Privacy Policy

LeasePilot provides software that real estate brokerages, leasing offices and property management companies (our “Customers”) use to respond to rental inquiries. When we place calls or send text messages to a Prospect, we do so on behalf of, and at the direction of, the Customer whose property the Prospect asked about. In that relationship the Customer is the controller of the Prospect’s information and LeasePilot is a service provider (processor). For our website visitors and Customer Users, we act as the controller.

From website visitors. When you request a demo we collect your name, work email, company, role, phone number if you provide it, your message, and your consent to be contacted. We also collect standard technical data such as IP address, browser type and pages viewed.

From Customer Users. Account details (name, email, mobile number, role, organization), authentication data handled by our identity provider, settings you configure (business hours, screening policy, listings), calendar availability if you connect a calendar, and usage logs.

From Prospects. The contact details you provided when inquiring about a property (name, phone number, email), the content of your calls and text messages with the assistant, call recordings and transcripts where recording is disclosed, and the screening answers you choose to give (for example move-in date, budget, household size, pets, income amount, credit range). We never ask about, and instruct the assistant never to consider, race, color, religion, national origin, sex, familial status, disability or any other characteristic protected by fair housing law.

From integrations. If a Customer connects a CRM, property management system or calendar, we receive the lead, property and availability data those systems share with us.

• to provide the Services: place and answer calls, send and receive texts, qualify inquiries against the Customer’s policy, schedule and confirm showings, and send reminders;
• to let Customers monitor calls, review transcripts and recordings, and manage leads;
• to review conversations for fair-housing, consent and quality compliance;
• to secure, maintain, troubleshoot and improve the Services;
• to respond to demo requests and support inquiries;
• to comply with law, enforce our terms, and protect rights and safety.

We do not use call recordings, transcripts or Prospect data to train artificial intelligence models, and we do not sell personal information.

We send text messages only to people who have consented, as described in our SMS Terms. Every thread explains how to opt out, and a reply of STOP ends messaging immediately. We keep a record of consent and opt-out events so that preferences are honored across the Services.

Mobile phone numbers and text-messaging opt-in consent are not shared with any third parties or affiliates for marketing or promotional purposes. All categories of information described in this policy exclude text-messaging originator opt-in data and consent; this information will not be shared with any third party, except with the carriers and messaging providers required to deliver the messages you have consented to receive.

We share information only as needed to run the Services:

• With the Customer whose property you inquired about: your contact details, answers, transcripts and recordings are available to that Customer in their workspace.
• With service providers that process data on our behalf under contract: cloud hosting and databases, telephony and messaging carriers, voice and speech processing, language-model providers used to run the conversation, identity and authentication, and calendar, CRM and property-management systems the Customer connects. These providers may use the data only to provide their services to us.
• For legal reasons: to comply with law, subpoena or legal process, or to protect the rights, property or safety of LeasePilot, our Customers or others.
• In a business transfer: if we are involved in a merger, acquisition or sale of assets, information may be transferred as part of that transaction subject to this policy.

We do not sell personal information and we do not share it for cross-context behavioral advertising.

The assistant identifies itself as an AI at the start of every call. Where calls are recorded, the assistant discloses the recording at the start of the call, and in states that require the consent of every party, recording occurs only with that consent. Recordings and transcripts are stored for the Customer’s records and for compliance review.

We keep Customer account data for as long as the account is active and for a reasonable period afterward to meet legal and contractual obligations. Prospect conversation data (recordings, transcripts, answers) is retained according to the Customer’s settings and applicable law, and deleted or anonymized when no longer needed. Consent and opt-out records are kept for as long as necessary to honor your preferences. Demo requests are kept for up to 24 months.

We use industry-standard safeguards: encryption in transit and at rest, per-organization data isolation enforced at the database level, encrypted storage of integration credentials, access controls and audit logs, and redaction of personal data in system logs. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

• Opt out of texts at any time by replying STOP.
• Opt out of calls by telling the assistant or the Customer not to contact you; we mark the number do-not-contact across the Services.
• Access, correct or delete your information by contacting the Customer you inquired with, or us at privacy@leasepilotos.com. We will respond within the time required by applicable law.
• Marketing email from LeasePilot includes an unsubscribe link.

Residents of California, Colorado, Connecticut, Virginia, Utah and other states with comprehensive privacy laws may have additional rights, including the right to know, delete, correct and opt out of certain processing, and the right not to be discriminated against for exercising those rights. Residents of the European Economic Area and the United Kingdom have rights under the GDPR, including access, rectification, erasure, restriction, portability and objection. To exercise any right, contact us at privacy@leasepilotos.com.

The Services are for adults. We do not knowingly collect personal information from anyone under 18. If you believe a minor has provided us information, contact us and we will delete it.

Our website and application use strictly necessary cookies for sign-in and security. We do not use third-party advertising cookies. If we adopt analytics tools, they will be configured to respect Do Not Track and Global Privacy Control signals.

The Services are operated from the United States. If you access them from elsewhere, your information is transferred to and processed in the United States under this policy and appropriate safeguards.

We will post any changes on this page with a new effective date. Material changes will be communicated to Customers by email or in the application.

LeasePilot
Privacy: privacy@leasepilotos.com
Support: support@leasepilotos.com