SuitePulse Privacy Notice

Two kinds of information, two roles

Account information, which we collect for our own purposes as the provider of the service: the names, email addresses, and company details of subscribers and their users; billing details; and technical information about how the application is used.

Subscriber Data, which a subscriber's team enters to run its business: properties and units and how to get into them, reservations, guests and occupants, clients and their contacts, carriers, adjusters, and claim details on insurance placements, vendors, tasks, inspections and photos, documents and signatures, invoices, and accounting records. For Subscriber Data we act on the subscriber's instructions. The subscriber decides what to collect and why; we store and process it to deliver the service. If you are a guest, occupant, client, landlord, carrier, or vendor of a company that uses SuitePulse and you have a question about your information, contact that company. We will help them respond.

What we collect and how

• You give it to us: account registration details, user profiles, support requests, and everything your team enters as Subscriber Data, including photographs taken during inspections.
• Collected automatically: sign-in times, pages and features used, browser and device type, IP address, and error logs. We use this to keep the service secure, to support you, and to see which features are used. We do not use it for advertising.
• Cookies: the application uses only the cookies needed to keep you signed in and to remember your preferences. No advertising or third-party tracking cookies.
• E-signature records: when a document is signed, we record the signer's IP address, the time, and a hash of the document, and attach them to the signed PDF as its audit trail.
• Payment details: when subscription billing is automated, your card or bank details are collected and held by our payment processor, not by us. We receive only confirmation that a payment succeeded and the last four digits for your records.

How we use information

To provide, secure, support, and improve the service; to communicate with you about your account, billing, and service changes; to send transactional email on your behalf (for example invoices and signature requests, sent in your company's name from our mail domain); to comply with law; and to enforce our agreement. We do not sell personal information and do not share it with other subscribers. We do not use Subscriber Data to train any artificial-intelligence model.

Who we share it with

• Service providers that help us run SuitePulse: Base44 (application hosting and file storage), Resend (email delivery), and, when subscriber billing is automated, a payment processor (Stripe) that holds card details, which we never see. Each is bound to use the information only to provide its service to us. We will update this notice before adding a provider that will hold Subscriber Data.
• At your direction: recipients of the emails, invoices, and signature requests you send from the application, and any third-party service you choose to connect.
• Legal: when required by law, subpoena, or court order, or to protect the rights and safety of subscribers, guests, or the public. We will tell you unless the law prevents it.
• Business transfer: if Hines Holdings LLC sells or merges the SuitePulse business, information may transfer with it under this notice.

Where it is stored

Information is stored on servers operated by our hosting provider in the United States.

Security

Encrypted connections, per-subscriber data separation, role-based access inside each account, and audit trails on signed documents. Files you upload, and documents the application generates, are stored at unguessable web addresses; anyone who holds an address can open the file, so treat exported file lists as confidential. Property access details are visible only to the users you authorize. No system is perfectly secure. If we learn of a breach affecting your information, we will notify the affected subscriber without undue delay and within the time the law requires.

Retention

Account information: for the life of the account and as needed afterward for our records. Subscriber Data: for the life of the subscription, plus a 30-day export window after it ends, then deletion from the application, with removal from our active systems within 90 days, except backup copies that expire on their own schedule and records we must keep by law. Uploaded files and generated PDFs are stored on our hosting provider and may persist in its storage for a period after deletion from the application.

Your choices and rights

Subscribers and their users can view and update account information in Settings. Subscribers can export Subscriber Data at any time and can delete records inside the application. Depending on where you live, you may have the right to access, correct, delete, or receive a copy of your personal information, or to object to certain uses. Write to hello@suitepulse.io and we will respond as the law requires. If your information is in another company's SuitePulse account, we will forward your request to that company or help them fulfil it.

Children

SuitePulse is a business tool for adults. We do not knowingly collect information from anyone under 18 as a user. Guest records may include children as occupants of a reservation; that information is Subscriber Data entered and controlled by the subscriber.

Changes

We will post any new version here with a new effective date and, for material changes, tell you in the application or by email.

Contact

Hines Holdings LLC · SuitePulse · P.O. Box 152, Westlake, OR 97493 · hello@suitepulse.io