AI Use and Fair Housing Notice

DRAFT TEMPLATE - NOT LEGAL ADVICE. Must be reviewed by a qualified US attorney before use. Replace every [BRACKETED] item.

For tenants and visitors

You are chatting with an automated AI assistant working for your property manager, not a person. Anything it can't answer confidently is passed to the property management team.
Answers come from documents your property manager provided. They may be out of date or wrong. Your lease and written notices from your property manager are what count.
Emergencies: if there is fire, a gas smell, flooding, a medical emergency or danger to anyone, call 911 first, then report it here.
Do not share Social Security numbers, bank or card details, or medical information in chat.

PropertyBrain is a communications and maintenance tool. It must not be used to decide who can rent, renew, or receive any housing benefit, and it does not do tenant screening.
The Fair Housing Act and state/local laws prohibit discrimination based on race, color, religion, sex (including sexual orientation and gender identity), national origin, familial status and disability, plus other classes under state and local law (for example source of income, age, military status).
HUD's guidance on AI and algorithms in housing (2024) makes housing providers responsible for discriminatory outcomes of automated tools they use. Review your documents for discriminatory language before uploading, and review AI answers in the inbox regularly.
Requests for reasonable accommodations or modifications (for example assistance animals, accessible parking) must be handled by a person. The assistant is configured to hand these to staff rather than approve or deny them. Do not change this.
Do not instruct the assistant to steer prospects toward or away from buildings based on any protected characteristic.
Keep a human in the loop for evictions, notices, rent disputes and legal questions.
Several states (e.g. California, Colorado, Utah) have AI disclosure rules. The chat widget discloses that tenants are talking to AI; do not remove it.