Privacy Policy

HomeScoutz Leasing LLC d/b/a ScoutzOS (“ScoutzOS,” “we,” “us,” or “our”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our platform, website, and services (collectively, the “Services”).

By using our Services, you consent to the practices described in this policy. If you do not agree, please discontinue use of the Services.

1. Information We Collect

1.1 Information You Provide

• Account Information: Name, email address, phone number, company name, and role/persona selection
• Identity Verification: Government-issued ID, Social Security Number (for tenant screening), date of birth
• Financial Information: Bank account details, payment card information (processed by Stripe), income documentation, tax records
• Property Data: Property addresses, unit details, lease terms, rental amounts, property images and documents
• Tenant Data: Rental applications, screening authorizations, employment history, rental history, references
• Communications: Emails, SMS/MMS messages, voicemails, call recordings, chat transcripts, and support tickets
• Documents: Leases, contracts, inspection reports, maintenance records, and electronically signed documents

1.2 Information Collected Automatically

• Device Information: IP address, browser type and version, operating system, device identifiers
• Usage Data: Pages visited, features used, click patterns, session duration, referring URLs
• Location Data: Approximate location based on IP address (we do not collect precise GPS location)
• Cookies & Tracking: See Section 8 below

1.3 Information from Third Parties

• Screening Providers: Credit reports, criminal background checks, eviction records (with applicant’s consent)
• Payment Processors: Transaction status and payment confirmation from Stripe
• Communication Providers: Delivery status for SMS/MMS from Twilio
• Public Records: Property ownership records, tax assessments, market data

2. How We Use Your Information

We use your information to:

• Provide & Operate: Deliver the Services, process transactions, manage accounts, and facilitate communications
• Property Management: Enable lease management, rent collection, maintenance tracking, and tenant communications
• Screening & Verification: Process rental applications and perform background, credit, and identity checks (with consent)
• Communications: Send transactional messages (payment receipts, lease reminders, maintenance updates) and, where opted in, marketing communications
• AI & Analytics: Power AI assistants, generate insights, provide recommendations, and improve our algorithms
• Security: Detect and prevent fraud, unauthorized access, and other illegal activities
• Compliance: Meet legal obligations including FCRA, TCPA, Fair Housing Act, and tax reporting requirements
• Improvement: Analyze usage patterns, conduct research, and improve our Services

3. How We Store Your Information

Your data is stored using Supabase, a cloud database platform built on PostgreSQL, hosted on Amazon Web Services (AWS) in the United States. We implement the following safeguards:

• Encryption at rest (AES-256) and in transit (TLS 1.2+)
• Row-level security (RLS) ensuring users can only access their own data
• Regular automated backups with point-in-time recovery
• Role-based access controls for internal staff
• Audit logging for sensitive data access

Sensitive data such as Social Security Numbers and payment credentials are encrypted with additional application-level encryption and are never stored in plaintext.

4. How We Share Your Information

We do not sell your personal information. We share information only in the following circumstances:

4.1 Service Providers

Each provider is contractually obligated to use your data only for the purposes specified and to maintain appropriate security measures.

4.2 Screening & Reporting Agencies

When you authorize a tenant screening, we share applicant information with consumer reporting agencies as required by the FCRA. These agencies have their own privacy policies governing their use of this data.

4.3 Between Platform Users

Certain information is shared between users as necessary for the platform to function. For example: property managers can see tenant contact information, tenants can see their landlord’s business contact details, and vendors can see work order details for properties they serve.

4.4 Legal Requirements

We may disclose your information when required by law, court order, or governmental regulation, or when we believe disclosure is necessary to protect our rights, your safety, or the safety of others.

4.5 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify you of any such change and your options regarding your data.

