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 do not use advertising or analytics trackers, and 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 sell personal information, we do not share it for cross-context behavioral advertising, and we do not use resident information to train AI models.

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. Each provider 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 and content delivery.
• Stripe — subscription payments. Stripe receives your billing details directly; we never see your full card number.
• Resend and Amazon SES — transactional email such as sign-in links and billing notices.
• 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. Because we do not sell personal information or share it for behavioral advertising, there is nothing to opt out of on that front.

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.

Royalty Group LLC, Oceanside, California.
Privacy questions and rights requests: joseph@royaltygroupllc.net.

See also the Terms of Service.