Privacy Policy

1. Introduction

Welcome to RealSail. This Privacy Policy describes how RealSail LLC ("RealSail," "we," "us," or "our") collects, uses, discloses, and protects your personal information when you use the RealSail property management platform ("Service"). RealSail is an independently operated cloud-based software-as-a-service (SaaS) property management application that serves property owners, managers, management companies, and tenants.

RealSail provides its Service to property management customers (such as landlords, property managers, and management companies), who in turn use the platform to manage their properties and interact with their tenants. This Privacy Policy applies to all users of the Service, including both our direct customers and the tenants and other individuals whose information is processed through the platform.

By accessing or using RealSail, you acknowledge that you have read, understood, and agree to the practices described in this Privacy Policy. If you do not agree, please discontinue use of the Service.

2. Information We Collect

2.1 Information You Provide Directly

We collect information you voluntarily provide when creating an account, managing properties, or communicating through the platform:

• Account Registration: Name, email address, phone number, mailing address, and password.
• Customer (Property Owner / Manager) Information: Business name, tax identification number, banking information for rent disbursements, property addresses, and management company details.
• Tenant Information: Full legal name, date of birth, Social Security Number (for screening purposes, where applicable), current and previous addresses, employment information, income verification, emergency contact information, and vehicle information. This information is typically entered by the customer (property manager/landlord) or by the tenant during an application process facilitated through the platform.
• Lease and Financial Data: Lease terms, rent amounts, security deposits, payment history, maintenance request details, and associated documentation.
• Communications: Messages sent through the platform, maintenance requests, support tickets, and any files or images uploaded.

2.2 Information Collected Automatically

When you access RealSail, we automatically collect certain technical information:

• Device information (browser type, operating system, device identifiers)
• IP address and approximate geographic location
• Usage data (pages visited, features used, timestamps, session duration)
• Referral source and search terms used to find our Service
• Error logs and performance data to improve the platform

2.3 Information from Third Parties

We may receive information from third-party services integrated with RealSail:

• Payment processors (Stripe): Transaction confirmation, payment method type, and billing details
• Tenant screening services:Credit reports, criminal background checks, and eviction history (obtained only with the applicant's written consent, initiated by the customer)
• Public records: Property tax records, ownership information, and zoning data used to enhance property management features

3. How We Use Your Information

3.1 Service Delivery

• Creating and managing user accounts for customers and tenants
• Facilitating property management operations including lease management, rent collection, and maintenance tracking on behalf of our customers
• Processing financial transactions and disbursements
• Enabling communication between property managers and tenants
• Generating reports, statements, and financial summaries for customers

3.2 Platform Improvement

• Analyzing usage patterns to improve features and user experience
• Identifying and fixing bugs, errors, and performance issues
• Developing new features based on aggregated user behavior and feedback

3.3 Security and Compliance

• Detecting, preventing, and responding to fraud, unauthorized access, and security threats
• Verifying user identity and enforcing account security
• Complying with legal obligations, regulatory requirements, and law enforcement requests
• Enforcing our Terms of Service and other agreements

3.4 Communications

• Sending transactional notifications (lease reminders, payment confirmations, maintenance updates)
• Providing customer support and responding to inquiries
• Sending service announcements and updates about RealSail features
• With your consent, sending promotional communications (you may opt out at any time)

4. How We Share Your Information

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

4.1 With Your Property Manager or Landlord

If you are a tenant using the platform, your property manager or landlord (our customer) will have access to information necessary to manage your tenancy, including your contact information, lease details, payment history, and maintenance requests. RealSail acts as a data processor on behalf of these customers; the customer (as data controller) determines how your information is used within the scope of property management. Please refer to your property manager's or landlord's own privacy practices for details on how they handle your information.

4.2 Service Providers

We engage trusted third-party service providers to support our operations. These providers are contractually bound to protect your information and may only use it for the specific services we engage them to perform:

4.3 Legal Requirements

We may disclose your information when required by law, subpoena, court order, or other legal process, or when we believe in good faith that disclosure is necessary to protect our rights, your safety, or the safety of others, investigate fraud, or respond to a government request.

4.4 Business Transfers

In the event of a merger, acquisition, reorganization, or sale of assets, your information may be transferred as part of that transaction. We will notify affected customers via email or prominent notice on the Service prior to any such transfer if information becomes subject to a materially different privacy policy.

5. Data Security

We implement robust technical and organizational measures to protect your personal information:

• All data is encrypted in transit using TLS 1.2+ and at rest using AES-256 encryption
• Sensitive fields (SSN, bank account numbers) receive additional application-layer encryption
• Access to user data is restricted through role-based access control and row-level security at the database layer, ensuring strict multi-tenant data isolation
• Multi-factor authentication is required for administrative and property manager accounts
• Regular security audits and vulnerability assessments are conducted
• Automated monitoring detects and alerts on suspicious activity
• RealSail employee access to customer data is governed by the principle of least privilege, logged, and audited

While we strive to protect your information, no method of electronic transmission or storage is 100% secure. We encourage you to use strong, unique passwords and enable multi-factor authentication on your account.

