ILA Vacancy Board: Privacy Policy

Who to contact

Contact joseph@royaltygroupllc.net for privacy questions, access or correction requests, account deletion and other privacy concerns. This address is the shared Board contact for Royalty Group LLC and ILA of California. You do not need to create an account to make a privacy request.

Our respective personnel handle information for the Board's operational, oversight, support and security purposes under assigned access permissions. This Policy does not authorize either organization to use Board data for unrelated marketing.

Information collected and why

Account and organization information: name, email, phone, business or employer, account role, organization membership, invitation details and account-verification information. We use this to create and authenticate individual accounts, assign permissions, administer teams and provide support.

Listing information: home and operator names, property addresses and map coordinates, phone contacts, descriptions, images, rates, deposits, bed counts and status, room details, amenities, house policies and confirmation timestamps. We use this to manage and display eligible listings and enable relevant searches.

Inspection and moderation records: PRAT result, visit date, any next-visit date, recording staff identity, internal notes, listing decisions, reasons and audit events. We use these records to enforce public-listing requirements, investigate problems and document decisions.

Housing inquiries and placement communications: sender name, organization, role, contact information, requested move-in date, beds needed, general housing requirements, offers, messages, status and outcome information you submit. We use this to deliver inquiries, operate placement tools and support authorized ILA oversight. Please do not submit protected health information or unnecessary details identifying prospective residents.

Private shortlist information: saved home identifiers associated with your individual account. We use this to restore your own shortlist and comparisons across signed-in sessions, not to make a shared organization list.

Technical and support information: service providers may process IP addresses, browser and device information, requested pages, timestamps, authentication and security events, error logs and messages you send for support. We use these to operate, secure and troubleshoot the Board.

Optional connection information: only if you review the proposed transfer and explicitly consent, we prepare the specific business and home details described below to prefill a separate Algaic signup. We also record the consent version and time and the transfer's expiry and redemption status.

Where information comes from

We collect information directly from you and your use of the Board, from housing operators and coordinators who submit authorized information, from authorized ILA staff, and from organization invitations. Hosting, authentication and other technical providers also generate operational records.

Searches can use a city or ZIP code you enter. The Board does not require device-level precise geolocation to search. A home address and its map coordinates describe the listing; do not submit a resident's private location as a listing or free-text note.

Who can see information

Public visitors can see eligible listing information, including home addresses, images, rates, amenities and reported vacancy information. Public listing content may be indexed or copied by others. Operator phone numbers are withheld from anonymous directory responses and become visible after sign-in.

The relevant housing operator receives the inquiries and contact details sent to that home. Participants can access their authorized placement conversations. ILA staff have oversight access to referral and placement records but do not use the Board to originate referrals. These communications are not private from authorized ILA oversight.

PRAT results and internal inspection notes are restricted to authorized staff through the application. Operators can see listing decisions and operator-facing reasons, not the staff-only inspection notes. Public listing eligibility does not expose the inspection record itself.

Your shortlist is private to your account under application and database access rules. Other organization members and ordinary ILA staff accounts cannot browse it, and changing roles does not make it shared. Authorized technical administrators and infrastructure providers may nevertheless have restricted underlying access where needed for support, security, maintenance or legal obligations; privacy within the app is not a promise of technical inaccessibility to all administrators.

Organization members can see membership information for their own organization, and authorized organization owners can manage invitations. Organization membership does not make a member's shortlist visible to the team.

We may disclose information when reasonably necessary to comply with law or a valid legal process, protect safety or security, or establish or defend legal rights. If the Board's operation is transferred, necessary records may transfer subject to applicable law and notice of material changes. Such a transfer is not permission for unrestricted new uses.

Service providers, maps and email

The Board uses Supabase for database and account services, Vercel for hosting, and Resend for application email when email delivery is configured. These providers process information needed to perform their functions. Authorized personnel may access operational records to investigate errors or security events.

Inquiry notifications can contain the sender's contact information and submitted housing notes and may travel by ordinary email. Recipients and their email providers may retain separate copies. Do not put medical records, passwords or other sensitive documents into an inquiry or support email.

Opening the map requests map imagery from Esri/ArcGIS services. Fonts load from Fontshare and Google Fonts. These requests can disclose technical information such as your IP address, browser information and the requesting site's origin to the provider. The Board does not intentionally include your private shortlist, referral content or account credentials in those resource requests.

Information may be processed in the United States and in other locations used by our providers. We do not promise that all copies, backups, logs or support access remain within a particular state. External websites, map providers and housing operators have their own privacy practices.

Cookies, storage and tracking

The Board uses authentication cookies to keep you signed in and maintain sessions. It may use browser storage for interface preferences such as theme. Account shortlists are stored under your signed-in account rather than a shared browser shortlist. Blocking necessary cookies can prevent sign-in or other account features.

