Privacy Policy - Landlord Self Storage Software

1. Introduction

Landlord LLC ("Landlord", "FacilityScan" "we," "our," or "us") respects the privacy of its users ("user", "you", "your") and is committed to protecting it through our compliance with this policy. This policy describes:

The types of information we may collect or that you may provide when you access or use Landlord.
Our practices for collecting, using, maintaining, protecting, and disclosing that information.

2. Information We Collect and How We Collect It

We collect several types of information from and about users of our Landlord software, including personal data through various channels:

Online Activity

Depending on the Services used and how they are implemented, we may collect information related to:

The devices and browsers you use across our Sites and third party websites, apps, and other online services ("Third Party Sites").
Usage data associated with those devices and browsers and your engagement with our Services, including data elements like IP address, browser type, plug-ins, language preference, time spent on Sites and Third Party Sites, pages visited, links clicked, payment methods used, and the pages that led you to our Sites and Third Party Sites.
Activity indicators, including mouse activity indicators, keystroke patterns, and session recordings, to help us detect fraud and improve user experience.
Device information such as operating system, device identifiers, mobile network information, and device settings.

Personal Identification Information

We collect information by which you may be personally identified, including:

Name, postal address, email address, telephone number, or any other identifier by which you may be contacted online or offline ("personal information").
Business information including business name, tax identification numbers, business address, and business type.
Financial information including bank account numbers, routing numbers, credit card numbers, and transaction history.
Government-issued identification numbers for identity verification and compliance with Know Your Customer (KYC) and Anti-Money Laundering (AML) requirements.
Date of birth, social security number (or equivalent), and other information required for identity verification.

Communication and Engagement Information

We collect information you choose to share with us through various channels:

Support tickets, emails, chat messages, or social media interactions. If you respond to emails or surveys from Landlord, we collect your email address, name, and any other data you opt to include in your email or responses.
Phone call information including your phone number and any other information you might provide during the call. Calls with Landlord or Landlord representatives may be recorded for quality assurance, training, fraud prevention, and legal compliance purposes.
Engagement data, including your registration for, attendance at, or viewing of Landlord events, webinars, and any other interactions with Landlord personnel.
Feedback, testimonials, and reviews you provide about our Services.

Facility Operational Data

Information pertaining to the operational metrics of your storage facilities:

Occupancy rates, rental rates, and revenue data.
Tenant information including names, contact information, payment history, and lease terms.
Outstanding fees, late payments, and collection activities.
Unit information including sizes, types, availability, and pricing.
Access control data including gate access logs, security camera footage (if integrated), and facility entry/exit records.

Information from Third Party Sources

We may collect information about you from third parties, including:

Credit bureaus and identity verification services to verify identities, conduct credit checks where lawfully permitted, and prevent fraud.
Payment processors (including Stripe) that provide us with information about payment transactions, fraud risk assessments, and account verification.
Publicly available sources such as social media, business registries, and government databases.
Our business partners, financial partners, and service providers who help us deliver our Services.
Security threat intelligence providers who share IP addresses and other identifying data about potential security threats.

Forums and Discussion Groups

If our Sites allow posting of content, we collect Personal Data that you provide in connection with the post, including usernames, profile information, and any content you choose to share publicly.

Cookies and Tracking Technologies

We use cookies, web beacons, pixel tags, and similar tracking technologies to collect information about your browsing activities. This may include:

Session cookies that expire when you close your browser.
Persistent cookies that remain on your device until deleted or expired.
Analytics cookies that help us understand how visitors interact with our Services.
Advertising cookies that may be used to deliver relevant advertisements.
For more information, please see our Cookie Policy.

3. How We Use Your Information

Besides the uses of Personal Data described elsewhere in this policy, we use Personal Data in the following ways:

Providing and Delivering Services

To present our software and its contents to you and provide access to the Services.
To provide you with information, products, or services that you request from us.
To fulfill any other purpose for which you provide it.
To process payments and related activities, which include fraud detection, loss prevention, transaction optimization, communications about such payments, and related customer service activities.
To create and manage your account and account credentials, including the assessment of applications to initiate or expand the use of our Services.
To send verification codes via SMS, email, or other methods for authentication purposes.
To notify you about changes to our software or any products or services we offer or provide through it.

Analyzing, Improving, and Developing Services

We collect and process Personal Data to improve our Services, develop new Services, and support our efforts to make our Services more efficient, relevant, and useful to you.

To understand the usage trends and preferences of our users, to improve Landlord, and to develop new features and functionality.
Using analytics on our Sites to help us understand your use of our Sites and Services and diagnose technical issues.
Training artificial intelligence and machine learning models to power our Services, detect fraud, provide automated customer support, optimize pricing, and protect against fraud and other harm.
Analyzing and drawing inferences from transaction data, facility data, and tenant data to reduce costs, fraud, and disputes and increase authentication and authorization rates for Landlord and our users.
Generating aggregate and statistical information to understand and explain how our Services are used and to create benchmarking reports and market insights.

Communications and Marketing

To deliver our Services, which may involve sending codes via SMS, email, or other methods for authentication.
To communicate with you using the contact information we have about you to provide information about our Services and our affiliates' services.
To invite you to participate in our events, surveys, user research, or webinars.
To communicate with you for marketing purposes, in compliance with applicable law, including any consent or opt-out requirements.
To follow up with you regarding events, provide information requested about our Services, and include you in our marketing information campaigns.
To record calls with you for quality assurance, training purposes, compliance with legal obligations, and to provide our Services.

Fraud Prevention and Security

To identify and manage activities that could be fraudulent or harmful across our Services.
To enable our fraud detection services and secure our Services and transactions against unauthorized access, use, alteration or misappropriation of Personal Data, information, and funds.
To collect information from publicly available sources, third parties (such as credit bureaus), and via the Services to verify identities and prevent fraud.
To conduct credit checks where lawfully permitted and prevent fraud.
To receive and use IP addresses and other identifying data about potential security threats from third parties.
To evaluate the potential risk of fraud associated with individuals seeking to procure our Services or arising from attempted transactions.
To monitor transaction patterns and other online signals to identify fraud, money laundering, and other harmful activity.

Compliance with Legal Obligations

To meet our contractual and legal obligations related to anti-money laundering (AML), Know-Your-Customer (KYC) laws, anti-terrorism activities, and export control.
To comply with prohibition of doing business with restricted persons or in certain business fields.
To conduct sanctions screening and politically-exposed person checks.
To safeguard vulnerable customers and comply with regulations designed to prevent money laundering, fraud, and financial crimes.
To record and verify identities as required by regulations.
To report our compliance to third parties and subject ourselves to third party verification audits as required by law.

Minors

Our Services are not directed to children under the age of 13, and we request that they do not provide Personal Data to seek Services directly from Landlord. In certain jurisdictions, we may impose higher age limits as required by applicable law.

4. Disclosure and Sharing of Your Information

Besides the sharing of Personal Data described above, we share Personal Data in the following ways:

Landlord Affiliates

We share Personal Data with other Landlord-affiliated entities for purposes identified in this Policy, including providing Services, improving our products, fraud prevention, and legal compliance.

Service Providers and Processors

In order to provide, communicate, market, analyze, and advertise our Services, we depend on service providers. These providers offer critical services such as:

Cloud infrastructure and data storage services.
Analytics services for the assessment of the speed, accuracy, and security of our Services.
Identity verification services and fraud detection services.
Customer service platforms and communication tools.
Audit functions and compliance services.
Marketing and advertising platforms.

We authorize these service providers to use or disclose the Personal Data we make available to them only to perform services on our behalf and to comply with relevant legal obligations. We require these service providers to contractually commit to security and confidentiality obligations for the Personal Data they process on our behalf. The majority of our service providers are based in the European Union, the United States of America, and India.

Financial Partners

We share Personal Data with certain Financial Partners (including Stripe) to provide Services to users and offer certain Services in conjunction with these Financial Partners. For instance, we may share certain Personal Data, such as payment processing volume, transaction data, account information, and contact information, with payment processors, financial institutions, and other financial services providers.

With Your Consent

In some situations, we may not offer a service directly, but instead refer you to third parties (such as professional service firms, integration partners, or specialized service providers). In these instances, we will disclose the identity of the third party and the information to be shared with them, and seek your consent to share the information.

Corporate Transactions

If we enter or intend to enter a transaction that modifies the structure of our business, such as a reorganization, merger, sale, joint venture, assignment, transfer, change of control, or other disposition of all or part of our business, assets, or stock, we may share Personal Data with third parties in connection with such transaction. Any other entity that buys us or part of our business will have the right to continue to use your Personal Data, subject to the terms of this Policy.

Compliance and Harm Prevention

We share Personal Data when we believe it is necessary to:

Comply with applicable law and legal processes.
Abide by rules imposed by Financial Partners in connection with the use of their payment methods.
Enforce our contractual rights and these Terms of Service.
Secure and protect the Services, rights, privacy, safety, and property of Landlord, you, and others, including against malicious or fraudulent activity.
Respond to valid legal requests from courts, law enforcement agencies, regulatory agencies, and other public and government authorities, which may include authorities outside your country of residence.

Aggregated and De-identified Data

We may disclose aggregated information about our users, and information that does not identify any individual or has been de-identified, without restriction for business purposes such as market research, analytics, and improving our Services.

5. Legal Bases for Processing Personal Data

For purposes of the General Data Protection Regulation (GDPR) and other applicable data protection laws, we rely on a number of legal bases to process your Personal Data:

Contractual and Pre-Contractual Business Relationships

We process Personal Data to enter into business relationships with prospective users and fulfill our respective contractual obligations with them. These processing activities include:

Creation and management of Landlord accounts and account credentials, including the assessment of applications to initiate or expand the use of our Services.
Accounting, auditing, and billing activities.
Processing of payments and related activities, which include fraud detection, loss prevention, transaction optimization, communications about such payments, and related customer service activities.

Legal Compliance

We process Personal Data to verify the identities of individuals and entities to comply with obligations related to fraud monitoring, prevention, and detection, laws associated with identifying and reporting illicit and illegal activities, such as those under the Anti-Money Laundering (AML) and Know-Your-Customer (KYC) regulations, and financial reporting obligations. For example, we may be required to record and verify a user's identity to comply with regulations designed to prevent money laundering, fraud, and financial crimes. These legal obligations may require us to report our compliance to third parties and subject ourselves to third party verification audits.

Legitimate Interests

Where permitted under applicable law, we rely on our legitimate business interests to process your Personal Data. The following list provides examples of the business purposes for which we have a legitimate interest in processing your data:

Detection, monitoring, and prevention of fraud and unauthorized payment transactions.
Mitigation of financial loss, claims, liabilities or other harm to users, Financial Partners, and Landlord.
Determination of eligibility for and offering new Landlord Services.
Response to inquiries, delivery of Service notices, and provision of customer support.
Promotion, analysis, modification, and improvement of our Services, systems, and tools, as well as the development of new products and services, including enhancing the reliability of the Services.
Management, operation, and improvement of the performance of our Sites and Services, through understanding their effectiveness and optimizing our digital assets.
Analysis and advertisement of our Services, and related improvements.
Aggregate analysis and development of business intelligence that enable us to operate, protect, make informed decisions about, and report on the performance of our business.
Sharing of Personal Data with third party service providers that offer services on our behalf and business partners that help us in operating and improving our business.
Enabling network and information security throughout Landlord and our Services.
Sharing of Personal Data among our affiliates for the purposes described in this Policy.

Consent

We may rely on consent or explicit consent to collect and process Personal Data regarding our interactions with you and the provision of our Services. When we process your Personal Data based on your consent, you have the right to withdraw your consent at any time, and such a withdrawal will not impact the legality of processing performed based on the consent prior to its withdrawal.

Substantial Public Interest

We may process special categories of Personal Data, as defined by the GDPR, when such processing is necessary for reasons of substantial public interest and consistent with applicable law, such as when we conduct politically-exposed person checks. We may also process Personal Data related to criminal convictions and offenses when such processing is authorized by applicable law, such as when we conduct sanctions screening to comply with AML and KYC obligations.

6. Your Rights and Choices

Depending on your location and subject to applicable law, you may have choices regarding our collection, use, and disclosure of your Personal Data:

Opting Out of Electronic Communications

If you wish to stop receiving marketing-related emails from us, you can opt-out by clicking the unsubscribe link included in such emails. We'll try to process your request(s) as quickly as reasonably practicable. However, it's important to note that even if you opt out of receiving marketing-related emails from us, we retain the right to communicate with you about the Services you receive (like support and important legal notices).

Your Data Protection Rights

Depending on your location and subject to applicable law, you may have the following rights regarding the Personal Data we process about you:

The right to request confirmation of whether Landlord is processing Personal Data associated with you, the categories of personal data it has processed, and the third parties or categories of third parties with which your Personal Data is shared.
The right to request access to the Personal Data Landlord processes about you.
The right to request that Landlord rectify or update your Personal Data if it's inaccurate, incomplete, or outdated.
The right to request that Landlord erase your Personal Data in certain circumstances as provided by law.
The right to request that Landlord restrict the use of your Personal Data in certain circumstances, such as while Landlord is considering another request you've submitted (for instance, a request that Landlord update your Personal Data).
The right to request that we export the Personal Data we hold about you to another company, provided it's technically feasible.
The right to withdraw your consent if your Personal Data is being processed based on your previous consent.
The right to object to the processing of your Personal Data if we are processing your data based on our legitimate interests; unless there are compelling legitimate grounds or the processing is necessary for legal reasons, we will cease processing your Personal Data upon receiving your objection.
The right not to be discriminated against for exercising these rights.
The right to appeal any decision by Landlord relating to your rights by contacting Landlord's Data Protection Officer at dpo@uselandlord.com, and/or relevant regulatory agencies.
The right to lodge a complaint with a supervisory authority if you believe our processing of your Personal Data violates applicable law.

Process for Exercising Your Data Protection Rights

To exercise your data protection rights related to Personal Data we process as a data controller, you may contact us at support@uselandlord.com or +1 (469) 717-6961. For Personal Data we process as a data processor on behalf of property owners, please reach out to the relevant property owner to exercise your rights. If you contact us regarding your Personal Data we process as a data processor, we will refer you to the relevant data controller to the extent we are able to identify them.

7. Security and Retention

Security Measures

We make reasonable efforts to provide a level of security appropriate to the risk associated with the processing of your Personal Data. We maintain organizational, technical, and administrative measures designed to protect the Personal Data covered by this Policy from unauthorized access, destruction, loss, alteration, or misuse. Unfortunately, no data transmission or storage system can be guaranteed to be 100% secure. We encourage you to assist us in protecting your Personal Data. If you hold a Landlord account, you can do so by:

Using a strong password and safeguarding your password against unauthorized use.
Avoiding using identical login credentials you use for other services or accounts for your Landlord account.
Enabling multi-factor authentication where available.
Regularly reviewing your account activity for unauthorized transactions.
Immediately contacting us if you suspect that your interaction with us is no longer secure (for instance, you believe that your Landlord account's security has been compromised).

Data Retention

We retain your Personal Data for as long as we continue to provide the Services to you or to property owners you interact with, or for a period in which we reasonably foresee continuing to provide the Services. Even after you close your Landlord account or complete a transaction, we may continue to retain your Personal Data to:

Comply with our legal and regulatory obligations, including tax, accounting, and financial reporting obligations.
Enable fraud monitoring, detection, and prevention activities.
Comply with retention requirements mandated by payment methods, financial partners, and contractual agreements.
Resolve disputes, enforce our agreements, and protect our legal rights.
Maintain business records for analysis and record-keeping purposes.

In cases where we keep your Personal Data, we do so in accordance with any limitation periods and record retention obligations imposed by applicable law. The specific retention period depends on the nature of the data and the purpose for which it is processed, but typically ranges from 3 to 7 years for financial and transaction data, and may be longer where required by law or legitimate business needs.

8. International Data Transfers

As a global business, it's sometimes necessary for us to transfer your Personal Data to countries other than your own, including the United States. These countries might have data protection regulations that are different from those in your country. When transferring data across borders, we take measures to comply with applicable data protection laws related to such transfer. In certain situations, we may be required to disclose Personal Data in response to lawful requests from officials, such as law enforcement or security authorities.

Transfer Mechanisms

When a data transfer mechanism is mandated by applicable law, we employ one or more of the following:

Transfers to certain countries or recipients that are recognized as having an adequate level of protection for Personal Data under applicable law.
EU Standard Contractual Clauses approved by the European Commission and the UK International Data Transfer Addendum issued by the Information Commissioner's Office.
Data Privacy Framework (DPF) compliance for transfers between the EU, UK, Switzerland and the United States.
Other lawful methods available to us under applicable law, including binding corporate rules and derogations for specific situations.

Privacy Frameworks

Our privacy practices comply with recognized international frameworks including the Cross Border Privacy Rules System (CBPR) and Privacy Rules for Processor (PRP) systems. These systems provide a framework for organizations to ensure protection of personal data transferred among participating economies. Where CBPR and/or PRP are recognized as a valid transfer mechanism under applicable law, we will transfer Personal Data in accordance with these certifications.

9. Changes to Our Privacy Policy

We may update our privacy policy from time to time. If we make material changes to how we treat our users' personal information, we will post the new privacy policy on this page and update the "Last updated" date at the top of this policy. The changes are effective the latter of when we post the revised Policy on the Services or otherwise provide notice of the update as required by law. We may provide you with disclosures and alerts regarding the Policy or Personal Data collected by posting them on our website and, if you are a user, by contacting you through your account, email address, and/or the physical address listed in your account. We encourage you to review this Policy periodically to stay informed about our privacy practices.

10. Contact Information

To ask questions or comment about this privacy policy and our privacy practices, contact us at: +1 (469) 717-6961 or support@uselandlord.com

You may also contact our Data Protection Officer at dpo@uselandlord.com for privacy-related inquiries or to exercise your data protection rights.