ResProAI Privacy Policy

We collect personal information that you voluntarily provide when you:

• Register for an account or subscribe to our services
• Complete web forms, contact forms, or appointment scheduling
• Opt in to receive SMS messages, email communications, or newsletters
• Interact with chat widgets, AI-powered conversational interfaces, or AI voice agents
• Engage in phone calls with our AI voice agents or voice communication systems
• Make a purchase, payment, or request a quote
• Contact customer support or submit inquiries

Personal information may include:

• Name, email address, phone number (including mobile number), and physical address
• Company name, job title, and business contact information
• Payment information (credit card details, billing address)
• SMS opt-in consent records, including timestamps, opt-in method, and associated phone numbers
• Voice recordings, call transcriptions, and voice interaction data (see Section 4A)
• Communication preferences and consent records for email, SMS, voice, and other channels
• Service history, appointment details, and customer interaction records

When you access our website or use our services, we automatically collect certain technical information:

• IP address, browser type and version, device information, and operating system
• Website usage data, page views, navigation patterns, and time spent on pages
• Referring/exit pages and URLs
• Call metadata (duration, time, caller ID, call outcome) for voice interactions
• Cookies, web beacons, and similar tracking technologies (see Section 7)

We may receive information about you from third-party sources, including:

• Business partners, affiliates, or integration partners who refer you to our services
• Property management clients who use our white-label services on your behalf
• Public databases, marketing partners, and data aggregators (where permitted by law)
• Social media platforms if you connect your account or interact with our social media pages
• Telecommunications carriers and voice service providers

• Providing, maintaining, and improving our services and platform functionality
• Processing transactions, payments, and billing
• Managing your account, authentication, and access
• Delivering SMS messages, emails, voice calls, and other communications you have consented to receive
• Sending appointment reminders, confirmations, and scheduling updates via text, email, or voice
• Training and improving our AI voice and text agents through analysis of interactions

• Responding to your inquiries, requests, and customer support needs via multiple channels
• Sending service-related announcements, updates, and important notices
• Providing technical support and troubleshooting assistance
• Maintaining records of your communication preferences and consent across all channels

• Sending promotional communications, newsletters, and marketing materials (where you have opted in)
• Conducting market research, surveys, and feedback collection
• Analyzing user behavior to improve our services and develop new features

• Ensuring security, preventing fraud, and protecting against unauthorized access
• Complying with legal obligations, regulations, and law enforcement requests
• Enforcing our Terms of Service and protecting our rights and property
• Maintaining compliance with TCPA, A2P 10DLC, CTIA guidelines, FCC regulations, and telecommunications laws

ResProAI operates two distinct SMS messaging programs:

• Direct B2B Communications: Messages sent from ResProAI to our business clients regarding account management, service updates, and platform communications.
• White-Label Messaging Services for Property Management: Messages sent by ResProAI on behalf of multifamily property management clients to their residents, prospects, and customers. These messages identify as originating from the property/apartment community, not ResProAI.

We collect SMS opt-in consent through:

• Web forms with dedicated SMS consent checkboxes
• Account registration and service setup processes
• Chat widgets and conversational AI interfaces
• AI voice agent interactions (see Section 4A.3)
• Appointment scheduling and contact forms
• Property management inquiry and application forms

For every opt-in, we maintain comprehensive records including:

• Timestamp of consent (date and time)
• Method of opt-in (web form, chat widget, voice call, etc.)
• Phone number provided
• Associated contact information
• IP address and device information at time of consent (for digital opt-ins)
• Call recording of verbal consent (for voice opt-ins)
• Specific language presented at point of consent
• For white-label services: the property/community the user opted in with

Message types include:

• Appointment confirmations and reminders
• Service request updates and maintenance notifications
• Leasing inquiries and responses (for property management clients)
• Customer support communications
• Account notifications and billing reminders
• Rescheduling and cancellation confirmations
• Community announcements (for property management residents)
• Follow-up messages related to voice agent interactions

Message frequency varies based on your service usage, interaction level, and the services you have requested. You may receive multiple messages per week during periods of active engagement.

You can opt out of SMS messages at any time by:

• Replying "STOP", "END", "CANCEL", "UNSUBSCRIBE", or "QUIT" to any message
• Contacting us directly at nick@resproai.com
• Requesting opt-out during a voice call with our AI voice agent
• For white-label services: contacting the property management office directly

All opt-out requests are processed immediately. You will receive a final confirmation message, and no further messages will be sent unless you opt in again. We maintain permanent records of all opt-out requests to ensure compliance.

