Privacy Policy for Abodient

1. Introduction

Abodient ("we," "our," or "us") operates an AI-powered property management platform that helps landlords and property managers coordinate tenant issues and maintenance requests. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our mobile application and web services.

This policy explains the personal data we process and our legal bases for doing so (see Section 16). Where we rely on your consent for a specific purpose, we ask for it separately and you can withdraw it at any time.

Important — data about your tenants and contractors: when you add or upload information about other people (your tenants, or professional contacts), you are the data controller for that information and Abodient acts as your processor under our Data Processing Agreement. See Section 16a.

2. Information We Collect

2.1 Information You Provide

Account Information:

• Email address
• Name
• Phone number (optional)
• Property address and details
• Tenant contact information

Tenant Issue Reports:

• Text descriptions of maintenance issues
• Photos uploaded for issue documentation
• Chat messages with our AI assistant ("Alfred")
• Availability preferences for maintenance scheduling

Professional Contacts:

• Names, phone numbers, and categories of contractors/service providers
• Communication history with professionals

2.2 Information Collected Automatically

Usage Data:

• Device information (type, operating system, version)
• IP address
• App usage patterns and session duration
• Error logs and crash reports

Authentication Data:

• JWT authentication tokens (securely stored)
• Login timestamps
• Session identifiers

3. How We Use Your Information

We use collected information for the following purposes:

Core Service Delivery:

• Process and respond to tenant maintenance requests using AI
• Analyze uploaded documents (tenancy contracts, inventories) to provide relevant information
• Find and coordinate with appropriate service professionals
• Send notifications and updates about maintenance issues

AI Processing:

• Your chat messages and uploaded images are analysed by GPT models via the Microsoft Azure OpenAI Service
• Uploaded document text (tenancy contracts, inventories) is sent to OpenAI to generate the vector embeddings used for semantic search
• AI processing is carried out to deliver the service and improve response accuracy (see Section 11 for retention detail)

Account Management:

• Authenticate users and maintain secure sessions
• Manage property and tenant associations
• Store conversation history for continuity

Service Improvement:

• Monitor app performance and fix bugs
• Analyze usage patterns to improve features
• Track errors via Sentry for quality assurance

4. Third-Party Services

We use the following third-party services that may collect, process, or store your data:

These providers act as our data processors (or, for the AI providers, sub-processors under our Data Processing Agreement). Analytics providers are listed separately in Section 12.

5. Data Sharing and Disclosure

We do NOT sell your personal information.

We may share your information in the following circumstances:

6. Data Security

We implement industry-standard security measures to protect your data:

7. Data Retention

8. Your Privacy Rights

Depending on your location, you may have the following rights:

GDPR Rights (EU/UK Users)

• Access: Request a copy of your personal data
• Rectification: Correct inaccurate or incomplete data
• Erasure: Request deletion of your data ("right to be forgotten")
• Restriction: Limit how we process your data
• Portability: Receive your data in a machine-readable format
• Objection: Object to processing based on legitimate interests
• Withdraw Consent: Withdraw consent for data processing at any time
• Complain to the regulator: Lodge a complaint with the Information Commissioner's Office (ICO), the UK's data protection authority, at ico.org.uk

CCPA Rights (California Users)

• Know: What personal information we collect and how it's used
• Delete: Request deletion of your personal information
• Opt-Out: Opt-out of the sale of personal information (we don't sell data)
• Non-Discrimination: Equal service regardless of privacy choices

To exercise your rights, contact us at privacy@abodient.ai

9. Children's Privacy

Abodient is not intended for users under 13 years of age. We do not knowingly collect personal information from children under 13. If we discover we have collected data from a child under 13, we will delete it immediately.

10. International Data Transfers

Your information may be transferred to and processed in countries other than your own, including:

• United States — Azure OpenAI Service, OpenAI, LangSmith, Perplexity, Render, Sentry, Resend, Twilio, ElevenLabs, and the US regions of Supabase, Vercel, Google, Meta and Stripe
• European Union — Supabase, Vercel, Google and Stripe EU regions
• New Zealand — Xero, where you have connected your own Xero organisation

Where personal data is transferred outside the UK/EEA, we rely on an appropriate safeguard, including:

• The UK International Data Transfer Agreement (IDTA) or the UK Addendum to the EU Standard Contractual Clauses (SCCs)
• UK/EU adequacy decisions where they apply
• Service-provider certifications (e.g. SOC 2, ISO 27001)

11. AI-Specific Disclosures

How AI Processes Your Data

Our AI assistant ("Alfred") uses:

• GPT models via the Microsoft Azure OpenAI Service to understand and respond to tenant issues, and to analyse uploaded images
• OpenAI embeddings to power semantic search over your tenancy contract and inventory documents

What is sent where:

• Chat messages and images → Azure OpenAI Service for processing
• Document text → OpenAI to generate embeddings for semantic search

AI Data Retention:

• Your conversation history is stored in our own database for service continuity, and can be deleted on request.
• Neither Azure OpenAI nor OpenAI uses this content to train their models.
• Both providers may retain content for a limited period (up to 30 days) solely to detect and prevent abuse and misuse, after which it is deleted. We do not currently hold a zero-retention exemption with either provider.
• You can request deletion of AI-processed data held by us at any time.

Automated Decision-Making

We use AI to:

• Classify maintenance issues and suggest appropriate professionals
• Analyze documents to extract relevant tenancy contract/inventory information
• Human oversight: Landlords review and approve messages before sending to professionals (unless bypass setting enabled)

12. Cookies and Tracking

Full detail, and the switch to turn analytics off, is on our Cookies page.

Strictly necessary cookies & storage:

• Session cookies / local storage for authentication (Supabase)
• Service worker for offline functionality (PWA)
• A cookie recording your analytics choice, so we can honour it

Analytics:

• Google Analytics 4 — website and app usage analytics (US)
• PostHog — product-usage analytics to understand how features are used (EU)
• Sentry — error and crash monitoring, configured to exclude personal data (US)

We use analytics solely to understand how the site and app are used so we can improve them. We do not use it for advertising, we do not build advertising profiles, and we do not share it onward for anyone else's purposes. On that basis UK law (PECR regulation 6A, as amended by the Data (Use and Access) Act 2025) permits it without asking your consent first, provided you can object at any time — you can, using the switch on our Cookies page or under Settings → Privacy in the app. It takes effect immediately and costs nothing.

Advertising:

We do not currently run advertising or remarketing cookies, and we do not sell your data. If that changes we will ask for your consent before any such cookie is set.

13. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements.

When We Make Changes:

• Update the "Last Updated" date at the top
• Notify you via email or in-app notification for material changes
• Post updated policy at https://abodient.ai/privacy

We'll tell you about material changes before they take effect. Where a change requires your consent, we'll ask for it separately rather than relying on your continued use.

14. Contact Us

For questions, concerns, or requests regarding this Privacy Policy or your personal data:

For GDPR/EU inquiries, please include "GDPR Request" in your subject line.

15. Platform-Specific Disclosures

Apple App Store Privacy Nutrition Label

Data Linked to You:

• Contact Info (email, phone)
• User Content (messages, photos, property details)
• Identifiers (user ID, device ID)

Data Not Linked to You:

• Crash Data (anonymized)
• Performance Data (anonymized)

Data Used for Tracking: None

Google Play Data Safety

Data Collected:

• Personal info (name, email, phone)
• Photos and videos (for issue reporting)
• Messages (tenant-AI chat history)
• App activity (usage patterns)

Data Sharing:

• Shared with service professionals (with your approval)
• Shared with AI providers (Microsoft Azure OpenAI Service and OpenAI) for processing

Data Security:

• Data encrypted in transit
• Data encrypted at rest

16. Legal Basis for Processing (GDPR)

We process your personal data based on:

16a. Data About Your Tenants and Contractors

When you add or upload information about other people — most importantly your tenants, and your professional contacts (contractors and service providers) — the roles under data-protection law are:

• You are the data controller for that information — you decide why and how it's used.
• Abodient is your data processor — we process it on your documented instructions to provide the service, under our Data Processing Agreement, which also lists our sub-processors.

As the controller, you are responsible for having a lawful basis to share that data with us (for most landlords this is the performance of the tenancy or your legitimate interests, not the individual's consent), and for giving those individuals the privacy information the law requires (UK GDPR Articles 13–14). We provide a tenant-facing privacy summary you can pass on to help you meet that duty.

Please do not upload special-category data (such as health information) unless it is strictly necessary. Where you do, it is handled under the same protections set out in this policy and our DPA.

17. Additional State-Specific Rights

California (CCPA/CPRA)

• Right to know what personal information is collected
• Right to delete personal information
• Right to opt-out of sale/sharing (we don't sell)
• Right to correct inaccurate information
• Right to limit use of sensitive personal information

Virginia (VCDPA), Colorado (CPA), Connecticut (CTDPA)

Similar rights to CCPA for residents of these states

To exercise state-specific rights, email privacy@abodient.ai with your state of residence.