Privacy Policy — Shane Wilson Real Estate

This Privacy Policy explains how Shane Wilson Real Estate, LLC ("we", "us", "our") handles information in the Shane Wilson Real Estate application (the "App") — a property-maintenance, inspection, and operations tool.

1. Who this App is for (scope)

Shane Wilson Real Estate is a private, staff-and-vendor internal business tool. It is not a consumer product and has no public sign-up. Accounts are created only by administrator invitation. The App is used by our:

• Staff — administrators, property managers, and in-house maintenance technicians; and
• Outside vendors we assign work to.

There is no self-registration. Tenant and property-owner roles are notenabled in the mobile app — anyone in one of those roles is shown a "coming soon" screen and cannot access App data. If you received a login, an administrator created it for you.

Because we manage rental properties, the App also stores contact and business records for tenants, property owners, vendors, and rental applicants so our staff can do their jobs. Those people are generally not users of the App; their information is handled as described in Sections 3 and 6.

2. Summary

• We collect the information needed to run maintenance and inspection operations: your account details, work you record, photos and documents you upload, and — with your permission — camera, microphone, and location data.
• Face ID / Touch ID / fingerprint data never leaves your device. Biometric unlock is handled by your device's secure hardware; we never receive it.
• We share data with the service providers listed in Section 6 (property-management system, file storage, email/SMS delivery, push notifications, and AI processing) to make the App work.
• Sensitive documents (tax IDs, bank details, screening documents) are encrypted at rest and delivered only through short-lived, access-controlled links.
• The App is for authorized business users only and is not directed to children.

3. Information we collect

3.1 Account and identity

When an administrator creates your account and as you use the App, we store:

• Email address (used for login codes and notifications)
• Name
• Phone number (used for SMS verification and, if enabled, work notifications)
• Role (administrator, property manager, in-house technician, or outside vendor)
• For vendors: company name and specialty/trade
• Optional profile details you or an admin add: job title, profile photo, calendar color, and an email signature
• Authentication data: a login session token and, for some accounts, a password hash. We also store phone-verification status and basic sign-in metadata (last login, last active time).

3.2 Device permissions and the data they produce

The App requests the following device permissions, each only for the stated purpose. You can decline or later revoke any of them in your device settings; the related feature will be disabled but the rest of the App keeps working.

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 doesnot 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.
• 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;
• Sync property, unit, lease, work-order, and billing data with our property-management system;
• Transcribe voice notes and extract information from uploaded documents and photos (see Section 6);
• Maintain security, audit, and compliance records.

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

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, and rental-applicant documents — are encrypted with AES-256-GCM before storage. Our private document store holds only ciphertext.
• Access-controlled downloads. Sensitive documents 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 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 are automatically rerouted to an internal address so real contacts are never emailed or texted with test data.

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

8. Data retention

• 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.

You may request deletion of your account data by contacting us (Section 12), subject to legal and record-keeping requirements.

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.
• Account changes: contact your administrator or us (Section 12) to update or close your account.

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