Privacy Policy

Introduction

FinFlow Labs LLC ("we," "us," or "our") operates TenantAIQ, an AI-powered property management communication platform accessible at tenantaiq.com. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our service, including when you communicate with us or our AI system via SMS text messaging.

By using TenantAIQ, you agree to the collection and use of information in accordance with this policy. If you do not agree with the terms of this policy, please do not use our service.

Information We Collect

We collect the following categories of information to provide and improve our service:

From Landlords (Account Holders):

• Name, email address, and account credentials
• Property addresses and unit numbers
• Payment and billing information (processed securely via Stripe)
• Property management preferences and AI configuration settings

From Tenants (End Users):

• Phone numbers (received when tenants send SMS messages)
• SMS message content (maintenance requests, inquiries, responses)
• Name and unit number (as provided or associated by the landlord)
• Payment information when using rent payment links (processed securely via Stripe)

Automatically Collected:

• Message timestamps and delivery status
• Device and browser information when accessing the web dashboard
• Usage analytics and interaction logs

How We Use Your Information

We use the information we collect for the following purposes:

• To receive, process, and respond to tenant SMS messages using AI
• To display communication logs on the landlord dashboard
• To send automated rent reminders and payment links
• To triage and track maintenance requests
• To escalate emergency communications to landlords
• To generate weekly summary reports for landlords
• To improve our AI response quality and service reliability
• To process payments and manage billing
• To communicate service updates and important notices

SMS and Messaging

TenantAIQ operates by receiving tenant SMS messages and responding with AI-generated replies on behalf of landlords. Here is how messaging works:

• Tenants send SMS messages to a dedicated phone number assigned to the property
• Messages are received and processed via Twilio's messaging infrastructure
• Our AI (powered by OpenAI GPT-4o) analyzes the message content and generates an appropriate response
• The AI-generated response is sent back to the tenant via SMS through Twilio
• All communications are logged and visible to the landlord on their dashboard

Message and Data Rates: Standard message and data rates from your wireless carrier may apply when sending SMS messages to TenantAIQ.

Opt-Out: Tenants can opt out of receiving SMS messages at any time by texting STOP to the property's TenantAIQ phone number. After opting out, the tenant will no longer receive AI-generated responses or automated messages from TenantAIQ for that property. Landlords will be notified when a tenant opts out.

Third-Party Services

We use the following third-party services to operate TenantAIQ. Each service has its own privacy policy governing how they handle data:

Twilio — Provides SMS messaging infrastructure. Twilio processes tenant phone numbers and message content to deliver and receive text messages. Twilio Privacy Policy

OpenAI — Powers the AI that generates tenant responses. Message content is sent to OpenAI's API for processing. OpenAI does not use API data to train its models. OpenAI Privacy Policy

Stripe — Handles all payment processing for landlord subscriptions and tenant rent payments. We do not store credit card numbers or bank account details on our servers. Stripe Privacy Policy

We do not sell, rent, or trade your personal information to any third parties for marketing or advertising purposes.

Landlord Access to Tenant Communications

Landlords who use TenantAIQ can view all SMS communications between their tenants and the AI system through their dashboard. This includes:

• Full message history (tenant messages and AI responses)
• Maintenance request details and status
• Rent payment status and reminders sent
• Tenant contact information associated with their properties

By texting the TenantAIQ phone number associated with a property, tenants acknowledge that the property's landlord has access to all communications through the service.

Data Storage and Security

We take the security of your data seriously and implement appropriate technical and organizational measures to protect it:

• All data is stored on secure servers located in the United States
• Data is encrypted in transit using TLS/SSL
• Access to personal data is restricted to authorized personnel only
• We regularly review and update our security practices

While we strive to protect your information, no method of electronic storage or transmission over the internet is 100% secure. We cannot guarantee absolute security.

Data Retention

We retain different types of data for different periods:

• Communication logs (SMS messages, AI responses): Retained for 90 days from the date of the communication, then permanently deleted
• Account information (landlord profiles, property data): Retained for as long as the account is active, and for a reasonable period thereafter
• Payment records: Retained as required by applicable tax and financial regulations
• Aggregated, anonymized data: May be retained indefinitely for analytics and service improvement

Landlords may request deletion of their account and associated data at any time by contacting us.

Your Rights

Depending on your jurisdiction, you may have the following rights regarding your personal data:

• Access: Request a copy of the personal data we hold about you
• Correction: Request that we correct inaccurate or incomplete data
• Deletion: Request that we delete your personal data, subject to legal retention requirements
• Opt-Out: Opt out of SMS communications by texting STOP at any time
• Data Portability: Request your data in a structured, commonly used format
• Objection: Object to certain processing of your personal data

To exercise any of these rights, please contact us at [email protected].

Children's Privacy

TenantAIQ is not intended for use by children under the age of 13. We do not knowingly collect personal information from children under 13. If we become aware that we have inadvertently collected personal information from a child under 13, we will take steps to delete that information as quickly as possible. If you believe a child under 13 has provided us with personal data, please contact us at [email protected].

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make changes, we will update the "Effective Date" at the top of this page. We encourage you to review this page periodically for the latest information on our privacy practices.

For material changes that significantly affect how we handle your personal data, we will make reasonable efforts to notify affected users via email or through a notice on our website.

Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us: