PRIVACY POLICY

LWW Technologies LLC (doing business as GetSterlingAI) — ResidentInbox
Effective and last updated: July 18, 2026

This Privacy Policy explains how LWW Technologies LLC, doing business as GetSterlingAI (“LWW,” “we,” “us,” or “our”), collects, uses, discloses, and retains personal information in connection with ResidentInbox, including screens currently labeled Field Log, its web application, messaging and inspection links, and associated support (collectively, the “Service”).

This Policy does not cover the separate GetSterlingAI company-studio marketing website except where that website expressly links to this Policy for ResidentInbox. The marketing website has its own website privacy notice.

This Policy is a notice of our practices. It does not apply to a landlord’s or property manager’s independent practices or to a third-party website or service that has its own privacy policy.

1. Who we are

LWW is a California-based software company. The Service helps landlords and property managers organize property, tenancy, rent and deposit records, maintenance, communications, documents, inspections, notes, and related workflows.

Contact information for LWW appears in Section 17.

2. Our role depends on the information

The Service handles information in different roles:

• Account and business-operation information. LWW generally decides how to use information about account holders, website visitors, support contacts, and Service security and analytics. For this information, LWW acts as the business or controller.
• Customer Data. A landlord or property manager generally decides why and how to process the tenant, occupant, applicant, vendor, property, lease, ledger, maintenance, communication, document, inspection, image, and note information submitted to its account. For this information, LWW generally acts as the landlord’s service provider or processor and follows the landlord’s instructions, our agreement, and applicable law.
• Limited direct interactions. When a tenant or vendor contacts LWW directly about support, privacy, abuse, opt-out, or Service security, LWW may act as the business or controller for the limited information needed to respond, maintain suppression records, prevent abuse, and comply with law.

If you are a tenant, occupant, applicant, or vendor and your landlord entered the information at issue, contact the landlord first. We will assist the landlord with a valid request as required by law and our agreement. We will also respond directly when the law requires LWW to do so.

3. If you received a message or inspection link

A landlord or property manager may use the Service to send a tenancy- or job-related email or text, invite an adult recipient to complete an inspection or condition form, or receive a reply. The landlord generally provided your contact information and decides the purpose of the communication.

You may reply STOP to stop SMS messages sent through the applicable Service messaging channel and HELP for help. Where an email includes an unsubscribe control, you may use it to stop the covered messages. An opt-out does not prevent a landlord from contacting you outside the Service through a method permitted or required by law.

An inspection or intake link may allow you to submit information without creating an account. The link is a credential. Do not forward it to someone who should not have access, and contact the landlord if you received it by mistake.

4. Notice at collection: information we collect and why

The categories below describe personal information LWW collected, or may have collected, during the preceding 12 months. The examples are illustrative; we do not necessarily collect every example from every person. We use each category only as reasonably necessary and proportionate for the listed purposes or another compatible purpose disclosed to you.

A. Identifiers and account information

Examples: name, email address, telephone number, user and account IDs, organization or account name, login credentials, session and refresh tokens, IP address, device or analytics identifiers, and messaging addresses or numbers.

Sources: account holders; landlords and property managers; tenants or vendors who reply or submit a form; browsers and devices; identity, messaging, analytics, and security providers.

Purposes: create and secure accounts; authenticate users; select the correct organization; deliver and route messages; provide support; prevent fraud or abuse; maintain opt-outs; measure Service use; and comply with law.

B. Contact and customer-record information

Examples: postal address, property or unit address, tenant and vendor contact details, account profile, signatures if submitted in a document, and other contact or customer-record information a user chooses to provide.

Sources: account holders; landlords and property managers; tenants, occupants, applicants, and vendors; uploaded files; address-search providers.

Purposes: maintain rental and vendor records; associate people with properties, tenancies, and jobs; populate forms; suggest addresses; deliver communications; and provide the requested Service.

C. Commercial, tenancy, property, and financial-record information

Examples: property and unit information; tenancy dates and status; rent, deposit, charge, credit, and payment records; lease terms; maintenance work and vendor-job information; and records of products or features used. The Service is designed to record rental transactions; it is not designed to collect online-banking credentials.

