Privacy Policy

This distinction shapes everything below, so it comes first.

• Account information is about the operators and staff who use the software: name, email, role, sign-in activity, billing contact. For this, we are the business responsible for the data.
• Workspace records are what an operator enters about their business and their residents. For this, the operator decides what is collected and why; we only process it on their instructions in order to run the service. If you are a resident or family member, contact the operator of the home directly, and we will support them in responding.

You give us: your name and email when you create an account or are invited; your organization’s name, legal name, city, state, and outbound reply details; and billing information you enter with our payment processor.

You enter about your business: properties, rooms, beds, rates, occupancy history, residents and their contact details, tenancy dates, rent charges, payments and balances, inquiries and their sources, referral partners, outreach drafts, and published vacancy listings.

We generate automatically: an append-only audit record of consequential actions taken in your workspace, along with the account that took them; security and error logs; and basic technical data such as IP address, browser type, and timestamps needed to operate and secure the service.

We measure on our own site:

• Vercel Web Analytics counts page views on every page, in aggregate, without cookies. Vercel Speed Insights records how quickly pages load. Neither is used to identify you.
• The Google Ads tag loads on the public pages of this site and on the workspace setup screen, so we can tell which of our ads lead to signups. Google may set cookies and receives the address of the page you are on. When a workspace is created, or you send us a message or click a link to contact us, we tell Google that it happened and a dollar value for it — never your name, email, workspace, or anything you have entered.
• HeyCatch records page views and clicks on the same public pages and the workspace setup screen, so we can see how visitors find and use the site. When you sign in or create a workspace, we tell HeyCatch your account id, email, name and plan, so it can link those visits to your account. When a subscription starts or is canceled, our server tells HeyCatch which plan it was. HeyCatch never receives residents’ information, payment details, or anything you have entered in your workspace.
• The Meta Pixel runs only if you check the optional box when creating a workspace. It runs once, on a short page shown right after the workspace is created, and tells Meta (Facebook) that a signup happened so we can measure our ads. Meta’s code may read or set cookies and receives your IP address and browser information. We do not send Meta your name, email, workspace, the address of the page you came from, or anything you have entered. If you leave the box unchecked, have opted out as described in section 9, or your browser sends Global Privacy Control or Do Not Track, Meta’s code does not load.

Neither the Google tag, HeyCatch nor the Meta Pixel records the pages inside the signed-in workspace, so the pages that show residents, rent, inquiries and partners are never reported to any of them. Neither records anything in your browser if you have opted out, as described in section 9. We do not build profiles for marketing.

Collect the minimum you actually need to run the home. If a field is not required to place a resident, bill rent, or reach someone in an emergency, leave it out.

• To provide the service: authenticate you, show your records, calculate balances, occupancy, and reports.
• To bill you and to keep your subscription status accurate.
• To secure the service, prevent abuse, investigate incidents, and maintain the audit trail.
• To support you when you ask for help, which may involve looking at your workspace with your permission.
• To send necessary service messages: sign-in links, billing notices, security and outage notices, and material changes to these documents.
• To meet legal obligations and to enforce our terms.

We do not exchange personal information for money, and we do not use resident information to train AI models.

The Google Ads tag on our public pages and the optional Meta Pixel, both described in section 2, may count as “sharing” personal information for cross-context behavioral advertising under California law. We treat it that way, and you can opt out as described in section 9. Resident records and anything else entered in a workspace are never sold or shared for advertising.

Where AI-assisted drafting is enabled, the text needed to produce a draft — such as an inquiry’s notes and your organization’s reply details — is sent to a third-party model provider, which returns a draft for a human to review. Drafts are never sent automatically.

When AI drafting is not enabled, the software falls back to a fixed template and nothing is sent to a model provider. Providers used for this purpose are contractually barred from using submitted content to train their models.

We keep the list short on purpose. Except for Google and Meta, each provider below acts on our instructions under a contract that limits their use of the data.

