Privacy at SimplifyEm: Your Data, Our Priority
Table of Contents
- Introduction – Our Commitment to Privacy
- What Personal Data Do We Collect?
- Why Do We Process Your Personal Data?
- Privacy for Communication Hub
- Privacy Policy for Persona Verification
- Terms for SMS Communication
- Terms for Bank Verification
- Who Do We Share Your Personal Data With?
- How Long Do We Retain Your Personal Data?
- Your Rights Regarding Your Personal Data
- Updates to This Privacy Policy
- Security Policy
- How to Contact Us
1. Introduction – Our Commitment to Privacy
Welcome to SimplifyEm.com ("Company," "we," "our," or "us"). We value your privacy and are committed to protecting your personal information. This Privacy Policy explains how we collect, use, and safeguard your information when you visit our website (https://www.simplifyem.com), use our services, or interact with us in any way. By using our services, you agree to the terms outlined in this policy.
2. What Personal Data Do We Collect?
SimplifyEm collects personal data when you interact with us, including but not limited to when you visit our website, sign up for our services, request information about our products, participate in promotions or surveys, or use services offered by our partners and third-party providers.
The types of data we collect include:
Personal Information: Name, email address, phone number, mailing address, and payment details.
Usage Data: Details about how you engage with our website, including IP address, browser type, pages visited, UTM tracking details, etc.
3. Why Do We Process Your Personal Data?
We collect and use personal data to:
- Process orders and manage accounts.
- Provide updates, marketing, and relevant materials about our offerings.
- Send emails, texts, and reminders. You may opt out at any time.
- Fulfill and manage your requests.
- Facilitate communication with tenants, owners, vendors, and other stakeholders.
- Enable participation in promotions, referral programs, and events.
- Enhance your experience by personalizing our services.
- Work with third-party providers for background checks, marketing, customer support, and other essential services.
- Improve security, ensure compliance, and respond to legal or regulatory requirements.
- Address inquiries, resolve issues, and enhance usability.
- Conduct research, track engagement, and improve our platform.
4. Privacy for Communication Hub
SimplifyEM (“we,” “our,” or “us”) is committed to protecting your privacy. This Privacy Policy explains how our app, Communications Hub, handles your data, particularly Google user data accessed through the app. By using Communications Hub, you agree to the terms outlined in this Privacy Policy.
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Data Access
Google User Data Access
Our app requests access to certain Google user data to provide its core functionality. Specifically, we may access:
- Gmail messages to read and compose emails.
Scope Requested:
We currently request access to the following scope:
- https://mail.google.com/
This scope enables us to perform advanced email-related tasks necessary for the app’s functionality.
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Data Usage
How We Use Google User Data
Google user data is accessed solely to provide and improve the functionality of Communications Hub. This includes:
- Composing, sending, and saving draft emails through Gmail.
- Synchronizing emails with your account for operational purposes.
- Managing email communications efficiently.
We do not use your Google user data for advertising, sharing with third parties, or purposes unrelated to the app’s features.
Categories of Personal Data Collected
We may collect, or process on behalf of our customers, the following categories of personal data when you use or interact with our products and services:
- Contact Information: Name, email address, phone number, and other contact details.
- Account Information: Usernames, passwords, and account settings.
- Communication Data: Email content, attachments, metadata (e.g., timestamps, recipients), and any messages sent or received through our services.
- Usage Data: Information about how you use our application, including log files, IP addresses, device type, operating system, browser type, and activity timestamps.
- Customer-Specific Data: Any additional data processed on behalf of our customers, such as information stored in emails or user accounts, as required to provide our services.
- Support Information: Data provided when you contact us for customer support, including any details necessary to resolve your issue.
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Data Retention and Deletion
Retention of Google User Data
We retain data only for as long as it is necessary to provide our services. Emails and associated metadata are stored securely in our system for the duration of your usage of Communications Hub.
Deletion of Google User Data
You may request the deletion of your data at any time. Upon request, we will:
- Permanently delete all stored emails and associated data from our servers.
- Revoke access to your Google account, ensuring no further data is accessed.
Please note that data deletion may limit or disable the app’s functionality.
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Compliance with Minimum Scope Requirements
Our app uses the
https://mail.google.com/scope to enable IMAP and SMTP access, which is essential for its core functionality. Specifically, this scope allows the app to:- Synchronize emails between the user’s email account and our application.
- Send emails using the user’s SMTP server.
- Access folders, manage labels, and handle email attachments via IMAP.
This scope is necessary to ensure seamless integration and functionality of the app with Gmail’s email services.
