Privacy Policy

Effective Date: March 1, 2025 — Last Updated: May 7, 2026

1. Who We Are

PropFlowAI (“we,” “us,” or “our”) provides 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 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.

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Information sharing to subcontractors in support of services we provide to you is permitted. All other categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.

5. SMS & Phone Communication Consent

PropFlowAI sends only informational/transactional text messages — maintenance updates, work-order status, scheduling, tour confirmations, and lease communications. We do not send marketing messages. To receive these messages, you must explicitly opt in via our standalone consent form at propflowai.co/sms-consent. Opting in is optional and is not a condition of leasing, applying, requesting maintenance, paying rent, or any other service. Message and data rates may apply. Message frequency varies based on your interactions (typically 1–10 messages per week). No SMS consent or mobile information will be shared with third parties or affiliates for marketing or promotional purposes.

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:

These providers act as subprocessors to deliver the Service and are bound by their own privacy and security obligations. We do not sell your personal information to third parties, and we do not share, sell, transfer, or otherwise disclose your SMS opt-in consent or phone number to third parties for their own marketing or promotional purposes.

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