Sources: account holders; landlords and property managers; tenant or vendor submissions; uploaded leases and other records; information generated through use of the Service.

Purposes: provide rental recordkeeping and workflows; generate ledgers and reminders; organize maintenance and move-in or move-out activity; provide support; and maintain business, tax, dispute, and compliance records.

D. Internet, device, and Service-activity information

Examples: IP address; browser and device type; operating system; user agent; language and time zone; approximate location derived from network information; pages or routes visited; referral and current URL; timestamps; selected clicks and interface interactions; element metadata; feature use; message or request status; error, latency, and diagnostic data; and whether a device is online.

Sources: browsers and devices; cookies and local storage; application and server logs; analytics, hosting, security, and messaging providers.

Purposes: operate and secure the Service; keep a session active; remember settings and workflow progress; understand feature use; troubleshoot; prevent abuse; and improve reliability and design.

E. Communications, documents, media, and other user content

Examples: email and SMS content and metadata; replies; notes; maintenance descriptions; inspection responses; condition forms; photos; documents such as leases; voice recordings submitted for transcription; transcripts; support messages; and a screenshot a user affirmatively chooses to capture for a bug report after the browser shows its screen-sharing prompt.

Sources: account holders; landlords and property managers; tenants, occupants, applicants, and vendors; the user’s microphone, camera, files, or screen when the user chooses to use the applicable feature; messaging and email providers.

Purposes: store and deliver the content; maintain a rental or vendor record; support inspections and maintenance; transcribe audio; extract suggested lease terms; draft, review, or summarize text; troubleshoot a reported problem; and comply with legal obligations.

F. Professional or organization information

Examples: role, organization, account name, property-management relationship, vendor trade or job, and account permissions.

Sources: account holders; organization administrators; landlords and property managers; vendors.

Purposes: manage permissions; associate users and vendors with the correct account or work; personalize the Service; provide analytics and support; and secure the Service.

G. Inferences and AI-assisted output

Examples: suggested classifications, summaries, extracted lease fields, writing-risk advisories, proposed actions, drafts, and other predictions or recommendations generated from information submitted to the Service.

Sources: LWW’s rules and software; AI infrastructure and model providers; information submitted by or for a user.

Purposes: provide requested drafting, transcription, extraction, organization, review, and workflow features. LWW does not use AI output to make a housing-eligibility, tenant-screening, credit, employment, or other legally significant decision about a person.

H. Sensitive personal information

Depending on what a user submits, the Service may process sensitive personal information, such as account login credentials; the contents of email or text messages; information in a lease or maintenance record; or financial information appearing in a rental ledger or uploaded document. Do not submit Social Security numbers, government identification numbers, payment-card security codes, online-banking credentials, medical records, biometric identifiers, or other highly sensitive data unless a specific Service feature requests it and you are authorized to provide it.

We use sensitive personal information only to provide, maintain, secure, and support the Service; resist fraud or unlawful activity; ensure physical safety when necessary; or comply with law. We do not use it to infer characteristics about a person or for purposes that require a right to limit under the California Consumer Privacy Act (“CCPA”).

5. How we use personal information

In addition to the category-specific purposes above, we use personal information to:

• provide, maintain, and personalize the Service, and improve its quality using account, operational, aggregated, or deidentified information and Customer Data only as permitted by our agreement and law;
• create and authenticate accounts and enforce permissions;
• store, organize, and display Customer Data at the direction of the applicable landlord or property manager;
• transmit and receive account, tenancy, vendor, maintenance, inspection, security, and support communications;
• provide AI-assisted, transcription, address-search, analytics, diagnostic, and support features;
• monitor performance, debug errors, develop features, and understand how the Service is used;
• detect, investigate, and prevent fraud, abuse, security incidents, and violations of our Terms;
• enforce agreements and protect the rights, safety, and property of users, LWW, and others; and
• comply with law, valid legal process, audits, tax and accounting requirements, and regulatory requests.

