This Privacy Policy explains how Tivio Technologies Inc. ("Tivio," "we," "our," or "us") collects, uses, discloses, and protects your information when you access or use our website (tivio.io), subdomains, mobile applications, browser extensions, application programming interfaces (APIs), and all related platforms, tools, and services (collectively, the "Services").

By accessing or using the Services, you agree to the practices described in this Privacy Policy. If you do not agree, you must immediately discontinue use of the Services.

1. Information We Collect

We collect the following categories of information:

1.1 Information You Provide Directly

• Full name, email address, phone number, mailing address
• Company, organization, or property management business information
• Tenant, landlord, owner, vendor, and contact information you enter or upload
• Property details, lease terms, financial records, and maintenance requests
• Documents, contracts, and files you upload or generate through the Services
• Signature data, including drawn signatures, typed signatures, and initials captured through our electronic signature features
• Communications, messages, emails, and notes sent through or stored within the platform
• AI chat conversations, prompts, instructions, and scheduled action configurations
• Payment and billing information (processed securely by third-party payment processors; we do not store full credit card numbers)
• Form submissions, survey responses, and feedback
• Profile photos, logos, branding assets, and other media you upload

1.2 Information Collected Automatically

• IP address, geolocation data (approximate)
• Browser type, version, and language preferences
• Device type, operating system, and unique device identifiers
• Log data, access times, pages visited, clickstream data, and session duration
• Scroll depth, time on page, and engagement metrics
• Cookies, tracking pixels, web beacons, and similar technologies
• Referring and exit URLs
• Feature usage patterns, interaction data, and platform analytics
• Mobile application telemetry and crash reports
• Browser extension activity data related to your use of the Services

1.3 Information Generated by Artificial Intelligence

• AI-generated content, suggestions, summaries, documents, emails, and reports produced by or through the Services
• AI conversation history, context, and tool execution logs
• Automated scheduling, task creation, and action logs initiated through AI features
• Content generated for blogs, marketing materials, and SEO purposes

1.4 Information from Third-Party Sources

• Payment processors and billing platforms
• Analytics and advertising providers
• Publicly available business directories and professional networks
• Search engine data and web analytics platforms
• Connected third-party accounts and integrations you authorize (e.g., accounting software, email providers, calendar services)
• Government and public records where permitted by law

1.5 Information from Electronic Signatures

• Signature images (drawn or typed)
• Signing timestamps, IP addresses, and device information at the time of signing
• Audit trail data including document viewed, signed, and completed events
• Signer identity verification data

2. How We Use Information

We use collected information to:

• Provide, operate, maintain, and improve the Services
• Process transactions and manage billing and subscriptions
• Facilitate electronic signature workflows and document management
• Power AI-assisted features, including chat, content generation, automated scheduling, task execution, and intelligent recommendations
• Generate, publish, and manage blog and marketing content
• Deliver communications including service updates, alerts, notifications, newsletters, and marketing materials (with consent where required)
• Personalize user experience and deliver relevant content
• Provide customer support and respond to inquiries
• Conduct analytics, research, and platform optimization
• Monitor, detect, and prevent fraud, abuse, spam, and security threats
• Enforce our Terms of Service and other agreements
• Comply with legal obligations, regulatory requirements, and law enforcement requests
• Train and improve AI models and algorithms using aggregated and de-identified data
• Manage marketplace listings and public agency profiles
• Facilitate white-label features and custom branding environments
• Operate automated outreach and lead generation features on behalf of users
• Generate rent estimates, financial calculations, and analytical reports

3. How We Share Information

We do not sell your personal information.

We may share information with:

• Service Providers: Trusted third-party vendors who assist with hosting, infrastructure, analytics, payment processing, email delivery, SMS communications, AI processing, search, mapping, and customer support. All service providers are bound by contractual confidentiality obligations.
• Payment Processors: To process subscription fees, rent payments, and financial transactions securely.
• AI and Cloud Providers: To power AI features, content generation, and intelligent processing. Data shared with AI providers is used solely for delivering the Services and is subject to their respective data processing agreements.
• Within Your Organization: Other users within your organization may access information based on roles, permissions, and access controls you configure.
• White-Label Environments: If you use white-label features, your end users interact with the Services under your branding. You are the data controller for information collected under your branded environment.
• Marketplace and Public Listings: Property listings and agency profiles you publish on our marketplace are publicly visible.
• Electronic Signature Recipients: Document recipients and signers will receive documents and see associated signing party names as part of the signature workflow.
• Legal and Regulatory: We may disclose information when required by law, regulation, legal process, governmental request, or to protect the rights, property, or safety of Tivio, our users, or the public.
• Business Transfers: In connection with a merger, acquisition, reorganization, bankruptcy, or sale of assets, your information may be transferred as a business asset.
• With Your Consent: We may share information for other purposes with your explicit consent.

4. Cookies and Tracking Technologies

We use cookies, pixels, local storage, and similar technologies to:

• Maintain session state and authentication
• Remember preferences and settings
• Analyze usage patterns and platform performance
• Measure engagement metrics (scroll depth, time on page, click events)
• Deliver and measure effectiveness of communications

You can manage cookie preferences through your browser settings. Disabling cookies may limit functionality of certain features.

5. Data Retention

We retain information for as long as necessary to:

• Provide and operate the Services
• Maintain your account and subscription
• Comply with legal, regulatory, accounting, and reporting obligations
• Enforce agreements and resolve disputes
• Maintain audit trails for electronic signatures as required by applicable law

When retention is no longer necessary, we securely delete or anonymize your information. Certain data, such as electronic signature audit trails, may be retained for extended periods as required by law.

You may request deletion of your data at any time, subject to legal and contractual retention requirements.

6. Data Security

We implement administrative, technical, and physical safeguards including:

• Encryption of data in transit (TLS/SSL) and at rest
• Role-based access controls and granular permission systems
• Activity logging and audit trails
• Secure hosting environments with reputable cloud infrastructure providers
• Regular security assessments and monitoring
• Signed and time-limited URLs for sensitive document access

No method of transmission over the Internet or electronic storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security. You acknowledge and accept this inherent risk.

7. Artificial Intelligence Disclosure

Our Services incorporate artificial intelligence ("AI") features. By using AI-powered features, you acknowledge and agree that:

• AI-generated content, suggestions, documents, emails, summaries, and outputs are produced by automated systems and may contain errors, inaccuracies, or omissions
• You are solely responsible for reviewing, verifying, and approving all AI-generated content before use, publication, or distribution
• AI features may process your inputs, conversations, and data to generate responses and perform actions
• We may use aggregated, de-identified, and anonymized data to improve AI models and Services
• AI features that perform actions on your behalf (e.g., scheduling, sending communications, creating records) are initiated based on your instructions, and you are solely responsible for such actions
• We do not guarantee the accuracy, completeness, legality, or fitness for any purpose of AI-generated content

8. Electronic Signatures

If you use our electronic signature features:

• We collect and store signature images, signing events, timestamps, IP addresses, and device information to create legally valid audit trails
• Signed documents and signature data are retained as required by applicable electronic signature laws
• You are responsible for ensuring that your use of electronic signatures complies with all applicable laws in your jurisdiction
• We do not provide legal advice regarding the enforceability of electronic signatures

9. Automated Outreach and Communications

If you or your organization utilizes automated outreach, email marketing, or communication features:

• You are solely responsible for compliance with all applicable anti-spam laws (including CAN-SPAM, CASL, GDPR, and equivalent regulations)
• You represent that you have all necessary consents and legal bases to contact recipients
• We provide unsubscribe mechanisms and honor opt-out requests
• We are not responsible for the content of communications you send through the platform

10. User Rights

Depending on your jurisdiction (including but not limited to GDPR, CCPA/CPRA, PIPEDA, and other applicable privacy laws), you may have the right to:

• Access your personal data
• Correct inaccurate or incomplete information
• Delete your personal data (subject to legal retention requirements)
• Object to or restrict certain processing activities
• Portability — receive your data in a structured, machine-readable format
• Withdraw consent where processing is based on consent
• Non-discrimination for exercising your privacy rights
• Opt out of automated decision-making and profiling

To exercise any of these rights, contact us at: support@tivio.io

We will respond to verified requests within the timeframes required by applicable law.

11. International Data Transfers

Your information may be transferred to, stored, and processed in jurisdictions other than your own, including Canada and the United States. These jurisdictions may have different data protection laws than your jurisdiction.

By using the Services, you consent to such transfers. Where required, we implement appropriate safeguards including standard contractual clauses and data processing agreements.

12. Children's Privacy

The Services are not intended for individuals under the age of 18. We do not knowingly collect personal information from minors. If we become aware that we have collected information from an individual under 18, we will take steps to delete it promptly.

13. Third-Party Links and Integrations

The Services may contain links to third-party websites, integrations, or services that are not operated by us. We are not responsible for the privacy practices, content, or security of any third-party services. We encourage you to review their privacy policies independently.

14. California Residents (CCPA/CPRA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act and California Privacy Rights Act, including:

• The right to know what personal information is collected, used, and shared
• The right to delete personal information
• The right to opt out of the sale or sharing of personal information
• The right to non-discrimination

We do not sell personal information. To exercise your rights, contact: support@tivio.io

15. European Economic Area Residents (GDPR)

If you are located in the EEA, UK, or Switzerland, our legal bases for processing include:

• Performance of a contract (providing the Services)
• Legitimate interests (improving and securing the Services)
• Consent (where specifically obtained)
• Legal obligations

You may contact our Data Protection contact at: support@tivio.io

16. Changes to This Policy

We may update this Privacy Policy at any time. We will notify you of material changes by posting the updated policy on our website with a revised "Last Updated" date. Your continued use of the Services after any changes constitutes acceptance of the updated policy.

17. Contact Us

Tivio. Email: mail@tivio.io Website: tivio.io