Introduction
QuorumFile is a Kynth Studios product at quorumfile.kynth.studio. This policy explains what we collect when you run the free HOTMA Decision Sheet or buy an adoption pack, who processes it, and how long it is kept.
What the free Decision Sheet collects
The HUD participant code or agency name you enter, your answers to the three exemption questions, and the hearing date you supply if you supply one. We store a record of the sheet you generated — participant code, agency name, program type, your gate answers and the number of elections shown — so we can tell how the tool is being used. If you give us an email address to send the sheet to, we store that too. You do not need an account and we do not create one.
What we do not collect
No resident data, ever. Nothing in this product asks for tenant names, income figures, Form HUD-50058 records or anything else about the families your agency serves, and you should not send us any. The elections we write are policy decisions, not case data.
What buying a pack collects
Your agency name, HUD participant code, contact name and email, the exemption answer you gave at checkout, your board calendar dates, and the election you chose for each item. Card details go directly to Stripe and never reach our servers.
How we use it
To produce and deliver your pack, to answer you about it, and in aggregate to understand which parts of the tool people use. We do not sell it, and we do not use it to train anything.
Who processes it
Vercel hosts the site. Supabase stores the public housing authority roster and the Decision Sheet records. Stripe processes payment. Resend sends transactional email. PostHog records anonymised product analytics with all form inputs masked. Each is a processor acting on our instructions.
The HUD data behind the lookup
The roster the lookup reads is built from HUD’s own published exports and ArcGIS layers — public records about agencies, not about people. When you enter a participant code you are reading a public file, not a profile we built about you.
Cookies and analytics
We use PostHog for product analytics, proxied through this domain. It records page views and interaction events with input contents masked. There is no advertising network on this site and no cross-site tracking.
How long we keep it
Decision Sheet records are kept for two years. Fulfilment records are kept for seven years, because they document a paid engagement. Ask us and we will delete what is not required for tax or accounting purposes.
Security
The public housing authority roster and the Decision Sheet records sit behind row-level security with no anonymous access policies; the site reads them server-side only. Nothing reaches your browser that our own API did not put there.
Your rights
You may ask what we hold about you, ask us to correct it, or ask us to delete it. Write to quorumfile@kynth.studio and we will answer within 30 days.
Children
This is a business-to-government service. It is not directed at children and we do not knowingly collect information from them.
Security incidents
If information is exposed, we will investigate, contain it, and notify affected agencies and any regulator we are required to notify.
Changes
We may update this policy. Last updated 28 July 2026.
Contact
quorumfile@kynth.studio.
