Privacy Policy

Who we are and what this policy covers

This Privacy Policy explains how Lease Pace TYH LLC ("LeasePace," "we," "us") collects, uses and shares information. It applies to leasepace.io and the LeasePace platform, including Pace, our AI leasing assistant (together, the "Service").

It covers:

• Website visitors.
• The property managers, landlords and other businesses that sign up for the Service ("Customers"), and their team members. A team member is anyone a Customer gives a LeasePace login. This can include people outside its business, such as staff of a building's management company or a housing caseworker.
• People a Customer sends documents or reports to.
• Prospects, applicants (including co-applicants and guarantors) and tenants whose information a Customer handles through LeasePace, such as people who message, email or call a Customer. We call them all "renters."

Our role

When a Customer uses LeasePace, we handle its renters' information on its behalf, as a service provider. This includes their messages, calls, applications and screening reports. We do the same for people the Customer sends documents or reports to. The Customer decides how that information is used, and its own privacy policy applies. We also use it for limited purposes of our own, such as security, legal compliance and improving the Service. See "How we use information."

If you're a renter with a question or request about your information, contact the property manager you were communicating with. We'll help them respond.

We're responsible for information about Customers, their team members and website visitors, as described in this policy.

Information we collect

From Customers: name, business name, email, phone number, account settings, the unit, pricing and policy information you give us, and how you use the Service. For text-message carrier registration, we also collect business details, such as your tax ID, and a contact person's name, title, email and phone number. We send these to Twilio, which passes them to the carrier registration system and mobile carriers for vetting. Payments are handled by our payment processor. We don't store full card numbers.

From team members: name, email, role and phone number, plus any profile details the Customer or team member adds. These can include brokerage, address, license numbers, payout instructions, commission split and files. We also collect sign-in and activity information and call records. See "Team sign-in and activity."

From renters, on behalf of Customers:

• Contact details and the content of text, WhatsApp and email conversations, including photos and files.
• Leads from listing sites, with whatever the renter entered there, such as income, credit or voucher details.
• Details Pace asks about, such as move-in date, area, household size, housing voucher, income, credit score, pets and past evictions.
• Details a renter chooses to share, such as accessibility needs. Like the answers to Pace's questions, these are kept on the renter's record.
• The name, income and credit score of other adults who will pay rent, and of any guarantor or co-signer.
• Pace's own rating of how ready the renter seems to rent.
• Notes, tasks and comments the Customer's team adds about a renter.
• Details about current tenants that a Customer adds to its unit records or linked spreadsheets, such as name, contact details and how rent is paid.
• Call records, recordings, voicemails, transcripts and summaries.
• Tour bookings, plus rental applications and tenant screening reports from the Customer's Weimark account.
• Documents and e-signature records, including the signer's name, email and signature, and the time, IP address and browser used to consent and sign. These appear on the signed document's certificate.

From people a Customer sends property status reports to, such as a building's management company: their email address. We also record the IP address and browser they use to confirm they want the reports.

From website visitors: what you type into the "Talk to Pace" chat, and anything you send us by WhatsApp or text. Our setup-call form opens WhatsApp with your details filled in. WhatsApp receives these details when the link opens, and nothing reaches us until you send the message. When you load one of our pages, or a website we host for a Customer, technical information such as your IP address and browser type reaches the services that deliver it. These include our hosting and database providers, Google, public code libraries such as jsDelivr and, for leasepace.io, Cloudflare.

How we use information

• To provide the Service: sending and receiving messages, emails and calls, generating Pace's replies, scheduling tours, and processing applications, tenant screening and e-signatures. This includes recording, transcribing and summarizing calls.
• To set up and support your account, and to communicate with you about it.
• To bill for subscription and usage fees.
• To keep the Service secure and prevent fraud and abuse.
• To comply with legal obligations.
• To find and fix problems and improve the Service. For example, LeasePace staff may review information such as conversations, and test changes to Pace against past conversations.