ResProAI maintains full compliance with Application-to-Person (A2P) 10-Digit Long Code (10DLC) messaging requirements mandated by major U.S. wireless carriers. Our compliance measures include:

• Registered brand identity with The Campaign Registry (TCR)
• Approved messaging campaigns with documented use cases
• Verified opt-in collection mechanisms and consent documentation
• Adherence to carrier-mandated throughput limits and content guidelines
• Regular compliance audits and monitoring
• Dedicated phone numbers provisioned for each campaign and property community

We comply with all applicable laws and regulations governing text messaging, including:

• Telephone Consumer Protection Act (TCPA)
• CTIA (Cellular Telecommunications Industry Association) Messaging Principles and Best Practices
• FCC (Federal Communications Commission) regulations on automated text messaging
• State-specific telecommunications and privacy laws
• Carrier-specific guidelines and requirements

Our AI voice agents are automated systems that can:

• Initiate outbound calls to customers, prospects, and residents (with prior consent)
• Answer inbound calls and engage in natural language conversations
• Schedule appointments, confirm availability, and manage calendars
• Answer questions about properties, services, and business offerings
• Collect information, qualify leads, and route calls to appropriate parties
• Send follow-up communications via SMS or email based on call outcomes
• Provide customer support and answer frequently asked questions

Call recordings and transcriptions are used for:

• Quality assurance and improving AI agent performance
• Training machine learning models and natural language processing systems
• Compliance documentation and record-keeping (including opt-in consent verification)
• Customer service follow-up and issue resolution
• Security, fraud prevention, and dispute resolution
• Providing call summaries and actionable insights to our business clients

At the beginning of AI voice agent calls, you will typically hear a disclosure such as: "This call may be recorded for quality and training purposes" or similar language. By continuing the call after this disclosure, you consent to recording and transcription.

Our AI voice agents may collect opt-in consent for various communication channels during calls. This includes:

• SMS/Text Message Consent: The AI agent may ask "May I send you text message reminders about your appointment?" or similar. If you verbally agree (by saying "yes," "sure," "okay," or similar affirmative responses), this constitutes opt-in consent for SMS communications.
• Email Consent: The AI agent may request permission to send information via email.
• Future Call Consent: The AI agent may ask permission to call you back for follow-up, appointment reminders, or additional information.

All verbal consent is:

• Recorded in the call audio and transcription
• Timestamped and logged in our consent management system
• Stored securely as proof of opt-in for compliance purposes
• Treated with the same strict protection as written opt-in consent (see Section 4.5)

During conversations with AI voice agents, we collect:

• Call Audio Recordings: Complete audio files of the conversation
• Transcriptions: Text versions of the conversation created through speech-to-text technology
• Call Metadata: Phone number, call duration, date/time, call outcome, caller ID information
• Personal Information Disclosed: Any information you provide during the call (name, address, preferences, appointment details, questions, concerns)
• Conversation Analytics: Sentiment analysis, intent classification, key topics discussed, and interaction quality metrics
• Voice Characteristics (Limited): Basic voice analysis for quality purposes only — ResProAI does NOT collect or create voice biometric profiles or voiceprints for identification purposes

Our AI text agents (chat widgets, SMS bots, automated text responders) collect:

• Complete conversation history and message threads
• All text inputs provided by you during interactions
• Timestamps, session IDs, and interaction metadata
• Device information, IP address, and browser data (for web-based chat widgets)
• User intent, sentiment, and conversational patterns for AI training
• Any personal information voluntarily disclosed in the conversation

Data collected from AI voice and text agent interactions is used to:

• Fulfill the purpose of your communication (scheduling, inquiries, support)
• Train and improve AI models, natural language understanding, and response accuracy
• Monitor quality, identify errors, and enhance user experience
• Provide reporting and analytics to our business clients about customer interactions
• Document consent for regulatory compliance (TCPA, A2P, etc.)
• Enable seamless handoffs between AI agents and human representatives when necessary
• Send follow-up communications (appointment reminders, confirmations, requested information)

AI voice and text agent data is subject to the same strict protections as other personal information:

• Voice Opt-In Data Protection: Verbal SMS/email consent collected by AI agents is treated identically to written consent and subject to the absolute prohibition on sharing described in Section 4.5. Voice-recorded opt-ins are NEVER shared for marketing or promotional purposes.
• Call Recordings: Shared only with authorized personnel, our business clients (for calls made on their behalf), essential service providers, and as required by law. NOT sold or shared for unrelated marketing purposes.
• AI Training: Anonymized and aggregated conversation data may be used to improve AI models. Personal identifiers are removed before use in machine learning training datasets.
• Property Management Clients: For white-label services, call recordings and transcriptions related to a property's residents/prospects are accessible to that property management client but NOT shared with other clients.

