Privacy Policy
Your apartment record belongs to you. This page explains, in plain language, what we store, who processes it, and the choices you have. It is a description of our practices, not legal advice.
Account information
We store your email address, the name you choose to give us, your account creation date, and your sign-in method. We do not ask for your date of birth, phone number, government ID or payment details — the beta is free and no payment information is collected.
Authentication
Sign-in is handled by our authentication provider. Passwords are stored by that provider as salted hashes; we never see or store your password. If you sign in with Google, Google tells us your email address and name only. Verification links, password resets and security notices are sent by email and are required to operate your account.
Apartment information
The apartment nickname, address, city and state, lease and move-in/move-out dates, deposit amount, rooms, fixtures, conditions, repairs, costs and notes that you enter. You choose how much of this to provide; an address is optional.
Photos and documents
Photos, receipts, leases and landlord messages you upload are stored in private cloud storage that is not publicly listable. Access requires your signed-in session, and viewing links are short-lived and expire. Database access rules restrict every record to the account that created it, so other Apartment Memory users cannot see your files. We do not use your photos or documents in marketing without your explicit, separate permission.
AI processing
When you request photo identification, a receipt read, a message summary or an assistant answer, the relevant content — which may include the image or document you selected — is transmitted to our AI model provider to generate that result, and the result is stored on your record. AI output is labelled as AI-generated and unverified until you confirm it. AI output can be wrong and is not legal, financial, contractor or insurance advice. We do not use your content to train our own models. We rely on our provider's commitments regarding their use of submitted content; we cannot independently audit them.
Third-party service providers
We use a small set of processors to run the product: a cloud database, authentication and file storage provider; an AI model provider for the features above; an email delivery provider for account and (in future) marketing email; and our application hosting provider. These providers process data on our instructions in order to deliver the service. We do not sell your personal information and we do not share your apartment record with landlords, property managers or advertisers.
Analytics
We record a small set of product events — for example that a landing page was viewed, an account was created, a photo was uploaded, or an AI feature was used — together with a random visitor identifier and a campaign code. Analytics never contains your photos, documents, messages, addresses, room names or AI content. Owner and admin dashboards show aggregate counts only.
Referral tracking
If you arrive with a link such as ?ref=realestate, we store only that short campaign code — never the full URL, and never any personal data from the referrer. It is used to understand which campaigns bring renters to the product and may in future determine eligibility for a promotion. Referral data is never used to reveal another user's identity or activity.
Marketing email
Marketing email is entirely optional and off unless you opt in. We record whether you opted in, when, which categories you selected (product updates, renter tips, promotions), and when you changed or withdrew that choice. You can change your preferences at any time in Settings → Email preferences, and every marketing email includes a one-click unsubscribe link that works without signing in. Unsubscribing from marketing never stops account, verification, password reset or security emails, which are required to operate your account.
Data retention
Your apartment record is kept for as long as your account exists. Product analytics events are retained in aggregate form and are stripped of your identifiers when you delete your account. Marketing consent history is retained in de-identified form so we can demonstrate that consent was properly obtained and honoured. If your account is deleted we keep a one-way cryptographic fingerprint of your email address on a suppression list so that you cannot be added to any future marketing campaign; the address itself is not recoverable from it.
Account deletion
You can delete individual photos, documents, messages and timeline entries at any time. In Settings you can permanently delete your entire account: this removes your stored files, your apartment record and every related row, your marketing preferences, and your login. Deletion is irreversible.
Security practices
Files are held in a private bucket and served through expiring links. Every database table holding your content has row-level access rules scoped to your account, and privileged operations run only on the server. Traffic is encrypted in transit. No system can be guaranteed perfectly secure, and we do not claim otherwise.
Your privacy choices
You can access and correct your apartment information in the app, export copies of what you have uploaded, change or withdraw marketing consent, and delete your account. If you want a copy of the data we hold or want it deleted on your behalf, contact us.
Contact
Questions about privacy, or a data access/deletion request: email privacy@apartmentmemory.net.
Apartment Memory helps you document and organize your apartment. It does not provide legal advice and cannot determine who is legally responsible for any condition. Rental laws vary by state and city.