Privacy Policy

Effective Date: 04/02/2026

This Privacy Policy explains how Tenant Reply LLC ("Tenant Reply," "we," "us," or "our") collects, uses, discloses, stores, and protects personal information when you visit our website, book a demo, contact us, create an account, use our platform, or otherwise interact with our products and services (collectively, the "Services").

By using the Services, you acknowledge the practices described in this Privacy Policy.

1. Scope

This Privacy Policy applies to personal information we collect:

• on our website;
• through forms, chat widgets, booking pages, newsletters, and demo requests;
• through our software platform and related services;
• in emails, calls, texts, and other communications with us;
• through cookies, analytics tools, pixels, and similar tracking technologies; and
• from integrations, service providers, and business partners related to the Services.

This Privacy Policy does not apply to third-party websites, applications, or services that we do not control, even if they are linked to or integrated with our Services.

2. Our Role

Depending on the context, Tenant Reply may act in different roles with respect to personal information.

A. Information We Control Directly

We act as the controller, business, or equivalent responsible party for personal information we collect for our own business purposes, such as:

• website visitors;
• people who book demos or meetings;
• prospective customers;
• customer contacts and account administrators;
• billing contacts;
• marketing subscribers; and
• individuals who communicate with us directly.

B. Information We Process on Behalf of Customers

We may also process personal information on behalf of our customers, such as property owners, operators, managers, and related businesses, when they use Tenant Reply to manage communications, leads, tenant or resident messages, workflows, support activity, and related operational activities.

In those cases, we generally act as a processor, service provider, or similar role under applicable law. If your information was submitted to Tenant Reply by one of our customers, you should direct privacy requests relating to that information to the relevant customer first, because that customer determines the purpose and means of that processing.

3. Personal Information We Collect

The categories of personal information we collect depend on how you interact with us.

A. Contact and Identity Information

We may collect:

• name;
• company name;
• job title;
• email address;
• phone number;
• mailing address; and
• profile information.

B. Account and Authentication Information

We may collect:

• login credentials;
• password hashes or authentication tokens;
• account preferences;
• user role and permissions; and
• security settings.

C. Communications and Support Information

We may collect:

• messages you send through forms, chat, email, SMS, or support channels;
• call recordings or transcripts where legally permitted;
• meeting notes;
• customer support requests; and
• onboarding and implementation details.

D. Usage and Device Information

We may automatically collect:

• IP address;
• browser type;
• device identifiers;
• operating system;
• referring URLs;
• pages viewed;
• timestamps;
• clickstream data;
• approximate geolocation derived from IP; and
• log data and diagnostic information.

E. Customer Content and Operational Data

If you or your organization use the platform, we may collect or process:

• communication content;
• contact and lead data;
• resident or tenant communication data;
• prompts, drafts, templates, tags, and notes;
• message history;
• workflow inputs and outputs; and
• data imported from connected systems and integrations.

F. Payment and Transaction Information

If you purchase Services, we or our payment processors may collect:

• billing contact information;
• subscription details;
• payment status; and
• limited transaction metadata.

We typically do not store full payment card numbers ourselves where a third-party payment processor is used.

G. Marketing and Preference Information

We may collect:

• subscription preferences;
• communication consent records;
• email engagement data;
• campaign attribution data; and
• event or webinar registrations.

H. Information From Third Parties

We may receive information from:

• CRM systems;
• analytics providers;
• payment processors;
• marketing and advertising tools;
• property management systems;
• communication providers;
• calendar and scheduling tools;
• publicly available sources; and
• other third parties you authorize to share information with us.

4. Technologies and Tools We Use

We may use cookies, web beacons, pixels, SDKs, local storage, analytics tools, and related technologies. Based on our current operations, these may include tools such as:

• cookies and similar website technologies;
• analytics tools, including Google Analytics;
• advertising and attribution tools, including Meta Pixel;
• customer relationship and marketing tools, including HubSpot;
• payment processors, including Stripe; and
• other vendors and subprocessors that support the Services.

We may update the specific vendors we use from time to time without updating this Privacy Policy each time, provided our use remains consistent with the purposes described here.

5. How We Collect Information

We collect personal information:

• directly from you;
• automatically when you use the Services;
• from your employer or organization;
• from customers who use our Services;
• from integrated third-party systems;
• from cookies and similar technologies; and
• from service providers and business partners.

6. How We Use Personal Information

We may use personal information to:

• provide, operate, maintain, and improve the Services;
• create and manage accounts;
• authenticate users and secure the platform;
• respond to inquiries, demo requests, and support requests;
• provide onboarding, implementation, analytics, and customer success services;
• process subscriptions, billing, and payments;
• send service-related messages, alerts, updates, and notices;
• send marketing communications in accordance with applicable law;
• personalize user experience and improve website and product functionality;
• monitor, analyze, test, troubleshoot, and improve platform performance;
• support, improve, and train automated, AI-assisted, and workflow-based product features, subject to our contractual commitments and applicable law;
• detect, prevent, investigate, and address fraud, abuse, misuse, and security incidents;
• comply with legal obligations; and
• enforce our agreements and protect our rights, users, customers, and Services.