If we want to use personal information for a materially different purpose that is incompatible with the context in which it was collected, we will provide additional notice and obtain consent when required.

6. AI, transcription, and document extraction

Different AI-assisted features use different data flows:

Text or account context → LWW/agent service → AI provider → draft, advisory, or suggestion
Voice chosen by user → LWW transcription proxy → OpenAI → transcript → user reviews before saving
Lease PDF chosen by user → LWW/agent service → AI provider → suggested fields → user reviews

• Drafting, review, and organization. Text and relevant account context may be sent to an AI provider to produce a draft, summary, classification, advisory, or proposed workflow.
• Voice transcription. When a user chooses dictation, the browser records audio and sends it through LWW to OpenAI for transcription. LWW does not write the audio to its own disk or database. The returned transcript is shown for review and is stored as Customer Data only if the user saves or submits it.
• Lease extraction. When a landlord chooses an eligible lease PDF, a copy may be sent through LWW’s agent service to an AI provider, currently using Google’s Gemini technology, to suggest selected terms. The separately uploaded lease remains part of Customer Data in the rental-record system. The extraction service is designed not to keep a separate persistent copy of the PDF.

AI and model providers process submitted information under their applicable business-service terms, account settings, and agreements with us. Provider-side security, abuse-monitoring, and retention practices may apply. LWW does not use Customer Data to train a generalized AI model for use outside the applicable account or organization, and we do not use Customer Data for advertising.

AI outputs are suggestions and may be inaccurate or biased. A person must review the original record and output before saving, sending, or relying on it. See the Terms of Service for additional restrictions.

7. Messaging and mobile information

Landlords and property managers may use the Service to communicate with people with whom they have a rental, vendor, or other legitimate relationship. LWW processes contact information, message content, routing metadata, delivery status, replies, and opt-out status to provide this function.

Message frequency varies, and message and data rates may apply. Reply STOP to stop covered SMS messages and HELP for help. We may retain a telephone number, email address, and limited suppression information after an opt-out so the Service can continue honoring the choice.

We do not sell mobile information, including telephone numbers or messaging consent, or share it with third parties for their own advertising or marketing. We disclose it only to the applicable landlord or property manager, intended recipients, and providers that help operate and secure the Service, or as otherwise described in this Policy.

8. Analytics, cookies, local storage, and online tracking

The Service uses cookies, browser local storage, and similar technology for authentication, account selection, security, preferences, workflow progress, and analytics. Examples include a refresh token, account identifier, remembered email, local workflow flags, and analytics identifiers. Clearing browser storage may sign you out or reset preferences and progress.

When enabled, LWW uses PostHog for product analytics. Analytics may collect identifiers associated with an account or device; account, user, role, and organization properties; routes visited; selected clicks and interface interactions; element and page metadata; URLs; and browser or device information. LWW routes analytics events through a same-origin endpoint and does not intentionally forward the user’s network address to PostHog for geolocation. Session replay, surveys, feature experiments, and automatic exception capture are disabled. The Service does not use analytics for cross-context behavioral advertising.

Address-autocomplete features currently use Mapbox. When enabled and used, text entered in the address field, search selections, and technical information needed to return suggestions may be sent to Mapbox. The Service also loads web fonts from Google, which may receive ordinary request information such as IP address, browser information, and the requested asset.

You can block or delete cookies and local storage through browser settings, although essential features may stop working. Browser privacy extensions may also block analytics or third-party resources.

California Do Not Track and Global Privacy Control disclosures

Some browsers offer a Do Not Track setting, but there is no uniform industry standard for it. The Service does not currently change its essential or product-analytics processing in response to a Do Not Track signal. LWW does not knowingly permit third parties to collect activity through the Service over time and across unrelated websites for their own targeted advertising.

Where legally required, we treat a recognized opt-out preference signal, such as Global Privacy Control, as a request to opt out of sale or sharing for the browser or device that sends it. Because LWW does not sell personal information or share it for cross-context behavioral advertising, a signal does not currently change those practices. It does not disable processing needed to provide or secure the Service.

