Privacy Policy for EasyLeaseFlow

Introduction

EasyLeaseFlow is an AI-powered property management and lead automation platform designed for real estate professionals, property managers, and leasing agents. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our platform, website, and services.

Information We Collect

Account and Profile Information

• Name, email address, phone number, and password (encrypted)
• Role designation (Admin, Property Manager, Agent)
• Organization and company information
• Professional credentials and licensing information

Property and Business Data

• Property details, descriptions, and qualification criteria
• Property media (photos, videos, virtual tours, floor plans)
• Rental pricing, availability, and lease terms
• Property owner contact information and ownership records

Lead and Prospect Information

• Contact details from property inquiries (name, phone, email)
• Financial information (income, employment, credit score ranges)
• Housing preferences (move-in dates, requirements, lease terms)
• Background details (pet ownership, smoking status, rental history)
• Geographic data and preferred neighborhoods

Communication Data

• All SMS, email, and chat conversations
• Phone call records and recordings (when applicable)
• AI interaction logs and response generation metadata
• Message delivery status and engagement metrics

Usage and Analytics Data

• User activity logs (login times, feature usage, property views)
• Lead engagement patterns and conversion metrics
• System performance data and integration health status
• Browser information, IP addresses, and device identifiers

How We Use Your Information

• Service Delivery: Provide property management and lead automation services
• AI Communication: Generate personalized responses to property inquiries
• Lead Management: Qualify leads, schedule tours, and manage follow-ups
• Account Management: Maintain user accounts and provide customer support
• Platform Improvement: Analyze usage patterns to enhance our services
• Billing and Payments: Process subscription fees and usage-based charges
• Legal Compliance: Meet regulatory requirements and prevent fraud

Information Sharing and Disclosure

Third-Party Integrations

We share data with integrated platforms to provide our services:

• Real Estate Platforms: Zillow, Apartments.com, Tenant Turner, AppFolio
• Communication Services: Twilio (SMS/phone), Mailgun (email)
• Calendar Services: Google Calendar for scheduling synchronization
• AI Services: OpenAI for natural language processing
• Payment Processing: Stripe for billing and subscription management
• Cloud Storage: AWS S3 for media and file storage

Business Transfers

Information may be transferred in connection with mergers, acquisitions, or sales of all or part of our business, with notice to affected users.

Legal Requirements

We may disclose information when required by law, to protect our rights, prevent fraud, or ensure user safety.

Data Security

• Encryption of sensitive data both in transit and at rest
• Secure token-based authentication and access controls
• Role-based permissions limiting data access
• Organization-level data isolation and tenant separation
• Regular security audits and monitoring
• Secure webhook validation for third-party integrations

Your Rights and Choices

Access and Portability

• Request access to your personal information through your account
• Export your data via our API access features
• Receive copies of your information in a portable format

Correction and Deletion

• Update your account information directly through the platform
• Request correction of inaccurate personal information
• Delete your account and associated data (subject to legal retention requirements)

Communication Preferences

• Opt out of marketing communications
• Control auto-response settings and message delivery
• Manage notification preferences

Data Retention

We retain personal information for as long as necessary to provide our services, comply with legal obligations, and resolve disputes. Specific retention periods include:

• Account Data: Retained while account is active plus 7 years after closure
• Communication History: Maintained for service functionality and compliance
• Lead Information: Retained for lead management and follow-up purposes
• Analytics Data: Aggregated and anonymized for platform improvement

International Data Transfers

Our services may involve transferring your information to countries outside your residence. We ensure appropriate safeguards are in place for such transfers, including:

• Standard contractual clauses with third-party providers
• Adequacy decisions for data protection frameworks
• Certification under recognized privacy programs

Children's Privacy

Our services are not directed to individuals under 18. We do not knowingly collect personal information from children. If we become aware of such collection, we will delete the information promptly.

California Privacy Rights

California residents have additional rights under the California Consumer Privacy Act (CCPA):

• Right to know what personal information is collected and how it's used
• Right to delete personal information (subject to exceptions)
• Right to opt-out of the sale of personal information (we do not sell personal information)
• Right to non-discrimination for exercising privacy rights

Changes to This Policy

We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. We will notify users of material changes through email or platform notifications.

Contact Information

For questions about this Privacy Policy or to exercise your privacy rights: