Data Isolation & Security
How SayWhat Technology protects your community's data
Built for HOA Trust from Day One
SayWhat Technology is designed specifically for HOA communities, where documents, decisions, and communications matter. We understand that governing documents, board discussions, and member interactions are sensitive — and we treat them that way.
Our platform is built around a simple principle:
Your community's data belongs only to your community.
Strict Community Data Isolation
SayWhat uses a multi-tenant architecture with strong logical isolation between communities.
What this means in practice:
- Each community's documents are kept separate from every other community's
- Every search is limited to your community's own documents
- Questions and answers are scoped only to your community's documents
This isolation is enforced in the application for every request, with database-level enforcement being added.
AI That Respects Boundaries
When SayWhat generates answers:
- Only relevant documents from your community are used
- AI processing is scoped to the specific query and document context
- No other community's data is ever included
We do not build shared knowledge across communities. Each HOA's knowledge stays private and separate.
Secure Data Handling
We implement industry-standard safeguards to protect your data:
- Secure cloud infrastructure for hosting and storage
- Encrypted data transmission (HTTPS)
- Access controls to restrict who can view and manage data
- Role-based permissions for board members and users
While no system is perfectly secure, we design and operate SayWhat with security as a core priority.
Your Data, Your Control
You retain control over your community's data:
- Upload, manage, and organize your governing documents
- Download your documents and export your records as CSV
- Delete documents you have uploaded: a deleted document leaves your library and search immediately, and our file storage, normally within 30 days. Files of documents deleted on or before October 6, 2026 may still be in our file storage; to have them removed, contact privacy@saywhat.tech. To delete all of your community's data, contact privacy@saywhat.tech
- Control user access through admin roles
We do not claim ownership of your documents.
Responsible AI Processing
To generate answers, SayWhat securely processes your question and relevant excerpts from your uploaded documents. This processing involves trusted third-party providers (such as OpenAI), only to index your documents and to generate answers (see our Privacy Policy, section 3).
We do not use your data for:
- Advertising
- Cross-customer training
- Data resale
Assistive — Not Authoritative
SayWhat is designed to assist, not replace, human judgment.
- Responses are generated by AI and may contain errors
- Always verify important information against official documents
- For legal interpretation, consult a qualified professional
Continuous Improvement
We continuously improve our platform by:
- Monitoring performance and reliability
- Reviewing questions and answers to improve answer quality: a detailed record of each is kept for 90 days and may be reviewed by SayWhat staff, and is never shared with other communities
- Enhancing safeguards as the platform evolves
Questions?
If you have questions about data security or isolation, we're happy to help: privacy@saywhat.tech
See also: Terms of Service · Privacy Policy