Privacy Notice

This notice describes the product data PortfoliBot is designed to process for small-property operations. It is a practical product template and should be reviewed by counsel before broad production launch.

Data we collect

We collect account details, workspace membership, property and unit records, tenant invite details, maintenance descriptions, uploaded maintenance photos, lease and agreement text, electronic signature evidence, billing identifiers, notification delivery records, audit logs, and basic device/request metadata such as IP address and user agent.

How we use data

We use data to authenticate users, route maintenance requests, generate AI-assisted triage and lease-risk highlights, send notifications, support rent reminders, manage subscriptions, display agreement status, record electronic signatures, prevent abuse, and provide operational support.

AI processing

Maintenance descriptions, follow-up answers, photos, and lease text may be sent to an AI provider to produce triage or lease-risk summaries. AI output is informational and may be incomplete or wrong. Raw AI prompts and responses are retained only for limited support and reliability windows where configured.

Electronic signatures

When a user signs an agreement, PortfoliBot records the typed name, consent text version, account identity, signature timestamp, IP address, user agent, document version, and cryptographic hashes. This evidence supports an electronic signing workflow but does not guarantee enforceability in every jurisdiction or circumstance.

Retention and deletion

Maintenance photos and raw AI payloads are designed for time-limited retention. Agreement records, signatures, billing records, and audit trails may need to be retained longer for operational, accounting, dispute, or legal reasons. Users can request export or deletion by contacting support, subject to lawful retention obligations.

Sharing

We share data with infrastructure, email, payment, storage, and AI service providers as needed to operate the service. We do not sell tenant maintenance or lease data.