You have the right to:

• Request a copy of your call recordings and transcriptions
• Request deletion of your voice data (subject to legal retention requirements)
• Opt out of future AI voice calls by requesting placement on our Do Not Call list
• Speak to a human representative during or after an AI agent interaction
• Revoke consent for SMS/email communications collected during voice calls (see Section 4.4)

To exercise these rights, contact us at nick@resproai.com or request transfer to a human representative during any AI agent call.

ResProAI's AI voice agents comply with:

• Telephone Consumer Protection Act (TCPA) — including restrictions on autodialed and prerecorded calls
• FCC regulations on robocalls and artificial or prerecorded voice messages
• State-specific telemarketing and call recording laws (including one-party and two-party consent states)
• Do Not Call Registry requirements and internal Do Not Call list management
• Call time restrictions (typically 8 AM - 9 PM local time for marketing calls)

When property management companies ("Property Clients") use ResProAI services, ResProAI acts as a service provider, technology vendor, and data processor on behalf of the Property Client. The Property Client is the data controller and primary party responsible for the personal information of their residents, prospective tenants, and customers.

ResProAI provides the following services to Property Clients:

• AI-powered chat widgets and conversational interfaces for leasing inquiries
• AI voice agents for inbound and outbound prospect/resident communication
• SMS and email communication platforms for resident engagement
• Automated lead management and follow-up systems
• Maintenance request tracking and communication
• Appointment scheduling and tour coordination
• Resident portal functionality and self-service tools
• Marketing automation and reputation management

On behalf of Property Clients, ResProAI may collect, process, and store the following types of information:

5.2.1 Prospective Tenant Data

• Name, email address, phone number, current address
• Desired move-in date, preferred unit types, budget information
• Tour scheduling preferences and appointment history
• Communication history (text messages, emails, voice calls, chat conversations)
• Call recordings and transcriptions from AI voice agent interactions
• Source of inquiry (referral, online ad, website visit)
• SMS, email, and voice opt-in consent records with timestamps

5.2.2 Current Resident Data

• Name, contact information (phone, email), unit number
• Lease information (start date, end date, renewal status)
• Maintenance request history, work order details, and status updates
• Communication preferences and consent for various communication channels
• Service requests, feedback, and satisfaction surveys
• Move-in/move-out coordination details
• Community engagement and participation records
• Voice interaction records with AI agents (appointment scheduling, maintenance requests, etc.)

5.2.3 Maintenance and Service Data

• Work order requests, descriptions, photos, and priority levels
• Maintenance technician assignments and scheduling
• Service completion status and resident feedback
• Access logs for unit entry and property facilities

ResProAI uses property management data exclusively to provide services to the Property Client and to facilitate communication between the Property Client and their residents/prospects. Specific uses include:

• Responding to leasing inquiries via AI agents, chat, SMS, and email
• Scheduling property tours and sending appointment reminders
• Managing and updating maintenance requests
• Facilitating resident communication and community announcements
• Processing lease renewal reminders and move-out notices
• Collecting feedback and satisfaction surveys
• Generating reports and analytics for the Property Client
• Training AI models to improve property management-specific interactions

For property management services, data sharing operates as follows:

• With the Property Client: All data collected on behalf of the Property Client is accessible to them through our platform. The Property Client owns and controls this data.
• Between Property Clients: Data from one property/community is NEVER shared with other Property Clients. Each property's data is completely segregated and isolated.
• With ResProAI: ResProAI accesses property management data only as necessary to provide services, technical support, and platform maintenance.
• SMS/Voice Opt-In Data Exception: As stated in Sections 4.5 and 4A.7, text messaging and voice call opt-in data is NEVER shared for marketing or promotional purposes and is protected under our strictest data protection protocols.
• Service Providers: We may share data with essential service providers (hosting, security, telecommunications, AI/ML platforms) who are contractually bound to confidentiality and data protection.

