Privacy Policy

Welcome to mPro Digital Edge, a purpose-built AI workspace for multifamily property management professionals. This Privacy Policy explains how mPro Digital Edge, operated by Sales and Marketing Magic for Apartment Managers, Inc. (referred to as "mPro," "we," or "us"), collects, processes, protects, and governs information within Company workspaces.

This policy applies to Workspace Users who access the platform under a Company's workspace deployment, including property management executives, leasing professionals, marketing staff, regional managers, and other authorized personnel.

By accessing a Company workspace on the mPro Digital Edge platform, the Company and its Workspace Users agree to the practices described below.

mPro Digital Edge operates under a workspace model, not a consumer subscription model. This distinction is important because it defines who controls the data and who is responsible for its use.

• The Company is the organization that deploys an mPro Digital Edge workspace. The Company is the data controller for all content, resident information, property data, and business information processed within its workspace.
• mPro Digital Edge acts as the data processor. We operate the platform infrastructure, provide the AI tools and features, and process data according to the Company's instructions and configuration.
• Workspace Users are individuals authorized by the Company to access the workspace. Workspace Users operate within the Company's administrative policies and the Company's own privacy practices.

Each Company operates within its own isolated workspace. Workspace data is logically separated so that one Company's content is not accessible to another Company.

Within a Company workspace, the following categories of information are collected and processed:

• Workspace User Account Information. Name, work email address, role or title, team or department assignment, and authentication credentials issued or managed by the Company administrator.
• Content Generated Within the Platform. Prompts, outputs, Chat Assistant conversations, Smart Writer drafts, uploaded documents, images, and any other content created by Workspace Users while completing tasks.
• Property and Community Data. Information about apartment communities, apartments, amenities, market positioning, leasing activity, and other operational data entered by Workspace Users.
• Resident Information. Any personally identifiable information about residents or prospective residents entered into the workspace by Workspace Users for purposes such as drafting communications, analyzing reviews, or generating reports.
• Usage and Performance Data. Logs of which tools are used, tool proficiency progression, skill development metrics, and performance indicators used by the Skill Tracking System.
• Governance and Audit Records. Records generated by the platform's governance activity, including AI tool inventories, audit results, drift detection findings, bias detection audit results, Fair Housing test results, and incident logs.
• Technical Data. IP address, browser type, device identifiers, and session information necessary to secure the platform and deliver the service.

Information within a Company workspace is used for the following purposes:

• Platform Operation. Authenticating Workspace Users, routing requests to AI providers, generating outputs, and maintaining workspace functionality.
• Skill Development Tracking. Measuring tool proficiency, marketing expertise, strategic thinking, and problem-solving ability as part of the Learn While You Work philosophy embedded in the platform.
• AI Governance and Monitoring. Recording AI tool activity, running drift detection, conducting bias detection audits and Fair Housing testing, and maintaining audit records as part of the platform's governance framework.
• Security and Fraud Prevention. Detecting unauthorized access, protecting against abuse, and preserving the integrity of the workspace.
• Service Improvement. Diagnosing technical issues, optimizing performance, and improving the reliability of platform features.
• Communications. Responding to support requests, issuing platform notifications, and providing updates about the workspace.

mPro Digital Edge is built on a dual governance foundation. The National Institute of Standards and Technology (NIST) AI Risk Management Framework provides the operational structure through four functions: GOVERN, MAP, MEASURE, and MANAGE. The RETTC 8 Principles for Rental Housing provide the industry-specific values that define fairness, transparency, and accountability in apartment communities. Together they govern how every AI tool on the platform is built, monitored, and maintained.

Every Chat Assistant and Smart Writer template operates within the 6 Guardrails: Role Definition, Behavioral Boundaries, Compliance Layer, Output Constraints, Escalation Protocol, and Override Hierarchy. These guardrails constrain what each tool can do and route uncertain or out-of-scope requests to human review.

The platform maintains governance infrastructure that supervises the AI tools it creates. This infrastructure includes an AI Provider Registry, an assistant lifecycle and tool inventory record, drift detection monitoring, an Audit Center, automated and manual Fair Housing testing, bias detection audits, adversarial testing, an incident log, and a training roster.

All content, documents, prompts, outputs, resident information, property data, and business information processed within a Company workspace belong to the Company.

The Company administrator has control over:

• Which Workspace Users are granted access to the workspace
• Which tools, features, and AI models are enabled
• Brand voice configuration, Fair Housing guardrails, and content policies
• Data retention schedules and deletion requests
• Export of workspace content

Workspace Users should direct requests concerning workspace data to their Company administrator in the first instance.

