Privacy policy

Effective 16 October 2026.

Who we are

FHL Owners, at federalhilllofts.com, is a private record of the residential unit owners' dealings with building management at Federal Hill Lofts Condominium, 1000 S. Charles Street, Baltimore, Maryland. The record is kept by the residential unit owners and run for them by the owners' coordinator, Phil Ghassemieh (unit 204). It is not an official publication of the association.

Questions about this policy, and requests about your information, go to portal.support@federalhilllofts.com.

The public homepage

The homepage at federalhilllofts.com sets no cookies and runs no analytics or tracking. Its fonts and images come from this site. Our host, Netlify, keeps ordinary server logs of each request, such as the address it came from, the page and the time.

Who can use the portal

Only active owners can sign in. The coordinator keeps the list of owners and the address each signs in with. A sign-in from any other address is refused, and no account is created for it.

What we keep

About owners. Your name, unit, the email address you sign in with, your phone number if the coordinator has it, and whether you are an owner or the coordinator. On the Owners page you may add contact details for the other owners to see. Under Your details you may list other addresses you send mail from.

When you sign in. You can sign in with a link or a 6-digit code sent to your address, or with Google.

Sign in with Google. If you choose Google, Google tells us your name, your email address, your profile picture and your Google account ID. We use only the email address, to check it against the owners list. The rest is stored with your sign-in account and is not used, shown or shared. We ask Google for nothing else: we cannot read your Gmail, Drive, contacts or anything else in your Google account, and Google gives us no lasting access to it.

Mail. Email posted to the owners' group (hoa@federalhilllofts.com) is recorded, and so is email that owners or management send, forward or copy to tracker@federalhilllofts.com. We keep the whole message: who sent it and to whom, the subject, the text, the attachments and the technical headers. The record therefore holds the names and addresses of management and of anyone else who writes to the group.

Mail we refuse. Mail to tracker@ from an address the portal does not know is not recorded. We keep a short note of the attempt (the address, the time and the reason), and the sender may get one email saying the message was not recorded.

What owners add. Notes and photos sent through Quick add, meeting transcripts and recordings, and the owners' chat when the coordinator imports it. Photos are kept as you upload them, including anything your phone saved in the file, such as where it was taken. The portal reads only the date it was taken.

Documents. The portal lists the files in the owners' shared drive on Google Drive, with their names, dates and descriptions. It keeps its own copy only of the files the record cites.

Activity. Who added, changed or deleted what, and when; which emails the portal sent and to whom; and, for each AI request, which step ran, how long it took and what it cost.

How we use it

To keep a dated record of building issues and of what management said and promised, to show owners what needs them, to email owners a weekly digest and reminders when those are switched on, and to prepare evidence packets when the coordinator makes them. We do not sell anything, show advertising, or send anything to management on our own: the portal only drafts messages for an owner to send.

AI

An AI model reads the record to keep it in order. It matches each message to the issue it concerns, sorts it, pulls out dates, requests and promises, writes short neutral summaries, and reads the text in photos and documents. To do that it receives the messages, their attachments, photos, transcripts and documents, together with the owners' names and units. Some results are filed straight away and others wait for the coordinator; text the AI wrote is marked as such.

The model is Google's Gemini, through Google's paid API. Under Google's terms for paid use, Google does not use this content to improve its products; it keeps requests for a limited time, solely to detect and prevent misuse of its service. If the portal moves any of this work to another provider, this page will say so first.

Who can see it

Every active owner can read the whole record, including each owner's name, unit, sign-in address and the contact details they chose to show. The coordinator also sees the review queue, the history of decisions and the settings. Management cannot see the portal. Counsel receives only the evidence packets the coordinator sends them; material the owners keep among themselves is left out of a packet unless the coordinator includes it, and a packet that includes it says so on every page.

Service providers

These companies run parts of the portal for us and hold information only to do that:

In your browser

The portal keeps your sign-in session in your browser's local storage, with the data it needs to finish signing you in. The coordinator's view also remembers one sorting choice there. On a phone, a photo you share to the portal sits in the browser's cache until the portal reads it. The portal sets no cookies and runs no analytics.

How long we keep it

The record is kept for as long as the owners keep it; nothing is deleted on a schedule. A sign-in lasts at most 30 days, then you sign in again. The coordinator can delete anything in the record, and you can remove your own email, note or photo before it is filed. Every deletion is listed on the Changes page, which keeps a line saying what was removed but not its content.

Removing your information

Write to portal.support@federalhilllofts.com. The coordinator will end your access, delete your sign-in account (with its link to Google, if you used Google), and clear your phone number and the contact details you added. What you sent stays part of the owners' shared history, because other owners rely on it. The coordinator may also delete particular items you ask about.

Copies outside the portal are not ours to delete: owners' own inboxes, the hoa@ group's archive, Resend's copy of received mail, emails the portal has already sent, and the files in the shared drive.

Security

All connections are encrypted. Files are stored privately and are reached only through short-lived links for signed-in owners. Sign-in needs either a code sent to your address or your Google account, and only addresses on the owners list get in. No system is perfectly secure, and we cannot promise that information will never be exposed.

Changes to this policy

When this policy changes, we update this page and its date. If we change what we do with information from your Google account, we will tell owners and ask you to agree before it applies to you.