Privacy Policy

Effective Date: April 5, 2026 · Last Updated: July 7, 2026

1. Introduction

Clync Inc. (“Clync,” “we,” “us,” or “our”) operates a resident resource platform that provides property residents with move-in and move-out workflows, move-in tools, local business deals, neighborhood recommendations, and optional in-app assistance via a QR-code-accessible web application (the “Service”).

This Privacy Policy explains how we collect, use, disclose, and protect your information when you access or use our Service. By using the Service, you agree to the practices described in this policy.

2. Information We Collect

2.1 Information You Provide Directly

Name — first and last name provided during account registration and in your resident profile.
Phone number — used to create and verify your account via one-time passcode (OTP).
Email address — required during registration when your property has Clync Move-In enabled. We store it in your resident profile and use it for relationship and operational communications from your property and Clync (such as a welcome message, package notices, policy updates, and move-in reminders). We do not use your email for Resident Deals or Marketplace notifications.
Unit number and move-in date — collected when Clync Move-In is enabled at your property.
Profile photo — optionally uploaded by you and stored securely in our cloud storage (Supabase Storage).
Vehicle information — make, model, year, color, license plate, state, and an optional vehicle photo, when you choose to add a vehicle during move-in.
Pet information — name, type, breed, weight, emotional support animal (ESA) status, pet photo, vaccination records, and ESA documents, when you choose to add a pet during move-in.
Move-in condition photos — if your property has move-in condition photo submission enabled, you may upload photos of your unit within 48 hours of your move-in date to document pre-existing conditions. These photos are stored securely and associated with your resident account.
Pet policy attestations — when you register or update a pet, we store your affirmative responses to property pet-policy statements, including attestations about animal behavior, document authenticity, and truthfulness, along with timestamps and whether the attestation followed an edit.
AI-derived pet compliance data — rabies vaccination dates, expiry dates, ESA letter dates, verification status, verification flags, and reminder-send history derived from uploaded documents and stored on your pet record.
Pre-screening government ID — if your property uses pre-screening, you may submit a government-issued ID before your move-in date. Processing and retention rules are identical to move-in identity verification described in Section 3.
Proof of income — if pre-screening is enabled at your property, you may submit proof of income documents. Submission status and timestamp are recorded. Documents are not retained after processing.
Government-issued ID — submitted temporarily for identity verification during move-in (see Section 3).
Renters insurance documents — submitted temporarily for insurance verification during move-in (see Section 4).
SMS opt-in preferences — your explicit choices in the Resident Deals section, your profile, or during Marketplace activity to receive event-based deal or Marketplace notification messages via SMS. We do not send daily SMS reminders or digests for deals or Marketplace activity.
Marketplace listings — items you choose to post on the Building Marketplace, including title, description, condition, and any photos you upload. This information is visible to other verified residents of your property.
Listing price — an optional price you may set on a Marketplace listing. This is visible to other verified residents in your scope.
Marketplace activity — records of items you have listed, claimed, or removed, and whether you have chosen to share your contact information with another resident following a claim.
Move-out information — move-out date, reason for moving, forwarding address, optional messages to the leasing team, and cleaning requests you submit through move-out tasks.
Renter Buddy messages — questions and messages you send to the in-app Renter Buddy assistant, stored to provide the conversation and operate the feature.
Package notification history — records of package arrival notifications sent to your account, including timestamp and delivery status, associated with your resident profile.

2.2 Information Collected Automatically

Session and authentication data — managed by our database provider (Supabase) to keep you logged in.
Deal claim activity — records of deals you claim and when they were claimed or expired, associated with your phone number.
Property registration history — a record of which properties your phone number has been registered at, used to administer our registration policies.
Basic cookies — we use session cookies strictly necessary for authentication and Service functionality. We do not use tracking, advertising, or analytics cookies.
Move-in and move-out task records — records of which move-in or move-out tasks you have submitted and when, associated with your resident account.
Renter Buddy usage metrics — aggregated usage data such as question counts and session activity, associated with your property.
Acknowledgment reminder stage — a record of how many staged acknowledgment reminder emails have been sent to you (up to three, at approximately 1, 7, and 30 days after your move-in date), retained while your account is active.
Pet compliance notification state — records of which pet document expiry reminders have been sent and when, associated with your pet records.

2.3 Information We Do Not Collect or Retain

We do not collect precise GPS or device location data.
We do not collect payment information.
We do not store government ID images, passport images, government ID numbers, passport numbers, or Social Security numbers.
We do not permanently store renters insurance policy documents after verification is complete.
We do not collect demographic data beyond what you voluntarily provide.
We do not collect any data from external platforms such as Google through our optional review prompt feature.
We do not permanently store uploaded rabies vaccination records or ESA letter source documents after AI verification is complete. Extracted compliance data (dates, status, flags) is retained; source files are deleted.

2.4 Document Processing and Retention

When you upload documents for move-in verification (such as a government ID, renters insurance policy, or utility bill), those files are processed securely in transit. AI-assisted verification may analyze document content to check completeness and eligibility. Uploaded documents are not retained in Clync's database after processing and forwarding are complete. Utility and similar supporting documents may be stored temporarily in secure cloud storage only long enough to complete submission. Once your document is emailed to your property's leasing team, Clync deletes its copy. Your property management company may retain submissions under its own policies.

Package Label Scanning: When your property uses Clync's package notification feature, leasing staff may photograph shipping labels using the Clync team portal. The label image is processed by an AI system (Claude by Anthropic) solely to extract the recipient name and unit number for the purpose of identifying which resident has received a package. Unit numbers are used only to cross-reference and confirm the correct resident match when name extraction is ambiguous. No address data beyond the unit number is retained or used. Label images are not stored by Clync after name extraction is complete. The extracted name is used only to match against registered residents and trigger a notification email. No label image or extracted address data is retained.

Pet Document Verification: When you upload a rabies vaccination record or ESA letter during pet registration, the document is processed by an AI system (Claude by Anthropic) to extract compliance data including vaccination dates, expiry dates, veterinary clinic information, and for ESA letters, provider credentials, state license number, and letter date. Source files are deleted after processing. Extracted compliance metadata is stored on your pet record and visible to your property's leasing team through the Clync team portal.

3. Identity Verification

When your property uses Clync Move-In or Pre-Screening, you may submit a government-issued ID for identity verification. This ID is collected solely for that purpose.

The ID image is processed by an AI system (Claude by Anthropic) to extract your name and the document expiration date. The image is transmitted securely, is never stored in our database or storage systems, and is permanently deleted after verification is complete.

The extracted name is used only to match against your lease application. We retain a verification record (pass or fail, and a timestamp) in our system without the image.

4. Insurance Verification

When your property uses Clync Move-In, you may submit renters insurance documents to verify that your coverage meets property requirements.

Documents are processed by an AI system to check the provider, coverage amounts, expiration, and interested party. Documents are transmitted securely, are never stored in our systems, and are permanently deleted after verification.

Verification results are shared with your leasing team via email. We retain a submission record (timestamp and status) without the document.

5. Resident Profile Data

We collect and store the resident profile information listed in Section 2.1 (name, phone, email, unit number, move-in date, profile photo, vehicle details, and pet details) securely in our systems. This data is accessible only to you as the resident who submitted it.

Your email address is retained in your resident profile while your account is active. You can update it in your profile at any time.

Vehicle and pet photos and related documents are stored in secure cloud storage. Your profile data is portable: if you move to another Clync-enabled property, your saved profile may be reused with your consent.

Pet photos are stored in secure cloud storage under resident-scoped paths. Access uses time-limited signed URLs. Paths remain associated with your pet record until you delete the photo or request account deletion. Vehicle photos are stored under the same pattern. Pet compliance metadata (verification status, expiry dates, attestation timestamps) is stored on your pet record and may be viewed by your property's leasing team through the team portal.

Properties do not have access to query or export resident profile data directly from our systems. Data is retained while your account is active. You may request deletion at any time by contacting dane@clync.me.

