Privacy Policy

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 — collected when your property has Clync Move-In enabled, used for deal and offer notifications if you provide it.
• 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.
• 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 deal or Marketplace notification messages via SMS.
• 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.

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.

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.

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.

3. Identity Verification

When your property uses Clync Move-In, 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.

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.

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 if you have explicitly opted in to receive them.
• Send you email deal and offer notifications if you have provided an email address and opted in.
• 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.
• 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.
• 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 notifications about new deals and offers from local businesses near your property. If you opt in in your profile or during Marketplace activity, we may send Marketplace activity notifications when applicable.

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

We collect your email address for deal and offer notifications when you provide it. You can unsubscribe at any time via the unsubscribe link in any email or by contacting dane@clync.me. We do not sell or share your email address with third parties.

10. AI Processing

Clync uses AI systems, including Claude by Anthropic, for document verification during move-in. AI processing is limited to identity and insurance verification only. No AI system retains or trains on your personal documents. AI verification results are reviewed in context by your leasing team.

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 and Renter Buddy messages. Documents are not retained by Anthropic for training and are not stored by Clync after verification completes.
• Resend (email delivery) — delivers submission notifications and attachments to your property's leasing team and, where applicable, 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.

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.

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. Profile, vehicle, and pet photos are retained until you remove them or request account deletion. 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.

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.

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 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