5. SMS & Telephony Data

When you use or interact with our telephony features:

• Phone numbers and message content are transmitted through Twilio’s infrastructure
• Call recordings are stored securely and retained per our retention schedule
• SMS opt-in/opt-out preferences are tracked and honored immediately
• We do not share SMS opt-in data or consent status with third parties for marketing purposes
• Message logs are retained for compliance purposes and available in your account

6. Data Retention

We retain your information for as long as necessary to fulfill the purposes described in this policy:

• Active Accounts: Data is retained for the duration of your account plus 30 days after closure for export
• Financial Records: 7 years (as required by tax and accounting regulations)
• Screening Data: Consumer reports are retained per FCRA requirements, typically up to 2 years
• Communications: SMS/call logs retained for 2 years; email communications for 3 years
• Legal Holds: Data subject to legal proceedings is retained until the matter is resolved
• Backups: Database backups are retained for 30 days and then permanently deleted

You may request deletion of your personal data at any time (see Section 7). We will honor deletion requests except where retention is required by law.

7. Your Privacy Rights

7.1 All Users

Regardless of your location, you have the right to:

• Access: Request a copy of the personal information we hold about you
• Correction: Request correction of inaccurate information
• Deletion: Request deletion of your personal information
• Portability: Export your data in a machine-readable format
• Opt-Out: Unsubscribe from marketing communications at any time

7.2 California Residents (CCPA/CPRA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA) and the California Privacy Rights Act (CPRA):

• Right to Know: The categories and specific pieces of personal information we collect, the purposes for collection, and the categories of third parties with whom we share it
• Right to Delete: Request deletion of personal information, subject to certain exceptions
• Right to Opt-Out of Sale: We do not sell personal information. If this changes, we will provide a “Do Not Sell My Personal Information” link
• Right to Non-Discrimination: We will not discriminate against you for exercising your privacy rights
• Right to Correct: Request correction of inaccurate personal information
• Right to Limit: Limit the use and disclosure of sensitive personal information

To exercise these rights, email [email protected] or use the privacy request form in your account settings. We will respond within 45 days.

7.3 Other State Privacy Laws

Residents of Virginia (VCDPA), Colorado (CPA), Connecticut (CTDPA), Utah (UCPA), and other states with consumer privacy laws may have similar rights. We honor all applicable state privacy requirements. Contact [email protected] to exercise your rights.

8. Cookies & Tracking Technologies

8.1 What We Use

• Essential Cookies: Required for authentication, session management, and security. Cannot be disabled.
• Analytics Cookies: Google Analytics (G-2RKLJNZ0N6) to understand usage patterns and improve our Services
• Functional Cookies: Remember your preferences, language settings, and display options

8.2 Your Cookie Choices

You can manage cookie preferences through your browser settings. Disabling essential cookies may prevent the Services from functioning properly. We honor Do Not Track (DNT) browser signals.

9. Children’s Privacy

Our Services are not directed to individuals under 18 years of age. We do not knowingly collect personal information from children. If we discover that we have collected information from a child under 18, we will delete it promptly. If you believe a child has provided us with personal information, please contact [email protected].

10. International Data Transfers

Our Services are hosted in the United States. If you access the Services from outside the U.S., your information will be transferred to and processed in the United States. By using the Services, you consent to this transfer. We implement appropriate safeguards for any cross-border data transfers.

11. Security

We implement industry-standard security measures to protect your information, including:

• TLS 1.2+ encryption for all data in transit
• AES-256 encryption for data at rest
• Multi-factor authentication support
• Regular security audits and penetration testing
• Employee access controls and security training
• Incident response procedures

No system is completely secure. While we strive to protect your data, we cannot guarantee absolute security. Please report security vulnerabilities to [email protected].

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by email and/or prominent notice on the platform at least 30 days before changes take effect. The “Last updated” date at the top reflects the most recent revision.

13. Contact Us

For privacy-related questions, requests, or concerns:

HomeScoutz Leasing LLC d/b/a ScoutzOS
3743 Wartrace Drive, Atlanta, GA 30331
Privacy Team
Email: [email protected]
General: [email protected]
Phone: (678) 498-5097

For CCPA/CPRA requests, you may also designate an authorized agent to make requests on your behalf. We may require verification of your identity and authorization before processing requests.