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Data Security
We implement robust security measures to protect your data from unauthorized access, alteration, or disclosure. These include encryption protocols, secure servers, and regular audits.
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Your Choices and Rights
You have full control over your data and may:
- Revoke our app’s access to your Google account at any time.
- Request a copy of your data stored on our servers.
- Request data deletion, as outlined above.
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Changes to this Privacy Policy
We may update this Privacy Policy to reflect changes in our practices or legal requirements. Any updates will be posted on this page, and significant changes will be communicated to users via email or app notifications.
For any further questions, please feel free to drop an email to support@simplifyem.com.
5. Privacy Policy for Persona Verification
SimplifyEm uses Persona, a trusted third-party service, to securely verify bank accounts. We follow Persona’s privacy policies to ensure the highest level of protection for our customers’ information and to act in their best interest.
This section of the Privacy Policy explains how Persona, under the direction of its customer (SimplifyEm), processes Personal Data in order to provide the service. Personal Data provided to Persona by customers (SimplifyEm), and Personal Data provided to customers (SimplifyEm) from Persona, is subject to the customers’ (SimplifyEm’s) Privacy Policy.
You may directly provide:
- Name and contact information
- Demographic data, including birthdate and age
- Files you upload, such as tax forms and utility bills
- Government documents and identifiers (e.g., driver’s license, Social Security number)
- Audio, video, and photos of you, namely from the selfie you provide and from your government identification document
You may also be asked to provide:
- Additional contact history
- Marital status and gender
- Device/browser information
- Account information with our customer or third parties
- Geolocation data
- Biometric data (facial scan)
Persona may also infer identity information using IP and address data. Data is used solely for verification and fraud prevention, and may also be used to improve Persona’s services.
6. Terms for SMS Communication
Opt-In: By providing your phone number, you consent to receive SMS messages regarding property updates, maintenance requests, and important notifications.
Opt-Out For SMS: Reply ‘STOP’ to your Property Manager opt-out at any time
We will not share your opt-in to an SMS campaign with any third party for purposes unrelated to providing you with the services of that campaign. We may share your Personal Data, including your SMS opt-in or consent status, with third parties that help us provide our messaging services, including but not limited to platform providers, phone companies, and any other vendors who assist us in the delivery of text messages.
All the above categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.
7. Terms for Bank Verification
Verifying bank account ownership is an essential step in our property management services to ensure accurate and secure financial transactions. By requesting relevant documents, we aim to protect both our clients and our company from potential fraudulent activities. The verification process helps us confirm that the provided bank account belongs to the authorized owner and minimizes the risk of unauthorized transactions or misdirected funds.
We need these documents primarily under:
- Section 326 of the USA PATRIOT Act
- Know Your Customer (KYC) rules
- Bank Secrecy Act (BSA) requirements
8. Who Do We Share Your Personal Data With?
We do not rent or sell personal data. We may share it only with your authorization, such as when using third-party services.
Testimonials: With consent, we may feature customer testimonials and endorsements on our website and other platforms.
9. How Long Do We Retain Your Personal Data?
We retain personal data only as long as needed to provide our services, meet legal requirements, resolve disputes, and enforce agreements. Retention periods consider data sensitivity, purpose, and security risks. We may update or remove incomplete or inaccurate information at our discretion.
10. Your Rights Regarding Your Personal Data
Depending on your jurisdiction, you may have rights regarding your personal data, including the ability to:
- Access a copy of the personal data we process.
- Correct inaccurate or incomplete information.
- Request deletion of your data, subject to legal obligations.
- Object to certain data processing activities.
- Restrict processing under specific conditions.
- Transfer your data to yourself or a third party in a structured format.
- Withdraw consent at any time, though this may affect service availability.
- Request human review of automated decision-making that impacts you.
California Residents
California law grants additional rights, including:
- Right to Know what personal data we’ve collected, its sources, usage, and any disclosures or sales.
- Right to Correct inaccuracies in your data.
- Right to Delete personal data we’ve collected, with some exceptions.
- Right to Access/Portability to request a copy of your data.
- Right to Opt Out of sharing personal data for cross-context behavioral advertising.
11. Updates to This Privacy Policy
We may update this Privacy Policy at our discretion, with the latest version always available on our website under the "Last Updated" section. We recommend checking it regularly for any updates.
12. Security Policy
At SimplifyEm, protecting your personal information is our top priority. We employ industry-leading security measures, including encryption, access controls, and regular security audits, to safeguard your data against unauthorized access and threats.
For full details on how we secure your information, please review our Security Policy.
13. How to Contact Us
Have Questions? Our team is here to help. Contact us at support@simplifyem.com for any inquiries.
