Privacy Policy

This Privacy Policy explains how KeepTen AI, Inc. (“KeepTen,” “we,” “us”) collects, uses, and shares information in connection with the KeepTen Service. It is incorporated into our Terms of Service.

1.Scope & roles

This policy covers personal information we process as a business when you visit our sites and use the Service. For information about your own account and use of the Service, KeepTen generally acts as the controller. For personal information you submit about your tenants, applicants, and vendors (“Contact Data”), KeepTen generally acts as a processor/service provider handling that data on your behalf and on your instructions; you are responsible for having a lawful basis and any required notices for that data.

2.Information we collect

Information you provide

• Account & profile: name, email, phone, business name, and login credentials.
• Property & operations: property and unit details, leases and documents you upload, work orders, and notes.
• Contact Data: information about tenants, applicants, and vendors you add (e.g., names, phone numbers, email addresses, and related details).
• Communications content: the content of messages (SMS/email) you create or send through the Service, and related metadata.
• Support & feedback: information you share when you contact us.

Information collected automatically

• Usage & device: log data, IP address, device/browser type, pages and features used, and timestamps.
• Cookies & similar technologies (see Section 7).

Information from third parties

• Payment status from our payment processor (we do not store full card numbers).
• Messaging/delivery status from our telecom provider.

3.How we use information

• provide, operate, secure, and support the Service;
• generate AI output you request (drafts, summaries, triage, recommendations);
• send communications you direct us to send, and service/account messages to you;
• process payments and manage subscriptions;
• monitor, prevent, and investigate fraud, abuse, and security incidents;
• analyze and improve the Service; and
• comply with law and enforce our agreements.

4.AI processing

To provide AI features, relevant content (such as a message you ask an agent to draft, or a work-order description) is processed by AI models, including models provided by third-party AI providers acting as our subprocessors. We contract for these features on commercial terms under which your inputs and outputs are not used to train the providers’ general/public models. We may use de-identified or aggregated data to operate and improve the Service. AI output can be inaccurate; see our AI Risk Policy.

5.How we share information

We do not sell personal information. We share it only as follows:

• Service providers / subprocessors that help us run the Service — for example, cloud hosting, AI model providers, messaging/telecom providers, payment processors, and analytics — under contracts that limit their use of the data.
• At your direction — for example, sending a message to a tenant or vendor you specify.
• Legal & safety — to comply with law, respond to lawful requests, or protect rights, safety, and the integrity of the Service.
• Business transfers — in connection with a merger, financing, acquisition, or sale of assets, subject to this policy.

6.Messaging data & consent

When you send SMS or email through the Service, you are the sender and are responsible for obtaining the consents required to contact each recipient and for honoring opt-outs. We process recipient contact details and message content to deliver the messages and maintain delivery records. Consent and phone-number information collected for messaging are used to provide the messaging service and are not sold or shared for unrelated marketing.

7.Cookies & analytics

We use cookies and similar technologies to keep you signed in, remember preferences, secure the Service, and understand usage. You can control cookies through your browser; some features may not work without them. Where required, we honor recognized opt-out preference signals.

8.Data retention

We retain personal information for as long as your account is active and as needed to provide the Service, then for a reasonable period to comply with legal, tax, accounting, and dispute-resolution obligations, after which we delete or de-identify it. You can request export or deletion as described below.

9.Security

We use administrative, technical, and organizational safeguards designed to protect personal information. No method of transmission or storage is completely secure, and we cannot guarantee absolute security. Please keep your credentials confidential and notify us of any suspected compromise.

10.Your privacy rights

Depending on where you live, you may have rights to access, correct, delete, or port your personal information, to opt out of certain processing, and to be free from discrimination for exercising your rights. To make a request about your own account information, contact [email protected]; we will verify and respond as required by law. We do not use personal information for cross-context behavioral advertising, and we do not sell personal information.

11.Notice for tenants & vendors

If you are a tenant, applicant, or vendor and a landlord or operator uses KeepTen to manage communications or records about you, that customer is the party responsible for that data (the controller). KeepTen processes it on their behalf. To exercise privacy rights or ask how your information is used, please contact the landlord or operator directly; we will support their lawful requests. You can reply STOP to opt out of text messages.

12.Children

The Service is for business use by adults and is not directed to children. We do not knowingly collect personal information from children under 13 (or the age set by local law).

13.Data location

We operate primarily in the United States, and information may be processed in the U.S. and other countries where we or our providers operate. Where required, we use appropriate safeguards for cross-border transfers.

14.Changes

We may update this Privacy Policy from time to time. We will post the updated version with a new effective date and, for material changes, provide additional notice where appropriate.

15.Contact

Questions or requests? Contact [email protected].