Privacy Policy

1) Who We Are & Scope

This Privacy Policy explains how PropCheckAI LLC ("PropCheckAI," "we," "us," "our") collects, uses, discloses, and protects personal data when you use our website, mobile application, and related services (the "Service"). By using the Service, you agree to this Policy.

2) Eligibility & Audience

The Service is intended for adults 18 years and older. Do not use the Service if you are under 18. We do not knowingly collect personal data from minors.

3) Personal Data We Collect

• Account Information – Name, email address, user role (Landlord, Renter, Staff), plan selection, subscription status, Terms/Privacy acceptance timestamps.
• Property & Recording Data – Photos, video frames, panoramas, and other media you upload or capture; property nickname, address, room labels; annotations, marks, and report settings.
• Device & Usage Information – IP address, device type, operating system, app/site version, crash logs, diagnostics, feature usage, timestamps.
• Authentication & Single Sign-On – When you sign in with Apple or Google, those providers share basic profile details per their terms.
• Website Forms & Communications – Waitlist/newsletter signups, contact forms, support requests, and your communication preferences.
• Cookies/SDK signals – On the website, we may use cookies; in the app we may use SDKs for analytics/ads/diagnostics (see Sections 6 and 7).

4) How We Use Personal Data (Purposes & Legal Bases)

• Provide and operate the Service (legal basis: contract).
• Store/manage recordings, generate/export reports (legal basis: contract).
• AI comparison and visual tools to detect differences, segment objects, and summarize results (legal basis: contract; also legitimate interests in some regions).
• Improve, personalize, and analyze the Service; fix bugs and ensure quality (legal basis: legitimate interests; consent where required).
• Ads for free-tier users, honoring consent choices in regions requiring consent (legal basis: consent where required; otherwise legitimate interests).
• Security, fraud prevention, and abuse detection (legal basis: legitimate interests; legal obligation where applicable).
• Compliance with law and enforcement of Terms (legal basis: legal obligation/legitimate interests).

We do not make decisions with legal or similarly significant effects based solely on automated processing. AI outputs are informational and may contain errors.

5) AI Training Program (Explicit Opt-In)

Participation in our AI training program is optional and controlled by a toggle in Settings (e.g., “Join the PropCheckAI Community”). If you opt in, you grant us permission to use selected assets to improve model quality:

• Training inputs (if opted-in): representative frames, crops/patches, overlays, model outputs (predictions/masks/boxes), and your marks/overrides, plus minimal technical metadata (e.g., model version, compareKey). We do not use your exported PDFs as training data.
• Anonymization & minimization: before training use, we strive to strip EXIF/GPS, property names/addresses, user IDs, and visible sensitive identifiers; we focus on small crops/patches and overlay artifacts where feasible.
• Consent record & withdrawal: opting in creates a consent record (e.g., consent.aiTraining + timestamp). You can withdraw at any time in Settings. Withdrawal stops future use and schedules deletion of training assets within the retention windows below, except for legal holds and non-identifiable aggregates/statistics that cannot reasonably be linked back to you.
• Non-participants: users who do not opt in are not included in AI training.

6) Cookies & Web Tracking (Website)

Our website may use cookies and similar technologies for essential operations, analytics, and (optionally) marketing/advertising. In regions that require it (e.g., EEA/UK), we present a consent banner and honor your choices. You can manage cookies via your browser settings and our Cookie Policy.

If your browser sends a Global Privacy Control (GPC) signal, we treat it as a preference to opt out of non-essential tracking where required by law, and adjust behavior accordingly.

7) SDKs, Analytics & Ads (App)

• Analytics/Diagnostics to understand usage and improve reliability.
• Advertising for free-tier users (e.g., Google AdMob). In the EEA/UK we honor consent (e.g., via Google UMP) and serve non-personalized ads if consent is not granted.

If we implement services like reCAPTCHA or similar protections, those are used to prevent abuse and are subject to the provider’s terms and privacy notices.

8) Payments & Billing

Subscriptions are handled by Apple In-App Purchase and Google Play Billing. We do not collect or store payment card numbers. Renewals, cancellations, refunds, and billing disputes are managed through your platform account per platform policies.

9) Where & How Data Is Stored; Subprocessors

We use trusted providers to operate the Service, including (as applicable): Google Firebase (Authentication/Firestore/Storage), Google AdMob, Apple App Store and Google Play (billing), Hugging Face (AI inference), and website analytics/cookie tools. These providers act as processors or independent controllers as applicable and are bound by their terms and privacy practices. Our subprocessor set may evolve as we improve the Service. Data may be stored and processed in the United States and other countries.

10) Sharing & Disclosures

• No sale of personal data.
• Service providers that help us operate the Service (subject to confidentiality and data protection obligations).
• Legal and safety – to comply with law, legal process, or government requests, and to protect rights, property, or safety.
• Business transfers – in connection with a merger, acquisition, financing, or sale of assets, subject to this Policy.
• With your direction or consent – e.g., when you export/share reports.

11) International Transfers

When transferring personal data from the EEA/UK to countries that may not provide the same level of protection, we rely on recognized safeguards such as the European Commission’s Standard Contractual Clauses (and the UK Addendum where applicable).

12) Retention

Service data (for your use of the app):

• Account data: retained for the life of the account; deleted upon account deletion, subject to limited backups (typically up to 90 days) and legal obligations.
• Media/recordings: retained until you delete them or delete your account. Free/Essentials tiers may include time-based retention; Pro/Pro+/Business typically retain while the subscription remains active (see in-app plan details).
• AI comparison outputs/summaries: typically retained up to ~90 days unless included in saved reports or content you choose to retain.
• Logs/diagnostics: typically ~12–18 months.

Training data (only if you opt in):

• Crops/patches/overlays/model outputs & metadata: kept for a limited training TTL (e.g., ~90 days) unless aggregated into non-identifiable statistics.
• Full frames (if required): minimized and kept for a short TTL (e.g., up to ~180 days).
• On withdrawal: we stop future use and schedule deletion within applicable TTLs, except for legal holds and non-identifiable aggregates.

13) Your Rights (EEA/UK and Similar Jurisdictions)

• Access, rectify, or delete your personal data.
• Restrict or object to certain processing.
• Data portability.
• Withdraw consent at any time (where processing is based on consent).
• Complain to a supervisory authority in your country of residence or workplace.

To exercise rights, contact support@propcheckai.com. We may request information to verify your identity and will respond consistent with applicable law.

14) California Privacy (CCPA/CPRA)

We collect identifiers (e.g., email), device/usage data, and user-generated content to provide and improve the Service, for security, analytics, and ads for free-tier users. We do not sell personal information. We also do not share personal information for cross-context behavioral advertising without consent where such consent is required. California residents may request access, correction, or deletion, and may limit use of sensitive personal information as applicable by contacting support@propcheckai.com.

15) Security

We use technical and organizational measures appropriate to the risk, including encryption in transit, access controls, and least-privilege practices for production systems. No system is entirely secure; you are responsible for safeguarding your account credentials and access devices.

16) Changes to This Policy

We may update this Policy from time to time. Updates will be posted here (and in the app if applicable) with a revised "Last updated" date. Your continued use of the Service after changes indicates acceptance. Please review this page periodically.

17) Contact & Appeals

Data Controller: PropCheckAI LLC • Massachusetts, USA • support@propcheckai.com

If we deny a privacy request, you may reply and ask for an internal review (appeal). We will inform you of the outcome consistent with applicable law.

18) Related Policies

For cookie details, see our Cookie Policy. For terms governing your use of the Service, see our Terms of Service.