Privacy Policy

Who we are

LeaseLoom is AI software for property managers, operated by Yeich Media LLC ("LeaseLoom," "we," "us"). It is built to work on top of the property management software a manager already uses. This policy covers our website (leaseloom.org), the waitlist, the LeaseLoom app used by property managers, tenants and property owners, and the emails and text messages we send.

How property data reaches LeaseLoom

There are two ways:

• Entered in LeaseLoom. The property manager, their team, tenants, applicants and owners enter information into LeaseLoom, and we store it in our database.
• Imported from reports the manager exports. The property manager uploads reports they export from their own property management software, such as an AppFolio rent roll, delinquency report, tenant directory or work order list, or has that software email them to their LeaseLoom report address on a schedule, or forwards those emails there. LeaseLoom stores what is in those files (properties, units, tenants' names and contact details, leases, balances owed, owners, vendors and work orders) as the manager's data, the same as if they had entered it. The file itself is not kept. LeaseLoom does not sign in to that software or change anything in it, and the manager's leases, ledgers and history stay there.

Whose data this is

For information about tenants, prospective tenants, applicants and owners, the property manager decides what is collected and why. We process it on their behalf to provide LeaseLoom to them. If you are a tenant, applicant or lead, your property manager is your first point of contact for your records, and we will help them respond to your request. For information we control directly, such as waitlist entries and property manager accounts, contact us.

What we collect

• Waitlist: your email address; where you first came to our site from, if your browser kept it (the campaign tags on the link you followed, the first page you landed on and the website that sent you, held in your browser for up to 90 days and sent with the form); and, if you arrived through one, a referral code. We send you a confirmation email, and your email address is also recorded in PostHog (see the table below).
• Free trial signup: your company name, your name, your work email, about how many doors you manage, the plan you picked, and when you agreed to our Terms. We use them to set up your account, email you a link to set your password, and see who is trying LeaseLoom.
• Billing: when you add a card, Stripe collects and stores your card details; we never see or store them. We keep your plan, whether it is paid, and the Stripe ids that link your account to it.
• Property managers: account information (name, email, password managed by our authentication provider), your organization and properties, and the data you enter or import about units, leases, maintenance, leads and owners.
• Tenants: contact information, the lease and payment information your property manager enters or imports, maintenance requests you submit, and messages you send in the tenant chat.
• Prospective tenants (leads): the name, email, phone number and message you provide when you ask about a unit, and your messages in the inquiry chat. If you asked through a listing site such as Zillow or Apartments.com, your property manager may forward us the email that site sent them about you. From it we take your name, email address, phone number, message, the listing you asked about and your move-in date, and we answer you by email.
• Applicants: the employment, income, move-in and other details you submit, and your consent to screening.
• Tenant screening: if your property manager records screening results in LeaseLoom, we store the credit score, background-check flag, and income verification result they enter. LeaseLoom does not pull credit reports or act as a consumer reporting agency, and it makes no screening decisions. Screening is done by your property manager with their own screening provider, and they are responsible for complying with the Fair Credit Reporting Act and any state screening rules.
• Lease renewals: when you accept or decline a renewal through LeaseLoom, we record your decision, the time, and the IP address and browser information from that moment, so your property manager can show later that the answer came from the link it sent you. Accepting a renewal here is not an electronic signature: the new lease is signed separately, in AppFolio.
• Property owners: account information and the portfolio information your property manager shares with you.
• Everyone: your IP address and basic device and browser information, which we use to keep the service secure and to limit abuse (for example, too many requests in a short time).

AI features

LeaseLoom uses Meta's Llama models, run by Cloudflare Workers AI, to answer the inquiry chat and the tenant chat, to read the lead emails a property manager forwards to LeaseLoom and pick out the renter's details, to power the property manager's assistant, and to run AI steps in automations the manager sets up. To answer well, the AI receives your message together with the context it needs. For a lead, that can include your name, the unit's details and rent, and your recent messages. For a tenant, it can include your name, rent, lease end date, recent payments and maintenance requests. Cloudflare processes this to generate the response under its terms for Workers AI, and does not use it to train AI models. Neither do we.

Conversations are saved so the property manager can review them, take over, and correct anything the AI got wrong. See our AI Disclosure for more.

Text messages (SMS)

LeaseLoom does not send text messages yet. When it does, messages will be sent on behalf of property managers, through our messaging provider Twilio, only to people who have agreed to receive them: for example, residents about their maintenance requests, prospective tenants about a unit they asked about, and vendors about jobs. Message frequency varies. Message and data rates may apply. Reply STOP to opt out at any time, and HELP for help.

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Text messaging originator opt-in data and consent will not be shared with any third parties, except the providers that deliver the messages. We do not sell phone numbers.

Tracking and analytics tools

Here is what each analytics and monitoring tool collects, in plain terms. They use cookies and similar browser storage to do it.

Signing in also sets cookies that keep you logged in. You can block or delete cookies in your browser settings, and Google offers a browser add-on to opt out of Google Analytics. Blocking the sign-in cookies will stop the app from working. We do not currently respond to browser "Do Not Track" signals. If your browser sends Global Privacy Control, we do not keep where you first came from. Each of these providers processes data under its own privacy terms.

Other service providers

We use these companies to run LeaseLoom. Each only gets what it needs for its job:

• Supabase: our database, sign-in, and document storage. It also counts requests by IP address so we can limit abuse.
• Cloudflare: hosts the site, runs scheduled jobs, answers for the leaseloom.org domain, and runs the AI models (Workers AI) that generate AI responses, as described above.
• Resend: sends our emails, including sign-in and password links, waitlist confirmations and the messages property managers set up, and receives the lead emails and reports property managers send or forward to LeaseLoom.
• Stripe: takes card payments for paid plans, stores the card, and sends invoices and receipts.
• Twilio: will deliver text messages once texting launches.
• Slack and ClickUp, if a property manager connects them: the items LeaseLoom sends there, such as tasks and alerts, which can include a unit and a tenant's name. That data is then held under the manager's own Slack or ClickUp account.

We do not sell your personal information.

Where it's stored and how it's protected

Data stored by LeaseLoom lives in Supabase, on servers in the United States. Each property manager's data is separated from every other organization's, and uploaded documents are only available through short-lived, access-checked links. Data is encrypted in transit and at rest. Property managers and their teams sign in with an email and password; two-step sign-in is not offered yet. No system is perfectly secure, and if we learn of a breach that affects your information, we will tell the affected property managers, and you where the law requires it.

How long we keep it

• Waitlist entries: until you ask us to remove you, or we no longer need them to contact you about LeaseLoom.
• Property manager accounts and their data: while the account is active. That includes the tenant, owner, lead and vendor records LeaseLoom holds for the firm, the documents it uploaded, and the sign-in accounts of its team, tenants and owners. We delete it within 30 days after a canceled account's last paid month ends, or 90 days after a free trial ends without a paid plan. Deletion is not automatic: we start it ourselves, with a tool that removes the firm's records, the documents it uploaded and its sign-in accounts (a sign-in that also belongs to another firm stays, for that firm), and we email the firm's owner a receipt that says what was deleted and what was kept. Two things are kept after that: the billing record of what was charged, which tax law requires, and the firm's accepted renewals, described below. Before the deletion date, the firm can email us for a copy of its data, including its leads and their conversations, tenant chats, applications, maintenance requests, the emails it sent, its accepted renewals and the files it uploaded.
• Emails LeaseLoom sends for a property manager: the text of each email to a tenant, applicant, prospect, owner or vendor, and the record of who it went to, the subject and when, for 4 years. An alert or digest to the firm's own team: the text for 180 days and the record for 2 years. A property manager can put a legal hold on its account, a tenant or a prospect; while the hold is on, those emails are kept until it is lifted or the firm's data is deleted.
• Lead emails a property manager forwards: a record of each one (who sent it, its subject and what LeaseLoom did with it) while the account is active. The renter's details and message go into the lead and its conversation, like an inquiry made on the manager's rentals page. The rest of the email is not kept by LeaseLoom. Resend holds the received email under its own terms.
• Reports a property manager emails or forwards: what is in each report is kept as the manager's imported data, like a report they upload. LeaseLoom also keeps a record of each email (who sent it, its subject, the names of the files on it and what LeaseLoom did with each) while the account is active. The file itself is not kept by LeaseLoom. Resend holds the received email under its own terms.
• Renewal acceptance records: until 5 years after the lease that was renewed ends, even when the firm's other data has been deleted, because they are the proof that the tenant accepted. Only what shows who accepted what is kept: the tenant's name, the property and unit, the renewed rent and the lease dates, and when, from which IP address and in which browser it was accepted. The firm can ask us for a copy at any time.

When a firm's data is deleted, the email, lead and report records above go with it. These windows cover what LeaseLoom itself stores. PostHog and Sentry, in the table above, keep their own copies of what they collect for as long as their own retention settings allow, apart from the firm's account; ask us and we will delete what they hold about you. When you ask us to delete information we control, we will do it within 30 days of confirming the request, unless we have to keep something to meet a legal obligation.

Your rights

Depending on where you live, you may have the right to access, correct, delete, or get a copy of the personal information we hold about you, and to opt out of certain processing. To make a request, email support@leaseloom.org. If you are a tenant, applicant or lead, we may forward your request to your property manager, who controls those records.

Children's privacy

LeaseLoom is for adults managing or renting property. We don't knowingly collect information from children under 13.

Changes to this policy

We will update this policy as LeaseLoom changes, including when text messaging launches. Material changes will appear on this page with a new date.

Contact

Questions about this policy? Email support@leaseloom.org.