Privacy Policy

1. Who this policy applies to

This policy applies to two groups: clients (property management companies and their staff who use the Sublex portal) and prospects (renters who interact with a Sublex-powered chat widget embedded on a property's website).

2. Data we collect

From clients (portal users):

• Name and work email address (account creation)
• Organization and property details you provide during onboarding
• Usage data (pages visited, features used) for product improvement

From prospects (widget visitors):

• Conversation messages sent to the AI assistant
• Email address, phone number, and name — only when voluntarily shared during a conversation
• Approximate timestamp and property context of the conversation

3. How we use your data

• To operate and improve the Sublex platform
• To surface prospect contact information to the relevant property's leasing team
• To send transactional emails (account invites, onboarding notifications)
• To analyze usage patterns and improve AI response quality

We do not sell personal data to third parties. We do not use prospect data for advertising.

4. Data storage and security

All data is encrypted at rest and in transit (TLS). Access to production data is restricted to authorized Sublex personnel and the property management organization whose data it is.

5. Data retention

Client account data is retained for the duration of the subscription and for up to 90 days following termination, after which it is deleted. Prospect conversation data and lead records are retained for as long as the associated property account is active. Clients may request deletion of their data at any time.

6. Third-party services

We use the following third-party services to operate the platform:

• Supabase — database and authentication
• OpenAI — AI language model powering the chat assistant
• Resend — transactional email delivery
• Vercel — frontend hosting and edge functions

Prospect conversation data is sent to OpenAI to generate responses. OpenAI's data usage policies apply. We use the API in a manner that prevents training on your data by default.

7. Your rights

You have the right to request access to, correction of, or deletion of your personal data. To exercise any of these rights, email legal@sublex.ai. We will respond within 30 days.

8. Cookies

We use session cookies strictly for authentication (keeping you logged in to the portal). We do not use tracking or advertising cookies.

9. Changes to this policy

We may update this policy from time to time. Material changes will be communicated by email to active clients. Continued use of the platform after changes constitutes acceptance.

10. Contact

Questions about this policy? Email legal@sublex.ai.