Privacy Policy

Effective Date: March 6, 2026

We collect only what we need to manage your properties. We never sell your data. We never share personal information with third parties for marketing purposes.

1. Who We Are

DwellOps ("we," "us," "our") is an AI-driven property operations platform that helps property managers coordinate maintenance, communicate with tenants and vendors, and manage day-to-day operations. This Privacy Policy explains how we collect, use, and protect information when you use our platform at dwellops.ai and related services.

2. Information We Collect

2.1 Information You Provide

Account information — name, email address, phone number, and business details when you sign up or are added to the platform.
Property data — property addresses, unit details, lease terms, and tenant/vendor contact information you enter into the system.
Communications — messages sent through our platform, including emails, SMS texts, and portal submissions related to maintenance requests, scheduling, and invoicing.
Financial records — rent charges, payment records, invoices, and related transaction data you manage through DwellOps.
Media uploads — photos of maintenance issues, completion photos, and invoice documents submitted through the platform.

2.2 Information Collected Automatically

Usage data — pages visited, features used, timestamps, and actions taken within the platform.
Device information — browser type, operating system, IP address, and device identifiers.
Communication metadata — delivery status, timestamps, and routing information for emails and SMS messages processed through the platform.

3. How We Use Your Information

We use collected information to:

Operate the platform — process maintenance requests, coordinate vendor dispatch, manage scheduling, and facilitate communications between property managers, tenants, and vendors.
AI-assisted operations — our AI agents analyze maintenance requests, classify communications, route work orders, and generate recommendations. AI processing is always supervised by human approval workflows for significant actions.
Financial management — track rent charges, process payment records, generate invoices, and provide financial reporting.
Improve our services — analyze usage patterns to enhance platform features, reliability, and user experience.
Send operational communications — deliver work order updates, scheduling confirmations, payment reminders, and other transactional messages directly related to property operations.

4. How We Share Your Information

We share information only in these limited circumstances:

Within your property operations — tenant contact details are shared with assigned vendors for scheduling and maintenance coordination. Vendor details are visible to property managers. This sharing is essential to the platform's purpose.
Service providers — we use third-party services to deliver communications (SendGrid for email, Twilio for SMS), process AI operations (Anthropic/OpenRouter for language models), and host infrastructure. These providers process data on our behalf under strict contractual obligations.
Legal requirements — we may disclose information if required by law, subpoena, court order, or to protect rights, safety, or property.

We do not sell personal information. We do not share personal information with third parties for their marketing purposes.

5. AI and Automated Processing

DwellOps uses AI agents to assist with property operations. Specifically:

AI classifies inbound communications to determine intent (e.g., maintenance request, scheduling reply, invoice submission).
AI recommends actions such as vendor assignment, cost approval, and scheduling options.
Significant actions (vendor dispatch, financial approvals, escalations) require human approval before execution.
All AI decisions are logged with full audit trails, including the reasoning and confidence levels.

You can request human review of any AI-assisted decision by contacting your property manager or reaching out to us directly.

6. Data Retention

Active accounts — we retain your data for as long as your account is active and as needed to provide services.
Communications — messages, work order history, and audit trails are retained for the duration of the property management relationship plus 3 years for legal and operational continuity.
Financial records — retained for 7 years to comply with tax and accounting requirements.
After account closure — we delete or anonymize personal data within 90 days of account closure, except where retention is required by law.

7. Data Security

We protect your information with:

Encryption in transit (TLS) and at rest for all stored data.
Access controls limiting data access to authorized personnel and systems.
HMAC-signed tokens for tenant and vendor portal actions, preventing unauthorized access.
Inbox deduplication and dead-letter monitoring to ensure message integrity.
Regular security reviews of our infrastructure and application code.

8. Your Rights

Depending on your jurisdiction, you may have the right to:

Access — request a copy of the personal data we hold about you.
Correction — request correction of inaccurate personal data.
Deletion — request deletion of your personal data, subject to legal retention requirements.
Portability — receive your data in a structured, machine-readable format.
Opt out of SMS — reply STOP to any SMS message to opt out of text communications. Twilio processes opt-outs automatically.

To exercise any of these rights, contact us at contact@dwellops.ai.

9. Cookies and Tracking

Our platform uses session cookies to maintain your login state and portal access. We do not use third-party advertising trackers or sell browsing data. Portal links (vendor completion, tenant confirmation) use secure tokens rather than tracking cookies.

10. Children's Privacy

DwellOps is a business platform not directed at individuals under 18. We do not knowingly collect personal information from children.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify active users of material changes via email. The "Effective Date" at the top of this page indicates when the policy was last revised.

12. Contact Us

If you have questions about this Privacy Policy or our data practices:

Email: contact@dwellops.ai
Website: dwellops.ai