CRITICAL NOTICE REGARDING TEXT MESSAGING OPT-IN DATA
ResProAI ("we," "our," or "us") DOES NOT and WILL NOT share customer SMS opt-in information, including phone numbers, consent records, timestamps, and any related text messaging originator data, with any affiliates, third parties, partners, or other entities for marketing, promotional, or any other purposes unrelated to providing the direct messaging services you have consented to receive.
All text messaging originator opt-in data is maintained with the highest level of confidentiality and security. The only permitted sharing is with SMS aggregators and telecommunications providers solely for the technical delivery of messages you have authorized, and with essential service providers who are contractually bound to confidentiality.
1. Introduction
ResProAI is committed to protecting your privacy and handling your personal information with transparency and care. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you:
Visit our website at respro.ai
Use our AI-driven services, platforms, and technologies including AI voice and text agents
Interact with our SMS messaging systems, chat widgets, voice agents, or communication tools
Engage in voice calls with our AI voice agents or conversational AI systems
Engage with property management clients who use our white-label messaging and voice services
This Privacy Policy applies to all users of ResProAI services, including business clients, property management companies, their residents and prospects, and website visitors. Please read this policy carefully. By using our services, you consent to the practices described in this Privacy Policy.
2. Information We Collect
2.1 Personal Information
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
2.2 Automatically Collected Information
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)
2.3 Information from Third-Party Sources
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
3. How We Use Your Information
ResProAI uses collected information for the following purposes:
3.1 Service Delivery and Operations
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
3.2 Communication and Support
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
3.3 Marketing and Business Development
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
3.4 Security and Compliance
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
4. SMS Text Messaging - Comprehensive Compliance and Data Protection
4.1 SMS Program Overview
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.
4.2 Opt-In Consent Collection and Records
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
4.3 Message Types, Frequency, and Content
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.
4.4 Opt-Out Process and Management
You can opt out of SMS messages at any time by:
Replying "STOP", "END", "CANCEL", "UNSUBSCRIBE", or "QUIT" to any message
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.
4.5 SMS Data Protection - Critical Commitment
ABSOLUTE PROHIBITION ON SHARING SMS OPT-IN DATA:
ResProAI maintains the strictest protections for SMS originator opt-in data. We explicitly commit that:
NO mobile information will be shared with third parties or affiliates for marketing or promotional purposes
NO text messaging originator opt-in data or consent records will be sold, rented, traded, or disclosed to any party except as explicitly permitted below
ALL other business operations, use cases, and data sharing scenarios explicitly EXCLUDE text messaging originator opt-in data
The ONLY permitted sharing of SMS opt-in data is with:
SMS Aggregators and Telecommunications Providers: Solely and exclusively for the technical purpose of delivering text messages you have consented to receive. These providers are contractually prohibited from using your data for any other purpose.
Essential Service Providers: Customer service platforms, security/fraud prevention systems, and technical infrastructure providers that directly support message delivery and consent management. All service providers are contractually bound to maintain strict confidentiality and are prohibited from using data for their own purposes.
Property Management Clients (White-Label Services Only): When we provide white-label messaging services, opt-in data for residents/prospects belongs to the property management client. However, we maintain secure custody of this data and share it only as necessary for the client to manage their resident relationships.
4.6 A2P 10DLC 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
4.7 TCPA and Regulatory Compliance
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
4A. AI VOICE AND TEXT AGENTS - DATA COLLECTION AND CONSENT
ResProAI utilizes advanced AI-powered voice and text agents to communicate with customers, prospects, residents, and business clients. This section describes how we collect, use, and protect data from these AI-driven interactions.
4A.1 AI Voice Agent Technology Overview
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
4A.2 Call Recording and Transcription
IMPORTANT: All interactions with ResProAI AI voice agents may be recorded, transcribed, and analyzed.
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.
4A.3 Voice Opt-In Consent Collection
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)
4A.4 Voice Data Collected During AI Agent Interactions
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)
Voice Characteristics (Limited): Basic voice analysis for quality purposes only—ResProAI does NOT collect or create voice biometric profiles or voiceprints for identification purposes
4A.5 AI Text Agents and Chat Bot Data Collection
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
4A.6 How AI Agent Data is Used
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
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.
4A.8 Your Rights Regarding AI Agent Data
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 [email protected] or request transfer to a human representative during any AI agent call.
