Privacy Policy

Last updated: April 17, 2026

This Privacy Policy describes how SysDep LLC ("SysDep", "we", "our", or "us") collects, uses, and safeguards information when you use the SysDep Property Cloud platform (the "Platform") and the SysDep Move-In Inspection mobile application (the "App"). By using the Platform or the App, you agree to the practices described below.

1. Who This Policy Applies To

SysDep provides property management software used by property management companies and their staff. Our users are typically:

Property management employees, inspectors, and administrators authorized by a SysDep customer organization;
Residents and applicants whose information is entered into the Platform by our customers.

We act as a data processor on behalf of our customers. The property management company you work with or rent from is the data controller and is responsible for how your information is collected and used within their account.

2. Information We Collect

Account & Profile Information

When a user account is created, we collect a name, email address, role, and the organization the user belongs to. Passwords are stored using one-way cryptographic hashing.

Property & Resident Records

Our customers enter property, unit, lease, maintenance, and resident information into the Platform in order to operate their business. We store this data so it is available to authorized users within that customer's organization.

Photos and Inspection Data (SysDep Move-In Inspection App)

The App allows authorized inspectors to document the condition of a rental unit. To do this, the App uses the following permissions and data:

Camera: The App uses your device's camera only when you actively tap the camera button inside an inspection item. Photos are captured on demand and saved to the inspection record. The App does not record video and does not access the camera in the background.
Photo storage: Captured photos are stored in the App's private application storage on your device and uploaded to SysDep servers associated with your organization. Photos are not shared with third parties.
Inspection notes and status: Any comments, condition ratings, and meter readings you enter are saved to the inspection record.
Network state: The App checks whether your device is online so it can sync completed inspections when a connection is available.

The App does not collect your precise location, contacts, SMS, call logs, microphone audio, or advertising identifiers. The App does not use tracking or advertising SDKs.

Log and Diagnostic Data

Our servers record standard technical information such as IP address, request timestamps, and error reports to keep the service secure and reliable.

3. How We Use Information

To provide, operate, and maintain the Platform and the App;
To authenticate users and enforce permissions within a customer organization;
To store and retrieve inspection photos, notes, and property records on behalf of our customers;
To communicate with customer administrators about service issues, security notices, and product updates;
To detect, investigate, and prevent fraud, abuse, and security incidents;
To comply with applicable legal obligations.

We do not sell personal information. We do not use personal information for cross-context behavioral advertising.

4. How Information Is Shared

We share information only as needed to operate the service:

Within your organization: Authorized users in the customer organization you belong to can view the records they are permitted to access.
Service providers: We use reputable infrastructure and hosting providers that process data under confidentiality and security obligations.
Legal requirements: We may disclose information when required by law, subpoena, or to protect the rights, property, or safety of SysDep, our customers, or the public.
Business transfers: If SysDep is involved in a merger, acquisition, or asset sale, information may be transferred as part of that transaction.

5. Data Retention and Deletion

We retain customer data for as long as the customer maintains an active account with SysDep, or as required to comply with legal obligations and resolve disputes. When a customer terminates service, account data is deleted or anonymized within a reasonable period, except where retention is required by law.

Within the Move-In Inspection App, users can configure an auto-delete window (24 hours, 48 hours, 1 week, or 1 month) after which completed inspections and their cached photos are removed from the local device. Inspections that have not yet synced are never auto-deleted.

6. Security

We use industry-standard measures to protect information, including encrypted transport (HTTPS/TLS), hashed passwords, role-based access controls, and access logging. No system is perfectly secure; if we become aware of a breach affecting your information, we will notify affected parties as required by applicable law.

7. Your Rights

Depending on your jurisdiction, you may have the right to access, correct, delete, or export personal information we hold about you, and to object to or restrict certain processing. Because we process most personal information on behalf of our customers, please contact the property management company you work with or rent from first. If they are unable to help, you may contact us directly using the details below and we will assist or route your request appropriately.

8. Children's Privacy

SysDep is not directed to children under 13 and we do not knowingly collect personal information from children. If you believe a child has provided us with personal information, please contact us so we can delete it.

9. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will revise the "Last updated" date at the top of this page. Material changes will be communicated to customer administrators through the Platform or by email.

10. Contact Us

Questions or requests related to this Privacy Policy can be sent to:

SysDep LLC
5754 Lonetree Blvd.
Rocklin, CA 95765
Email: support@sysdep.ai