Privacy Policy

1. Introduction

Trenly ("we," "our," or "us") operates an AI-powered property management platform at trenly.com (the "Service"). This Privacy Policy explains how we collect, use, disclose, and protect information from and about:

• • Owners/Customers who subscribe to manage their rental portfolios
• • Tenants who occupy properties managed through the Service
• • Prospects who interact with property listings, schedule tours, or communicate with our AI systems

By using the Service, creating an account, interacting with our AI assistant (via chat, email, SMS, or phone), or browsing our property listings, you acknowledge that you have read and understood this Privacy Policy.

2. Definitions

• • "Owner" or "Customer" means a property owner or manager who subscribes to and uses the Service to manage rental properties.
• • "Tenant" means a current renter who occupies a property managed through the Service and may access the tenant portal.
• • "Prospect" means an individual who interacts with property listings, schedules tours, or communicates with the Service's AI systems as a potential tenant.
• • "Personal Data" means any information that identifies, relates to, or could reasonably be linked to a natural person.
• • "AI Services" means the artificial intelligence features of the platform, including the portfolio chat assistant, document extraction, voice AI, and AI-generated communications.

3. Information We Collect

We collect different categories of information depending on how you interact with the Service.

3a. Account and Identity Information

• • Name, email address, and phone number
• • Google OAuth authentication credentials
• • Organization name and account settings
• • IP address and timestamp when accepting Terms of Service

3b. Tenant and Prospect Information

• • Names, contact information, and mailing addresses
• • Identity verification data (for tour scheduling and applications)
• • Lease terms, move-in/move-out dates, and rental amounts
• • Payment history and ledger entries

3c. Property and Financial Data

• • Property addresses, valuations, and unit details
• • Rent amounts, tax assessments, and insurance policy details
• • Loan and mortgage information
• • Vendor and contractor information

3d. Document Content

• • Uploaded documents including leases, insurance policies, tax bills, and loan statements
• • These documents may contain sensitive information such as Social Security numbers, policy numbers, or account numbers, which are processed by our AI extraction systems

3e. Communications Content

• • Emails sent and received through the platform
• • SMS messages to and from tenants and prospects
• • Voice call recordings and transcripts from our AI phone system
• • Chat messages with the portfolio AI assistant
• • Prospect inquiry messages from property listings

3f. AI Interaction Data

• • Queries submitted to the AI chat assistant
• • AI tool calls and portfolio actions generated by the assistant
• • AI-generated recommendations and their approval status

3g. Technical and Usage Data

• • IP address, browser type, device information, and operating system
• • Pages visited, features used, and session duration
• • Cookies and similar tracking technologies (see Section 14)

4. How We Collect Information

We collect information through the following methods:

• • Directly from you when you create an account, enter data, upload documents, or communicate through the platform
• • From third-party property management system imports when you connect existing platforms to migrate your data
• • From third-party property data providers that supply property valuations, tax records, and market data
• • Through automated communications including inbound emails, SMS replies, and prospect inquiry forms
• • Through our voice AI phone system when callers interact with the automated assistant
• • Automatically via cookies and analytics when you browse the Service (see Section 14)

5. How We Use Your Information

We use the information we collect to:

• • Provide, operate, and maintain the Service
• • Process documents using AI to extract property, financial, insurance, and tax data
• • Generate AI-powered analytics, insights, and portfolio recommendations
• • Draft and send communications (email, SMS, voice) on behalf of property owners to tenants and prospects
• • Operate our voice AI phone system to answer calls, schedule tours, and handle inquiries
• • Provide property valuations and market estimates using third-party data
• • Verify identity of prospects for tour scheduling and applications
• • Geocode property addresses for mapping and listing display
• • Process payments and manage subscriptions
• • Send account notifications and service updates
• • Improve the Service and develop new features
• • Create aggregated, anonymized data sets for analytics
• • Protect against fraud and unauthorized access
• • Comply with legal obligations

6. AI-Powered Data Processing

What AI Processes

• • Uploaded documents (leases, insurance policies, tax bills, loan statements) to extract structured data
• • Portfolio data to generate analytics, insights, and operational recommendations
• • Inbound emails and messages to categorize, triage, and draft responses
• • Voice calls to understand caller intent and provide real-time responses
• • Prospect inquiries to answer questions about listings and schedule tours

AI-Generated Communications

The Service may generate and send emails, SMS messages, and voice responses on behalf of property owners. These communications are created by AI and may be sent automatically or after owner approval, depending on configuration.

Human Oversight

Property owners can review AI-generated recommendations and communications before they are executed. Critical actions (such as financial transactions) require explicit owner approval.

No Automated Decisions with Legal Effect

We do not use AI to make automated decisions that produce legal effects or similarly significant effects on individuals. AI outputs are informational and operational tools for property owners, not binding determinations about tenants or prospects.

7. Third-Party Service Providers

We share data with the following categories of third-party service providers to operate the Service:

Each third-party provider is contractually required to protect your data and use it only for the purposes described above. We do not permit these providers to use your data for their own marketing or advertising purposes.

