Privacy Policy
Last updated November 7, 2026
This explains what HomeFile keeps about you and your home, who can see it, and the choices you have. HomeFile is operated by [legal name of the operating company]. We don’t sell your information and we don’t show ads.
1. What we keep
- Contact details: names, email addresses and phone numbers for the people connected to a file, such as the client, agents and contractors.
- The home’s file: address and home details, inspection reports, findings and photos, repair items, care tasks, equipment, and documents.
- Things people add: photos, receipts, invoices and comments.
- Access records: when each private link was created, opened and ended, and which documents it was used to open. The file holder and the inspector can see this, so everyone knows who has looked at the file.
- Basic technical data: such as the times of requests and error logs, which our hosting providers keep briefly to run the service securely.
2. Where it comes from
Most of it comes from your inspector when they set up the file and upload the report. The rest comes from you and the people you share the file with.
3. How we use it
- To show the file to the people who have access to it.
- To send emails you’d expect, such as your link or a shared link.
- To keep the service secure and fix problems.
- To help your inspector see whether clients are using their file, for example whether a link was opened.
4. Who can see it
The people with access to the file.The file holder decides who that is and can end anyone’s access. Contractors see only the repair items they were given.
Your inspector’s office, which set up the file and supports it.
Service providers that run HomeFile for us and may only use the data to do so: Supabase (database and file storage), Vercel (web hosting) and Resend (email delivery). Their servers are in [the United States].
We may also share information if the law requires it, or to protect someone’s safety.
5. When the home changes hands
If the file holder hands the file to a new owner, the new owner receives the home’s records: reports, repairs, care plan and equipment. The previous owner’s private links stop working, and they keep a read-only copy of the file as it was on the handover date.
6. Cookies
HomeFile uses a few small cookies to work: one keeps you signed in after you open your link, one remembers that you’ve seen the welcome message, and one briefly holds a newly made link so it can be shown to you once. There are no advertising or tracking cookies.
7. How long we keep it
A home’s file is kept for as long as it is in use, because its value is a lasting record of the home. Access records are kept with the file. [Retention period after a file is closed, to be set.] You can ask us to delete your personal details or a file, as described below.
8. Your choices
You can ask to see, correct or delete your information, or ask for a copy of your file. Email [privacy contact email address]. We may need to confirm it’s you, and some records may be kept where the law or the inspection agreement requires it. [State-specific rights to be confirmed with an attorney.]
9. Security
Files are stored privately and documents open through short-lived links. Connections are encrypted. No system is perfectly secure, so please keep your private links to yourself. If we learn of a breach that affects you, we will tell you as the law requires.
10. Children
HomeFile is not meant for children under 13, and we don’t knowingly collect their information.
11. Changes and contact
If we change this policy in an important way, we will update the date at the top and, where reasonable, let file holders know. Questions: [privacy contact email address].
See also: Terms of Service · Privacy Policy