4A.9 Compliance with Voice Communication Laws
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)
5. PROPERTY MANAGEMENT SERVICES - DATA HANDLING AND PRIVACY
This section applies specifically to residents, prospective tenants, and individuals who interact with multifamily property management clients that use ResProAI's white-label communication and automation services.
5.1 ResProAI's Role as Service Provider/Processor
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
5.2 Property Management Data We Collect and Process
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
5.3 How Property Management Data is Used
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
5.4 Data Sharing and Access for Property Management Services
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.
5.5 Resident and Prospect Rights Regarding Property Management Data
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 [email protected], and we will coordinate with the Property Client to fulfill your request
5.6 Data Retention for Property Management Information
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
5.7 Fair Housing Compliance
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
6. Information Sharing and Disclosure (General)
ResProAI does not sell, rent, or trade personal information. We share information only in the following circumstances:
6.1 Service Providers and Partners
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
6.2 Legal Compliance and Protection
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
6.3 Business Transfers
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.
CRITICAL EXCEPTION: All information sharing scenarios described in Section 6 explicitly EXCLUDE text messaging originator opt-in data and consent records. SMS opt-in data is governed exclusively by Section 4.5 and will NEVER be shared except as specifically permitted in that section.
7. Cookies and Tracking Technologies
We use cookies, web beacons, pixels, and similar tracking technologies to:
Remember your preferences and settings
Understand how you use our website and services
Measure the effectiveness of our marketing campaigns
Analyze site traffic and usage patterns
Improve website functionality and user experience
7.1 Types of Cookies We Use
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
7.2 Cookie Management
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.
8. Data Security
ResProAI implements and maintains comprehensive security measures to protect your personal information:
8.1 Technical Security Measures
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
8.2 Organizational Security Measures
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
8.3 Limitations and Your Responsibility
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
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.
10. Third-Party Websites and Services
Our website and services may contain links to third-party websites, applications, or services that are not owned or controlled by ResProAI. We are not responsible for the privacy practices, content, or security of these third-party sites.
We encourage you to review the privacy policies of any third-party sites you visit. This Privacy Policy applies only to information collected by ResProAI through our own services and platforms.
11. Children's Privacy
ResProAI's services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children under 18. If you are a parent or guardian and believe your child has provided us with personal information, please contact us at [email protected], and we will promptly delete such information.
12. Data Retention
We retain personal information for as long as necessary to:
Provide our services and fulfill the purposes described in this Privacy Policy
Comply with legal, regulatory, tax, and accounting requirements
Resolve disputes and enforce our agreements
Maintain business records and operational continuity
Specific retention periods:
Active account data: Retained while your account is active plus a reasonable period after closure
SMS opt-in and opt-out records: Maintained permanently to ensure compliance
Voice recordings and transcriptions: Typically 1-3 years for quality/training, longer for compliance
Property management data: As specified in Section 5.6
Financial records: Typically 7 years for tax and accounting purposes
Marketing and analytics data: Typically 2-3 years or until opt-out
13. International Users and Data Transfers
ResProAI is based in the United States, and your information is processed and stored in the United States. If you are accessing our services from outside the United States, please be aware that your information may be transferred to, stored, and processed in the United States and other countries where privacy laws may differ from those in your jurisdiction.
By using our services, you consent to the transfer of your information to the United States and other countries as necessary to provide our services.
14. Changes to This Privacy Policy
ResProAI reserves the right to modify, update, or replace this Privacy Policy at any time. Changes may be made to:
Reflect changes in our practices, services, or legal requirements
Improve clarity or add additional information
Address new technologies or business practices
We will notify you of material changes by:
Posting the updated Privacy Policy on our website with a new effective date
Sending email notification to the address associated with your account
Displaying a prominent notice on our website or services
Your continued use of our services after changes are posted constitutes your acceptance of the updated Privacy Policy. We encourage you to review this Privacy Policy periodically.
15. Contact Information
If you have questions, concerns, or requests regarding this Privacy Policy, your personal information, or our privacy practices, please contact us at:
For privacy-related inquiries specific to property management services, residents and prospective tenants may also contact their property management office directly.
By using ResProAI's services, you acknowledge that you have read, understood, and agree to the practices described in this Privacy Policy.