6. How We Use Your Information

We use the information we collect to:

Create and manage your resident account.
Verify your identity via SMS one-time passcode during sign-up.
Process move-in identity and insurance verification when Clync Move-In is enabled at your property.
Store and display your resident profile, vehicle, and pet information within the Service.
Share vehicle and pet information with your leasing team when you choose to submit it using the Send button.
Display property-specific move-in information and local business deals relevant to your residence.
Track deal claims and enforce claim time limits (30-minute expiration window) and per-resident claim restrictions.
Send you SMS notifications about new deals or Marketplace activity only when you have explicitly opted in and a qualifying event occurs (we do not send daily SMS reminders or digests for deals or Marketplace activity).
Send relationship and operational emails related to your residence and your property's use of the Service, such as a welcome message, package arrival notices, policy change notices, and move-in reminders when applicable.
Facilitate the Building Marketplace, including displaying your listings to other verified residents of your property, displaying listing prices where applicable, notifying you via SMS when your item is claimed or contact info is shared (if you have opted in), and sharing your name and phone number with another resident only after you have explicitly chosen to do so.
Enforce phone number registration restrictions, including the 12-month re-registration policy, to protect the integrity of resident-exclusive deals.
Facilitate move-in and move-out tasks, including verifying submitted documents with AI-assisted tools, forwarding approved submissions to your property's leasing team, and tracking task completion status.
Store move-in condition photos you submit during the 48-hour window after your move-in date to create a timestamped record of your unit's condition at move-in, which may be referenced in the event of a deposit dispute at move-out.
Operate Renter Buddy, including processing your questions using AI and maintaining conversation history within the Service.
Coordinate move-out cleaning requests, including sharing relevant contact and scheduling details with approved vendors when you request that service.
Send you package arrival notification emails when your property uses the Clync package notification feature and a package addressed to you is received at the front desk.
Track a single consolidated acknowledgment of all move-in information for your property, when acknowledgments are enabled at your property, to facilitate your access to certain platform features and maintain a record that you have reviewed property policies.
Send you advance notice of policy changes to your property's move-in information, when acknowledgments are enabled, via email at least 30 days before changes take effect.
Monitor rabies vaccination and ESA letter expiry dates and send you and your property's leasing team compliance reminder emails when documents are approaching expiration or have expired.
Store and display pet policy attestation records to your leasing team to document your acknowledgment of pet policies.
When you submit a move-out notice and your property belongs to a management company network, show you other residential properties in that network to help you explore relocation options. No resident profile data is shared with other properties through this feature.
Display property-managed leasing specials and concessions on the move-out network page when configured by your management company.
Send up to three staged acknowledgment reminder emails (at approximately 1, 7, and 30 days after your move-in date) if you have not yet acknowledged your property's move-in information.
Maintain the security and integrity of the Service.
Comply with applicable legal obligations.

We do not use your information for advertising profiling, sale to third parties, or any purpose not described in this policy.

7. Access Control

Access to the resident resource page requires your move-in date to have passed. Access to the Clync Move-In flow requires your property to have Clync Move-In enabled. Sessions are managed securely via Supabase Auth.

8. SMS Communications

We collect your phone number for account verification via one-time passcode (OTP). If you opt in in the Resident Deals section or your profile, we may send you a text message when a new deal is added at your property. If you opt in in your profile or during Marketplace activity, we may send a text when a specific Marketplace event occurs (such as your item being claimed or a contact request). These messages are event-based only — we do not send daily SMS reminders or recurring digests for Resident Deals or Marketplace activity.

You can opt out at any time by replying STOP to any SMS, or by updating your preferences in the Resident Deals section or your profile. We do not sell or share your phone number with third parties, including local businesses. Message and data rates may apply. For help, reply HELP or contact us at dane@clync.me.

9. Email Communications

When Clync Move-In is enabled at your property, your email address is required during registration. We store it in your resident profile and retain it while your account is active. We use email for relationship and operational communications from your property and Clync — not promotional marketing.

Emails we may send to residents include:

A welcome email when you create your account.
Package arrival notifications when your property uses the Clync package notification feature.
Policy change notices when acknowledgments are enabled at your property, sent at least 30 days before changes take effect where applicable.
Move-in reminders about incomplete required tasks or unreviewed move-in information, when Clync Move-In or acknowledgments are enabled at your property.

Pet document expiry reminders: if you have registered a pet, we may send you reminder emails when your pet's rabies vaccination record or ESA letter is approaching expiration or has expired, including your pet's name, expiry date, and a link to update your documents.

Acknowledgment reminders: if your property has acknowledgments enabled and you have not yet acknowledged your move-in information, we may send up to three reminder emails on a staged schedule (approximately 1, 7, and 30 days after move-in). No further reminders are sent after the third email or after you acknowledge.

