Privacy Policy

The purpose of this Privacy Policy is to establish a transparent, comprehensive framework governing how MyLandlordServices.com collects, processes, stores, and protects personal data. We are committed to safeguarding the privacy of property managers, landlords, tenants, residents, and third-party contractors who interact with our AI-driven property management platform, ensuring compliance with global data privacy legislation.

This Policy applies to all services, websites (including www.mylandlordservices.com), applications (including the resident portal at portal.mylandlordservices.com), and platform interfaces operated by us. It covers personal data collected directly from users during registration, automated telemetry gathered during platform interaction, and lease or maintenance records processed by our virtual assistant, Sophia.

By registering for an account, accessing our portal, or interacting with our automated services, you acknowledge that you have read and understood this Privacy Policy. Your continued use of the platform constitutes your agreement to the collection and use of information in accordance with this policy. If you do not agree with these terms, you must immediately cease accessing the platform.

We collect names, business entities, email addresses, phone numbers, tax identification numbers (EIN/SSN), and profile photos from landlords, property managers, and owners. This data is necessary to set up administrative portal workspaces, verify ownership of listed properties, and authenticate dashboard access.

We collect tenant names, contact numbers, email addresses, active lease dates, emergency contacts, co-signers, and resident portal profile information. This information is provided directly by property owners or inputted by residents to establish tenant accounts, verify residency, and coordinate tenant-landlord communication.

We collect contractor names, business names, licensing certifications, insurance documentation, tax details, contact numbers, work category classifications (e.g., plumbing, electrical), and performance reviews. This information is processed to build a localized vendor dispatch ecosystem for properties.

We collect bank routing numbers, account numbers, credit card details, billing addresses, transaction ledgers, payment history records, and payout destination details. This information is securely processed directly via PCI-compliant payment integrations (such as Stripe) to execute rent collection, payout processing, and invoice generation. We do not store raw credit card numbers or bank credentials on our own servers.

We collect IP addresses, browser configurations, device profiles, operating systems, clickstream events, screen interaction timings, and feature usage analytics when users interact with our platform. This data is collected automatically via security logging infrastructure and analytical cookies to maintain server integrity, optimize UX, and prevent fraud.

We process collected data to run our core software services, including configuring company settings, managing active property lists, maintaining lease databases, generating invoices, and displaying property performance metrics. Processing this information is essential to fulfill our contractual terms with property owners.

We process chat logs, communication histories, and tenant-reported maintenance details using machine learning and language models powered by our assistant, Sophia. Sophia reviews text inputs and uploaded media (e.g., leak photos) to categorize maintenance severity, suggest repair vendors, draft notification updates, and automate simple resident inquiries.

We process transaction data, payment schedules, ledger records, and ACH details to automate monthly rent collection, apply automated late fees, trigger transaction confirmation notifications, and route payout transfers to landlords' bank accounts, keeping audit trails compliant.

We process and route real-time chats, SMS notifications, email alerts, and administrative announcements between landlords, tenants, and maintenance vendors. This ensures that repair schedules, billing updates, and safety alerts reach all relevant stakeholders instantly.

To facilitate property operations, personal information (such as contact info, lease parameters, payment status, and communications) is shared mutually between tenants and their corresponding landlords or property managers. This sharing is essential to allow communication and record-keeping between the contracting lease parties.

When a maintenance event is triggered or approved, we share relevant request details, maintenance photos, property addresses, tenant contact info, and smart-lock entry coordinates with the designated maintenance vendors or plumbers to coordinate the on-site resolution of the repair.

We may disclose collected information to courts, regulatory agencies, or law enforcement bodies if required to do so by applicable law, search warrant, subpoena, or to protect the safety, rights, or security of our users and the general public.

We enforce strict role-based access controls (RBAC) across our backend architectures. Tenant data is only accessible to authorized landlords and support agents, and security credentials (such as account passwords) are hashed using cryptographic algorithms.

All financial ledger updates, bank account configurations, and transaction transmissions are encrypted in transit using Transport Layer Security (TLS) and at rest using AES-256 standard encryption keys. Financial processing operations conform strictly to PCI-DSS integration requirements.

Landlords and tenants may request to export their communication histories, ledger entries, active leases, and profile records at any time. We retain data archives in compliance with statutory tax, corporate, and real estate audit record retention obligations.

Upon deletion of an account or termination of a service agreement, we mark active profiles as deactivated and delete personal data from our active production systems, subject to legal hold rules or necessary archival records required by law.

We use essential cookies to maintain user sessions, identify authenticated sessions, store security state tokens, and prevent cross-site request forgery (CSRF) vulnerabilities. These cookies are strictly necessary to deliver account-driven portal services.

We may employ third-party analytics integrations (such as Google Analytics or Plausible) to compile aggregated, non-identifying telemetry about site visits, scroll paths, and platform interaction. You can configure your browser to reject these cookies.

Your information, including personal data, may be processed on servers located outside your state, province, or country. We employ Standard Contractual Clauses (SCCs) to ensure that your data is handled with equivalent safety and compliance standards.

Under regional privacy laws, users have specific rights including the right to access, correct, or request deletion of their personal records, limit processing parameters, or revoke consent. You can execute these requests directly via your portal settings.

Users can opt out of receiving promotional emails, marketing notifications, or platform usage tracking updates at any time by configuring their profile preferences or clicking the 'Unsubscribe' link in automated platform correspondence.

We update this Privacy Policy periodically. We will notify you of any material changes by posting the new version on this page and updating the 'Last Updated' timestamp, or by email notification before the change goes into effect.

For any inquiries, requests for data access/deletion, or questions regarding this Privacy Policy, you can reach our data privacy officer at legal@mylandlordservices.com or contact us via our support team channels.