1. Introduction
Oakwood Property Solutions, LLC ("Company," "we," "us," or "our"), based in Philadelphia, Pennsylvania, is committed to protecting the privacy of our users. This Privacy Policy explains how we collect, use, disclose, and safeguard information when you use our property management platform (the "Service").
2. Information We Collect
2.1 Information You Provide
- Account information: name, email address, phone number, password
- Property information: property addresses, unit details, occupancy status
- Tenant information: tenant names, contact details, lease terms, rent amounts, and, where a landlord imports records in bulk, information transferred from another platform or spreadsheet
- Financial information: subscription billing information, rent payment records, payout-related details, and connected payment account information where payment processing is handled by Stripe or Stripe Connect
- Vendor information: vendor contact details, specialties, service areas, pricing, profile content, public portfolio images, and vendor-job activity
- Screening information: where tenant screening features are enabled, applicant and screening-related information submitted through those workflows
- Documents: uploaded files such as leases, inspection reports, receipts, maintenance photos, and insurance documents
- Communications: messages sent through Oakwood AI, maintenance request descriptions, vendor coordination notes, and support messages
- Consent records: where you opt in to text messages, a record of your consent as described in Section 5
2.2 Information Collected Automatically
- Usage data: pages visited, features used, timestamps
- Device information: browser type, operating system, IP address
- Cookies and preferences: session cookies for authentication and preferences such as display settings
- Public page activity: interactions with public pages such as the blog, vendor directory, and free tools
2.3 Records Created Through Bulk Import
When a landlord imports tenant records in bulk, a record may be created for a tenant before we have a valid email address or phone number for that person. In that case, the record is assigned a system-generated placeholder address that cannot receive mail and is not used to contact the tenant. No automated communication is sent to the tenant until the landlord supplies a valid contact address and takes an explicit action to send an invitation.
3. How We Use Your Information
We use collected information to:
- Provide and maintain the Service
- Process tenant management operations, including assignments, maintenance requests, rent tracking, rent collection, and related analytics
- Facilitate communication between landlords, tenants, and vendors, including by email and SMS where enabled and consented to
- Operate the vendor marketplace, vendor profiles, vendor ratings, and public directory pages
- Power AI-assisted features, including document data extraction, using uploaded documents and account information
- Operate public content and utility pages such as our blog and free tools
- Support tenant screening workflows where those features are enabled
- Send transactional notifications, including invitation emails, payment confirmations, rent reminders, and maintenance updates
- Improve the Service, develop new features, and conduct security, fraud prevention, and service analytics
- Detect and prevent fraud or abuse
4. AI Data Processing
4.1 General processing. When you use Oakwood AI, your uploaded documents and account information are sent to a third-party AI provider for processing. This data is used solely to generate responses and outputs within the Service. We do not use your data to train the AI provider's models.
4.2 Document data extraction. Certain features use the AI provider to read uploaded lease documents and extract specific data points, including rent amounts, security deposit amounts, and lease dates, which may then be used to pre-populate fields elsewhere in the Service. This extracted data is not independently verified by us before it is presented to you, and you are responsible for reviewing it for accuracy before relying on it.
4.3 Service improvement. We may use identifiable personal data to improve, evaluate, tune, or train Oakwood systems only to the extent permitted by applicable privacy law, consistent with the role we are performing, covered by required privacy notices and consents, and not prohibited by a customer's lawful instructions or an applicable written restriction. Where law requires separate consent, opt-in, opt-out, or another choice, we will implement or support the required mechanism before relying on identifiable data for that purpose.
We will not rely solely on a surreptitious or retroactive change to previously applicable privacy commitments as the legal basis to materially expand use of previously collected consumer personal data for generalized AI training where applicable law requires additional notice, consent, or other authorization.
5. SMS and Text Messaging
Where you provide a mobile phone number and give the consent required by applicable law, we or our messaging provider will send SMS notifications, including rent reminders, late fee notices, maintenance request updates, lease renewal notices, and messages from your landlord. Message frequency varies. Standard message and data rates may apply.
We record your consent, including the date and time, the mobile number, and the exact text of the disclosure you agreed to.
No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Information sharing with subcontractors who provide support services, such as our SMS delivery provider, is permitted solely to deliver the messages you have requested. All other use case categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.
Consent to receive SMS is not a condition of using the Service. You may opt out at any time by replying STOP to any message or by turning off text messages in your account settings.
6. Data Sharing
We do not sell your personal information. We may share your data with:
- Service providers that help us operate the platform, including a payment processor, an SMS delivery provider, an email delivery provider, an AI provider, a document storage provider, an e-signature provider, and screening providers when screening features are enabled. A current list of our service providers is available upon request.
- Within your organization and marketplace workflows: tenants can see their own data and property-related documents shared by their landlord; vendors can access job-specific information through secure links or vendor accounts; public vendor directory visitors can see profile information that vendors or landlords choose to publish
- Legal requirements: when required by law, subpoena, or legal process
De-identified and aggregated information. To the extent permitted by applicable law, we may create and use de-identified information, aggregated information, non-identifying usage data, statistical information, benchmarks, and generalized learnings for analytics, security, fraud prevention, research, benchmarking, development, testing, evaluation, product improvement, and other lawful business purposes. Information in this category cannot reasonably be linked to an identified or identifiable individual.
7. Data Security
We implement industry-standard security measures to protect your information, including encrypted data transmission (TLS/SSL), secure password hashing, session-based authentication, and role-based access controls. However, no method of electronic storage or transmission is 100% secure.
8. Data Breach Notification
In the event of a breach affecting your personal data, we will notify you without undue delay and, where required by applicable law, within the timeframe required by that law. Notification will describe the nature of the breach, the categories of data affected, and the steps we are taking in response.
9. Data Retention and Deletion
9.1 General retention. We retain your data for as long as your account is active or as needed to provide the Service. When you delete your account, we will delete or anonymize your personal data within thirty (30) days, except where retention is required by law, contractual obligation, payment reconciliation, dispute resolution, fraud prevention, or other legitimate business need. Archived tenant records and completed workflow history may be retained for historical reference but hidden from active lists.
Residual copies may remain in backups, disaster-recovery systems, security logs, or immutable archives until deleted through our ordinary retention cycle, provided such information remains protected and is not restored or otherwise processed except for disaster recovery, security, legal compliance, investigation, or other permitted purposes.
9.2 Imported records with no contact information. A tenant record created through bulk import that has not yet been assigned a valid contact address is retained on the same basis as any other tenant record. Because such a tenant has not been notified of the record's existence by us, the responsibility to provide any notice required by applicable law rests with the importing landlord as the data controller.
10. Your Rights
Depending on your state of residence, you may have rights that include the ability to:
- Access and receive a copy of your personal data
- Correct inaccurate personal data
- Request deletion of your personal data
- Object to or restrict certain processing of your data
- Receive your data in a portable, structured format
These rights are available to residents of states with applicable consumer privacy laws, including Connecticut. To exercise these rights, contact us at [email protected]. We will respond within the timeframe required by applicable law.
11. Children's Privacy
The Service is not intended for use by individuals under the age of 18. We do not knowingly collect personal information from children.
12. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on the Service and, where appropriate, by email. Your continued use of the Service after changes are posted constitutes acceptance of the revised policy.
13. Contact Us
Questions about this Privacy Policy may be directed to Oakwood Property Solutions, LLC, Philadelphia, Pennsylvania, at [email protected].