We do not send email notifications about Resident Deals or Marketplace activity. Those features are available in the app and, where you opt in, via SMS as described in Section 8. We do not send daily email digests for deals or Marketplace activity.

You can update your email address at any time in your profile. If you have questions about an email you received or wish to discuss non-essential property-related emails, contact your leasing office or dane@clync.me. We do not sell or share your email address with third parties.

9.1 CAN-SPAM Act

The CAN-SPAM Act is a U.S. law that regulates commercial email. Clync's resident emails are intended as relationship messages — communications tied to your existing residency, your property's use of the Clync platform, and operational notices coordinated with your property management team. They are not advertising campaigns, third-party marketing, or unsolicited promotional email.

Because of this, our resident emails are generally treated differently under CAN-SPAM than promotional commercial email. We do not send bulk marketing email, we do not sell your email address, and we do not use your email for advertising profiling. If we ever introduce promotional email beyond what is described in this section, we will update this policy and provide appropriate opt-out mechanisms before doing so.

10. AI Processing

Clync uses AI systems, including Claude by Anthropic, for the following purposes:

Document Verification: AI processes government ID and renters insurance documents during move-in to check completeness and eligibility. Documents are not retained after processing.

Package Label Scanning: AI processes photos of shipping labels taken by leasing staff to extract recipient names for package notification purposes. Label images are not retained after name extraction.

Renter Buddy: AI processes your in-app questions to provide responses. Conversation history is retained while your account is active.

Team Portal Assistance: AI assists leasing staff with managing property information content through the Clync team portal. This processing does not involve your personal data.

Pet Document Verification: AI processes rabies vaccination records and ESA letters during pet registration to extract compliance data. Source documents are not retained after processing. Extracted data (dates, status, flags) is stored on your pet record.

No AI system retains or trains on your personal documents. AI verification and extraction results are used only for the specific purpose described above.

11. How We Share Your Information

We do not sell your personal information. We share your information only in the following limited circumstances:

11.1 Service Providers

We share information with trusted third-party service providers who assist us in operating the Service:

Supabase (database, authentication, and storage infrastructure) — stores your account data, profile information, vehicle and pet photos, deal claim history, move-in and move-out task records, Renter Buddy conversation history, and registration records, and manages authentication sessions.
Twilio (SMS delivery) — delivers one-time passcode messages and, if you have opted in, notification messages to your phone number. Twilio receives your phone number solely to transmit these messages.
Anthropic (AI processing) — processes government ID and insurance documents temporarily during move-in verification, Renter Buddy messages, shipping label photos for package notification name extraction, and pet vaccination records and ESA letters for compliance verification during pet registration. Documents and images are not retained by Anthropic for training and are not stored by Clync after processing completes.
Resend (email delivery) — delivers relationship and operational emails to residents (such as welcome messages, package notices, and policy updates), submission notifications and attachments to your property's leasing team, pet document expiry reminders, acknowledgment reminder emails, and property leasing team notifications when pet documents expire, and, where applicable, notifications to approved cleaning vendors.
Amazon Web Services (Rekognition) (image moderation) — analyzes Marketplace listing photos to detect prohibited content before publication.

These providers are contractually obligated to use your information only to perform services on our behalf and in accordance with this policy.

11.2 Property Management Partners

Your name, phone number, and move-in or move-out submissions may be shared with the property management company associated with your residence for the purpose of administering the resident resource platform. This includes verification results and information you submit through move-in tasks (such as government ID, renters insurance, utility accounts, vehicle registration, and pet registration) and move-out tasks (such as move-out notices, forwarding addresses, and cleaning requests). Properties do not have direct access to query or export your full resident profile from our systems. Property managers are bound by their own obligations to handle resident data appropriately and may retain emailed submissions under their own retention policies.

Your property's leasing team may view pet registration compliance status, document expiry dates, verification timestamps, and attestation records through the Clync team portal. Leasing staff may receive email notifications when your pet documents expire. Document attachments may be included in emails to your leasing team when you submit your pet registration.

11.3 Legal Requirements

We may disclose your information if required to do so by law, court order, or governmental authority, or if we believe in good faith that disclosure is necessary to protect the rights, property, or safety of Clync, our users, or the public.