AI processing

Pace runs on AI models from Anthropic (Claude). To write replies and keep a renter's details up to date, Pace sends Anthropic the renter's conversation, including while a team member is handling it. It also sends related details, such as notes from the Customer's team, call summaries and transcripts, application and screening status, some screening results, and the Customer's available units.

Other features also send information to Anthropic:

• AI tools for the Customer's team, which draft or rewrite messages, answer questions about a conversation or prepare lease templates. They send the relevant text and details.
• Spreadsheets a Customer links or imports. Anthropic reads up to about 40 rows, which can include details about current tenants, to work out what the columns mean.
• Testing changes to Pace. Past conversations may be sent to Anthropic again.
• The "Talk to Pace" chat on our website. It sends what you type to Anthropic. We don't save these chats.
• Call transcripts, screening reports and lead emails, as described in "Phone calls and call recording," "Tenant screening and consumer reports" and "Email, Google and listing sites."

We don't use Customer or renter information to train AI models. Our transcription provider, Deepgram, may use call audio to improve its own speech recognition under its terms. Our other providers process the information they receive under their own terms.

SMS and WhatsApp messages

Renters receive messages from a Customer's number after contacting that Customer or otherwise agreeing to be contacted. Message frequency varies with the conversation. Message and data rates may apply. Reply STOP to opt out at any time. For help, contact the property manager who messaged you, or reply HELP to reach them.

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Text messaging originator opt-in data and consent will not be shared with any third parties, except the providers that deliver the messages.

Phone calls and call recording

Customers can make and take phone calls in LeasePace. Calls ring the Customer's team. No AI answers them. Our phone provider, Twilio, carries the calls and makes any recordings. For each call we keep details such as the phone numbers, time and length, and which team member placed an outgoing call.

A caller whose number isn't on file yet is saved as a new contact. If a call is missed, the caller usually gets a text inviting them to text instead. The Customer can change or turn off this text.

Calls are recorded by default, on both sides. Recording is an account-wide setting, and the Customer can ask us to turn it off. When a call is recorded, the person the team is speaking with normally hears a spoken notice that the call may be recorded. Voicemails are always recorded. Anyone who'd rather not be recorded can text or email the property manager instead.

Recordings and voicemails are transcribed by Deepgram and summarized by Anthropic. The summary appears on the renter's record, where Pace and the AI tools for the Customer's team can use it. Recordings are stored privately, and in the app only the Customer's signed-in team members can play them.

Tenant screening and consumer reports

A Customer can order tenant screening through LeasePace from Weimark, a consumer reporting agency, using its own Weimark account. Applicants can also start a screening through the Customer's application link. When a Customer connects its Weimark account, we also bring in applications and reports from that account. If the Customer turns on automatic screening, reports can start on their own. To order a report, we send Weimark the applicant's name and contact details. Weimark collects the rest, such as date of birth and Social Security number, on its own form.

Depending on what the Customer orders, a report can include:

• Credit history and score.
• Criminal, eviction, sex-offender registry and government watch-list checks.
• Identity details and checks, such as date of birth, past addresses and linked phone numbers.
• The applicant's answers on Weimark's application, such as employment, income, past landlords, housing assistance and pets.
• Bank information, such as balances, income and transactions, if the applicant links a bank account through Weimark.
• Weimark's own score and recommendation.

We store each report for the Customer: Weimark's report, and an in-app version that Anthropic, our AI provider, creates from it. A Customer can also ask for an AI summary. These AI-made versions can contain mistakes. Weimark's report is the official one.

In the app, screening reports are available only to the Customer's team. Some results, such as credit score, income and voucher status, may be copied onto the renter's record, where Pace can use them in conversation. Pace doesn't see or send the reports themselves.

