Privacy Policy

Effective Date: April 7, 2026

1. Introduction

Unified Building Pro LLC ("we," "us," or "our") operates the Unified Building Pro platform. This Privacy Policy explains how we collect, use, disclose, and protect your personal information when you use our Platform, website, APIs, and related services.

By using the Platform, you consent to the practices described in this Privacy Policy. If you do not agree, please do not use the Platform.

2. Information We Collect

2.1 Information You Provide

• Account Registration: name, email address, phone number, password, organization name and type
• Profile Information: job title, preferred language, profile settings
• Content: documents, photos, messages, notes, contracts, invoices, quotes, and other materials you upload or create
• Financial Information: billing address, subscription plan. Credit card details are processed directly by Stripe and are not stored on our servers.
• Property Information: property addresses, unit details, tenant information, compliance records
• Communications: messages sent through the Platform, support requests, feedback

2.2 Information Collected Automatically

• Usage Data: pages visited, features used, actions taken, timestamps, session duration
• Device Information: browser type and version, operating system, screen resolution, device identifiers
• Network Data: IP address, approximate location derived from IP, internet service provider
• Cookies and Similar Technologies: session cookies, authentication tokens, preferences
• Log Data: server logs including access times, error logs, and API request metadata

2.3 Information from Third Parties

• NYC Government APIs: property records, violation data, permit history, deed/mortgage records, registration status from HPD, DOB, ACRIS, and Geoclient
• Payment Processor: transaction status and payment confirmations from Stripe
• AI Service Providers: processed outputs from Anthropic (Claude API) for AI-powered features

3. How We Use Your Information

We use your information to:

• Provide, operate, and maintain the Platform and its features
• Process transactions and send billing-related communications
• Authenticate users and enforce access controls
• Deliver notifications, alerts, and service communications
• Personalize your experience and provide AI-powered suggestions
• Improve the Platform through analytics, usage patterns, and feature adoption tracking
• Generate aggregated, anonymized insights and benchmarks for the real estate and construction industry
• Train and improve AI features using anonymized interaction data
• Detect and prevent fraud, abuse, and security threats
• Comply with legal obligations and respond to lawful requests
• Communicate product updates, new features, and marketing materials (with your consent)
• Maintain audit trails for regulatory and compliance purposes

4. How We Share Your Information

4.1 Other Platform Users

When you participate in shared workspaces, your profile information and workspace contributions are visible to other workspace participants according to their assigned roles. Private organizational data is never shared with other organizations unless you explicitly share it in a workspace.

4.2 Service Providers

We share data with third-party service providers who assist in operating the Platform, including: Stripe (payments), Cloudflare (hosting and storage), Anthropic (AI processing), Google Cloud (OCR), Twilio (communications), and Redis Labs (job processing). These providers are contractually obligated to protect your data and use it only for the services they provide to us.

4.3 Legal Requirements

We may disclose your information when required by law, subpoena, court order, or government request; to protect the rights, property, or safety of Unified Building Pro LLC, our users, or the public; or to enforce our Terms of Service.

4.4 Business Transfers

In the event of a merger, acquisition, bankruptcy, or sale of assets, your information may be transferred as part of the transaction. We will notify you of any such transfer and any choices you may have regarding your information.

5. Data Retention

We retain your personal information for as long as your account is active or as needed to provide services. After account deletion:

• Personal data is deleted within 30 days of confirmed account deletion
• Activity logs may be retained for up to 7 years for legal and compliance purposes
• Content shared in workspaces may persist in other users' accounts
• Financial records are retained as required by tax and accounting regulations
• Aggregated/anonymized data may be retained indefinitely
• Backups containing your data are purged within 90 days of deletion

6. Data Security

We implement technical and organizational measures to protect your data, including:

• TLS/SSL encryption for all data in transit
• Encrypted file storage (Cloudflare R2 with server-side encryption)
• Bcrypt password hashing (never stored in plain text)
• JWT authentication with automatic token rotation
• Five-layer role-based access control system
• Server-side permission enforcement on every API request
• Complete activity audit logging
• Rate limiting and abuse prevention

7. Your Rights and Choices

Depending on your jurisdiction, you may have the following rights:

• Access: Request a copy of the personal information we hold about you
• Correction: Request correction of inaccurate or incomplete personal information
• Deletion: Request deletion of your personal information (subject to legal retention requirements)
• Portability: Request your data in a commonly used, machine-readable format
• Opt-Out of Marketing: Unsubscribe from marketing communications at any time via account settings or email unsubscribe links
• Restrict Processing: Request restriction of certain processing activities
• Object: Object to processing based on legitimate interests
• Non-Discrimination: Exercise your privacy rights without discriminatory treatment

To exercise these rights, contact us at privacy@unifiedbuildingpro.com. We will respond within 30 days (or as required by applicable law).

8. Cookies and Tracking Technologies

We use the following types of cookies and similar technologies:

• Essential Cookies: Required for authentication, security, and basic Platform functionality. Cannot be disabled.
• Preference Cookies: Store your settings such as language preference, theme (dark/light mode), and layout options.
• Analytics Cookies: Help us understand how users interact with the Platform, which features are most used, and where improvements are needed.

We do not sell your personal information. We do not use third-party advertising cookies or trackers.

8a. SMS, Voice, and Mobile Information

When you provide a mobile phone number to Unified Building Pro LLC, we use it to send transactional SMS and voice messages related to your account and building operations — including authentication codes, security alerts, appointment and maintenance reminders, violation notifications, AI crew check-ins, workspace invitations, and operational updates.

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. All categories of mobile opt-in data, including SMS consent and phone numbers, will not be shared with any third parties or affiliates for marketing or promotional purposes.

We share phone numbers and message content only with our messaging service provider (Twilio) and other sub-processors strictly as required to deliver the messages you have requested.

Opt-In: You opt in by creating an account and providing your phone number, by enabling SMS notifications in your account settings, or by replying START to a previous opt-out.

Opt-Out: You may opt out of SMS at any time by replying STOP to any message, or by disabling SMS notifications in your account settings.

Message frequency varies based on your activity and settings (typically up to 30 messages per month). Message and data rates may apply.

9. Children's Privacy

The Platform is not directed to individuals under 18 years of age. We do not knowingly collect personal information from children. If we become aware that a child has provided personal information, we will take steps to delete it promptly. Contact us at privacy@unifiedbuildingpro.com if you believe a child has provided us with personal information.

10. International Data Transfers

Your information may be transferred to, stored, and processed in the United States and other countries where our service providers operate. By using the Platform, you consent to the transfer of your information to countries that may have different data protection laws than your jurisdiction.

11. California Privacy Rights (CCPA/CPRA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA), including the right to know what personal information we collect and how we use it, the right to request deletion, the right to opt out of the sale of personal information (we do not sell personal information), and the right to non-discrimination for exercising your privacy rights.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Material changes will be communicated via email or in-app notification at least 30 days before taking effect. The "Effective Date" at the top of this page indicates when the policy was last revised.

13. Contact Us

For privacy-related questions, data requests, or concerns:

Unified Building Pro LLC, Privacy Inquiries
Email: privacy@unifiedbuildingpro.com
New York, NY