The Board does not use advertising pixels or sell personal information, and does not share personal information for cross-context behavioral advertising as part of the service described here. Hosting, security and diagnostic records are used to operate the service, not to create advertising audiences.

Legacy Do Not Track browser signals do not change the Board's operation. Global Privacy Control does not turn off necessary authentication or security processing; the Board does not conduct the sale or advertising sharing that it is designed to restrict. If we introduce practices requiring an opt-out or consent, we will provide the required notice and controls before doing so.

Optional Algaic signup prefill

The vacancy board remains free and separately branded. The optional connection is offered only inside the operator portal and remains unavailable until its receiving signup flow is enabled. Declining it does not affect your listing eligibility or access to the free Board.

Before any transfer, you see the exact business name, contact name, account email, phone, and included home identifiers, names, addresses, cities, states, ZIP codes, bedroom counts and bathroom counts. You may correct the underlying records before reviewing them again. An unchecked consent control requires an affirmative choice before the transfer is submitted.

The transfer excludes shortlists, referrals, placement messages, resident information, inspection records, passwords and login credentials. Only a random, short-lived code appears in the handoff URL; the authorized receiver exchanges it for the reviewed data. The code expires after ten minutes and can be redeemed once.

Redemption removes the transfer payload from the handoff record. Expiry blocks redemption but does not by itself promise immediate deletion from storage or backups. A record of the consent and transfer status may remain. You may withdraw before submitting by leaving the review screen; after transfer, contact us and the paid product about deletion of their respective copies.

This prefill does not create a subscription or authorize billing. Review the paid product's own Terms and Privacy Policy before completing its signup.

Retention and deletion

We retain account, listing, inquiry and operational information while needed to provide the Board and for proportionate security, audit, dispute-resolution and legal purposes. Retention depends on the record, whether the account or matter is active, legal obligations and the need to investigate misuse; the Board does not apply one universal automatic deletion period.

Removing a shortlist item removes it from your account's active shortlist. Account closure and broader deletion requests are handled through the privacy contact. Information may remain temporarily in backups or restricted logs, and records required for a lawful purpose may be retained.

Closed placement threads are assigned a message-cleanup date ninety days after closure. Message bodies are removed when the retention cleanup process is run; conversation metadata and audit history can remain. This is not a guarantee that every copy is automatically deleted on day ninety, including copies in email, exports or backups. You may request earlier deletion, subject to applicable exceptions.

PRAT evidence and moderation history are not editable or deletable through ordinary staff tools. Requests affecting those records require an authorized review of audit and legal needs. We will explain a refusal or partial fulfillment when required by applicable law.

Your choices and privacy requests

You can update information through the profile or listing controls available to your role, remove saved homes, decline an optional transfer, and stop using the Board. For other access, correction, deletion or account-closure requests, email joseph@royaltygroupllc.net with enough information to locate your records.

We may need to verify identity and authority before disclosing, changing or deleting records. We will request only information reasonably needed for that process; do not send a password or full identification document in an initial request. Authorized representatives may contact us, and we may ask for evidence of permission.

Where applicable privacy law grants rights to access or obtain a copy, correct, delete, opt out of sale or advertising sharing, limit certain uses of sensitive information, or receive equal treatment when exercising rights, we will honor those rights subject to the law's conditions and exceptions. Not every law applies to every organization or record, and this Policy does not ask you to waive any rights.

We will respond within the time required by applicable law and explain any permitted extension or reason a request cannot be completed. You can raise concerns through the same contact and may complain to the appropriate regulator. California's Attorney General provides information at California privacy rights guidance.

Security and sensitive information

We use authentication, role-based permissions, database access rules and restricted server-side credentials to limit access. No internet service, email channel or storage system can be guaranteed completely secure. Report suspected unauthorized access through the contact above.

The Board is not offered as a medical-record system or an approved channel for protected health information. Do not submit diagnoses, medication lists, medical documents, Social Security numbers, financial-account credentials or identification documents. A private-looking conversation does not make those submissions appropriate.

If sensitive information is submitted inadvertently, contact us promptly without repeating it unnecessarily. We will review appropriate restriction or deletion steps. Do not use the Board or its inbox for urgent safety concerns.

Children and policy changes

Account features are intended for adults aged eighteen and older. We do not knowingly solicit children's personal information; please do not enter information identifying a child into a housing inquiry. Contact us if you believe a child has submitted personal information so we can review and address it.

We display the current version and effective date with this Policy. Material changes will be communicated through a prominent Board notice or an account email as appropriate. We will obtain consent for a new use when required, rather than treating continued use as blanket consent to an unrelated data transfer.