9. How we disclose personal information

We do not sell personal information or share it for cross-context behavioral advertising. During the preceding 12 months, we may have disclosed the categories described in Section 4 for the following business purposes and to the following categories of recipients:

• Hosting, database, storage, and application providers receive identifiers, account information, Customer Data, content, documents, media, device data, and logs to host, store, back up, secure, and deliver the Service.
• Messaging, email, telecommunications, and carrier providers receive recipient and sender identifiers, contact information, message content and metadata, delivery status, and opt-out information to route communications and prevent abuse.
• AI and transcription providers receive the content and related context a user submits to the applicable feature, such as text, audio, a lease PDF, or selected account information, to produce the requested output.
• Analytics providers receive account, user, device, route, and interface-activity information described in Section 8 to measure and improve the Service.
• Address-search, content-delivery, and font providers receive search text, selected address information, IP address, browser information, and request metadata needed to return suggestions or assets.
• Security, support, and professional advisers may receive identifiers, account information, logs, communications, and relevant Customer Data to investigate an incident, provide support, complete an audit, obtain insurance, or receive legal, accounting, or other professional advice.
• The parties a user directs us to contact or involve receive the information the user chooses to send or make available, such as a landlord’s message to a tenant, a tenant’s reply to the landlord, or an inspection link and submitted response.
• Government authorities, courts, and other lawful recipients may receive information when reasonably necessary to comply with law or valid legal process; protect rights, safety, or property; enforce agreements; or investigate fraud, abuse, or security incidents.
• A transaction counterparty or successor may receive information in connection with a merger, financing, reorganization, bankruptcy, or sale of all or part of LWW, subject to appropriate confidentiality and applicable law.

Service providers are permitted to process personal information only for limited and specified services or as otherwise allowed by contract and law. A provider’s direct relationship with you, if any, may be governed by its own privacy policy.

10. Retention

We retain personal information only as long as reasonably necessary and proportionate for the disclosed purpose. The period depends on the category and context:

• Account and Customer Data: generally for the life of the account or customer relationship and afterward for the time reasonably needed to complete an export or deletion process, maintain backups, resolve a dispute, enforce an agreement, and meet legal, tax, accounting, or security obligations. The applicable landlord or property manager may control earlier deletion of Customer Data, subject to technical and legal limits.
• Drafts: short-lived server drafts used for resume or autosave generally expire after 24 hours from the last renewal.
• Diagnostic events and user-submitted bug-report screenshots: generally expire after 14 days. A screenshot is collected only after the user initiates a report and accepts the browser’s screen-capture prompt.
• Inspection walkthrough progress: short-lived progress data used to resume a walkthrough generally expires after 90 days. The underlying inspection record is retained as Customer Data under the account rules above.
• Voice audio: LWW does not persist the recording in its own database after sending it for transcription. The transcript follows the retention applicable to Customer Data if the user saves it. The provider may process or retain request data under the applicable provider terms and settings.
• Analytics and ordinary logs: retained according to our configured analytics, hosting, security, and backup periods and only as long as reasonably needed for product measurement, reliability, fraud prevention, and security. Aggregated or deidentified statistics may be kept longer when they cannot reasonably be linked to a person.
• Browser storage: remains on the device until it expires, the Service replaces or removes it, the user signs out where the item is cleared, or the user clears browser data.
• Opt-out and suppression records: retained as long as reasonably necessary to honor the choice, demonstrate compliance, and prevent a person from being added again in error.
• Legal and support records: retained for the time reasonably needed to respond, resolve a dispute, enforce an agreement, comply with law, or establish, exercise, or defend a legal claim.

Deletion from active systems may not immediately remove information from backups or records that law requires us to preserve. We isolate or protect retained copies and delete them according to the applicable backup or retention cycle when feasible.

11. Security

We use reasonable administrative, technical, and organizational safeguards appropriate to the nature of the information. Measures may include access controls, server-side credentials, restricted database access, transport encryption, logging and redaction, short expiration periods for specified diagnostic data, and authentication controls.

No system is completely secure. You are responsible for protecting your login credentials and inspection or intake links, using appropriate device security, limiting account access, and notifying us promptly of suspected unauthorized use.

12. Your choices and privacy rights

Account holders may review or update certain information in the Service. You may also contact privacy@GetSterlingAI.com to request access, correction, deletion, or a portable copy; object to or restrict certain processing; close an account; or ask a privacy question. Rights and exceptions vary by jurisdiction and by whether LWW or the applicable landlord controls the information.

We may need information reasonably necessary to verify your identity and authority. For example, we may match an email address or telephone number, ask you to sign in, confirm control of an account, or ask for information about the communication or landlord involved. We use verification information only for verification, security, and compliance.

If LWW processes the information solely for a landlord or property manager, we may identify or notify that business, direct the request to it, and assist it in responding. We will not disclose information that belongs to another person or that we cannot safely verify.

You may submit a request through:

• Email: privacy@GetSterlingAI.com
• Online form: [PRIVACY REQUEST WEBFORM URL]

If we deny a request and applicable law provides a right to appeal, you may appeal by replying to our decision with the subject line “Privacy Appeal.”

13. California privacy rights

The CCPA applies only to businesses that meet its statutory requirements. If and to the extent the CCPA applies to LWW’s processing as a business, a California resident has the right to:

• know and access the categories and specific pieces of personal information LWW collected, the sources, purposes, and categories of recipients;
• delete personal information LWW collected, subject to exceptions;
• correct inaccurate personal information;
• opt out of sale or sharing of personal information;
• limit certain uses or disclosures of sensitive personal information when that right applies; and
• not be retaliated against for exercising a CCPA right.

LWW has not sold personal information or shared it for cross-context behavioral advertising during the preceding 12 months. We do not have actual knowledge that we sell or share the personal information of anyone under 16. We use sensitive personal information only for purposes that do not require a right to limit. Accordingly, LWW does not currently provide “Do Not Sell or Share” or “Limit the Use of My Sensitive Personal Information” links.

To exercise an applicable right, use the methods in Section 12. We will confirm receipt and respond within the period required by law. We may deny or limit a request when an exception applies, identity or authority cannot be verified, disclosure would create a security risk, or the information belongs to another person.

Authorized agents

An authorized agent may submit a request for a California resident. We may require proof that the resident gave the agent signed permission and may contact the resident to verify identity and authority, unless the agent has a valid power of attorney. An agent should email privacy@GetSterlingAI.com with the subject “Authorized Agent Request” and use the online method above.

California “Shine the Light”

California Civil Code section 1798.83 permits certain residents to ask about disclosure of personal information to third parties for those third parties’ direct-marketing purposes. LWW does not disclose personal information to third parties for their own direct marketing.

14. Children and household information

Account signup and direct use of the Service are intended for adults. We do not knowingly allow a child under 13 to create an account or intentionally collect personal information directly from a child under 13 without legally sufficient authorization. Inspection and intake links are intended for adult recipients.

Customer Data controlled by a landlord may nevertheless include limited information about occupants or household members who are minors. In that situation, LWW processes the information for the landlord as a service provider or processor. Contact the landlord first about that information, or contact us if you believe a child submitted personal information directly in error.

15. International processing

LWW operates in the United States, and the Service and its providers may process information in the United States and other locations where they operate. Those locations may have privacy laws different from the place where you live. If a customer’s use requires an international data-transfer mechanism or data-processing addendum, the customer must contact us before submitting the affected information.

16. Changes to this Policy

We may update this Policy to reflect changes in the Service, law, or our practices. We will post the revised Policy, update the date above, and provide additional notice when required. We will not use previously collected personal information for a materially incompatible new purpose without the notice or consent required by law.

We review this Policy at least annually when the CCPA requires it.

17. Contact us

LWW Technologies LLC, doing business as GetSterlingAI
Attn: Privacy
1401 21st Street, Suite R
Sacramento, California 95811
United States
Email: privacy@GetSterlingAI.com
Telephone: [COMPANY PRIVACY TELEPHONE, IF APPLICABLE]