The mPro Digital Edge platform integrates with third-party AI providers to deliver Chat Assistants, content generation, image creation, voice synthesis, and other AI-powered features. When a Workspace User interacts with an AI-powered tool, the content of the request is transmitted to the relevant AI provider for processing.

Third-party AI providers currently integrated with the platform include Anthropic, OpenAI, Google Gemini, Perplexity, ElevenLabs, HeyGen, Synthesia, Fal.AI, and Wolfram Alpha, among others across eleven AI provider categories. Every provider is tracked in the platform's AI Provider Registry as part of the governance framework.

Each AI provider operates under its own terms of service and data processing practices. mPro Digital Edge configures these integrations so that:

• Workspace data sent to AI providers is not retained by those providers for model training
• Transmission occurs over encrypted channels
• Responses are returned to the originating workspace only

mPro Digital Edge does not sell workspace data and does not share Company content with third parties for advertising, marketing, or commercial analytics purposes.

Workspace data is disclosed only in the following circumstances:

• To AI Providers. For the sole purpose of generating the requested AI output, as described in Section 7.
• To Infrastructure Providers. Microsoft Azure (hosting), authentication services, and other operational vendors bound by confidentiality and data processing agreements.
• At the Company's Direction. When the Company administrator configures an integration, export, or data transfer.
• For Legal Compliance. When required by valid legal process, court order, or applicable regulation, with notice to the Company where legally permitted.
• In a Business Transaction. In connection with a merger, acquisition, asset sale, or similar transaction, subject to continued privacy protections.

Workspace data is retained for as long as the Company's workspace remains active. The Company administrator may configure shorter retention periods or delete specific content at any time through the platform interface.

When a Company workspace is terminated, mPro Digital Edge will:

• Provide the Company with an opportunity to export workspace content for a period of 30 days from termination
• Permanently delete workspace content from active systems within 60 days of termination
• Purge backup copies of workspace content within 90 days of termination

Certain other records, such as billing records, may be retained for longer periods where required by law or for legitimate business purposes such as fraud prevention and regulatory compliance.

mPro Digital Edge employs industry-standard security practices to protect workspace data, including:

• Encryption. TLS 1.2 or higher in transit, AES-256 at rest.
• Infrastructure. Microsoft Azure (West US 2) with Azure Key Vault for secrets management.
• Application Security. Aikido Pro continuous security scanning and GitHub Advanced Security for code-level protection.
• Framework Protection. Laravel CSRF protection, parameterized queries to prevent SQL injection, and hardened authentication with optional SAML single sign-on.
• Compliance Program. SOC 2 Type II audit in progress. The compliance program is managed through Comp AI (Bubba AI, Inc.), with SecurancePro, a licensed CPA firm, conducting the independent audit.
• Access Control. Role-based permissions managed by the Company administrator.
• Monitoring. Continuous logging, intrusion detection, and incident response procedures.

No system is perfectly secure. In the event of a data incident affecting a Company workspace, mPro Digital Edge will notify the Company administrator without undue delay and will cooperate with the Company's own notification and response obligations.

The mPro Digital Edge platform is designed for use in the multifamily housing industry and incorporates compliance safeguards intended to support, but not replace, the Company's own Fair Housing obligations.

Chat Assistants and content generation tools operate within the 6 Guardrails and draw on current HUD guidance to help flag potentially non-compliant language. The platform also runs automated Fair Housing testing across Chat Assistants, supported by deeper manual testing, and conducts bias detection audits to document that tools have been checked for fair, non-discriminatory output.

Under applicable privacy laws, including the GDPR, the CCPA, and similar regulations, individuals whose information is processed within a Company workspace may have the right to:

• Access a copy of their personal information
• Request correction of inaccurate information
• Request deletion or restriction of processing
• Object to processing on legitimate grounds
• Receive information in a portable format
• Lodge a complaint with a supervisory authority

Because the Company is the data controller for workspace content, these requests should generally be directed to the Company administrator. mPro Digital Edge will cooperate with the Company in fulfilling valid requests.

Workspace Users may contact mPro Digital Edge directly with privacy questions or concerns using the contact information provided below.

This Privacy Policy may be updated periodically to reflect changes in platform features, legal requirements, or operational practices. Material changes will be communicated to Company administrators, and the "Last updated" date at the top of this policy will be revised accordingly.

Continued use of a Company workspace following notice of a revised Privacy Policy constitutes acceptance of the updated terms.

Privacy questions, data requests, and policy concerns may be directed to: