Privacy Policy
Last updated: August 31, 2026
This Privacy Policy describes Our policies and procedures on the collection, use and disclosure of Your information when You use the Service and tells You about Your privacy rights and how the law protects You.
We use Your Personal Data to provide and improve the Service. By using the Service, You agree to the collection and use of information in accordance with this Privacy Policy.
Interpretation and Definitions
Interpretation
The words of which the initial letter is capitalized have meanings defined under the following conditions. The following definitions shall have the same meaning regardless of whether they appear in singular or in plural.
Definitions
For the purposes of this Privacy Policy:
- Account means a unique account created for You to access our Service or parts of our Service.
- Affiliate means an entity that controls, is controlled by or is under common control with a party.
- Application refers to ReqFix, the software program provided by the Company.
- Company refers to Reqfix AI, 819 N Tejon St., Colorado Springs, Colorado 80903.
- Country refers to: United States.
- CCPA/CPRA refers to the California Consumer Privacy Act, as amended by the California Privacy Rights Act.
- Data Controller refers to the Company as the legal person which alone or jointly with others determines the purposes and means of the processing of Personal Data.
- Device means any device that can access the Service such as a computer, a cellphone or a digital tablet.
- GDPR refers to EU General Data Protection Regulation.
- Personal Data is any information that relates to an identified or identifiable individual.
- Service refers to the Application.
- Service Provider means any natural or legal person who processes the data on behalf of the Company.
- TCPA refers to the Telephone Consumer Protection Act.
- Usage Data refers to data collected automatically, either generated by the use of the Service or from the Service infrastructure itself.
- You means the individual accessing or using the Service.
Collecting and Using Your Personal Data
Types of Data Collected
Personal Data
While using Our Service, We may ask You to provide Us with certain personally identifiable information that can be used to contact or identify You. This may include:
- Email address
- First name and last name
- Phone number
- Property address
- Message content, including text messages, photographs and voice notes
Usage Data
Usage Data is collected automatically when using the Service and may include your device IP address, browser type, pages visited, timestamps, device identifiers, and diagnostic data.
When You access the Service by or through a mobile device, We may collect the type of mobile device, unique device ID, IP address, operating system, browser type and similar diagnostic data.
Information Collected from Your Messages (SMS and WhatsApp)
The Service's core function is to receive, understand and respond to maintenance requests that Tenants send by SMS or WhatsApp. When You send a message to a phone number operated by the Service, We may collect and process:
- Your phone number
- The content of Your messages
- Photographs You send of the issue
- Voice notes You send
- Message metadata such as time and date
This information is used to classify the issue, generate a suggested response, notify the Landlord when an issue is urgent, and maintain a record of maintenance requests and conversations in the Application.
AI-Powered Analysis of Messages
When enabled by a Landlord, We use Large Language Model (LLM) technology to analyze the content of messages sent by Tenants in order to classify issues, assess urgency, generate summaries, and suggest responses.
- Purpose Limitation: Message content is analyzed solely to identify, classify and respond to maintenance issues.
- No Use in Our Products' Marketing: We do not use Your message content to advertise to You, and we do not sell it.
- No Training of Our Own Models: We do not use Your message content to train Our own generalized AI models.
- No Unauthorized Sharing: We do not share Your message content with third parties for marketing purposes.
- Processing by AI Service Providers: Message content may be transmitted to AI service providers that We select, subject to their own policies.
- Retention: Messages and their AI-generated summaries are retained as part of the maintenance history of the property.
Use of Your Personal Data
The Company may use Personal Data for the following purposes:
- To provide and maintain our Service
- To manage Your Account
- To process Your maintenance requests
- For the performance of a contract
- To contact You
- To manage Your requests
- For business transfers
- For other purposes such as analytics and service improvement
Retention of Your Personal Data
The Company will retain Your Personal Data only for as long as is necessary for the purposes set out in this Privacy Policy. Messages and maintenance records are retained for as long as the associated Account or tenancy is active, to preserve the maintenance history of the property.
The Company will also retain Usage Data for internal analysis purposes. Usage Data is generally retained for a shorter period of time, except when this data is used to strengthen the security or improve the functionality of Our Service, or We are legally obligated to retain this data for longer time periods.
Transfer of Your Personal Data
Your information, including Personal Data, is processed at the Company's operating offices and in any other places where the parties involved in the processing are located.
Your consent to this Privacy Policy followed by Your submission of such information represents Your agreement to that transfer.
Delete Your Personal Data
You have the right to delete or request that We assist in deleting the Personal Data that We have collected about You.
Landlords can manage properties, tenants and issue records through the Application's settings. Tenants may request deletion of their message history by contacting Us or asking their Landlord to remove their record.
Please note, however, that We may need to retain certain information when We have a legal obligation or lawful basis to do so.
SMS, WhatsApp and Mobile Information Privacy
When You use Our Service, We may collect Your mobile phone number to provide SMS and WhatsApp messaging services, including maintenance request processing, automated troubleshooting replies, urgent-issue notifications and other transactional messages related to the Service.
US SMS Consent and the TCPA. The Service sends text messages only in response to a maintenance request You have submitted, to confirm receipt of Your request, to provide troubleshooting information related to Your request, or to notify Your Landlord or You about the status of that request.
You may opt out of receiving SMS messages from the Service at any time by replying “STOP” to any message, by contacting Us, or by asking Your Landlord to remove Your phone number from the Service.
No mobile information will be shared with third parties or affiliates for marketing or promotional purposes.
Disclosure of Your Personal Data
Business Transactions
If the Company is involved in a merger, acquisition or asset sale, Your Personal Data may be transferred.
Law Enforcement
Under certain circumstances, the Company may be required to disclose Your Personal Data if required to do so by law or in response to valid requests by public authorities.
Other Legal Requirements
The Company may disclose Your Personal Data in the good faith belief that such action is necessary to:
- Comply with a legal obligation
- Protect and defend the rights or property of the Company
- Prevent or investigate wrongdoing in connection with the Service
- Protect the personal safety of users or the public
- Protect against legal liability
Security of Your Personal Data
The security of Your Personal Data is important to Us, but remember that no method of transmission over the Internet or method of electronic storage is 100% secure.
We nevertheless apply appropriate technical and organizational measures to protect Your data, including encryption in transit and at rest, access controls, data isolation, and hashed password storage.
Detailed Information on the Processing of Your Personal Data
The Service Providers We use may have access to Your Personal Data. These third-party vendors collect, store, use, process and transfer information about Your activity on Our Service in accordance with their own Privacy Policies.
The current Service Providers include messaging providers such as Twilio and WhatsApp infrastructure, the database and authentication provider Supabase, AI processing providers including OpenRouter and speech-to-text providers, and hosting and infrastructure providers.
Your US State Privacy Rights
The United States does not have a single federal privacy law governing all companies. A growing number of states have enacted comprehensive consumer privacy laws, and the Company extends these rights to all of Our US users.
Subject to certain exceptions and thresholds set by each law, You have the right to know and access, delete, correct, obtain portability, opt out of sale or sharing, limit use of sensitive data, and avoid discrimination.
To make a request, contact Us using the contact information at the end of this Privacy Policy. We will respond within the timeframes required by applicable law.
International Privacy Rights (GDPR and UK GDPR)
If You are located in the European Union, the United Kingdom, or another jurisdiction with similar data protection laws, You have rights including access, correction, erasure, objection, restriction, portability, withdrawal of consent, and complaint rights.
Children's Privacy
Our Service does not address anyone under the age of 13. We do not knowingly collect personally identifiable information from anyone under the age of 13.
Links to Other Websites
Our Service may contain links to other websites that are not operated by Us. We have no control over and assume no responsibility for the content, privacy policies or practices of any third-party sites or services.
Changes to this Privacy Policy
We may update Our Privacy Policy from time to time. We will notify You of any changes by posting the new Privacy Policy on this page and updating the “Last updated” date.
Contact Us
If you have any questions about this Privacy Policy, You can contact us:
- By email: reqfixai@gmail.com
- By visiting this page on our website: https://www.reqfix.com