• Supabase — database, authentication, and backups. Hosted in the United States (us-west-1).
• Vercel — application hosting, content delivery, and the cookieless page-view and page-speed measurement described in section 2.
• Stripe — subscription payments. Stripe receives your billing details directly; we never see your full card number.
• HeyCatch — product analytics on our public pages and the workspace setup screen, as described in section 2.
• Resend and Amazon SES — transactional email such as sign-in links and billing notices.
• Google — advertising measurement on our public pages and the workspace setup screen, as described in section 2. Google is not our service provider for this: it uses what its tag collects under its own terms and privacy policy, including to measure and personalize ads. See how Google uses information from sites that use its services. Google does not receive workspace records.
• Meta Platforms — optional signup measurement, only when you check the box described in section 2. Meta is not our service provider for this: it uses what its Pixel collects under its own terms and privacy policy, including to measure and personalize ads. Meta does not receive workspace records.
• An AI model provider — only when AI-assisted drafting is enabled, and only for the text described above.

We may also disclose information when required by law, to respond to valid legal process, to protect someone’s safety, or in connection with a merger or sale of the business, in which case we will give notice before your data becomes subject to a different policy.

• Encrypted in transit with TLS, and encrypted at rest.
• Every table carrying workspace data enforces row-level isolation, so one organization’s records cannot be read from another’s session.
• Access inside a workspace is limited by role, and write access is checked on every change.
• Passwords are stored only as salted hashes, must be at least twelve characters, and are checked against known breached-password lists.
• Financial entries, audit events, inquiry events, and sent outreach are append-only, so history cannot be quietly rewritten.
• Automated daily backups, with administrative access limited to those who need it.

If a breach affects your personal information, we will notify affected operators without undue delay and provide what we know, so you can meet your own notification duties.

Workspace records are kept for as long as your workspace exists, because they are your operating history. A lapsed subscription makes the workspace read-only; it does not delete anything.

On a verified deletion request we remove your workspace data within 30 days, except where we must retain something to comply with law, resolve a dispute, or enforce our agreement — for example, records of payments made. Backups age out on their own schedule, within 90 days.

Depending on where you live, you may have the right to know what we hold, to get a copy, to correct it, to delete it, to limit certain uses, and not to be discriminated against for exercising those rights. California residents have these rights under the CCPA as amended by the CPRA.

To exercise a right about your account information, email us. To exercise a right about resident records held in an operator’s workspace, contact that operator; they control those records and we will help them respond.

We will verify your request, usually through the email address on the account, and respond within 45 days. You may use an authorized agent.

Opting out of sharing. To opt out of the Google Ads measurement described in sections 2 and 4, use Your Privacy Choices, linked in the footer of every public page. The same choice also stops HeyCatch recording and the Meta Pixel in that browser. The Meta Pixel also never runs unless you check its optional box at signup. We also honor the Global Privacy Control signal: if your browser sends it, the Google tag and the Meta Pixel do not load and HeyCatch records nothing. Either choice applies to the browser you make it in, and we will not treat you differently for making it.

Operators can export their own data at any time, including while read-only.

The service is operated in the United States and is intended for operators in the United States. If you access it from elsewhere, understand that your information will be processed in the United States, where privacy laws may differ from your own.

The service is intended for adult operators and their staff, and for housing adult residents. It is not directed to children under 13, and we do not knowingly collect their personal information. If you believe a child’s information was entered, contact us and we will work with the operator to remove it.

We may update this policy. Material changes will be posted here with a new effective date and sent to workspace owners at least 14 days before taking effect.

October 18, 2026: added the optional Meta Pixel to sections 2, 4, 6 and 9. It runs only for operators who check its box when creating a workspace, never inside the workspace, and respects the same opt-out and Global Privacy Control signal.

October 11, 2026: added HeyCatch, a product analytics provider, to sections 2, 6 and 9. It runs on the same public pages as the Google tag, never inside the workspace, and respects the same opt-out.

October 10, 2026: corrected this policy to describe the page-view, page-speed and Google Ads measurement on our site, which the previous version left out. At the same time we limited the Google tag to public pages and the workspace setup screen, and added the opt-out in section 9. These changes only narrow what is collected, so they took effect on posting.

Royalty Group LLC, Oceanside, California.
Privacy questions and rights requests: support@royaltygrouphomes.com.

See also the Terms of Service.