Privacy Policy

1. Introduction

DwellFile ("we", "us", or "our") operates the dwellfile.com website and application. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our service. DwellFile is operated by DwellFile LLC, located in Jacksonville, Florida, United States.

2. Information We Collect

2.1 Account Information

When you create an account we collect your name, email address, and account type (Renter or Homeowner). Authentication is handled by Supabase and we do not store passwords directly.

2.2 Property & File Data

You may upload photos, documents, inventory records, maintenance requests, communications, and other property-related data. These files are stored in Amazon Web Services (AWS) S3 and are accessible only to your authenticated account.

2.3 Payment Information

Subscription payments are processed by Stripe, Inc. We do not store your credit card number, bank account details, or full payment credentials on our servers. Stripe collects and processes payment information in accordance with its privacy policy. Stripe is a PCI DSS Level 1 certified payment processor. We receive only a truncated card identifier and transaction status from Stripe.

2.4 Usage & Analytics

We may collect anonymous usage data such as pages visited, feature usage patterns, and device information to improve the service. This data is aggregated and cannot be used to identify individual users.

2.5 AI-Processed Data

Certain features use artificial intelligence to analyze your uploaded content. When you use AI-powered features (such as photo analysis, condition reports, lease analysis, or dispute letter generation), the relevant content is sent to OpenAI's API for processing. Specifically:

Photo Analysis: Uploaded images may be sent to OpenAI for automatic tagging, room detection, and condition assessment.
Lease Scanner: Pasted lease text is sent to OpenAI to identify potentially problematic clauses.
Dispute Letter Generator: Property details, deduction claims, and evidence summaries are sent to OpenAI to generate a draft dispute letter.
Condition Reports & Annual Reports: Property data and photo analyses are processed by OpenAI to generate summaries and recommendations.

OpenAI processes this data under its API data usage policies. As of the date of this policy, OpenAI does not use data submitted via its API to train its models. We do not send your name, email, or payment information to OpenAI. You may opt out of AI features by simply not using them; AI analysis is never performed automatically without your initiation.

2.6 Lead Capture Information

When you download free resources (checklists, guides) or use free tools on our marketing pages, we may collect your email address. This email is used solely to deliver the requested resource and to send relevant follow-up information about DwellFile. You may unsubscribe from marketing emails at any time using the unsubscribe link in each email.

3. How We Use Your Information

To provide, maintain, and improve the DwellFile service
To process your subscription and manage your account
To send transactional emails (welcome emails, maintenance follow-ups, monthly reminders, lease reminders, annual renewal reminders)
To process your content through AI features when you initiate them
To respond to support requests
To detect and prevent fraud or abuse

We will never sell, rent, or trade your personal information to third parties for marketing purposes.

4. Data Storage & Security

Your files are stored in encrypted Amazon Web Services (AWS) S3 buckets with server-side encryption (AES-256). Database records are stored in Supabase (PostgreSQL) with row-level security (RLS) policies ensuring only you can access your own data. All data is transmitted over TLS/HTTPS encryption.

While we implement commercially reasonable security measures including encryption at rest and in transit, access controls, and regular security reviews, no method of electronic storage is 100% secure. We cannot guarantee absolute security.

We share your data only in these limited circumstances:

Shared Access Links: When you generate a read-only shared link for a property, the recipient can view that property's data. You control when to create or revoke these links. DwellFile is not responsible for what recipients do with information accessed through shared links.
Service Providers: We use the following third-party services to operate DwellFile, each of which processes data solely to deliver its service:
- Amazon Web Services (AWS): File storage (S3, US region)
- Supabase: Database and authentication
- Stripe: Payment processing (PCI DSS Level 1 compliant)
- OpenAI: AI-powered content analysis (API only, no model training)
- Resend: Transactional and marketing emails
- Vercel: Application hosting
Legal Requirements: We may disclose information if required by law, regulation, subpoena, court order, or other valid legal process.

6. Data Retention

Your data is retained for as long as your account has an active subscription. If you cancel your subscription, your data will be retained for 90 days after the subscription ends. After that 90-day grace period, all your files and records will be permanently deleted. You can export your data at any time before deletion using the Property Transfer or Export features.

Email retention: Transactional email logs (delivery confirmations, bounce records) are retained for up to 30 days for debugging purposes and then automatically purged. Marketing email records are retained until you unsubscribe.

7. Your Rights

Regardless of your location, you have the right to:

Access and download all data associated with your account
Correct inaccurate information in your profile or records
Delete your account and all associated data by contacting us at support@dwellfile.com. Deletion requests will be processed within 30 days.
Export your data in portable formats (ZIP, CSV, PDF)
Opt out of AI processing by not initiating AI features
Unsubscribe from marketing emails at any time

8. Rights for California Residents (CCPA)

If you are a California resident, the California Consumer Privacy Act (CCPA) provides you with additional rights regarding your personal information:

Right to Know: You may request that we disclose what personal information we collect, use, and share about you.
Right to Delete: You may request deletion of your personal information, subject to certain legal exceptions.
Right to Opt-Out of Sale: We do not sell your personal information to third parties. We do not share your data for cross-context behavioral advertising.
Right to Non-Discrimination: We will not discriminate against you for exercising your CCPA rights.

To exercise these rights, contact us at support@dwellfile.com. We will verify your identity before processing requests and respond within 45 days.

Categories of personal information collected: Identifiers (name, email), commercial information (subscription history), internet activity (usage analytics), and user-generated content (photos, documents).

If you are located in the European Economic Area (EEA) or United Kingdom, the General Data Protection Regulation (GDPR) provides you with additional rights:

Legal Basis for Processing: We process your personal data on the following bases: (a) performance of a contract (providing the DwellFile service), (b) your consent (AI features, marketing emails), and (c) our legitimate interests (security, fraud prevention, service improvement).
Right of Access: You may request a copy of the personal data we hold about you.
Right to Rectification: You may request correction of inaccurate personal data.
Right to Erasure: You may request deletion of your personal data ("right to be forgotten"). Requests will be processed within 30 days.
Right to Data Portability: You may request your data in a machine-readable format. DwellFile provides export in ZIP, CSV, and PDF formats.
Right to Object: You may object to processing based on legitimate interests.
Right to Withdraw Consent: Where processing is based on consent, you may withdraw consent at any time.

International Data Transfers: Your data is stored and processed in the United States. By using DwellFile, you consent to the transfer of your data to the US. We rely on standard contractual clauses and service provider agreements to ensure adequate protection for transferred data.

To exercise these rights, contact us at support@dwellfile.com. You also have the right to lodge a complaint with your local data protection authority.

10. Data Breach Notification

In the event of a data breach that affects your personal information, we will notify affected users via email within 72 hours of becoming aware of the breach. The notification will include the nature of the breach, the data affected, steps we are taking in response, and recommendations for protecting yourself. We will also notify relevant regulatory authorities as required by applicable law.

11. Cookies

We use essential cookies for authentication and session management. These cookies are strictly necessary for the service to function and cannot be disabled. We do not use third-party advertising or tracking cookies. You can disable cookies in your browser settings, but this may prevent some features from working correctly.

12. Children's Privacy

DwellFile is not intended for use by anyone under the age of 18. We do not knowingly collect personal information from children under 18. If we learn that we have collected data from a child under 18, we will delete it within 30 days of discovery. If you are a parent or guardian and believe your child has provided personal information to DwellFile, please contact us at support@dwellfile.com.

13. Email Communications (CAN-SPAM)

We comply with the CAN-SPAM Act and applicable email regulations. All marketing and promotional emails include:

A clear and conspicuous unsubscribe mechanism
Our physical business address
Accurate sender identification and subject lines

You may unsubscribe from marketing emails at any time. Unsubscribe requests are honored within 10 business days. Transactional emails (account confirmations, security alerts, billing receipts) are not subject to unsubscribe as they are necessary for service delivery.

14. Changes to This Policy

We may update this Privacy Policy from time to time. If we make material changes, we will notify you by email or by posting a notice within the application at least 30 days before the changes take effect. Your continued use of DwellFile after any changes constitutes acceptance of the updated policy.

15. Contact Us

If you have questions about this Privacy Policy or wish to exercise any of your data rights, please contact us:

Email: support@dwellfile.com
Address: DwellFile LLC, Jacksonville, FL, United States