6. Data Retention

We retain personal information only for as long as necessary to fulfill the purposes described in this policy, comply with legal obligations, and support legitimate business interests:

• Active customer accounts and associated data are retained for the duration of the subscription plus 30 days after termination to allow for data export and reactivation
• Tenant data entered by customers is retained for the duration of the customer's subscription; customers may delete individual tenant records at any time through the platform
• Lease and financial records are retained for 7 years after the lease term ends, as required for tax and legal compliance
• Payment transaction records are retained for 7 years per IRS requirements
• Tenant screening reports are retained for the duration of the tenancy and deleted within 30 days of lease termination or upon customer request
• System and access logs are retained for up to 1 year for security and audit purposes
• Marketing consent records are retained for as long as the consent is active plus 3 years

When data is no longer needed, it is securely deleted or anonymized so that it can no longer be associated with you.

7. Your Rights and Choices

Depending on your location and applicable law, you may have the following rights regarding your personal information:

7.1 Access and Portability

You may request a copy of the personal information we hold about you in a structured, commonly used, and machine-readable format. Customers can access and export their data directly through the RealSail dashboard. Tenants may request their data through their property manager or by contacting us directly.

7.2 Correction

You may update or correct inaccurate personal information through your account settings or by contacting us. We will respond to correction requests within 30 days.

7.3 Deletion

You may request that we delete your personal information, subject to certain exceptions (e.g., where we are required to retain data for legal or regulatory purposes, or where data is necessary to fulfill our contractual obligations to a customer). Upon receiving a verified deletion request, we will delete or anonymize your information within 30 days, unless an exception applies. For tenant data managed by a customer, we may direct you to your property manager to initiate deletion through their account.

7.4 Opt-Out of Communications

You may opt out of promotional communications at any time by clicking the "unsubscribe" link in any marketing email or by updating your communication preferences in your account settings. Note that you cannot opt out of transactional communications that are essential to your use of the Service (e.g., payment confirmations, security alerts, lease-related notifications).

7.5 Do Not Track

RealSail does not currently respond to "Do Not Track" browser signals. We do not engage in cross-site tracking of our users.

7.6 How to Exercise Your Rights

To exercise any of the above rights, please contact us at privacy@realsail.com. We will verify your identity before processing any request and respond within 30 days. If we need additional time, we will notify you of the reason and expected timeline.

8. Children's Privacy

RealSail is not intended for use by individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have collected personal information from a child under 18, we will take steps to promptly delete that information. If you believe a child has provided us with personal information, please contact us at privacy@realsail.com.

9. State-Specific Privacy Disclosures

9.1 North Carolina Residents

Under the North Carolina Identity Theft Protection Act (N.C. Gen. Stat. § 75-65), we are required to notify you in the event of a security breach involving your personal information. Notification will be made without unreasonable delay and will include a description of the incident, the types of information involved, and steps you can take to protect yourself.

9.2 California Residents

If you are a California resident, you may have additional rights under the California Consumer Privacy Act (CCPA) and the California Privacy Rights Act (CPRA). These rights may include:

• The right to know what personal information we collect and how it is used
• The right to delete your personal information
• The right to opt out of the sale or sharing of personal information (note: we do not sell personal information)
• The right to non-discrimination for exercising your privacy rights

To exercise these rights, contact us at privacy@realsail.com.

9.3 Other State Privacy Laws

Residents of states with comprehensive privacy laws (including Virginia, Colorado, Connecticut, and others) may have similar rights. We will honor all valid privacy requests in accordance with applicable state law. Contact us at privacy@realsail.com for assistance.

10. Cookies and Tracking Technologies

RealSail uses cookies and similar technologies for the following purposes:

Essential cookies are required for the Service to function and cannot be disabled. You can manage your preferences for non-essential cookies through your browser settings or through the cookie preference controls within the platform.

11. Third-Party Links and Services

RealSail may contain links to third-party websites or integrate with third-party services. This Privacy Policy does not apply to those third parties. We encourage you to review the privacy policies of any third-party services you access through our platform. We are not responsible for the privacy practices or content of third-party websites or services.

12. Data Processing Relationship

RealSail operates in a dual capacity depending on the type of data and user:

As a Data Controller: For information we collect directly from our customers (property managers, landlords, property owners) for account management, billing, and service delivery purposes.

As a Data Processor: For tenant personal information and property-related data that our customers input into the platform. In this capacity, our customers are the data controllers and determine the purposes and means of processing tenant data. RealSail processes this data solely in accordance with customer instructions and our contractual obligations.

Customers are responsible for ensuring they have a lawful basis for collecting and processing tenant information through the platform, including obtaining any necessary consents. RealSail provides tools and features to support customers in meeting their data protection obligations, including data export, deletion capabilities, and configurable retention settings.

13. International Data Transfers

RealSail is operated from the United States. If you access the Service from outside the United States, your information will be transferred to and processed in the United States. By using the Service, you consent to this transfer. We will take appropriate measures to ensure your information receives adequate protection in accordance with applicable law.

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, the Service, or applicable law. When we make material changes, we will notify customers by posting the updated policy on the Service with a revised "Last Updated" date and by email at least 30 days before the changes take effect. Your continued use of the Service after any changes constitutes your acceptance of the updated policy.

15. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

• Privacy Contact: privacy@realsail.com
• General Support: support@realsail.com
• Organization: RealSail LLC

We aim to respond to all privacy-related inquiries within 30 days. If you are unsatisfied with our response, you may have the right to file a complaint with your local data protection authority.