ReserveIQ Privacy Policy

Effective Date: July 9, 2025

Last Updated: July 9, 2025

1. Introduction

ReserveIQ Inc. ("we," "us," or "our") respects your privacy and is committed to protecting your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our platform, services, and website (collectively, the "Service"). This Policy applies to all users of ReserveIQ, including board members, property managers, and enterprise customers.

2. Information We Collect

2.1 Personal Information You Provide

  • Account Info: name, email, phone, company, job title
  • Profile Info: Professional credentials, property management license numbers
  • Billing Info: Payment card details, billing address (processed through secure third-party payment processors)
  • Building Info: Property details, unit counts, addresses, reserve study data
  • Communication Data: Messages, support requests, feedback

2.2 Information Collected Automatically

  • Usage Data: Pages visited, features used, time spent on platform, click patterns
  • Device Information: IP address, browser type, operating system, device identifiers
  • Log Data: Server logs, error reports, performance metrics
  • Cookies and Tracking: We use cookies and similar technologies to enhance user experience

2.3 Information from Third Parties

  • Integration Data: Information from connected services (QuickBooks, property management systems)
  • Public Records: Publicly available property and regulatory information
  • Partner Data: Information from property management company partners

3. How We Use Your Information

3.1 To Provide Our Services

  • Create and manage your account
  • Process payments and billing
  • Provide AI-powered document analysis and reserve fund scoring
  • Generate compliance reports and deadline tracking
  • Deliver email templates and communication tools
  • Provide customer support

3.2 To Improve Our Services

  • Analyze usage patterns to enhance platform functionality
  • Develop new features and services
  • Conduct research and analytics
  • Train and improve our AI models (using anonymized data)

3.3 To Communicate With You

  • Send service-related notifications and updates
  • Provide customer support and respond to inquiries
  • Send marketing communications (with your consent)
  • Notify you of changes to our services or policies

3.4 For Business Operations

  • Comply with legal obligations and regulatory requirements
  • Protect against fraud, security threats, and abuse
  • Enforce our Terms of Service
  • Facilitate business transactions (mergers, acquisitions)

4. Information Sharing and Disclosure

4.1 We Do Not Sell Your Personal Information

ReserveIQ does not sell, rent, or trade your personal information to third parties for their commercial purposes.

4.2 Service Providers

We may share information with trusted third-party service providers who assist us in:

  • Payment processing (Stripe, PayPal)
  • Cloud hosting and data storage (AWS, Google Cloud)
  • Email delivery services
  • Customer support tools
  • Analytics and performance monitoring

4.3 Business Partners

Property Management Partners: We may share relevant building data with property management companies you work with
Integration Partners: Data necessary for connected services (QuickBooks, property management systems)

4.4 Legal Requirements

We may disclose information when required by law or to:

  • Comply with legal process (subpoenas, court orders)
  • Protect our rights, property, or safety
  • Investigate fraud or security issues
  • Respond to government requests

4.5 Business Transfers

In the event of a merger, acquisition, or sale of assets, user information may be transferred as part of the transaction.

5. Data Security

5.1 Security Measures

We implement industry-standard security measures including:

  • Encryption of data in transit and at rest
  • Secure data centers with physical security controls
  • Regular security audits and penetration testing
  • Employee access controls and security training
  • Multi-factor authentication options

5.2 Data Breach Response

In the event of a data breach, we will:

  • Immediately investigate and contain the breach
  • Notify affected users within 72 hours when legally required
  • Cooperate with relevant authorities
  • Take steps to prevent future breaches

6. Data Retention

6.1 Retention Periods

  • Account Data: Retained while your account is active and for 7 years after closure for legal/business purposes
  • Building Data: Retained while relevant to your account and business relationship
  • Usage Data: Typically retained for 2 years for analytics purposes
  • Financial Data: Retained for 7 years to comply with accounting requirements

6.2 Data Deletion

You may request deletion of your personal information by contacting us. We will respond within 30 days, subject to legal retention requirements.

7. Your Privacy Rights

7.1 Access and Portability

You have the right to:

  • Access your personal information we hold
  • Request a copy of your data in a portable format
  • Verify the accuracy of your information

7.2 Correction and Updates

You may:

  • Update your account information through the platform
  • Request correction of inaccurate information
  • Contact us to make changes you cannot make yourself

7.3 Deletion and Restriction

You may:

  • Request deletion of your personal information
  • Withdraw consent for processing (where applicable)
  • Request restriction of certain processing activities

7.4 Marketing Communications

You may:

  • Opt out of marketing emails using unsubscribe links
  • Update your communication preferences in your account settings
  • Contact us to modify your preferences

8. International Data Transfers

8.1 Cross-Border Processing

Your information may be processed in countries other than your country of residence, including the United States and other jurisdictions where our service providers operate.

8.2 Safeguards

When transferring data internationally, we ensure appropriate safeguards through:

  • Standard contractual clauses
  • Adequacy decisions by relevant authorities
  • Certification schemes (Privacy Shield successors)

9. Children's Privacy

ReserveIQ is not intended for children under 13 (or 16 in the EU). We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately.

10. Canadian Privacy Rights (PIPEDA)

Under Canada's Personal Information Protection and Electronic Documents Act (PIPEDA), you have additional rights:

  • Right to know what personal information we collect and how it's used
  • Right to access your personal information
  • Right to request correction of inaccurate information
  • Right to withdraw consent (subject to legal/contractual restrictions)
  • Right to file a complaint with the Privacy Commissioner of Canada

11. California Privacy Rights (CCPA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act:

  • Right to know what personal information we collect, use, and share
  • Right to request deletion of personal information
  • Right to opt out of the sale of personal information (Note: We do not sell personal information)
  • Right to non-discrimination for exercising your privacy rights

12. European Privacy Rights (GDPR)

If you are in the European Economic Area, you have rights under the General Data Protection Regulation:

  • Right of access to your personal data
  • Right to rectification of inaccurate data
  • Right to erasure ("right to be forgotten")
  • Right to restrict processing
  • Right to data portability
  • Right to object to processing
  • Right to withdraw consent

13. Cookies and Tracking Technologies

13.1 Types of Cookies We Use

  • Essential Cookies: Required for platform functionality
  • Performance Cookies: Help us understand how users interact with our platform
  • Preference Cookies: Remember your settings and preferences
  • Marketing Cookies: Used to deliver relevant advertisements

13.2 Managing Cookies

You can control cookies through your browser settings. Note that disabling certain cookies may limit platform functionality.

14. Third-Party Links

Our Service may contain links to third-party websites. We are not responsible for the privacy practices of these external sites. We encourage you to review their privacy policies.

15. Updates to This Policy

We may update this Privacy Policy periodically. We will notify you of material changes via:

  • Email notification
  • Prominent notice on our platform
  • Updated "Last Modified" date

Your continued use of the Service after changes constitutes acceptance of the updated policy.

16. Contact Information

16.1 Privacy Questions

For privacy-related questions or to exercise your rights, contact our Privacy Officer:

Email: privacy@reserveiq.net
Subject Line: Privacy Inquiry - [Your Name]

16.2 Data Protection Officer

For EU-related inquiries:
Email: dpo@reserveiq.net

16.3 General Contact

ReserveIQ Inc.
Email: legal@reserveiq.net
Support: demo@reserveiq.net

16.4 Regulatory Complaints

You may also file complaints with relevant privacy authorities:

  • Canada: Privacy Commissioner of Canada (priv.gc.ca)
  • EU: Your local data protection authority
  • California: California Attorney General (oag.ca.gov)

By using ReserveIQ, you acknowledge that you have read and understood this Privacy Policy and consent to the collection, use, and disclosure of your information as described herein.