The Customer decides whether to approve or deny an application and is responsible for any adverse-action notice. We don't send one automatically. The Customer can email one from LeasePace in Weimark's wording, and can add a text asking the applicant to check their email. We keep a record of each notice sent. Applicants who want a copy of their report, or to dispute it, can contact Weimark directly.

Email, Google and listing sites

• Lead emails: Customers can forward lead emails from listing sites, such as Zillow, Apartments.com and Avail, to LeasePace. Anthropic, our AI provider, picks out the renter's details, and we add the renter to the Customer's inbox. We may keep copies of these emails to check they were read correctly. We may then send the renter an automatic reply. It goes by text if the email includes the renter's phone number, and otherwise by email, directly or through the listing site.
• Email we send: emails sent through LeasePace on a Customer's behalf, including automatic replies, go through our email provider, Resend, under the Customer's business name. We record whether each one was delivered. Bulk emails about available units include a one-click unsubscribe link.
• Google Calendar: a Customer can connect Google Calendar so that appointments, such as tours, appear there. Each event shows the renter's name, the unit address, the assigned team member and any meeting link. We manage only the events we create, and we don't store the Customer's other events.
• Google Sheets: a Customer can also connect Google Sheets so we can read unit information, including any details about current tenants in the sheet. We never change the sheet.
• Other Google services: team members can sign in with Google, and the app uses Google Maps to suggest and look up addresses. When a team member chooses to translate a message or a draft reply, the text is sent to Google Cloud Translation. Nothing is translated automatically.
• Listing sites: we publish the units a Customer lists in public listing feeds that sites such as Zillow, AffordableHousing.com and Dwellsy read. Listings include unit details and a contact name, email and phone number for the listing. We don't add renter information to them. Customers can also publish their own website, which we host at an address ending in leasepace.io.

LeasePace's use and transfer to any other app of information received from Google APIs will adhere to Google API Services User Data Policy, including the Limited Use requirements.

Team sign-in and activity

When team members use LeasePace, we record when they were last active, their browser and device, and their IP address. We also record an approximate location based on that IP address, and how long each team member is active in the app each day. We keep the IP address and browser used to accept our Terms. We log some actions too, such as sending an adverse-action notice.

We use this to keep accounts secure, support Customers and understand how the Service is used. A Customer's account owners and admins can see some of it, such as whether each team member is online and on what device. Each team member can see their own signed-in devices in Settings, and is usually emailed when their account signs in on a new device.

If a team member turns on alerts, we keep their device's alert subscription and send alerts through their browser's push service. Alerts can show a renter's name, contact details and the start of a message. Team members' calls are recorded as described in "Phone calls and call recording."

How we share information

We do not sell personal information, and we don't use it to show ads based on your activity on other sites. We share it only:

• With the Customer a renter is communicating with.
• With people a Customer gives access to its account, including people outside its business. What each person can see depends on the access the Customer gives them. For example, staff of a building's management company can be given access to the applications, tours and units for that company's buildings.
• With a Customer's account owners and admins, for information about their own team members.
• With our service providers, which help us run the Service. Each processes information under its own terms.
• With services a Customer chooses to connect, such as Weimark, Google Calendar and Google Sheets.
• With listing sites, when a reply to one of their leads goes through the site.
• With the other signers of a document, who receive the signed copy and its certificate.
• With anyone a Customer chooses to send information to through LeasePace. For example, a Customer can email an application update, such as to another agent. It shows the application's stage and the renter's name, unit, rent, voucher or payment type and household size, but not their contact details.
• With people a Customer chooses to send property status reports to, such as a building's management company. These reports show where each unit stands, such as an application received or approved, or voucher paperwork in progress. They can include the renter's name, but not their contact details, income, credit or screening results.
• In public listings, as described in "Email, Google and listing sites."
• When required by law, or to protect the rights, safety and security of LeasePace, our Customers or others.
• As part of a merger, acquisition or sale of assets, subject to this policy.

Our service providers include:

• Vercel, Supabase and Cloudflare, for hosting, storage and delivering our website.
• Twilio and WhatsApp, for calls and messages.
• Resend, for email.
• Anthropic, for AI.
• Deepgram, for call transcription.
• Google, for maps, translation, sign-in, fonts and YouTube.
• Stripe, for our own billing.
• Browser push services, which deliver alerts to team members.
• Public code libraries, such as jsDelivr, which supply code our pages load.

Data retention, deletion and export

How long: we keep most information, such as renters' records, messages, applications, screening reports and documents, until the Customer deletes it or asks us to. Cancelling a subscription doesn't delete anything. Team sign-in and activity records have no set deletion date.

Call recordings: recordings, including voicemails, are normally removed from the app about 90 days after the call. Our copy of the audio is scheduled to be erased about 30 days later. Some audio may be kept longer, for example at the Customer's request or for a legal reason. Our phone provider may also keep its own copy. Call transcripts and summaries are kept until the renter's record is deleted.

Deletion: a Customer's team can delete a renter's record, or an application, in the app. Deleting something in LeasePace doesn't always delete it from services the Customer has connected, such as its Weimark account. While a service is connected, information from it may be brought in again. Removing someone from a Customer's team doesn't delete their LeasePace login.

Closing an account: to close an account and delete its data, one of the Customer's account owners can email privacy@leasepace.io. We'll delete it, except where the law requires us to keep information. After any deletion, stored files, some records, and copies held by our service providers may remain.

Export: a Customer's account owners, and admins with export permission, can download contacts, units and tours as spreadsheet (CSV) files. Billing usage history and documents can also be downloaded. Message history, transcripts and summaries can't currently be exported. Call recordings can be played one at a time in the app, and some browsers let you save a copy, but there's no bulk export. Screening reports can be opened or printed one at a time.

Security

We use reasonable technical and organizational safeguards, including encryption in transit and access controls, to protect information. No system is completely secure, and we can't guarantee absolute security.

Our own forms don't ask anyone to type in a Social Security number. Some records can still contain one, such as documents and files people send, upload or receive through LeasePace. Access to screening reports is limited as described in "Tenant screening and consumer reports." We disclose Social Security numbers only:

• To the Customer whose records contain them, and to people it chooses to share them with or give access to.
• To our service providers, to run the Service.
• As part of a merger, acquisition or sale of assets, subject to this policy.
• As the law requires.

Your choices and rights

Depending on where you live, you may have the right to access, correct, delete or get a copy of your personal information, and to opt out of certain uses. To make a request, email privacy@leasepace.io. We'll verify the request and respond within the time the law requires. Renters: for information held on behalf of a property manager, we'll pass your request to that property manager and help them respond. Some information may remain after a deletion request. See "Data retention, deletion and export."

Cookies

Our website, leasepace.io, runs through Cloudflare. Cloudflare checks visits for bots and may set a security cookie to do so. It also gives us basic visit statistics, such as pages viewed and the referring site. The website doesn't otherwise set cookies or store anything in your browser.

The LeasePace app uses your browser's local storage to keep you signed in, recognize your device for security and remember your preferences. It sets two short-lived cookies only while you connect Google Calendar or Google Sheets. Customer websites we host may save information in your browser, such as the homes you save.

The app and Customer websites load Google Maps, Google's sign-in tools and, for videos, YouTube. Google may set its own cookies and collect information through these services under its own policies. We don't set advertising cookies, and the app and Customer websites don't use third-party analytics tools. The app measures team members' activity, as described in "Team sign-in and activity." We don't track visitors across other sites. Our pages don't respond differently to browser "Do Not Track" signals. You can control cookies through your browser settings.

Children

LeasePace is not directed to children, and we don't knowingly collect information directly from anyone under 18.

Changes to this policy

We may update this policy. The "Last updated" date at the top shows the latest version. If a change is material, we'll notify Customers by email or in the Service.

Contact

Lease Pace TYH LLC
privacy@leasepace.io