7. How We Disclose Personal Information

We may disclose personal information to the following categories of recipients:

A. Service Providers

We may share information with vendors and service providers that help us operate our business and Services, such as providers of:

• hosting and cloud infrastructure;
• analytics;
• support and customer success tools;
• payment processing;
• email delivery;
• SMS or communications infrastructure;
• scheduling tools;
• CRM tools;
• security and fraud prevention tools; and
• professional services.

B. Integrations and Customer-Directed Third Parties

If you enable integrations or ask us to connect the Services with third-party systems, we may share relevant information with those third parties as directed by you or your organization.

C. Affiliates and Corporate Transactions

We may share information with our affiliates and, if we undergo a merger, acquisition, reorganization, financing, sale of assets, or similar transaction, personal information may be disclosed as part of that process.

D. Legal and Safety Disclosures

We may disclose information if we believe in good faith that doing so is necessary to:

• comply with applicable law, regulation, legal process, or government request;
• enforce our agreements;
• protect the rights, property, or safety of Tenant Reply, our customers, users, or others; or
• detect or prevent fraud, security issues, or illegal activity.

E. With Your Consent

We may disclose personal information for other purposes with your consent or at your direction.

8. Cookies, Analytics, and Advertising

We may use cookies and similar technologies to:

• keep users signed in;
• remember preferences;
• understand website and product usage;
• measure campaign performance;
• improve functionality;
• support analytics; and
• support marketing attribution and advertising where permitted by law.

You can control cookies through your browser settings and, where available, our cookie management tools. Blocking certain cookies may affect functionality.

9. Sale, Sharing, and Targeted Advertising

We do not sell personal information for monetary consideration.

However, some analytics, advertising, or attribution tools may involve disclosures that could be considered "sharing" or targeted advertising under certain U.S. state privacy laws. Where required by applicable law, we will honor valid opt-out requests and provide any required rights disclosures.

10. Retention

We retain personal information for as long as reasonably necessary for the purposes described in this Privacy Policy, including to:

• provide the Services;
• maintain business, accounting, and tax records;
• resolve disputes;
• enforce agreements;
• comply with legal obligations; and
• support security, fraud prevention, backup, and disaster recovery.

Retention periods vary depending on the type of information, the nature of the relationship, legal requirements, and operational needs.

11. Data Security

We use reasonable administrative, technical, and organizational measures designed to protect personal information against unauthorized access, loss, misuse, alteration, or disclosure. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

You are also responsible for maintaining the security of your credentials and devices.

12. International Data Transfers

Tenant Reply is based in the United States. If you access the Services from outside the United States, your information may be transferred to, stored in, and processed in the United States or other jurisdictions that may not provide the same level of data protection as your home jurisdiction.

Where required, we will take appropriate steps to provide lawful transfer mechanisms and safeguards.

13. Children’s Privacy

The Services are intended for business users and are not directed to children under 18. We do not knowingly collect personal information directly from children under 13. If you believe a child has provided personal information to us, please contact us and we will take appropriate steps to investigate and delete the information where required.

14. Your Privacy Rights

Depending on where you live, you may have rights under applicable law, which may include the right to:

• know whether we process your personal information;
• access personal information;
• correct inaccurate personal information;
• delete personal information;
• obtain a copy of certain personal information;
• opt out of certain processing, including targeted advertising or certain profiling where applicable;
• withdraw consent where processing is based on consent; and
• appeal a denial of your request where required by law.

To exercise applicable privacy rights, contact us using the details below. We may need to verify your identity before processing your request.

If we process your information on behalf of one of our customers, you should direct your request to that customer first. We may assist our customers in responding where required.

15. Marketing Communications

You may opt out of marketing emails by using the unsubscribe link in the email or by contacting us directly. Even if you opt out of marketing, we may still send transactional or service-related communications.

If we offer text message communications in the future, you may opt out by following the instructions provided in the message, such as replying STOP where applicable.

16. Do Not Track

Some browsers offer a "Do Not Track" signal. Because there is not yet a universally accepted standard for responding to such signals, our Services may not respond to Do Not Track requests unless required by applicable law.

17. State Privacy Rights

If you are a resident of a U.S. state that provides specific privacy rights, including California, Delaware, and other states with applicable privacy laws, you may have additional rights or disclosures available to you under those laws. We will comply with applicable state privacy laws to the extent they apply to our business and processing activities.

18. Third-Party Websites and Services

The Services may contain links to or integrations with third-party websites or services. We are not responsible for the privacy, security, or content practices of those third parties. Please review their privacy policies before interacting with them.

19. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. If we make material changes, we will update the Effective Date and may provide additional notice where appropriate. Your continued use of the Services after the effective date of the revised Privacy Policy means you acknowledge the updated Privacy Policy.

20. Contact Us

If you have questions about this Privacy Policy or would like to exercise applicable privacy rights, contact us at:

Tenant Reply LLC
 8 The Green
 STE A
 Dover, DE 19901
 support@tenantreply.com