Privacy Policy

This Privacy Policy explains how Ownexa LLC (“Ownexa,” “we,” “us,” or “our”) collects, uses, discloses, and otherwise processes personal information when you use our websites, applications, tenant portal, public property listings, applicant workflows, and related services (collectively, the “Services”).

The Services help property owners, managers, leasing teams, tenants, prospective tenants, vendors, accountants, and other authorized users manage property operations. This policy does not replace a lease, a Property Organization’s notice, or a third-party provider’s privacy notice.

Contact. Ownexa LLC. Email: Support. Submit a request by emailing Support.

For our public website and business-account administration, Ownexa generally controls the information we process for our own account, security, administration, and marketing purposes.

For information a property owner, manager, or other business customer (each, a “Property Organization”) enters about applicants, tenants, guarantors, occupants, vendors, owners, or employees, the Property Organization generally decides why and how it is used. Ownexa acts as its service provider/processor. Contact that Property Organization first for a request concerning that information; we will assist it as required by law and our contract.

Please do not upload information that is unnecessary to the workflow. Property Organizations must not use Ownexa to collect or store full payment-card data, full bank credentials, Social Security numbers, or government-ID numbers except through an expressly approved provider workflow designed for that information.

We use personal information to:

• provide, authenticate, secure, support, and improve the Services;
• administer accounts, organizations, invitations, roles, and portal access;
• publish/manage listings, receive applications/showing requests, facilitate screening invitations, and administer placement;
• prepare, store, route, sign, renew, and administer lease documents and related notices at the Property Organization’s direction;
• facilitate rent, deposit, invoice, vendor, owner, HOA, and other payment workflows through the applicable provider; reconcile records and prevent fraud or duplicate transactions;
• provide accounting connections, reports, workpapers, exports, and authorized accountant/CPA access;
• analyze documents using configured automated extraction or AI services, validate output, retain appropriate audit information, and present it for human review;
• send transactional messages, reminders, security alerts, support responses, and, where permitted, marketing;
• monitor, investigate, prevent, and respond to fraud, abuse, security events, claims, and violations; and
• comply with law, enforce agreements, establish/defend legal claims, and complete a corporate transaction.

Where required, we rely on a lawful basis such as contract performance, legal obligation, legitimate interests in operating/securing the Services, consent, or another permitted basis. Withdrawing consent does not affect earlier processing or processing that has another lawful basis.

We disclose information only as reasonably necessary for the purposes above:

• to the relevant Property Organization and its authorized users, including owners, managers, leasing personnel, and agents;
• to applicants, tenants, co-applicants, guarantors, occupants, and vendors when the workflow, a lease, an application, or the Property Organization’s authorization requires it;
• to providers that host, authenticate, store, secure, email, analyze, support, process payments, connect accounts, create e-signatures, provide mapping, or operate the Services, such as Google Cloud, Firebase, Stripe, Sila, Plaid, QuickBooks, and a configured document/AI provider when that feature is enabled;
• to a screening provider such as TransUnion SmartMove through its authorized workflow;
• to professional advisers, auditors, insurers, regulators, or a successor in a merger, financing, sale, or transfer; and
• to authorities or other parties when we reasonably believe disclosure is required by law or needed to protect rights, safety, property, or security.

We do not sell personal information for money. We do not knowingly share personal information for cross-context behavioral advertising. We will provide any opt-out right required by law if this practice changes.

We and service providers use cookies, local storage, pixels, and similar technologies to keep users signed in, remember settings, secure the Services, understand performance, and diagnose errors. You can control cookies in your browser or device, but essential functionality may not work if they are disabled. If we add non-essential analytics or advertising technologies where consent is required, we will provide the required notice and choice.

We retain information for as long as reasonably needed for the collection purpose, the account or relationship, security, fraud prevention, dispute resolution, legal/accounting/tax obligations, and recordkeeping. Periods vary by record type; lease, payment, screening-related, audit, tax, and accounting records may remain after closure. We may de-identify or aggregate information as permitted by law.

We use administrative, technical, and organizational measures designed to protect information, including access controls, account segregation, protected storage where appropriate, vendor due diligence, and security logging. No system is fully secure. Keep credentials confidential and report suspected unauthorized use to Security.

Depending on where you live and our role, you may have a right to request access, correction, deletion, or a portable copy of your information; to opt out of certain processing; to limit certain sensitive-information use; or to appeal a request decision.

Use Support. We may verify identity and authority. Authorized agents may submit requests where law allows, subject to verification. To appeal a denial, reply to our decision or email Support with “Privacy Appeal” in the subject line.

Applicants, tenants, and others whose data came from a Property Organization should contact that organization first. For screening-report access, correction, or disputes, contact the screening provider; Ownexa cannot correct a consumer report it does not maintain. You may opt out of non-transactional marketing using the unsubscribe link, but we will still send essential service, security, payment, leasing, and legal communications.

California and certain other U.S. residents may have additional rights. In the preceding 12 months, we may have collected and disclosed the categories in Section 3 for the purposes in Sections 5 and 6. We do not sell personal information or knowingly share it for cross-context behavioral advertising.

California residents may have rights to know/access, correct, delete, obtain a portable copy of, and limit certain sensitive-information use, subject to exceptions. We will not discriminate against you for exercising a privacy right. Some state laws provide an appeal; use Section 9.

Ownexa is intended for U.S. property operations unless we state otherwise. If you access the Services from elsewhere, your information may be processed in the United States and other countries where we or providers operate, which may have different data-protection laws.

The Services are not directed to children under 18. We do not knowingly collect their information other than information a Property Organization lawfully provides in connection with tenancy or occupancy. Contact Support if you believe a child has provided information improperly.

We may update this policy for changes in practices, Services, or law. We will post the revision, update the effective date, and give additional notice or obtain consent when required.

Contact Support. For a rental decision, contact the Property Organization that made it; for a SmartMove report, use the provider’s process described in Section 4.