Privacy

GreatlyBoard is operated by Greatly Living LLC, [registered address]. For anything in this policy, write to privacy@greatlyboard.com.

Where your organization uses GreatlyBoard to manage property operations, your organization is the controller of the data it puts in and we are its processor. For your own account and billing details, we are the controller.

• Your account. Name, email address, a hashed password, language and timezone, and when you last signed in.
• Your organization. Company name, properties, units, and the settings that decide how turnovers run.
• Operational records. Turnovers, tasks, inspections and their photos, issues, maintenance and asset history, inventory counts, and the readiness decisions somebody made.
• Occupancy records. Arrival and departure dates, the source they came from, and a display name where you supply one.
• Providers. The cleaners and trades you work with: name, company, trade, and the phone or email you already had.
• Messages we sent. Job requests, reminders and their delivery status.
• An audit trail. Who changed a setting, a permission or a readiness decision, when, and what it was before.
• Billing. Your plan, your active unit count, and an identifier from our payment processor. We never see or store card numbers.

Several of these are enforced in the product, not just promised here.

• We do not read guest names out of calendar feeds. A feed gives us dates; if a name appears against a stay, somebody in your organization typed it.
• We do not collect guest or tenant payment details, identity documents, or deposit information.
• We do not track your team's location.
• We do not sell anything to anybody, and we run no advertising, so nothing here is shared with an ad network.

When you send a job to an external cleaner or contractor, they open a secure link rather than an account. That link carries only what the job needs: the property and unit, the scope of work, the deadline, access notes and the evidence required.

A provider link never carries:

• A guest or tenant full name, or their phone number
• Anything about a reservation payment, a deposit, or who is liable for what
• Owner or accounting information
• Your internal notes, or any incident unrelated to the job in front of them

These links expire, can be revoked at any time, and are rate-limited. The token is stored only as a hash, so a copy of our database does not yield a working link.

• Passwords are hashed with scrypt and are never recoverable, by us or by anybody.
• Session cookies, invitation links, password resets and provider job links are stored as hashes, are single-use or expiring, and can be revoked.
• Integration credentials and private calendar URLs are encrypted at rest with AES-256-GCM.
• Photos and documents live in private storage and are served through signed links that expire.
• Every organization’s data is isolated at the database level, not only in application code, so a mistake in a query cannot reach another tenant.
• Uploads are size-limited, restricted to a list of permitted file types, and their filenames are sanitised.

We use a small number of subprocessors, and only the ones your deployment actually turns on. A GreatlyBoard installation runs with none of them configured.

• Stripe — subscription payments. Receives your billing contact and your active unit count. Card details go to Stripe directly and never through us.
• Resend — transactional email: invitations, password resets and job requests. Receives the recipient address and the message.
• Supabase — database and file storage, where configured.
• Google (Gemini) — optional AI assistance. Off unless your organization turns it on. Receives only the specific photo, message or comment thread being analysed, and only for the categories you enabled under Settings → AI & data.
• Meta (WhatsApp Business) — optional messaging channel. Receives a provider's phone number and the message, and only after they have opted in.
• Vercel — application hosting.

Hosting region: [region]. Where data leaves that region we rely on [transfer mechanism].

AI in GreatlyBoard suggests; it never decides. Assigning a provider, approving a quote, changing what work is in scope, resolving an issue and deciding a unit is ready are all done by a person, whatever the AI settings say. You can switch AI off entirely and the product works exactly the same.

Each category — reading photos, reading forwarded booking messages, summarising internal comments — is a separate switch, and nothing is sent for a category you have not enabled.

• Operational records are kept for as long as your organization has an account. Cancelling a subscription does not delete them.
• After an account is closed, we keep the data for 30 days so it can be recovered by mistake-of-a-Friday, then delete it.
• The audit trail is kept for the life of the organization, because a record of who changed what is not useful if it can be pruned.
• Billing records are kept for as long as tax law requires.
• Invitation, reset and provider links expire on their own and are unusable afterwards.

You can ask us for a copy of your data, ask for it to be corrected, or ask for it to be deleted. If your organization is the controller, we will pass the request to them and help them answer it. Write to privacy@greatlyboard.com and we will answer within 30 days.

Most of this you can also do yourself: your team, their access, the audit history and your billing are all in Settings.

We set one cookie to keep you signed in and one to remember which organization you are looking at. Both are strictly necessary, and we use no analytics or advertising cookies, which is why you are not being asked to accept anything.

If we change this policy in a way that matters, we will tell you by email before it takes effect. The date at the top always reflects the current version.

See also our Terms.