Privacy Policy

1. Who we are

PropertySync AI is a product operated by HummingAgent (referred to in this policy as "HummingAgent," "we," "us," or "our"). PropertySync AI provides an AI-powered voice assistant service for property managers, covering maintenance request intake, leasing inquiries, tenant communication, and owner reporting. This policy explains how we collect, use, share, and protect personal information through our website at propertysyncai.com (the "Site") and through the PropertySync AI service (the "Service"). For privacy questions, contact us at hello@hummingagent.ai.

2. Information we collect through the Site

When you visit the Site, we collect a limited amount of information automatically, including your IP address, browser type, device type, operating system, referring pages, the pages you view, and the dates and times of your visits. We use this information to operate and secure the Site, understand how it is used, and improve its content. If you contact us by email or book a call through our scheduling link, we collect the information you choose to provide, such as your name, email address, company name, and the details of your inquiry. Scheduling is handled by a third-party booking provider whose own privacy policy applies to information you enter on its pages.

3. Information we collect through the Service

When our property management clients use the Service, we process information on their behalf in order to answer and handle calls. This includes:

• Call audio, recordings, and transcripts of conversations with the AI assistant;
• Caller-provided details such as name, phone number, property address, unit number, and descriptions of maintenance issues or leasing inquiries;
• Scheduling information, such as requested tour times and appointment confirmations;
• Configuration information provided by our clients, such as property lists, escalation rules, and on-call contact details.

4. Call recording, transcription, and AI disclosure

Calls handled by the Service are recorded and transcribed so that our clients receive an accurate record of each conversation. Callers are informed at the beginning of each call that they are speaking with an AI assistant and that the call may be recorded and transcribed. Recordings and transcripts are made available to the property management client on whose behalf the call was answered, and are used to generate summaries, work order details, and reports. We may also use recordings and transcripts to monitor quality and improve the reliability of the Service. Callers who do not wish to be recorded may end the call and contact the property manager through other channels the manager provides.

5. How we handle tenant information

Tenant and prospective tenant information collected through the Service is processed for our clients and under their instructions. We use it only to operate the Service: answering calls, capturing request details, classifying urgency, routing emergencies, scheduling appointments, sending updates the client has approved, and producing activity reports. We do not sell tenant information, we do not use it for advertising, and we do not use it to market to tenants. Property management clients remain responsible for their own obligations to their tenants, including any notices required under applicable landlord-tenant and privacy laws.

6. How we use information

We use the information described above to:

• Provide, operate, secure, and maintain the Site and Service;
• Answer, triage, route, schedule, log, and report on calls for our clients;
• Respond to inquiries and communicate with clients;
• Monitor quality and improve the Service;
• Detect, prevent, and address fraud, abuse, and security incidents;
• Comply with legal obligations and enforce our terms.

7. How we share information

We do not sell personal information. We share information only in the following circumstances: with the property management client on whose behalf a call was handled; with service providers who help us operate the Site and Service, such as cloud hosting, telephony, transcription, email, and scheduling providers, under agreements that limit their use of the information; when required by law, legal process, or a governmental request; to protect the rights, safety, or property of HummingAgent, our clients, callers, or others; and in connection with a merger, acquisition, or sale of assets, in which case this policy will continue to apply to previously collected information until it is updated.

8. Data retention

We retain call recordings, transcripts, and related records for as long as needed to provide the Service to the relevant client, honor the client's configured retention preferences, comply with legal obligations, resolve disputes, and enforce agreements. When information is no longer needed for these purposes, we delete it or de-identify it. Clients may request deletion of records associated with their account by contacting us.

9. Security

We use administrative, technical, and organizational safeguards designed to protect the information we process, including encryption in transit, access controls, and logging. No method of transmission or storage is completely secure, so we cannot guarantee absolute security, but we work to protect information in a manner consistent with its sensitivity.

10. Your rights and choices

Depending on where you live, you may have rights regarding your personal information, such as the right to access, correct, delete, or receive a copy of it, and the right to object to or restrict certain processing. If you are a tenant or caller whose information was collected through the Service, we may direct your request to the property management client we processed it for, since they control that information; we will support them in responding. To exercise any right, email hello@hummingagent.ai. We will verify your request and respond within the time required by applicable law.

11. Children's privacy

The Site and Service are intended for business use by adults. We do not knowingly collect personal information from children under the age of 16. If you believe a child has provided us personal information, contact us and we will delete it.

12. International visitors

The Site and Service are operated from the United States. Information we collect may be processed and stored in the United States or other countries where our service providers operate, which may have data protection laws different from those in your jurisdiction. Where required, we use appropriate safeguards for such transfers.

13. Changes to this policy

We may update this policy from time to time. When we do, we will revise the effective date above and post the updated policy on this page. Material changes affecting the Service will also be communicated to clients directly. Your continued use of the Site or Service after an update means you accept the revised policy.

14. Contact us

Questions or requests regarding this policy can be sent to HummingAgent at hello@hummingagent.ai.