Privacy Policy

Repair Round is operated by RepairRound LLC. References to "we", "us", and "our" mean RepairRound LLC. References to "you" mean the people and organizations using Repair Round.

For privacy questions, contact [email protected].

When you create an account we collect:

• Your name, work email, and (optionally) job title and phone number.
• Authentication credentials (hashed passwords) and session metadata.
• Profile preferences such as notification settings and timezone.

Each customer operates inside a workspace tied to their property management company. We collect:

• Company name, billing entity, and the team members invited into the workspace.
• Roles and permissions assigned to each member (admin, dispatcher, vendor, owner, viewer).
• Workspace settings such as triage rules, escalation thresholds, and SLA targets.

To run a maintenance desk we process data about the people and assets in your portfolio:

• Properties and units (address, unit number, building details, access notes).
• Tenants (name, contact details, unit assignment, lease term where supplied).
• Vendors (company name, contact details, trades, coverage areas, certificates supplied to you).
• Owners and property owners' representatives (name, contact details, statement preferences).

You are the controller of this data. We process it on your behalf to operate Repair Round and to provide tenant, vendor, and owner-facing portals you direct us to provide.

Maintenance requests are the operational core of Repair Round. We process:

• Tenant-submitted descriptions, categories, urgency, and consent for entry.
• Triage notes, priority changes, status transitions, and time stamps.
• Vendor dispatch records, scheduled visits, ETAs, scopes of work, and quotes.
• Owner approval requests, decisions, spend caps, and notes attached to a request.
• Internal comments and tagged team conversations on a ticket.

Photos, videos, invoices, quotes, inspection reports, and other documents attached to a request are stored in your workspace's object storage and are accessible only to people you authorize.

We do not use these uploads to train any third-party AI model. We may use them to render previews and to power features inside your own workspace (for example, AI-assisted captioning of a photo, scoped to that ticket).

We collect how the product is used so we can keep it reliable: page views, feature events, error reports, performance traces, and approximate device/browser information. Where we use third-party analytics, the data is aggregated and used only to operate and improve Repair Round.

When you subscribe to a paid plan, our payment processor collects payment method details directly. We receive only the billing contact, plan, status, invoices, and the last four digits of the card or equivalent identifier. We do not store full card numbers.

We use a small set of cookies to keep you signed in, remember preferences, and understand product usage. See the Cookie Policy for the full list and how to control them.

Repair Round uses AI to draft summaries, classify urgency, suggest replies, and propose vendor matches. To do this, we send the relevant ticket text (and where relevant, captions of attached photos) to AI inference providers acting as our subprocessors under contract.

• AI is used to draft summaries, classify urgency, and suggest replies. Your data is not used to train third-party foundation models. Inputs are processed under our standard data processing terms.
• Inputs and outputs are not used to train third-party foundation models.
• AI processing for a ticket is scoped to that ticket. We do not pool customer data across workspaces for AI features.

AI suggestions inside Repair Round are advisory. A human on your team must review and approve any dispatch, spend, tenant communication, or compliance-relevant action before it is sent or executed. We log the AI suggestion alongside the human decision so the audit trail is preserved.

When tenants, vendors, owners, or staff communicate through Repair Round (in-app messages, email replies routed via our intake addresses, or status updates), we store those messages so they are visible to authorized members of your workspace and to the recipient.

We use vetted subprocessors to run the service. Categories include: cloud hosting and database, authentication, transactional email delivery, error monitoring and logging, AI inference, payment processing, and customer support tooling. We require each subprocessor to provide appropriate technical and organizational safeguards.

A current list of subprocessors is available on request from [email protected].

Operational records (requests, work orders, messages) are retained for the life of your account plus 24 months. You can export or delete data at any time from Settings → Security & Access.

When you delete data inside Repair Round or close your workspace, we remove it from active systems within 30 days and from backups within 90 days, except where we are required to retain limited records (for example, tax records related to billing).

We protect your data with controls that include:

• Encryption in transit (TLS) and at rest for the primary database and object storage.
• Row-level security and least-privilege access in our database.
• Per-workspace isolation of property, request, and uploaded content.
• Audit logging of administrative and security-relevant actions.
• Mandatory code review and dependency scanning before changes ship.
• Vulnerability reporting at [email protected].

We do not claim certifications we have not earned. If you need attestations or a security questionnaire, contact [email protected].

Depending on where you live, you may have the right to:

• Access the personal data we hold about you.
• Correct inaccurate personal data.
• Request deletion of personal data.
• Export your data in a portable format.
• Object to or restrict certain processing.
• Withdraw consent for marketing communications at any time via /unsubscribe or /email-preferences.

For account-holders, most of these are self-service inside your workspace settings. For tenants, vendors, or owners whose data is stored in a customer's workspace, please contact that property management company first; we will support them in fulfilling your request. You may also contact us at [email protected].

Repair Round is not directed to children under 16 and we do not knowingly collect personal data from them.

Our infrastructure may process data in regions outside your home country. Where required, we use standard contractual safeguards with our subprocessors to govern those transfers.

When we make a material change, we will update the date above and notify workspace admins by email or in-app notice at least 14 days before the change takes effect.

Privacy: [email protected]
Legal: [email protected]
Security: [email protected]