Privacy Policy

Effective Date: March 1, 2025 — Last Updated: March 2, 2026

1. Who We Are

PropFlowAI (“we,” “us,” or “our”) provides AI-powered operational intelligence and concierge-level service for real estate property managers. Our AI assistant, Clara, communicates with tenants via SMS and phone calls to handle maintenance requests, scheduling, and general inquiries.

2. Information We Collect

  • Contact information: name, email address, phone number (provided by your property manager or when you contact us).
  • SMS and phone data: message content, call recordings, timestamps, and metadata related to communications with Clara.
  • Maintenance request details: descriptions of issues, photos you share, unit and appliance information.
  • Usage data: how you interact with our platform, device type, browser, and IP address.

3. How We Use Your Information

  • To provide and improve our AI-powered maintenance and communication services.
  • To send you SMS messages and make phone calls related to your maintenance requests, scheduling, and property management communications.
  • To create and manage work orders on behalf of your property manager.
  • To analyze usage patterns and improve our AI models and service quality.
  • To comply with legal obligations.

4. How Your Phone Number Is Used

Your phone number is used solely to facilitate communication between you and your property management team through Clara, our AI assistant. We use your phone number to:

  • Send and receive SMS messages about maintenance requests and property-related inquiries.
  • Place and receive phone calls for scheduling and urgent communications.
  • Identify your tenant record to provide personalized service.

We do not sell, share, or use your phone number for marketing purposes. Phone number data is not shared with third parties except as necessary to deliver our services (see Section 6).

5. SMS & Phone Communication Consent

By texting or calling our service number, you consent to receive SMS messages and phone calls from PropFlowAI related to your maintenance requests and property management communications. Message and data rates may apply. Message frequency varies based on your interactions.

To opt out: Reply STOP to any SMS message to unsubscribe from text messages. You may also contact your property manager to update your communication preferences.

For help: Reply HELP to any SMS message or contact us at support@propflowai.co.

6. Third-Party Services

We use the following third-party services to operate our platform:

We do not sell your personal information to third parties.

7. Data Retention

We retain your personal information for as long as necessary to provide our services and fulfill the purposes described in this policy. Conversation history and work order data are retained for the duration of your tenancy plus 12 months. You may request deletion of your data by contacting us.

8. Data Security

We implement reasonable administrative, technical, and physical safeguards to protect your personal information. However, no method of transmission over the Internet or electronic storage is 100% secure.

9. Your Rights

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

  • Access the personal information we hold about you.
  • Request correction or deletion of your data.
  • Opt out of SMS communications by replying STOP.
  • Request a copy of your data in a portable format.

10. 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 this page with a new “Last Updated” date.

11. Contact Us

If you have questions about this privacy policy or our data practices, contact us at:

PropFlowAI
Email: support@propflowai.co