Privacy Policy

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

Last updated: [DATE]

[AIOS LEGAL ENTITY NAME] ("we") runs PropertyBrain. This policy explains what personal information we handle and why.

Who this covers

• Customers: property management companies and their staff who sign up.
• Tenants, vendors and owners who chat, text or email a Customer through PropertyBrain. For their data we act as a service provider / processor for the Customer, who is the business responsible for it.
• Website visitors and people who request a pilot.

What we collect

• Account data: name, work email, phone, company, password (stored only as a salted hash).
• Billing data: handled by Stripe. We store only a Stripe customer ID and plan, never full card numbers.
• Customer Data: documents uploaded for the knowledge base; property, unit and tenant lists; messages, photos and maintenance tickets.
• Tenant contact details (name, phone, email, unit) and message content.
• Technical data: IP address, browser type, and an audit log of account actions, used for security.

How we use it

• To provide the Service: answer tenant questions, create tickets, route work, send notifications.
• To secure the Service, prevent abuse and debug errors.
• To bill Customers and send service emails.
• We do not sell or share personal information for cross-context behavioural advertising.

AI processing

Messages and relevant document excerpts are sent to our AI provider ([OpenAI, L.L.C.]) to generate replies, under terms that prohibit using API data to train their models. Our sub-processors are listed below.

Sub-processors

• [Fly.io]: hosting (USA)
• [OpenAI]: AI text generation
• [Stripe]: payments
• [Twilio]: SMS
• [Resend]: email
• [Sentry]: error monitoring (personal data scrubbed by default)

Retention

Customer Data is kept while the account is active and deleted within 30 days after termination, except backups which roll off within [35] days. Audit logs are kept for [1 year].

Your rights

Depending on your state (e.g. California CCPA/CPRA, Virginia, Colorado, Connecticut, Texas) you may have the right to access, correct, delete or get a copy of your personal information. Tenants should contact their property manager first; we will help them respond. Email info@propertybrain.us. We will not discriminate against you for exercising your rights.

Security

Encryption in transit (HTTPS), hashed passwords, per-company data separation, role-based access, rate limiting and audit logs. No system is perfectly secure; we will notify affected Customers of a breach as required by law.

Children

The Service is not directed to children under 13.

Contact

[AIOS LEGAL ENTITY NAME], [ADDRESS], info@propertybrain.us.