Privacy Policy

• Your account and billing details: we decide how these are used, so we are responsible for them (the "controller" or "business").
• Information you store about other people (residents, family members, providers, team members): the workspace's account owner decides what to store and why. For that information, the account owner is the controller and we are their processor or service provider, handling it only on their instructions to run Situs.

If you're a resident or someone whose details were added to a workspace, please contact the person or company that manages your home first. We'll help them respond to you, and you can always contact us at team@[your-domain].

You give us:

• Account details: name, email address, password (stored only as a secure hash by our sign-in provider), phone number if you add one, and your role in the workspace.
• Property records: houses, units, addresses, people and their contact details, residents and team members, leases and lease dates, rent status, service requests, providers, reminders, notes, and photos.
• Documents: files you upload, such as leases, bills, receipts, warranties, and insurance papers, and the text we read from them.
• Codes and secrets: door, gate, alarm, and lockbox codes, Wi-Fi names and passwords, and similar access details you choose to store.
• Chat messages: what you ask the assistant and its replies, which are saved in your workspace's chat history.
• Resident and public requests: if a resident or visitor submits a service request, what they send (name, contact details, description, photos).
• Support messages: what you send us when you ask for help.

Payment information goes to Stripe, not us. You enter your card directly with Stripe. We receive and store only your subscription status, plan, renewal date, and a Stripe customer ID. We never see or store your full card number.

Collected automatically:

• Usage and log data: IP address, browser and device type, pages and features used, dates and times, and error reports. We use these to keep Situs secure and working.
• Cookies and local storage: see Cookies.

We don't collect precise location, and we don't buy information about you from data brokers.

We use personal information only to:

• provide the Service, including showing your records, storing documents, sending invitations and notifications, and running the resident portal;
• answer your questions with the assistant and read documents you upload (see AI processing);
• process payments and manage your subscription;
• keep the Service and your account secure, and prevent fraud and abuse;
• give support and communicate with you about your account, billing, and important changes;
• fix bugs and improve the Service, using logs and aggregated, de-identified statistics; and
• meet legal obligations and enforce our Terms.

We don't use your information for advertising, we don't build marketing profiles, and we don't make automated decisions that have legal or similarly significant effects on you. If we want to use personal information for a new purpose that isn't compatible with these, we'll ask you first.

Situs has an AI assistant that answers questions from your workspace's own records and helps read uploaded documents.

• Only for your request. When you ask the assistant something, your message and the workspace records needed to answer it (for example, a house's details, a lease's dates, or a document's text) are sent to our AI model provider only to answer that request. Some questions, such as finding a stored document, are answered from your records without the AI model at all.
• Only your own workspace. The assistant can read only the workspace you're signed in to, with the same access limits you have.
• Nothing changes without you. The assistant never saves, changes, or sends anything until you tap Confirm.
• We never use customer data to train AI. We don't use Customer Data to train or fine-tune any AI model.
• Codes and passwords. When you save or update a code or password through the chat, we keep the value itself out of what the AI model sees. Codes are hidden in the assistant's replies until you tap to show them. A record the assistant reads to answer you can include notes that contain codes, so keep codes in the code fields rather than in general notes.
• Uploaded documents. We first read a document's text on our own servers. If needed, that text is sent to the AI provider to help fill in the form you review. The file itself is stored only after you tap Confirm.
• Our current AI provider is Moonshot AI Pte. Ltd. (Singapore). Its public help center says that data sent through its API is used only to fulfill the request and is not used to train its models. Its platform terms (updated July 30, 2026) also say it may use customer content to provide, maintain, and improve its services unless it has agreed otherwise in writing. We don't have a separate written no-training agreement with Moonshot, so we can't make promises about Moonshot's own practices beyond what its published terms say. Our promise is about what we do: we never use customer data to train AI. If we sign such an agreement or change providers, we'll update this section and the sub-processor list.
• Chat history is stored in your workspace until you clear it or delete the workspace.

We do not sell or share your personal information. We don't sell it for money or anything else of value, and we don't "share" it for cross-context behavioral advertising, as those terms are defined by the California Consumer Privacy Act (CCPA, as amended by the CPRA) and other US state privacy laws. We haven't done so in the past 12 months. We don't knowingly sell or share the personal information of anyone under 16.

Notice of right to opt out of sale or sharing ("Do Not Sell or Share My Personal Information"). Because we don't sell or share personal information, there is nothing to opt out of today. You can still record your choice by emailing team@[your-domain] with the subject "Do Not Sell or Share", and we honor Global Privacy Control (GPC) browser signals as a valid opt-out request. We'll keep that choice on file. If our practices ever changed, we would update this policy, tell you first, and ask for your opt-in consent before any sale or sharing.

We disclose information only:

• to the sub-processors that run the Service for us, under contracts that limit their use to providing services to us;
• within your workspace, to the team members and residents you invite, according to the access you give them;
• when the law requires it, such as a valid subpoena or court order (we'll tell you first unless the law forbids it);
• to protect the safety, rights, or property of people or of Situs, or to investigate fraud or security problems; and
• if Situs is sold or merged. The buyer must keep this policy's promises, including never selling your data, and we'll notify you before your information becomes subject to a different policy.

Depending on where you live (including California, Colorado, Connecticut, Virginia, Utah, Texas, Oregon, and other states with privacy laws), you have the right to:

• Know and access the personal information we have about you, including the categories, sources, purposes, and who we disclose it to;
• Correct inaccurate personal information;
• Delete your personal information;
• Get a copy in a portable format;
• Opt out of sale, sharing, targeted advertising, and profiling (we don't do any of these);
• Limit the use of sensitive personal information (we use it only to provide the Service, as the law allows); and
• Not be discriminated against for using these rights. We'll never charge you more or give you a worse service because you used them.

Categories (last 12 months). We collect identifiers (name, email, IP address); customer records (contact and billing details); commercial information (subscription history); internet activity (usage and log data); and the content of documents and messages you store. Sensitive personal information we handle is limited to account sign-in credentials and any access codes or documents you choose to store. Sources: you, your team members and residents, and your devices. We use these only for the purposes in How we use it and disclose them only to our service providers for those purposes. We don't sell or share any category.

How to make a request. Most requests can be handled in the app: edit your details in Account, export your workspace, or delete it. Otherwise email team@[your-domain]. We'll verify your identity by confirming control of your account email, and respond within 45 days (we may extend once by another 45 days if needed, and we'll tell you). You can use an authorized agent; we may ask for proof of their authority. If we deny your request, you can appeal by replying to our decision; we'll respond to appeals within 60 days and, if you're still not satisfied, tell you how to contact your state attorney general.

If you're a resident whose information was added by a property manager, we'll pass your request to them and help them respond.

Legal bases. We process personal information on these legal bases:

• Contract: to provide the Service you signed up for, take payment, and give support;
• Legitimate interests: to keep the Service secure, prevent fraud and abuse, fix problems, and improve the Service in ways that don't override your rights;
• Legal obligation: to keep tax and accounting records and respond to lawful requests; and
• Consent: where we ask for it (you can withdraw it anytime).

For information the account owner stores about other people, the account owner is the controller and must have their own legal basis.

Your rights. You can ask to access, correct, delete, restrict, or object to the processing of your personal information, and to receive it in a portable format. You can withdraw consent at any time. You can also complain to your local data protection authority, though we'd appreciate the chance to help first.

International transfers. Situs stores data in the United States, and our AI provider processes requests in Singapore. When personal information from the EEA, UK, or Switzerland is transferred to countries without an adequacy decision, we rely on the European Commission's Standard Contractual Clauses (with the UK Addendum and Swiss amendments) included in our providers' data processing agreements, or on the EU-US Data Privacy Framework where a provider is certified, plus additional safeguards like encryption.

• Workspace content (records, documents, photos, codes, chat history): while your account is open. Deleting a record removes it. Deleting your workspace removes everything in it from our live systems right away.
• After cancellation: your workspace stays available to export for at least 30 days. After 90 days without an active subscription we may delete it, after emailing the account owner at least 14 days ahead.
• Backups: deleted data ages out of backups within 30 days.
• Logs: kept for a short period, generally no more than 30 days, unless we need them longer to investigate a security issue or abuse.
• Billing records: as long as tax and accounting laws require (usually up to 7 years). Stripe keeps its own records under its own policy.
• Support emails: as long as needed to help you, and then up to 2 years for reference.

Export. The account owner (and team members with full access) can download a ZIP of the main records and stored documents from Account at any time. For anything else, email team@[your-domain].

• Encryption. Data is encrypted in transit (HTTPS/TLS) and at rest by our database and storage provider.
• Workspace isolation. Database access rules (row-level security) keep each workspace's data separate. Every request is checked against the signed-in person's workspace.
• Access controls. Team members see only what their role allows, and residents see only their own place and requests. File links are created on demand for the signed-in account and expire within minutes.
• Masked secrets. Codes and passwords are hidden by default, revealed only when you tap, and hidden again after 30 seconds. The assistant masks them in its replies.
• Passwords. Sign-in passwords are stored only as secure hashes by our sign-in provider. We never see them.
• Limited staff access. Only people who need it to run Situs can reach production systems, and they don't browse Customer Data except to provide support you ask for, keep the Service secure, or comply with the law.

No system is perfectly secure. Please use a strong, unique password and remove team members and residents who no longer need access.

If we learn of a breach of security that leads to unauthorized access to, or loss of, personal information or Customer Data we handle, we will:

• act right away to contain it and investigate;
• notify affected account owners without undue delay, and within 72 hours of confirming it where possible, telling them what happened, what information was involved, what we're doing, and what they can do;
• notify regulators and affected individuals when the law requires it; and
• give account owners the information they need to meet their own obligations to residents and others.

We may delay notice only if law enforcement asks us to.

We use only what Situs needs to work:

• Sign-in cookies keep you signed in and protect your session. They are strictly necessary, so they can't be turned off in Situs.
• Browser storage remembers small preferences, such as whether the chat panel is open and how wide it is, and keeps an unsent chat message until you close the tab. It stays on your device.

We don't use advertising cookies, analytics cookies, or tracking pixels. Stripe may set its own cookies on its checkout and billing pages to prevent fraud; see Stripe's privacy policy. We honor Global Privacy Control signals.

Situs is for adults managing homes and rentals. You must be 18 to create an account. The Service is not directed to children, and we don't knowingly collect personal information directly from anyone under 16 (or under 13 in the US). If you believe a child has given us personal information, email team@[your-domain] and we'll delete it.

An account owner may store limited details about a household member who is a minor (for example, a name on a lease). The account owner is responsible for having the right to do so.

These are the companies that process personal information and Customer Data for us, only to run Situs and only under contract with us. List last updated October 15, 2026.

• Supabase, Inc.: Database, sign-in, and file storage.
  Data: Everything stored in a workspace: account details, houses, people, requests, codes, documents, photos, and chat history.
  Location: United States (AWS us-east-2, Ohio). Privacy policy
• Vercel Inc.: Hosting the Situs website and app.
  Data: Requests passing through the app and short-lived technical logs (such as IP address, browser, and errors).
  Location: United States. Privacy policy
• Stripe, Inc.: Payments, subscriptions, invoices, and the billing portal.
  Data: Name, email, billing address, and card details (entered directly with Stripe; Situs never sees full card numbers).
  Location: United States. Privacy policy
• Moonshot AI Pte. Ltd.: The AI model behind the chat assistant and reading uploaded documents.
  Data: The message you send and the workspace records or document text needed to answer it.
  Location: Singapore. Privacy policy
• Resend, Inc.: Sending account, invitation, billing, and notification emails. Used when email sending is turned on.
  Data: Recipient email address and the content of the email.
  Location: United States. Privacy policy

We don't use advertising networks, data brokers, or third-party analytics or tracking tools. Before a new sub-processor starts handling Customer Data, we'll update this list and email account owners at least 14 days ahead. If you object, you can cancel (and we'll refund any prepaid time after the change).

We'll update this policy as Situs changes. If a change is material, for example a new use of your information or a new kind of company we disclose it to, we'll email the account owner and show a notice in the app at least 30 days before it takes effect. We'll never apply a change that weakens our promise not to sell or share your personal information without your opt-in consent. The "last updated" date at the top shows the current version.

Questions, requests, or concerns about privacy:

[Company legal name]
[Company mailing address]
Email: team@[your-domain]

We aim to reply within 30 days. See also our Terms of Service.