11.4 Move-Out Network

When you submit a move-out notice, we may display other properties operated by the same management company to help you explore relocation options. This uses only your current property association to determine which sister properties to display. No resident profile data is shared with other properties through this feature. Properties shown may display leasing specials configured by their management teams. Clync does not guarantee availability, pricing, or accuracy of specials shown.

11.5 Property Management — Package Notifications

When your property uses the package notification feature, leasing staff members access the Clync team portal to scan shipping labels and send package arrival notifications. Leasing staff can view your name, unit number, and package notification history within the team portal for this purpose. This access is limited to staff at your specific property.

11.6 Property Management — Acknowledgment and Policy Records

When acknowledgments are enabled at your property, your leasing team can view whether you have acknowledged your property's move-in information and when, through the Clync team portal. This information is used to confirm residents have reviewed current property policies and to facilitate access to certain platform features. Leasing staff cannot modify your acknowledgment records.

12. Data Retention

We retain your account and profile information for as long as your account is active or as needed to provide the Service. Government ID and insurance documents are not retained after verification. Verification and submission records (status and timestamp only) may be retained. Move-out notice details, including forwarding addresses, are retained while needed to administer move-out workflows. Renter Buddy conversation history is retained while your account is active or as needed to operate the feature. Pet compliance metadata (verification status, expiry dates, flags, timestamps, attestation records) is retained while your pet record is active. Source vaccination and ESA documents are not retained after verification. Pet and vehicle photos are retained until you remove them or request account deletion. Acknowledgment reminder stage is retained while your account is active. Deal claim records are retained for a reasonable period for business recordkeeping purposes. Property registration history, including records used to administer the 12-month re-registration restriction, is retained for the duration necessary to enforce that policy. You may request deletion of your account at any time by contacting us at dane@clync.me.

Move-in condition photos are retained for the duration of your tenancy and for a reasonable period after move-out to support any deposit dispute resolution. You may request deletion of your condition photos by contacting dane@clync.me.

13. Cookies and Similar Technologies

We use cookies solely for authentication and session management. These are technically necessary cookies that enable you to remain logged in to the Service. We do not use cookies for advertising, behavioral tracking, or analytics. You may configure your browser to block cookies, but doing so will prevent you from using the Service.

14. Data Security

All data is transmitted over encrypted HTTPS connections. Documents processed for identity and insurance verification are never written to persistent storage in our systems. Profile photos and vehicle and pet documents are stored in secure, access-controlled cloud storage. We do not store government ID numbers, passport numbers, or Social Security numbers.

Pet and vehicle photos are stored under resident-scoped storage paths and accessed via time-limited signed URLs. Source pet documents (vaccination records and ESA letters) are processed in transit and deleted after verification — they are not written to persistent storage in our systems.

Move-in condition photos are stored in secure private cloud storage under resident-scoped paths and accessed only via time-limited signed URLs.

We also use row-level security controls on our database and phone-based authentication. No method of electronic storage or transmission is 100% secure. We cannot guarantee absolute security but are committed to protecting your data using reasonable technical and organizational measures.

15. Children's Privacy

The Service is not directed to individuals under the age of 18. We do not knowingly collect personal information from minors. If you believe a minor has provided us with personal information, please contact us at dane@clync.me and we will promptly delete such information.

16. Your Privacy Rights

Depending on your location, you may have rights regarding your personal information, including:

Access — the right to request a copy of the personal information we hold about you.
Correction — the right to request correction of inaccurate information.
Deletion — the right to request deletion of your personal information.
Portability — the right to receive your data in a structured, machine-readable format.
SMS Opt-Out — the right to opt out of deal and Marketplace SMS notification messages at any time by replying STOP or updating your preferences in the Resident Deals section or your profile.

Washington State residents may have additional rights under the Washington My Health My Data Act and other applicable state laws. To exercise any of these rights, please contact us at dane@clync.me.

17. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will revise the “Last Updated” date above. Your continued use of the Service after any changes constitutes your acceptance of the updated policy. We encourage you to review this policy periodically.

18. Contact Us

If you have questions or concerns about this Privacy Policy, please contact us at:

Clync Inc.
6315 15th Ave NE, Seattle, WA 98115
dane@clync.me