Privacy notice

Who we are

ReddBooks is provided by Agentic Consulting LLC ("we", "us"). This notice explains what personal information ReddBooks collects, how it is used and shared, how long it is kept, and the choices you have. It applies to the ReddBooks website and apps.

A property manager or landlord who uses ReddBooks decides what records they keep about their tenants and owners, and may have their own privacy practices. We handle that information on their behalf and as this notice describes.

What we collect

• Account information: your name, sign-in email, contact email if you set one, phone number, photo if you add one, and password (stored only in a scrambled form we cannot read).
• Roles: whether you are a tenant, owner, manager, employee or business admin, which business you belong to, and the roles linked to your sign-in.
• Property and lease information: addresses, units, lease terms, rent, signed lease documents and signatures, security deposits and move-out statements.
• Payment information: amounts, dates, status, Stripe's reference numbers, and whether a card or a bank account was used. Full card and bank details are collected and held by Stripe, not by us.
• Bank-feed transactions: when a manager or owner connects a bank account through Plaid, the transactions from that account.
• Messages and notes sent in ReddBooks.
• Repair requests, with the photos and videos you attach.
• Documents and uploads, such as receipts, invoices, statements and lease files.
• Device and log information: your IP address, browser type, and when and how you used the service, used for security and to fix problems. When you sign a lease we record the time, IP address and browser as part of the signature record.
• Cookies: we use cookies needed to sign you in and keep you signed in, and to remember choices such as your theme. We do not use advertising or tracking cookies.

How we use it

• To run the service: show your leases, ledger, messages and repairs to the people who should see them.
• To process payments through Stripe and keep the records of them.
• To send the notices you chose. Email is on by default, and you can switch it off in Settings. Account emails (such as password links and invitations) and emergency repair alerts are sent either way.
• To keep ReddBooks secure, prevent fraud and abuse, and fix problems.
• To keep legal records, such as signed leases and deposit statements, and to meet our legal obligations.
• To understand how ReddBooks is used, from counts that do not identify anyone.

Who sees what

• People in your business see what their role allows. Managers see the properties and people of their business; a manager limited to certain properties sees only those.
• Owners see their own properties and their records.
• Tenants see their own lease, payments, messages and repairs.
• Your sign-in email is not shown to people below you in your business (for example, tenants do not see a manager's sign-in email). They see the contact email you choose in Settings instead, or your name.
• ReddBooks staff (developers at Agentic Consulting LLC) may view accounts to support you and keep the service working. That access is read-only and is logged.

Service providers

We share information with companies that help us run ReddBooks, only as needed for what they do for us:

• Stripe, for payments and payouts.
• Plaid, for bank feeds a manager or owner chooses to connect.
• Microsoft, for sign-in with a Microsoft account and file storage you connect.
• Our email provider (Resend), to deliver the emails ReddBooks sends.
• Microsoft Azure, which hosts the service and stores its data and files.
• Our AI provider (Anthropic), for the AI features you use, such as reading a document you upload.

We may also share information when the law requires it, to protect someone's safety, or as part of a sale or reorganization of our business, in which case this notice keeps applying to it.

We do not sell your information

We never sell personal information, and we do not use it for advertising or share it with advertisers.

How long we keep it

• Signed leases, payment records and security deposit records are kept as legal records, even after an account closes, because landlords and the law need them.
• A prospective tenant who was invited to a lease but never signed or paid anything is erased 90 days after the invitation, unless their manager chooses to keep them longer.
• Other personal information is kept while your account is active. When you ask us to, we erase your name, email, phone, photo and password. Records that must be kept stay, with your name on them where the record requires it.
• Server logs are kept only as long as needed for security and fixing problems.

Your choices and rights

• See your information: most of it is on your screens in ReddBooks. Ask us for a copy of anything else.
• Correct it: update your profile in Settings, or ask your property manager or us to fix a record.
• Delete it: ask us to erase your personal information. We will, except for records that must be kept as described above.
• Email: switch off email notices in Settings.

To make a request, email reddbooksmanagement@gmail.com. We may need to confirm who you are first.

Security

We protect information with encryption in transit, access controls by role, scrambled passwords, limits on repeated sign-in attempts and audit logs. No system is perfectly secure, so please use a strong password of your own and tell us if you think your account has been misused.

Children

ReddBooks is not for anyone under 18. We do not knowingly collect information from children. If you think a child has given us information, contact us and we will delete it.

Changes to this notice

When we change this notice we will post the new version with a new effective date. For a material change we will ask you to agree again before you keep using ReddBooks.

Contact

Questions about privacy: email Agentic Consulting LLC at reddbooksmanagement@gmail.com.