App Privacy Policy

Last updated: July 13, 2026

1. Introduction

This Privacy Policy explains how Shane Wilson Real Estate, LLC ("we," "us," or "our") collects, uses, shares, and protects information in the Shane Wilson Real Estate application (the "App") — a staff-and-vendor internal tool used to run our property-management operations. The App has no public sign-up: accounts are provisioned by an administrator for authorized users.

2. Who this policy applies to

This policy applies to the authorized users who sign in to the App — our staff (administrators, property managers, and in-house technicians), outside vendors, and, where enabled, residents. It also describes information the App stores about the tenants, owners, vendors, and rental applicants that our authorized users manage on our behalf.

3. Information we collect

3.1 Account information

When an administrator creates your account and when you sign in, we collect your name, email address, phone number, company, and role, and a password. You sign in with your password or with a single-use six-digit code sent to your email.

3.2 Location

Location is foreground-only. The App reads your location only while you are actively using it (a single reading when you start a job or take an inspection photo). It does not track your location in the background and does not run continuous location tracking.

3.3 Push notification tokens

If you enable notifications, we store a push token issued by your device's push service (Firebase Cloud Messaging on Android; Apple Push Notification service via Firebase on iOS), along with your platform and device user-agent, so we can deliver notifications to you.

3.4 Content you create or upload

Work orders: descriptions, solutions/notes, appointment notes, costs, and a snapshot of the tenant's name/phone/email for the unit; on-site arrival location (see 3.2).
Inspections: room-by-room condition notes, item comments, voice-note transcripts, photos and 360° panoramic photos (which may include the photo's GPS coordinates), the names of residents present, and tenant and inspector signatures.
Phone calls, recordings, and voicemail: when you make or receive calls through the App's phone features, we store call metadata (phone numbers, date/time, and duration), call recordings and voicemail recordings (audio), and their transcripts. Where required, an audible disclosure notifies the other party that the call may be recorded.
Text messages (SMS): the phone numbers and message content of texts you send and receive through the App.
Email: where connected, the messages and attachments in staff shared mailboxes (Microsoft 365) that are synced into the App's shared inbox, along with sender, recipient, subject, and body.
Photos and videos attached to work orders, comments, inspections, and messages.
Documents you upload, including vendor tax forms (W-9), insurance certificates (COI), licenses, and — where the screening module is used — rental-applicant documents.
Messages in internal staff threads (direct messages, team channels, and per-record threads) and their attachments. These threads are staff-only; tenants and owners are excluded.
Signatures captured for e-signature documents, inspections, and forms.

3.5 Records about tenants, owners, vendors, and applicants

To operate property management, the App stores and mirrors contact and business records from our property-management system, including names, emails, phone numbers, and addresses for tenants, owners, and vendors. For vendors we also store tax and banking details needed for payment (see Section 7). Where the rental-application screening module is used, we store applicant information (such as income figures, credit information, the last four digits of a Social Security number, and uploaded supporting documents). This information is collected for property-management purposes, not for advertising, and is protected as described in Section 7.

3.6 Operational logs

We keep security and activity logs (who did what, and when), including account email, role, IP address, and device user-agent, to protect the App and maintain an audit trail.

4. How we use information

We use the information above to:

Authenticate you and keep your account secure;
Create, assign, schedule, and complete work orders and inspections;
Attach photos, documents, and signatures to the correct records;
Send you notifications, emails, and SMS about your work;
Make and receive phone calls and text messages, and record and transcribe calls and voicemails for quality, record-keeping, and follow-up;
Sync property, unit, lease, work-order, and billing data with our property-management system;
Transcribe voice notes, calls, and voicemails, and extract information from uploaded documents, photos, emails, and transcripts (see Section 6);
Maintain security, audit, and compliance records.

We do not use your information for third-party advertising, and we do not sell personal information.

5. On-device data (not transmitted)

Two features run entirely on your device and send nothing to us or third parties for processing:

Biometric unlock (Face ID / Touch ID / fingerprint). Your biometric data never leaves your device. It is checked by your device's secure hardware, which then releases a sign-in token stored in the device's secure keystore/keychain. We never receive your biometric data, and the stored token is the same session token any sign-in uses.
Document scanner (Android). The in-app document scanner crops, straightens, and enhances pages on your device using Google ML Kit. The scanned image is not sent to Google for scanning. (The resulting PDF is then uploaded to our servers like any other document you upload — see Section 6 — so we can read information from it.)

6. Who we share information with (service providers)

We share information with the service providers below solely to operate the App. Each receives only the data needed for its function. We do not sell data or share it for advertising.

Provider	Purpose	Data shared
RentVine (property-management system)	System of record for properties, leases, contacts, work orders, and billing	Property/unit/tenant/owner/vendor identifiers and contact info, addresses, work-order descriptions, financial/bill data, and uploaded documents (both read from and written to RentVine)
Cloudflare R2 (private encrypted storage)	Stores sensitive documents and recordings	Encrypted bytes only — vendor tax/insurance documents, e-signature PDFs, rental-applicant documents, and call/voicemail recordings and email bodies/attachments. Stored as ciphertext (see Section 7)
Bunny.net (content delivery / storage)	Stores and serves non-sensitive images	Work-order and inspection photos, 360° photos, comment/message attachments, and form/inspection signatures
Twilio (SMS & voice)	Sends/receives text messages and places/receives phone calls	Phone numbers and message text (verification codes, work/appointment notices, e-signature links; includes STOP-to-unsubscribe handling); and call audio, call metadata, and voicemail for the App's calling features
Microsoft 365 / Microsoft Graph (email & meetings)	Powers the shared staff email inbox and Teams meetings	Email messages and attachments in connected staff shared mailboxes (read and sent), and Teams meeting recordings/transcripts for meetings created through the App
Mailgun (email)	Sends and receives transactional email	Recipient email address and message content (login codes, invitations, notifications, approval requests, calendar invites) and any attachments
Google Firebase Cloud Messaging (push)	Delivers push notifications	Your device push token and the notification title/body/deep-link
Anthropic (Claude) (AI)	Reads uploaded documents/photos, cleans up transcripts, drafts messages, and extracts follow-up tasks	Uploaded documents and photos submitted for analysis (e.g., appliance labels, inspection photos, vendor tax/insurance forms, and — where used — screening documents), work-order note text, email content, and call/voicemail/meeting transcripts
OpenAI (AI — Whisper & Realtime)	Transcribes voice notes, calls, and voicemails, and powers the AI phone assistant	The audio of voice notes, calls, and voicemails you record; and, for the AI phone assistant, live call audio streamed in real time to generate responses
Google Maps Platform (Geocoding & Places)	Convert addresses to map coordinates and autocomplete addresses	Property addresses (geocoding) and address text typed by staff (autocomplete)

Notes: Several of these integrations are configured per deployment; if an integration is not enabled in our environment, no data flows to it. We may also disclose information if required by law, to protect our rights or safety, or in connection with a business transfer.

7. Data security

Encryption in transit. Traffic between the App and our servers uses HTTPS/TLS.
Encryption at rest for sensitive data. Sensitive documents and fields — vendor tax IDs (W-9/TIN), bank/ACH details, utility-portal passwords, unit access codes, e-signature PDFs, rental-applicant documents, and call/voicemail recordings and email content — are encrypted with AES-256-GCM before storage. Our private document store holds only ciphertext.
Access-controlled downloads. Sensitive documents and recordings are never exposed by a public link. They are delivered only through authenticated app endpoints using short-lived, single-document access tokens (about five minutes), after re-checking that the requester is authorized, and each access is logged.
Account controls. Sessions can be revoked centrally, accounts can be deleted or deactivated, and role-based rules limit what each user can see (for example, cost and financial data are hidden from technicians and vendors, and certain notes are hidden from vendors and owners).
Test safety. In testing, messages, calls, and texts are automatically rerouted to an internal address so real contacts are never contacted with test data.

No system is perfectly secure, but we work to protect information using the measures above.

8. Data retention and account deletion

Rental-applicant screening documents are automatically and permanently deleted after a configured period following the screening decision; a non-document audit record is kept for fair-housing compliance.
Login codes expire in about 10 minutes and are single-use. Invitations expire in about 7 days. Document download links expire in about 5 minutes.
Push tokens that a device service reports as invalid are removed automatically.
Core operational records (work orders, inspections, messages, contacts, and audit logs) are retained for as long as needed to run the business and meet our record-keeping obligations.

Deleting your account. You can delete your own account at any time from within the App (Profile → Delete account). Deletion permanently removes your login and personal profile data — including your name, email, phone number, password, signature, and notification/device tokens — and revokes your access; it cannot be undone. Some transactional records connected to your account (for example, work orders you created) are retained in anonymized form for legal and record-keeping purposes. You can also request account and data deletion at any time — including after uninstalling the App — at https://shanewilsonrealestate.com/app-delete.

9. Your choices

Notifications: turn push notifications on or off in your device settings and in the App's notification preferences.
SMS: reply STOP to any text to opt out of SMS.
Camera, microphone, location, photos, biometrics: grant or revoke these permissions any time in your device settings.
Delete your account: use Profile → Delete account in the App, or visit https://shanewilsonrealestate.com/app-delete. For other account changes, contact your administrator or us (Section 12).

10. Children

The App is a workplace tool for authorized business users and is not directed to children under 13 (or the minimum age in your jurisdiction). We do not knowingly collect personal information from children.

11. Changes to this policy

We may update this Privacy Policy from time to time. We will revise the "Last updated" date and, where appropriate, notify users. Continued use of the App after an update means you accept the revised policy.

12. Contact us

Shane Wilson Real Estate, LLC
Email: [email protected]
Address: 313 N Selvidge St. Suite 101, Dalton, GA 30720