Privacy Notice
1. About this notice
Kiara AI Inc (“Kiara,” “we,” “us,” “our”) provides software that property management companies, landlords, and owners use to run rental housing. This notice explains what personal information we handle, why, who we share it with, and the choices you have.
It covers our websites, our web application, our mobile application, and any other interaction you have with us. Our Terms and Conditions supplement this notice.
Kiara is a software company. We are not a property management company, a landlord, a real estate broker, a consumer reporting agency, or a bank.
2. Our role
Our responsibility for your information depends on how you came to us.
If you are a property company — an owner, landlord, property manager, or their personnel — we handle your information for our own business purposes: to provide the Services, support and secure them, bill you, and communicate with you. We are the controller of that information, and this notice describes what we do with it.
If you are a resident, applicant, guarantor, vendor, or owner-investor of a property company that uses Kiara, we handle your information on that company's behalf and under its instructions. It decides what is collected, how it is used, and how long it is kept. That company is the controller; Kiara is its service provider.
This means:
- We do not decide whether you are approved for a unit, what your rent is, what you owe, or what happens with your application, tenancy, or maintenance request.
- We do not use your information for our own purposes, sell it, or market to you.
- Questions about why your information was collected, and requests to access, correct, or delete it, should go to the property company you deal with. Its privacy notice governs your relationship, not this one. If you contact us, we will pass your request to that company and confirm we have done so.
If you are a website visitor, we are the controller of the information described in Sections 3 and 11.
3. Information we handle
From property company personnel: name, business email, phone number, job title, company name, and postal address; account and permission settings; billing contact, billing address, invoice and payment history, and tax identification information; portfolio, occupancy, delinquency, maintenance, and transaction data; and your communications with our support team. Authentication is handled by our identity provider — we do not receive or store your password.
From residents, applicants, vendors, and owner-investors (handled on behalf of a property company): name, email address, phone number, mailing and unit address, and date of birth; lease terms, unit, move-in and move-out dates, balance and payment history; information submitted in a rental application; the content of SMS, email, and in-product messages exchanged with the property company through the Services, including maintenance requests and any photographs or documents attached; and, for vendors, business contact information, insurance certificates, tax documentation, and work order history.
Automatically: IP address, browser and device type, operating system, pages and features accessed, timestamps, crash reports, and performance metrics.
From other sources: most resident and applicant information reaches us from the property company that uses Kiara. Where a property company connects a bank account, our data provider supplies read-only account and transaction information. We use limited business contact information from public and commercial sources to market to prospective customers; we do not obtain resident or applicant information this way.
We do not collect precise geolocation. Our mobile application does not access your device contacts, camera, microphone, or photo library, and does not connect to bank accounts or process payments.
4. How we use information
- To provide the Services — authenticate accounts, maintain records, transmit and organize communications, process and reconcile payments, generate reports and statements, route maintenance requests, deliver notices, and operate the features a property company has enabled.
- To support and secure the Services — respond to support requests, diagnose problems, monitor for fraud and unauthorized access, maintain audit logs, and enforce our Terms.
- To improve the Services — analyze usage, test and develop features, and measure quality, using aggregated and de-identified information wherever possible.
- To bill and administer accounts.
- To comply with law — meet legal, regulatory, tax, and recordkeeping obligations, respond to lawful requests, and establish or defend legal claims.
- To market to businesses — product and event communications to property company personnel and prospective customers, which you can opt out of at any time. We do not market to residents or applicants and do not use their information for any marketing purpose.
5. AI features
Kiara uses artificial intelligence to draft and send text-based communications, categorize and summarize information, extract data from documents, and run automated workflows a property company has configured.
We access large language models from Anthropic through Amazon Bedrock, a managed service operated by Amazon Web Services. Text submitted to an AI feature is processed to generate a response and returned to the Services. Amazon Bedrock does not retain that content after a request is processed and does not share it with the model provider.
We do not use your information to train AI models. Kiara does not use customer data, resident or applicant information, or communication content to train, fine-tune, or improve any general-purpose or foundation model, and our providers are contractually prohibited from doing so.
AI features do not make decisions about you. They do not approve or deny applications, determine eligibility, set rent or fees, decide accommodation requests, or determine what anyone owes. A person at the property company makes those decisions.
Where an AI agent conducts a conversation with you by SMS, email, or web chat, we disclose that you are interacting with an automated system and provide a way to reach a person.
Kiara does not currently offer voice or telephone AI features. We do not record calls.
6. Payments and financial information
Rent and resident payments. Payments are processed by Stripe, Inc. Card and bank account details you enter are collected and held by Stripe under its own privacy policy. Kiara does not hold or control funds. We receive only the transaction records needed to reconcile a payment against a ledger — amount, date, status, payment method type, and the last four digits of an account or card number.
Vendor payments. Where a property company pays maintenance vendors and suppliers through the Services, we use Routable, Inc. to collect vendor payment details and tax documentation and to execute payment. Vendor bank account information is collected and held by Routable under its own privacy policy. Kiara does not hold or control these funds.
Bank connections. Where a property company connects a bank account for expense tracking, we use a third-party provider (currently Plaid Inc.). Kiara never receives or stores your bank login credentials. With permission, the provider shares read-only account identifiers, balances, and transactions. You may view, disconnect, or delete data held by Plaid at my.plaid.com.
We do not disclose nonpublic personal financial information to any third party for that party's own marketing purposes.
7. Communications
SMS. Where you have opted in, you may receive text messages about your account, tenancy, application, or maintenance request. These messages are sent in the name of the property company you deal with, from a phone number assigned to that company. Message frequency varies. Message and data rates may apply. Reply STOP to opt out or HELP for help.
We use a messaging provider to deliver these messages. We do not disclose your phone number to any third party for marketing purposes, and we do not sell, rent, or license contact information to anyone.
Email. We send transactional email relating to your account, and — to property company personnel only — product and marketing email you can unsubscribe from at any time.
Physical mail. Where a property company sends a notice or letter by mail through the Services, we use a print-and-mail provider to produce and deliver it.
Messages exchanged through the Services are stored so the property company has a record of them and so the Services can function. That company can see them.
8. How we share information
We do not sell personal information. We do not act as a data broker. We do not share personal information for targeted or cross-context behavioral advertising.
We disclose information only in these circumstances:
- Service providers — vendors who host our infrastructure, deliver messages, process payments, run AI inference, authenticate users, print and mail documents, and provide customer support. They act on our instructions under written contracts that prohibit any other use.
- Between users of the same account — information within a property company's account is visible to its authorized users according to the permissions it sets.
- At your direction, or the property company's — where an integration is enabled or a disclosure authorized, such as to a maintenance vendor or a listing site.
- Legal and safety — to comply with law, respond to valid legal process, cooperate with regulators or law enforcement, enforce our Terms, investigate fraud or security incidents, or establish, exercise, or defend legal claims.
- Corporate transactions — in connection with a merger, acquisition, financing, or sale of assets, subject to this notice continuing to apply.
9. Retention
We retain information for as long as needed for the purposes described here and as required by law.
While an account is active, information is retained so the Services work and the property company has its records. After a subscription ends, customer data is available for export for 30 days and deleted within 90 days after that, except for records we must keep by law; routine backups are overwritten on a rolling schedule. System and diagnostic logs are retained for 90 days. Financial and tax records are retained as long as law requires.
If you are a resident or applicant, the property company sets the retention period for your information within the Services.
10. Security
We maintain administrative, technical, and physical safeguards designed to protect information against unauthorized access, loss, alteration, and disclosure. These include encryption in transit and at rest, multi-factor authentication, role-based access controls, access logging and monitoring, and a documented incident response plan. Personnel access is limited to what a role requires, and we review vendor security before onboarding a provider.
No system is completely secure and we cannot guarantee absolute security. If a breach affecting your information occurs, we will notify affected parties as applicable law requires.
11. Cookies
Our websites use cookies and similar technologies for essential functionality, analytics, and marketing to prospective business customers. You can manage your preferences through the consent banner on our site or through your browser settings. We honor Global Privacy Control and similar opt-out preference signals where applicable law requires.
Our web and mobile applications use only cookies and identifiers necessary for authentication, security, and core functionality. We do not run advertising or third-party tracking inside the application or on resident-facing pages.
12. Children
The Services are not directed to children, and individuals under 18 are not permitted to use them. We do not knowingly collect information from anyone under 18. Where a property company records a minor as an occupant, that information is limited to name and date of birth and is handled on that company's behalf. If you believe a child has provided us information, contact us and we will delete it.
13. Your rights
Depending on where you live, you may have the right to know what personal information we hold about you and obtain a copy; to correct it; to request its deletion; to receive it in a portable format; to opt out of sale, sharing, or targeted advertising (we do none of these); to withdraw consent where processing is based on consent; to appeal a decision on your request; and not to be treated differently for exercising these rights.
Property company personnel and website visitors — email privacy@meetkiara.ai. We will verify your identity before acting and respond within 45 days, extendable by a further 45 days where a request is complex, in which case we will tell you.
Residents, applicants, guarantors, vendors, and owner-investors — direct your request to the property company you deal with, which controls your information. If you send a request to us, we will pass it to that company and confirm we have done so.
14. Where information is held
We store and process information in the United States. If you access the Services from elsewhere, your information will be transferred to and processed here.
15. Changes to this notice
We may update this notice as our Services change and privacy laws evolve. The current version is always posted here, and we will revise the "Last updated" date when we make a change. If we determine, in our discretion, that a change is material, we will notify property company account contacts by email or in-product message. If you are a resident or applicant, the property company you deal with is responsible for notifying you of changes to its own privacy practices. By continuing to use the Services, you agree to the most recent version of this notice.
16. Contact us
Email: privacy@meetkiara.ai
Mail: Kiara AI Inc, Attn: Privacy, 8908 Washington St NE, Suite 102, Albuquerque, NM 87113