Privacy Policy

Last updated: April 12, 2026

Red Clay Residential ("we," "our," or "the App") is a property management application designed for real estate investors and their teams. This Privacy Policy explains how we collect, use, and protect your information.

1. Information We Collect

We collect the following types of information to provide our services:

• Account Information: Username and password (encrypted) when you create an account or are added by a team administrator.
• Property Data: Property addresses, purchase prices, expense records, rental income, rehab timelines, and related financial information that you enter into the App.
• Photos and Camera: Photos you capture or upload for room walkthroughs, receipt scanning, and property documentation. Photos are processed for AI-assisted note generation and stored with your property records.
• Voice/Speech: When you use the voice dictation feature for room notes, audio is processed by your device's speech recognition engine. We do not store raw audio recordings.
• Email Data: If you connect an email account (IMAP), we access email messages to scan for rental income statements, invoices, and property-related correspondence. Email credentials are stored encrypted on our servers.
• Vendor Information: Names, contact details, trade classifications, and W-9 data for vendors you manage through the App.

2. How We Use Your Information

• To provide property management, expense tracking, and financial reporting features.
• To generate Schedule E tax reports and 1099-NEC forms based on your financial data.
• To process photos and text through AI services for room walkthrough notes, scope of work generation, and receipt scanning.
• To scan connected email accounts for relevant property and financial information.
• To enable multi-user collaboration within your workspace via join codes.

3. Data Storage and Security

Your data is stored on secure cloud servers. Passwords are hashed using industry-standard bcrypt encryption. All data transmission between the App and our servers uses HTTPS/TLS encryption. We do not sell, rent, or share your personal or financial data with third parties for marketing purposes.

4. Third-Party Services

The App uses the following third-party services for specific features:

• AI Processing: We use AI language models (via secure API) to analyze property photos, generate room notes, create scopes of work, and scan receipts. Text and images sent to AI services are not used to train models and are not retained after processing.
• Property Lookup: When you add a property by address, we may query public property data services to auto-fill details.

5. Data Sharing

We do not sell your data. Your information is shared only in the following circumstances:

• With other members of your workspace (team members who join using your workspace code).
• With vendors who access their self-service portal using your company's vendor link.
• When required by law or legal process.

6. Your Rights

You can:

• View, edit, or delete your property data, expenses, and vendor records at any time within the App.
• Remove team members from your workspace.
• Request deletion of your account and all associated data by contacting us.

7. Camera, Microphone, and Photo Library

The App requests access to your device's camera, microphone, photo library, and speech recognition for the following purposes:

• Camera: To photograph rooms during property walkthroughs and scan receipts.
• Microphone: To enable voice-to-text dictation for room notes during walkthroughs.
• Photo Library: To select existing photos for property documentation and receipt uploads.
• Speech Recognition: To convert spoken notes into text during property walkthroughs.

These permissions are only used when you actively initiate the respective feature. We do not access your camera, microphone, or photos in the background.

8. Children's Privacy

The App is not intended for use by children under 13. We do not knowingly collect personal information from children.

9. Changes to This Policy

We may update this Privacy Policy from time to time. Changes will be reflected on this page with an updated "Last updated" date.

10. Contact Us

If you have questions about this Privacy Policy or your data, contact us at:

Email: redclayres@gmail.com