal information in the United States may differ from those where you are located. By using the Website, you agree to the information collection, use, and sharing practices described in this Privacy Policy.

Persons Under 18

We do not knowingly collect personal information from children under 18 years of age. If you are not at least 18 years old, we ask that you do not use our Website or send other personal information to us. If we knowingly receive information from a child under the age of 18, we will delete that information as soon as practicable.

California Privacy Notice

This section describes how CINC collects, uses, and discloses the personal information of California residents who interact with us and our Website. We provide this information as a supplement to our Privacy Policy.

Personal Information We Collect and Why We Collect It

Within the past 12 months, we have collected and continue to collect the following categories of personal information about California residents:

 

Category of Personal Information

How Personal Information is Collected

Purposes for Collection and Use

Identifiers

Examples:
• Full Name
• Contact details
• Online identifiers
• IP address
• User account information
  • Directly from you
  •  From our service providers, including those providing data analytics and Website maintenance and support
  • From social media platforms

·         Performing business services for CINC

·         Ensuring and improving the security and integrity of our Website and our business

·         Identifying and repairing errors that interfere with Website functionality

·         Providing promotional and marketing services

·         Internal research and development

Non-Public Personal Information*

Examples:
• Signature
• Address
• Telephone number
• Employment details
• Credit or debit card
•Bank account number

More about payment card information: Although you can submit payment information to pay for a vendor through our services, we do not receive this information itself. Payment information is transmitted directly to our payment card processing vendor.

*As described in Cal. Civ. Code § 1798.80(e)
  • Directly from you
  • From our service providers, including those providing data analytics and business intermediaries

·         Performing business services for CINC

·         Ensuring and improving the security and integrity of our Website and our business

·         Providing promotional and marketing services

·         Internal research and development

·         Processing service requests, managing payments, and addressing complaints

Commercial Information

Examples:
• Records of services purchased or considered
• Purchase histories

·         Directly from you

·         Performing business services for CINC

·         Providing promotional and marketing services

·         Internal research and development

Internet Activity Information

Examples:
• Information regarding your interactions with our Website or promotional materials

·         Directly from you

·         Through tracking technologies

·         Performing business services for CINC

·         Ensuring and improving the security and integrity of our Website and our business

·         Providing promotional and marketing services

·         Internal research and development

Non-Precise Geolocation Data

Examples:
• Approximate location derived from IP address or zip code

·         Directly from you

·         Through tracking technologies

·         Performing business services for CINC

·         Ensuring and improving the security and integrity of our Website and our business

·         Providing promotional and marketing services

·         Internal research and development

Audio, Visual, or Similar Information

Examples:
• Audio and video recordings of virtual meetings

·         Directly from you

·         From our service providers, including those providing data analytics and business intermediaries

·         Performing business services for CINC

Sensitive Personal Information

We may collect the following if you choose to provide them:

·         account log‐in, financial account, debit card, or credit card number in combination with any required security or access code, password, or credentials allowing access to an account

·         the contents of a consumer’s mail, email, and text messages, unless the business is the intended recipient of the communication

Sensitive Personal Information is only used for legally permitted purposes.

·         Directly from you

·         Protect the security or integrity of our services and our business, including by protecting against, detecting, or investigating malicious, deceptive, fraudulent, or illegal activity

Notice to California Residents (CCPA)

This section applies to California residents and complies with the CCPA. Defined terms have the same meaning as in the CCPA.

Information We Collect (Last 12 Months):

  • Identifiers: Name, address, email, IP address, etc.
  • Customer Records: Financial information, insurance information, etc.
  • Commercial Information: Purchase history.
  • Internet Activity: Browsing history, search history.
  • Geolocation Data: Physical location.
  • Sensory Data: Audio, visual information.
  • Inferences: Preferences, characteristics.
  • Sensitive Personal Information: Account credentials, precise geolocation, etc.

Sources include you directly, observations of your actions, service providers, business partners, government entities, social networks, and data brokers.

Use of Personal Information:

  • Fulfill your requests and transactions,
  • Provide and develop our Site, products, and Services,
  • Manage your account and prevent fraud.
  • Support customer service and inquiries;
  • Ensure security and integrity of our technology assets.
  • Conduct internal research and quality assurance.
  • Provide marketing and analytics services (excluding cross-context behavioral advertising without opt-in).

Disclosure for Business Purposes:

We may disclose personal information to affiliates, service providers, business partners, government entities, social networks, and data brokers under confidentiality obligations.

Sales and Sharing:

We do not sell personal information. We may share it for marketing and customer acquisition with affiliates, service providers, business partners, social networks, and data brokers, but not sensitive personal information for cross-context behavioral advertising.

Your CCPA Rights:

  • Right to know what personal information is collected, used, shared, or sold.
  • Right to delete personal information (subject to exceptions).
  • Right to correct inaccurate personal information.
  • Right to opt out of sale or sharing (click “Do not sell my personal information” in the footer).

To exercise these rights, call 1-855-943-8246 ext. 2138 or email compliance@cincsystems.com. We will verify your identity before responding.

Response Timing and Format

We aim to respond to verifiable consumer requests within 45 days. We may extend by an additional 45 days with notice.

No Discrimination or Retaliation

We will not discriminate or retaliate against you for exercising your CCPA rights.

International Users

If you are outside the U.S., your information may be transferred to and processed in the U.S., which may have different data protection laws. By using our Services, you consent to such transfers.

Compliance and Cooperation

We regularly review our compliance and work with regulatory authorities to resolve complaints we cannot resolve directly.

Changes to this Policy

We may update this Privacy Policy to reflect new technologies or legal requirements. We encourage you to review it periodically. Changes become effective when posted.

Contact Us

If you have any questions or comments about this Privacy Policy, contact us at: