Privacy Policy

Effective and last updated: November 1, 2026

This Privacy Policy explains how SysDep LLC ("SysDep", "we", "our" or "us") collects, uses, shares and protects personal information when you visit sysdep.ai (the "Website"), when you use the SysDep property management platform, including its tenant and vendor portals (the "Platform"), and when you use the SysDep Move-In Inspection mobile application (the "App"). Together we call these the "Services". Your use of the Services is also governed by our Terms of Service.

1. Who this policy covers

SysDep provides software to property management companies. The people whose information passes through the Services include:

• Website visitors, including people who request a demo.
• Customer users: employees, agents, inspectors and administrators that a SysDep customer authorizes to use the Platform.
• People our customers work with: tenants, residents, applicants, property owners, vendors, prior landlords and other contacts whose information a customer enters into, or receives through, the Platform.

2. Our role: processor and business

When a property management company uses the Platform, that company decides what information to collect and how to use it. For that information, SysDep acts as a service provider (also called a processor) and handles it only to provide the Services to that customer, under our agreement with them. The property management company is responsible for its own privacy practices, including the notices it gives and the consents it obtains.

If you rent from, own property managed by, or work with a company that uses SysDep, please direct privacy questions and requests to that company first. If they cannot help, contact us and we will assist or route your request.

For information we collect for our own purposes, such as Website visits, demo requests and our customer relationships, SysDep is the business responsible for that information.

3. Information from sysdep.ai

Demo requests

When you request a demo, we collect the details you enter: your name, company name, work email, phone number, portfolio size, current software and your message. We use them to respond to you, schedule and run the demo, and follow up about SysDep.

Bot and abuse protection

To keep automated spam out of our forms, we record your IP address and the time of your submission, and we use Cloudflare Turnstile, which evaluates information about your browser and device to tell people from bots. Cloudflare processes that information under its own privacy policy.

Technical information

Like most websites, our servers log standard request information such as IP address, browser type, the pages requested and timestamps, which we use to operate, secure and troubleshoot the Website. The Website loads its fonts from Google Fonts, so your browser also sends a standard request to Google when a page loads.

Cookies

The Website does not use advertising cookies, analytics trackers or social media pixels, and we do not track you across other websites.

4. Information in the SysDep platform

Depending on the modules a customer uses, the Platform may hold:

• Account information for customer users: name, email address, phone number, role, permissions and the organization the user belongs to. Passwords are stored using one-way cryptographic hashing.
• Property and tenancy records: properties, units, listings, applications, leases, renewals, notices, inspections, work orders and related documents and photos.
• Contact and account records for tenants, owners, vendors and other contacts: names, contact details, payment and ledger history, and correspondence.
• Accounting records: trust and operating ledgers, bank reconciliations, security deposits and tax forms.
• Workforce records for customer staff: time cards, schedules, time off, pay history and production metrics.
• Communications: email sent and received through the customer's connected Microsoft 365 account, text messages, team chat, and, where a customer enables it, recordings and transcripts of office phone calls.
• Rental history verifications: when a customer verifies an applicant's rental history, we contact the prior landlord on the customer's behalf by email link or by phone, and pass the prior landlord's answers and contact details back to the customer.
• Portal activity: requests, messages, documents and uploads that tenants and vendors submit through the portals.
• Usage and log information: sign-in times, IP addresses, actions taken in the Platform and error reports. We also record how customer users use the Platform, such as the pages and features they use, their searches and the files they download or upload, to secure the Platform, prevent fraud, support users and improve the Services. Customer users are told about these records when they first use the Platform.

Rental applications and tenant screening are provided by our partner Lotly, a separate company that handles applicant information under its own privacy policy and applicable consumer reporting laws.

5. How we use information

• To provide, operate, maintain and support the Services;
• To authenticate users and enforce the roles and permissions a customer sets;
• To send messages, emails and notifications that customers or their users initiate;
• To respond to demo requests and communicate with customers about their accounts, service issues, security notices and product updates;
• To detect, investigate and prevent fraud, abuse and security incidents;
• To understand how the Services perform and improve them, using information that is aggregated or de-identified wherever practical;
• To comply with law, enforce our agreements and protect the rights, property and safety of our customers, users, SysDep and the public.

We do not sell personal information, we do not share it for cross-context behavioral advertising, and we do not use the information our customers store in the Platform for our own marketing.

6. AI features

The Platform includes optional AI features, such as drafting listing descriptions, email replies, newsletters and social posts, summarizing messages, and reviewing work orders. When a user invokes one of these features, the relevant content is processed by AI models to produce the result. Those models are either run by SysDep or provided by AI service providers under terms that limit their use of the content to providing the service and do not permit them to train their own models on it.

AI output is a draft for staff to review. AI features in SysDep do not contact tenants, owners or vendors on their own; customer staff decide what is sent.

7. How information is shared

We share personal information only as needed to provide the Services:

• Within the customer's organization: authorized users can see the records their role permits.
• With the people a customer communicates with: for example, a notice delivered to a tenant or a work order sent to a vendor.
• Service providers that host, deliver or support the Services, such as infrastructure, email delivery, messaging, mail and e-signature, bot protection and AI providers. They may use the information only to perform services for us, under confidentiality and security obligations.
• Integrations and partners a customer chooses to use, such as Microsoft 365, Lotly for applications and screening, and Vosy for phone systems and voice assistants. Information a customer sends to those services is handled under their terms and privacy policies.
• Legal requirements: when required by law, subpoena or court order, or when needed to protect the rights, property or safety of SysDep, our customers or the public.
• Business transfers: if SysDep is involved in a merger, acquisition, financing or sale of assets, information may be transferred as part of that transaction, subject to this policy.

8. Text messages, email and calls

Text messages

Customers use SysDep to send text messages to tenants, owners, vendors and applicants, for example about showings, maintenance visits and account matters. Customers are responsible for obtaining any consent the law requires before texting. You can reply STOP to opt out of text messages at any time, and the opt-out is honored for future texts from that company. Reply HELP for help. Message and data rates may apply.

We do not sell, rent or share mobile phone numbers or text-messaging consent with third parties or affiliates for their marketing or promotional purposes. Mobile information is shared only with the service providers that deliver the messages.

Email

Email in the Platform is sent and received through the customer's own Microsoft 365 account, which Microsoft processes under the customer's agreement with Microsoft.

Call recording and transcription

Where a customer enables call recording, calls with that customer's office may be recorded, transcribed and linked to the related tenant, owner or vendor record. Only customer users with the calls permission can listen to recordings. The customer is responsible for giving any notice and obtaining any consent that recording laws require, including California's all-party consent requirement.

9. SysDep Move-In Inspection app

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

• Camera: the App uses your device's camera only when you 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 use the camera in the background.
• Photo storage: captured photos are stored in the App's private storage on your device and uploaded to the SysDep account of your organization. Photos are not shared with third parties.
• Inspection notes and status: 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, and it does not use tracking or advertising SDKs.

In the App, users can set 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 device. Inspections that have not yet synced are never auto-deleted.

10. Retention and deletion

We keep customer data for as long as the customer maintains an account with SysDep, or as required to meet legal obligations, resolve disputes and enforce our agreements. Property management records are often subject to legal retention periods, and customers decide how long to keep their records within the Platform. When a customer ends its service, its account data is deleted or de-identified within a reasonable period after any agreed export, except where the law requires us to keep it.

We keep demo requests and customer relationship records for as long as they are useful for that relationship, and delete them on request where the law allows.

11. 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.

12. Your choices and rights

Depending on where you live, you may have the right to access, correct, delete or obtain a copy of personal information about you, and to object to or restrict certain processing. To use these rights:

• For information held in the Platform by a property management company, contact that company. We will support it in responding.
• For information SysDep holds for its own purposes, such as a demo request, email support@sysdep.ai.

You can unsubscribe from our marketing emails using the link in the email or by contacting us. We will still send messages about your account or the Services where needed.

13. California privacy rights

If you are a California resident, the California Consumer Privacy Act, as amended, gives you rights over personal information that SysDep holds as a business:

• Know and access: the categories and specific pieces of personal information we have collected, its sources, the purposes for using it, and the categories of third parties we disclose it to.
• Delete personal information we collected from you, subject to legal exceptions.
• Correct inaccurate personal information.
• Opt out of sale or sharing. We do not sell or share personal information as those terms are defined in the law, and we have not done so in the past 12 months. We also honor Global Privacy Control browser signals as an opt-out request.
• Limit use of sensitive personal information. We use sensitive personal information only to provide the Services and for the other purposes the law permits, so this right does not require an additional choice.
• Non-discrimination: we will not treat you differently for exercising these rights.

In the past 12 months, the categories of personal information we collected for our own purposes were identifiers and contact details (such as name, email, phone and IP address), professional information (such as company name and portfolio size), internet activity on our Website, and the content of messages you send us. We collected them from you and from your device, used them for the purposes in section 5, and disclosed them only to the service providers described in section 7.

To make a request, email support@sysdep.ai or write to us at the address below. We will verify your request by matching information you provide with information we hold, and we will respond within the time the law requires. You may use an authorized agent; we may ask the agent for proof of authorization and ask you to confirm your identity. For information we process on behalf of a property management company, we will refer your request to that company.

14. Children's privacy

The Services are designed for businesses and are not directed to children under 13. We do not knowingly collect personal information from children. If you believe a child has given us personal information, contact us and we will delete it.

15. Changes to this policy

We may update this Privacy Policy from time to time. When we do, we will change the date at the top of this page. We will tell customer administrators about material changes through the Platform or by email before they take effect.

16. Contact us

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