Privacy Policy

Last Updated: January 15, 2026

This Privacy Policy (“Privacy Policy,” “Policy”) explains how Property Answer AI, Inc. (“Property Answer AI,” “Company,” “we,” “us,” or “our”) collects, uses, stores, and discloses personal information when you access or use our website, applications, and services (collectively, the “Services”).

Property Answer AI provides AI-powered receptionist, call handling, and communication automation solutions designed for property management companies, HOAs, multifamily operators, leasing teams, and maintenance operations.

By accessing or using our Services, you agree to this Privacy Policy. If you do not agree, please do not use our Services. We may update this Policy from time to time, and the “Last updated” date above will reflect the most recent changes. We encourage you to review this Policy periodically.

1. Types of Information We Collect

We collect the following categories of information:

A. Information You Provide Directly

  • Contact Information: Full name, email address, phone number, company name, property or portfolio details
  • Account Information: Login credentials, profile details, user preferences
  • Billing Information: Billing address, payment method details, company or property information
  • Communications: Emails, phone calls, SMS messages, chat messages, voicemails, files, and documents you send or receive through our Services
  • Survey & Feedback Data: Information you voluntarily provide through surveys, reviews, or feedback forms

B. Information Collected Automatically

  • Technical Data: IP address, browser type, operating system, device identifiers, timestamps, and referral URLs
  • Usage Data: Pages viewed, features used, call metadata (such as call duration, call status, routing logs, and timestamps), interaction analytics, and performance metrics
  • Cookies & Tracking Technologies: Cookies, pixels, and similar technologies are used to analyze usage, improve performance, and personalize content

C. Information from Third Parties

  • Service Providers: Data from phone carriers, messaging platforms, payment processors, and cloud service providers
  • Integrations: Information from property management systems, CRMs, calendars, and other tools you connect to Property Answer AI
  • Public Sources: Business contact details, company records, or publicly available property information

2. How We Use Personal Information

We use personal information to:

  • Provide, operate, and maintain our Services
  • Authenticate users and manage accounts
  • Route, record, analyze, and respond to communications
  • Process payments and manage subscriptions
  • Improve product performance, reliability, and accuracy
  • Personalize user experience and AI-driven responses
  • Provide customer support and respond to inquiries
  • Communicate service updates, feature releases, and important notices
  • Detect, prevent, and investigate fraud, abuse, or security incidents
  • Comply with legal and regulatory obligations

3. How We Use AI in Our Services

Property Answer AI uses artificial intelligence to automate and enhance communications for property management operations. This includes:

  • Natural Language Processing (NLP) to understand and respond to tenant, resident, and prospect inquiries
  • Speech-to-Text and Text-to-Speech for phone-based interactions
  • Automated Call Routing and Escalation based on predefined rules
  • Workflow Automation using authorized integrations
  • Data Extraction and Summarization from calls, messages, and documents

We do not sell personal data. AI processing may involve sharing information with trusted infrastructure and AI service providers strictly for the purpose of delivering our Services.

4. How We Share Information

We may share personal information in the following circumstances:

Service Providers & Vendors

We share data with third-party providers who help us operate our Services, including cloud hosting, telephony providers, AI model providers, analytics tools, monitoring services, and payment processors.

Business Transfers

If Property Answer AI is involved in a merger, acquisition, financing, or sale of assets, personal information may be transferred as part of that transaction.

Legal Requirements

We may disclose information if required by law, legal process, or to protect the rights, safety, and property of Property Answer AI, our customers, or others.

With Your Consent

We may share information when you explicitly authorize us to do so, such as testimonials, case studies, or approved integrations.

5. Data Retention

We retain personal information only for as long as necessary to:

  • Provide and improve our Services
  • Comply with legal and regulatory obligations
  • Resolve disputes and enforce agreements

Retention periods vary based on data type, customer configuration, and legal requirements.

6. Data Security

We implement reasonable administrative, technical, and physical safeguards designed to protect personal information from unauthorized access, loss, or misuse. While we strive to protect your data, no system can guarantee absolute security.

7. Children’s Privacy

Our Services are not intended for children under the age of 13, and we do not knowingly collect personal information from children. If we become aware that such information has been collected, we will delete it promptly.

8. Your Data Rights

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

  • Access your personal information
  • Request correction or deletion of your personal data
  • Object to or restrict processing of your data
  • Withdraw consent where processing is based on consent

9. Contact Us

If you have any questions or concerns about this Privacy Policy or our data practices, you may contact us at:

Property Answer AI, Inc.