If you are a resident or prospective tenant whose information is processed through ResProAI on behalf of a Property Client, you have the following rights:

• Right to Access: Request information about what personal data we hold on behalf of the Property Client, including call recordings and transcriptions
• Right to Correction: Request correction of inaccurate or incomplete information
• Right to Deletion: Request deletion of your data, subject to legal and contractual retention requirements
• Right to Opt-Out: Unsubscribe from SMS, email, or voice communications at any time (see Sections 4.4 and 4A.8)
• Right to Portability: Request a copy of your data in a portable format (where technically feasible)

To exercise these rights, please contact:

• First: The Property Client (property management office) directly, as they are the primary data controller
• Alternatively: ResProAI at nick@resproai.com, and we will coordinate with the Property Client to fulfill your request

ResProAI retains property management data based on:

• The Property Client's data retention policies and instructions
• Legal and regulatory requirements (fair housing laws, lease documentation, etc.)
• Contractual obligations with the Property Client
• Operational necessity for ongoing services

Typically, data is retained:

• For active residents: Throughout the duration of their lease plus a retention period after move-out
• For prospective tenants: Until they become residents, decline to lease, or request deletion (whichever occurs first)
• For maintenance records: As required by property management standards and legal compliance
• For call recordings: Typically 1-3 years for quality/training purposes, longer for compliance/legal reasons
• For opt-out records: Permanently, to ensure compliance with communication preferences

ResProAI is committed to supporting Property Clients in their compliance with fair housing laws. We:

• Do not discriminate in providing services based on protected characteristics
• Provide equal communication and support to all residents and prospects
• Train our AI systems to avoid discriminatory language or practices
• Support Property Clients in maintaining fair and consistent communication

• Third-party vendors who assist in operations (payment processing, hosting, email delivery, analytics)
• SMS aggregators and telecommunications providers (solely for message delivery)
• AI/ML service providers for model training and improvement (with anonymization where possible)
• Voice service providers and telephony infrastructure partners
• Security and fraud prevention service providers
• All service providers are contractually obligated to maintain confidentiality and security

• When required by law, regulation, legal process, or government request
• To enforce our Terms of Service and protect our rights, property, or safety
• To protect the rights, property, or safety of our users or the public
• In response to valid law enforcement requests or court orders

In the event of a merger, acquisition, reorganization, sale of assets, or bankruptcy, your information may be transferred to the acquiring or successor entity. In such cases, your data will remain protected under the terms of this Privacy Policy or a substantially similar policy.

• Essential Cookies: Required for basic website functionality, authentication, and security
• Performance Cookies: Collect information about how visitors use our website (analytics)
• Functional Cookies: Remember your preferences and personalize your experience
• Marketing Cookies: Track your activity across websites for advertising purposes

You may control cookies through your browser settings. Most browsers allow you to:

• View and delete cookies
• Block third-party cookies
• Block all cookies (may affect website functionality)
• Delete cookies upon closing your browser

Note: Disabling cookies may limit your ability to use certain features of our website.

• Encryption of sensitive data in transit (SSL/TLS) and at rest (AES-256 or equivalent)
• Secure access controls, authentication mechanisms, and multi-factor authentication where applicable
• Regular security audits, penetration testing, and vulnerability assessments
• Firewalls, intrusion detection systems, and network segmentation
• Secure backup systems and disaster recovery procedures
• Data segregation between different clients and properties
• Secure storage of call recordings with encryption and access controls

• Employee training on data protection and security best practices
• Strict access controls limiting employee access to personal data on a need-to-know basis
• Background checks for employees with access to sensitive information
• Confidentiality agreements and data protection policies
• Incident response and data breach notification procedures in accordance with applicable laws

Despite these measures, no method of transmission over the Internet or electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your personal information, we cannot guarantee absolute security.

You are responsible for:

• Maintaining the confidentiality of your account credentials
• Using strong, unique passwords
• Logging out of your account when using shared devices
• Reporting suspected unauthorized access immediately

You have the right to:

• Access the personal information we hold about you
• Request correction of inaccurate or incomplete information
• Update your account information and communication preferences

• Request deletion of your personal information, subject to legal retention requirements
• Request a copy of your data in a portable, machine-readable format
• Object to processing of your personal information in certain circumstances

• Opt out of marketing emails by clicking "unsubscribe" in any marketing email
• Opt out of SMS messages by replying "STOP" (see Section 4.4 for details)
• Opt out of AI voice calls by requesting placement on our Do Not Call list
• Manage cookie preferences through your browser settings
• Withdraw consent for future communications at any time

If you are a resident of California, Virginia, Colorado, or other states with specific privacy laws, you may have additional rights including:

• Right to know what categories of personal information we collect and how we use it
• Right to opt out of "sales" or "sharing" of personal information (Note: ResProAI does not sell personal information)
• Right to limit use of sensitive personal information (including voice recordings and biometric data)
• Right to non-discrimination for exercising privacy rights

To exercise any of these rights, contact us at:

• Email: nick@resproai.com
• Subject Line: "Privacy Rights Request"

We will respond to your request within the timeframe required by applicable law (typically 30-45 days). We may require verification of your identity before fulfilling certain requests.