8. Voice AI and Automated Phone System

Our voice AI phone system processes the following data:

• • Caller phone number and caller identification information
• • Call audio recordings and real-time transcriptions
• • AI-generated responses and actions taken during the call (such as scheduling tours or providing property information)
• • Call duration, timestamps, and outcome data

Voice data is processed by our AI providers (see Section 7) to understand caller intent and provide real-time conversational responses. Property owners can access call transcripts and recordings through the Service.

9. Communications on Your Behalf

The Service sends communications on behalf of property owners to tenants and prospects. These communications may be AI-generated and include:

• • Emails regarding lease matters, maintenance, rent reminders, and property updates
• • SMS messages for tour confirmations, showing reminders, and urgent notifications
• • Voice AI responses to inbound phone calls

All commercial email communications include an unsubscribe mechanism in compliance with CAN-SPAM. Tenants and prospects may opt out of non-essential communications. Transactional messages related to active leases or confirmed appointments may still be sent as necessary.

SMS Communications Consent

When prospects provide a phone number through our web forms (tour scheduling, contact inquiries, or rental applications), a disclosure is displayed directly below the phone number field stating that submitting the form constitutes consent to receive SMS messages. Consent is recorded with a timestamp and the method of opt-in.

• • Recipients may opt out at any time by replying STOP to any SMS message
• • Recipients may opt back in by texting START
• • For full details, see our SMS Terms & Conditions

10. Data Sharing and Disclosure

We may share your information in the following circumstances:

• • Service providers: With the third-party providers listed in Section 7, solely to operate the Service
• • Partner organizations: If an owner works with a partner property manager, relevant property and tenant data is shared with that partner within the platform
• • Legal requirements: When required by law, subpoena, court order, or to protect our rights, property, or safety
• • Business transfer: In connection with a merger, acquisition, or sale of assets, in which case your data would remain subject to the protections of this Privacy Policy
• • Aggregated data: As anonymized, aggregated data that cannot identify you or any individual
• • With your consent: When you have given explicit permission for a specific disclosure

11. Data Security

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

• • TLS encryption for all data in transit
• • Encryption at rest for stored data
• • Multi-tenancy data isolation ensuring each organization's data is completely separated from other organizations
• • Secure cloud infrastructure on Amazon Web Services
• • Role-based access controls within organizations
• • Encrypted credential storage for API keys and sensitive configuration

In the event of a data breach that affects your personal information, we will notify affected users and applicable regulatory authorities as required by law, including within 72 hours where required by applicable regulation.

12. Data Retention

We retain your data for as long as your account is active or as needed to provide the Service. After account closure or data deletion request, we apply the following retention periods:

• • Account and identity data: Deleted within 30 days of account closure, except as required for legal compliance
• • Financial records: Retained for 7 years for tax and regulatory compliance
• • Communications: Retained for 3 years after account closure for dispute resolution
• • AI interaction logs: Retained for 1 year, then anonymized
• • Uploaded documents: Deleted within 30 days of account closure or upon request
• • Anonymized and aggregated data: May be retained indefinitely as it cannot be used to identify individuals

13. Your Rights

California Residents (CCPA/CPRA)

If you are a California resident, you have the following rights:

• • Right to know: Request disclosure of the categories and specific pieces of personal information we have collected about you
• • Right to delete: Request deletion of your personal information, subject to certain exceptions
• • Right to opt-out of sale: We do not sell personal information, but you may still submit an opt-out request
• • 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 use of sensitive data: Request that we limit our use and disclosure of your sensitive personal information
• • Right to portability: Request your personal information in a portable, readily usable format

All Users

Regardless of your location, you may:

• • Access and download your personal data through the Service
• • Correct inaccurate information in your account
• • Request deletion of your account and associated data
• • Opt out of non-essential AI processing of your data
• • Opt out of marketing communications

How to Exercise Your Rights

To exercise any of these rights, contact us at privacy@trenly.com. We will respond to verifiable requests within 45 days. We may request additional information to verify your identity before processing your request.

14. Cookies and Tracking

We use cookies and similar technologies for the following purposes:

• • Session cookies: Required for authentication and maintaining your logged-in state
• • Analytics cookies: To understand how the Service is used and improve performance (Google Analytics)
• • Functional cookies: To remember your preferences and settings

We do not use advertising or ad-tracking cookies. You can control cookies through your browser settings, but disabling session cookies may prevent you from using the Service.

15. Children's Privacy

16. International Data Transfers

The Service is operated from the United States. If you access the Service from outside the United States, your information will be transferred to, stored, and processed in the United States. Our third-party AI and infrastructure providers (see Section 7) also process data in the United States. By using the Service, you consent to the transfer of your information to the United States, which may have data protection laws that differ from your jurisdiction.

17. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. For material changes, we will provide at least 30 days' notice via email or a prominent notice within the Service before the changes take effect. We encourage you to review this Privacy Policy periodically. Your continued use of the Service after changes become effective constitutes acceptance of the updated policy.

18. Contact Us

If you have questions about this Privacy Policy or wish to exercise your data rights, please contact us: